Inactive Total Small Business Set-Aside (FAR 19.5)

Site Visit Minutes are annotated below, with updated PWS attached; minor edits have been made based upon questions received. 1. A site visit was held at Camp Butner, NC on 28 Aug 2019 at 1000. 2. The ... Site Visit Minutes are annotated below, with updated PWS attached; minor edits have been made based upon questions received. 1. A site visit was held at Camp Butner, NC on 28 Aug 2019 at 1000. 2. The following items were discussed during the site visit/pre-proposal conference: a. A walk through of the following sites was conducted, to include the following locations: i. Pavilion (At the discretion of the Gov't, one of the classrooms will become an alternate dining location in the event that weather does not permit use of the pavilion.) ii. Optional Food Trailer Parking Location across from Pavilion iii. Barracks (where the soldiers will be housed during the duration of the camps, in walking distance from Pavilion) iv. Latrines v. Digital Classroom #1 vi. Open Classroom vii. Grass Fields viii. Digital Classroom #2 ix. Simulation Center (noted at the site: There is room at the back of the room for approximately 15 additional chairs.) b. Discussions/Questions included: i. Many of the questions were responded to with direct references back to the PWS. ii. A reminder that no thumb-drives are allowed on Gov't computers IAW current Information Assurance regulations (reference PWS para 3.1.1.1 (c) and 3.3.1, and that the computers may or may not have disc drives, so coordination well in advance of using a DVD or CD is highly recommended. The government will confirm all IT details annotated within PWS Para 3.1 are accurate; any updates will be made upon discovery. iii. A warning was provided that Camp Butner is in a very rural location setting; as such, the internet connectivity is very unreliable. The contractors need to have an effective and executable back-up plan that does not rely on internet connectivity in place, and should plan on needing to utilize it fairly frequently. iv. Soldiers are normally on-site one day prior to the camp start date, but the contractors do not need to be present at that time Q: Are there back-up generators at Camp Butner? A. Yes. Q. What roles in addition to assessments, will the Army Fitness Trainers be able to provide? A. During camps, the primary role of the Army Fitness Trainers is the management of the logistics of getting soldiers where they need to be on time. The contractor is not to rely on Army Fitness Trainers to augment execution of their proposed program. The contractor is not to direct Army personnel; likewise, this is a non-personal service. As such, Army personnel are not able to direct the actions of contractor personnel. If Army Fitness Trainers are present during a session, and witness soldiers unsafely performing an exercise according to the contractor's instruction, they may approach the soldier and assist in correcting form to avoid injury. Additionally, if Army Fitness Trainers happen to be present and are willing to assist in motivating the soldiers in achieving program objectives, they may do so unless the contractor objects to their involvement. However, directing instruction and ensuring the entire scope of the PWS is fulfilled is ultimately the sole responsibility of the contractor. Q: What is the average age of participants? A. The majority of participants will be in the range of E5 and below, with a majority age range of 17 - 26. There will be no participants over the age of 50. Q. Will profiles become a concern? A. This is a voluntary program soldiers will need to apply for entry into. The application process requires the soldier does not have a profile. The process also ensures the soldiers are motivated and hold the same drive as the NCARNG leadership in achieving success as it relates to the purpose of this program's goals. There will be 60 applicants chosen. The participants will range in fitness levels; some may be in very poor shape while others may be in more optimal shape. Q. Do we also need to feed the trainers? A. Contractors are responsible to feed up to 75 personnel (see update to PWS para 5.5.1; increased from 60 to 75) Q. When will each final detailed proposed training schedule would be coordinated with the contractor and Gov't? A. Post award, IAW PWS 5.3.2, 5.3.3, 5.4.2.2 and 5.5.1. Q. Will the Gov't have personnel available to assist in setting up IT in the digital classrooms? A. Yes, they will be available for help in initial set-up. Q. Post award, IAW PWS 5.3.2, 5.3.3, 5.4.2.2 and 5.5.1. Q. Are there trails the contractor can utilize in their program? A. Yes. Use of outdoor trails/outdoor fitness areas must be coordinated with the COR in advance of the event to ensure there are no live fire events that could place the soldiers in danger. See PWS para 3.1.1.1 (e) and 3.1.1.2 (e) Q. Aside from the Gov't Furnished Fitness Equipment listing, can we request Soldiers come equipped with their basic packing list for ruck marches, etc? A. Yes, it would be a reasonable request to request soldiers arrive with their basic packing list. Currently, that includes a fitness uniform, duty uniform, molle type backpack, combat helmet, molle type vest. Recommend including in your technical proposal whether the soldiers will need to arrive with their basic packing list. Q. How often should we plan on needing to host event out of Charlotte National Guard Armory? A. Approximately 90% of all events should be planned to be held at Camp Butner; in the event Camp Butner is unavailable or the NCNG must change locations, the alternative from Camp Butner shall be the Charlotte National Guard Armory. See PWS para 3.1.1.2 Q. Who is responsible for getting the GFP fitness equipment to Charlotte? A. Government. Q. Any facility challenges or otherwise to mention from prior events held by the Gov't? A. We have learned that variation in menus is valued, to help soldiers get a really good idea of different healthy eating options. In the past, we used the Army model in developing fitness routines; however, it was learned quickly that that basis offers fairly limited, repetitive motions, which do not ultimately result in ideal fitness results for the soldiers. Varied exercise is an important aspect. Also, Army Fitness Trainers now have to apply to be a part of the team. This will aid in ensuring a congruent message is relayed throughout the program which supports NCARNG leadership objectives. Q. Will EMT be on-site to help anyone that is a diabetic, etc? A. Yes, Ambulance and First Aid services shall be provided by NCNG. The Gov't will perform triage, treatment and/or transport of soldiers in need of medical attention. See PWS 3.4.6 Conclusion of Site Visit Minutes. Additional Q&A Q. Concerning the online application/mobile application, if our subcontractor is unable to provide a guest log-in as recommended, can we provide an explanation of our projected capabilities? A. At a minimum, the Gov't expects the contractor to describe the functionality of the proposed online application/mobile application components, to meet or exceed the requirements of the PWS. Having an active guest log-in to the proposed platform is not a requirement. However, an affirmative statement including your proposed capabilities in this area, along with the number of days the application will be available upon award of contract is required. See updated addendum to 52.212-1. Please note the time extension due to 2 Sept 19 beign a federal holiday. It is the contractor's responsibility to ensure receipt of quote.