Pre-Proposal_Conference_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

105 AIRLIFT WING (ANG)

ONE MAGUIRE WAY

NEWBURGH NY 12550-5075

MEMORANDUM FOR RECORD

SUBJECT: MINUTES OF PRE-PROPOSAL CONFERENCE AND SITE VISIT, SOLICITATION W912PQ19Q6004

BUILDING 207 OFFICES REMODEL

11 September 2019, 1000 – 1100 12 September 2019, 1400 – 1500

1. The list of contractors attending the meetings is shown on the attached sign-in sheet. The following

Government representatives attended the subject meetings:

Name Position Joseph Kugler Contracting Officer Mark Noteboom Base Deputy Civil Engineer Michael Lynch Civil Engineer Renee Marino Facilities Manager

2. The following items were discussed during the Pre-Proposal Conference:

a. Introductions of Government personnel were provided to all contractors. The acquisition process was explained and all were notified that the solicitation is being issued as a Request for Quote (RFQ) under FAR Part 13 Simplified Acquisition Procedures. Contract period is 45 days.

This includes all work to include cleanup and punch list.

b. The solicitation is being issued as a total small business set-aside under the applicable NAICS code 236220, Commercial and Institutional Building Construction.

c. Quotes are due by 26 September 2019 at 2:00 PM. Contractors were reminded to check the solicitation posting at FBO regularly for any changes throughout the solicitation phase.

d. Solicitation amendment 0001 will be forthcoming to incorporate a revised wage determination. All amendments must be acknowledged.

e. Two site visits were offered, 11 September at 1000 and 12 September at 1400.

3. Contractors were reminded that all questions must be submitted in writing via email to:

joseph.j.kugler.mil@mail.mil. All questions must be routed through the Contracting Office. All Contractor questions when answered will be posted to the FBO website. If a question arises that will result in a change to the plans or specifications, an official amendment will be issued. All correspondence, questions and answers, amendments etc. will be issued or posted at www.fbo.gov.

4. At the conclusion of the review of the solicitation process, Capt Mark Noteboom discussed details of the project to include items spec’d out in the statement of work. General scope of work will consist of cosmetic changes and office relocations. A contractor did ask about gaining access to locked documents to review plans and specs. It was explained that for this solicitation, there were no documents posted to FBO that required any contractor to follow the process for gaining permissions to view documents of that type. All drawings that were made available for this project were embedded in the Statement of Work, which was already posted as an unlocked attachment to the FBO solicitation. Capt. Noteboom explained further that for the contractor that wins the award, they do have all original plans of the building that can be provided.

5. The first area that was looked at was the training room. A partition wall is to be installed across the full width of the room with a doorway in it. In addition, a doorway will be installed along the rear side wall of the room to allow for a secondary egress. A contractor asked what type of ceiling tiles are already installed in the room in order to match existing. Lt. Lynch requested that question be submitted in writing in order to research the specific type. Another question was asked regarding the cut-off for RFI’s. The cut-off will be 19 September for all RFI submissions.

6. The next area shown was near the front entrance of the building. The angled wall at the reception counter will be demoed all around and the doorway will be pushed back a few feet to open that whole area. The existing ceiling 2x2 ceiling tiles will continue to run through the entire opened area to achieve uniformity throughout. Inside the reception area there was tape affixed to the floor and walls to mark where a new wall will be installed with a doorway to create a new office area. A contractor asked if there was a demolition plan included with the drawings. It was explained that two drawings were included with the specs, a before and after drawing to illustrate what changes need to be made.

7. We proceeded to continue to walk down the hallway identifying what doors were to be removed as part of the renovation. The area near room 44 will have the doorway removed to leave an open area into the room. The one existing doorway in the interior will be flipped to swing in the other direction to lead into room 45. On the opposite wall, a new door will be installed to gain access into room 43. In room 46, the doorway leading into room 45 will be removed. Across the hallway from there, the wall dividing rooms 54 and 56 will be removed to create one large room. An open space of approximately 6-8’ will be created to allow access in and out of that new records room.

8. All existing doors that are called out to be removed for this project can be reutilized by the contractor in other areas of the building that call for new doorways. All headers will remain across any open areas, which can be capped off at the doorways. Sprinklers and lighting will need to be moved as necessary to accommodate the new footprint. Any paint throughout the hallways will just need to match existing and the Statement of Work does spec out new paint for some of the interior rooms. Tile requirements are all spec’d out in the Statement of Work.

APPROVED

Joseph Kugler, MSgt, NYANG

Attachments Sign-in Sheet