20240429_Site visit Minutes 24Q0029_Final.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKBB

SUBJECT: Minutes of Site Visit for Solicitation No. FA520924Q0029, Lifeguard Service at Sakana

Outdoor Pool, Yokota Air Base, Japan

1. The site visit was conducted at Sakana Outdoor Pool from 10:00 am on 23 April 2024.

1.1. Attendees:

Requiring Activity (RA):

374 FSS/FSWO Mr. Andrew Litchfield FSS Vehicle Operation

Manager 374 FSS/FSWOP Mr. Mark Fay Natatorium Manager

374 FSS/FSWOP

374 FSS/FSWO

Ms Misako Kuramoto Mr. Gregory Lilly

Natatorium Lead Lifeguard Outdoor Recreation Manager

374 FSS/FSRC Ms. Mari Gulley NAF Contracting Officer

Contracting Office (CONS):

374 CONS/PKBB Ms. Sonomi Yoshihashi Contracting Officer 374 CONS/PKBB Ms. Yumiko Suzuki Contract Specialist

Prospective Offerors

2. The site visit was conducted. Mr. Fay and Ms. Kuramoto showed everyone around the facility.

3. Questions and Answers.

Q1. Staffing. Ms. Kuramoto showed the female locker room and the vendor asked if the female staff needed to be provided which was not stated in the Performance Work Statement.

A1. Mr. Fay answered no. It is not a requirement. The Government will supplement with their own female staff.

Q2. Equipment: The vendor asked if the supplies and the equipment would be provided by the Government or the Contractor.

A2. Mr. Fay said that the supplies/equipment would be provided/maintained by the Government.

Q3. Cleaning: The vendor asked about the cleaning requirement/procedures.

A3. Ms. Kuramoto said that the pool would be cleaned before it is open. The poolside will be cleaned as necessary. Locker rooms and the front area will be cleaned before closing. The Contractor and the Government both will be cleaning inside the facility and the Government will be responsible for cleaning outside the building. The Government will show the Contractor how the cleaning procedure would be after award.

Q4. The vendor asked under which condition requires the pool to be closed.

A4. Ms. Kuramoto said that the pool would be in operation except for the typhoon or when it rains so heavy that you cannot see the bottom of the pool.

Q5. The vendor asked how often the water quality standards need to be checked.

A5. Ms. Kuramoto said once in every 2 hours at three different locations. If there is a discrepancy, the contractor needs to report it to the Government and the Government will contact CE for further action

Q6. The vendor asked about the pre-requisite skills for lifeguard certification what would happen if the staff failed the lifeguard certification IAW para 7.7 and 9.2.

A6. Mr. Fay said that the staff members could go to Natatorium to practice so they can pass the certification.

Q7. The vendor asked if the fire distinguisher was the same as the Japanese.

A7. Mr. Litchfield said yes.

Q8. The vendor asked if the uniform would be provided, if so who would be washing it.

A8. Mr. Fay said that it would be provided by the Government and the individual is responsible for washing it.

Q9. The vendor asked if the lifeguard would be lectured on how to clean each area.

A9. Mr. Fay said yes.

Q10. Pool Equipment: The Contractor asked if the parasol would be always used.

A10. Ms Kuramoto said it would depend on the weather. If it’s too hot, it would be used. Ms Kuramoto also mentioned that the rubber pads would be placed around the pool since the poolside gets too hot during the summer. The umbrella/parasol attached to each of the lifeguard stands will always be in use to protect lifeguard staff from the sun and overheating.

Q11. Record Management: The vendor asked if there is any particular paperwork that needs to be filled out for water test, etc.

A1. Mr. Fay said that all the paperwork to report water quality, Sign-in/out sheet, Incident Report, and etc., would be provided by the Government.

Q12: Front Desk Business: The vendor asked if the Contractor would also answer the incoming calls and handle the situation in English.

A12: Any incoming calls would be handled by the Government. The Contractor would be required to support at minimum.

5. The site visit was concluded at 11:00 am.

6. Any questions regarding this solicitation shall be submitted to CONS and the offerors are recommended to provide questions by 1 May 2024 by email.

7. A copy of the minutes will be distributed to all attendees. The foregoing is a summary of the discussions held during pre-proposal conference/site visit. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within three (3) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

<Update> Note to Offerors: Please submit the price quote excluding consumption tax.

SONOMI YOSHIHASHI

Contracting Officer