Pre-Proposal_Conf_Site_Visit_Minutes_11R0001.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

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11 Aug 11

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 35 CONS/LGCA

Unit 5201, Bldg. 656, Misawa AB, Japan

APO AP 96319-5201

SUBJECT: Pre-proposal Conference Minutes & Record of Site Visit, Request for Proposal

(RFP) No. FA5205-11-R-0001, Simplified Acquisition of Base Engineering

Requirements (SABER) Contract, Misawa AB, Japan

1. This is the pre-proposal conference minutes, including record of site visit, which was conducted for subject solicitation on 11 Aug 11 at 35 CONS conference room and in Bldg.

653, IAW the solicitation provisions AFFARS 5352.215-9001 Notice of Pre-bid/Pre-proposal Conference and FAR 52.236-27 Site Visit (Construction) Alternate I. The representatives from nine (9) firms, totaling 22 individuals attended this conference, and 31 individuals attended the subsequent site visit. The following are names of the firms and the

Government representatives attended:

2. Pre-proposal Conference.

a. The conference was opened by Mr. Sakamoto/Contracting Officer at 1300 hours, who explained the scope and requirements of SABER contract, and remarks and filling instruction of the solicitation by presenting the Slide Show (Attachment 1). All attendees were allowed to ask questions at any time during the session.

Highlights of the conference:

Purpose of SABER contract and its mechanism (Task Order based contract).

Price coefficients and Economic Price Adjustment (EPA).

Contract clauses and solicitation provisions.

Fill-ins, representations, and certifications.

Preparation of technical proposal and past performance information.

Evaluation factors and procedures.

And so on, as demonstrated on the attached slides.

Firms Attended (in alphabetical order) Government

FUJIMOTO KENSETSU, K.K. Mr. Nogawa, Acq Team Lead CO, 35 CONS

KAMIKITA KENSETSU, Co., Ltd. Mr. Sakamoto, CO, 35 CONS

KOSAKA KOMUTEN Co., Ltd. Mr. Kawahara, CA, 35 CONS

MISUMI K.K. Mr. Johoji, CA, 35 CONS

NIPPO Corporation Mr. Fujioka, Tea Lead, 35 CES/CEPM-QR

NISHIMATSU KENSETSU Co., Ltd. Mr. Takamatsu, Engineer-Civil, 35 CES/CEPM-QR

SHOWA KENSETSU Co., Ltd. Mr. Harada, Engineer-Mech., 35 CES/CEPM-QR

SUZUKI KENSETSU KOGYO Co., Ltd. Mr. Nakanowatari, Engineer-Arch., 35 CES/CEPM-QR

TANAGA GUMI Co., Ltd. Mr. Matsunai, Engineer-Elec&Fire, 35 CES/CEPM-QR

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b. Questions and Answers. There were three (3) questions arisen from the prospective offerors during the session above. Questions are shown on a non-attribution basis IAW solicitation provision AFFARS 5352.215-9001(d) hereinafter. The following summarizes the questions and the Government answers:

– Q-1. (Regarding submission of the price proposal,) what should the offeror insert in net amount blocks for Item 0001 thru 9001 at the pricing schedule, Section B?

– A-1. No fill-in is required in net amount blocks. The offeror’s price proposal shall be made by inserting the price coefficients under Item No. 0001 and 9001 at the pricing schedule, Section B. (by Mr. Sakamoto/CO.)

– Q-2. The unit prices are provided for broad range of work items in the Unit Price

Book (UPB). Some unit prices may be lower than actual costs and others may be higher, and selection of work items is unknown until specific project requirements are identified by the Government. Should we estimate the price coefficients covering all the work items in the UPB?

– A-2. Yes. Offerors are required to examine all the prices in the UPB and corresponding Technical Specifications for estimate of the price coefficients. There is no specific construction requirement identified at present, due to nature of the

SABER contract (ref. para. B-902, Project Description, Section B). In order to give a general idea of the SABER project requirements, the previous project information has been provided in the Historical Data, Attachment 4 of the solicitation. (by Mr.

Sakamoto/CO and Mr. Nogawa/Team Lead CO.)

– Q-3. This contract has the EPA for the price coefficients, but not for the UPB prices. How will the Government handle the UPB prices if there was an unusual price spike occurred in the market for a specific construction material?

– A-3. The UPB prices are reviewed by the Civil Engineers on a minimum annual basis taking the prevailing market prices into consideration, and unit price adjustment will be made if determined as appropriate. Short term adjustment of the unit prices is not considered. (by Mr. Nogawa/Team Lead CO and Mr. Fujioka/Team Lead, 35

CES/CEPM-QR.)

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c. There was no further question. The session was moved on to the technical briefing by

Mr. Fujioka, Team Lead, 35 CES/CEPM-QR, to enhance understanding of the design requirement under SABER contract.

d. Technical Briefing. Mr. Fujioka briefed requirements for minimum design drawings and the work elements for the SABER projects. The minimum design shall be clear and concise to cover all necessary information in the drawings, and correspond with the work items and quantities, which are to be provided in the survey report.

e. Questions and Answers. There was no question arisen from the prospective offerors for the technical briefing.

f. At the end of this pre-proposal conference, Mr. Nogawa/Team Lead CO reminded all attendees that any remarks and explanations made at this conference and subsequent site visit shall not qualify the terms of solicitation. The terms of the solicitation including all attachments remain unchanged unless the solicitation is amended in writing. Also, Mr.

Sakamoto/CO informed that “No Bid Form” will be made available through FedBizOpps

Website for use by the attendee(s) who may decide not to provide the proposal to this solicitation.

3. Site Visit to Building 653.

a. Following the pre-proposal conference session ended at 1425 hours, the site visit was conducted at the building (Bldg.) 653 along with all attendees, to enhance the offerors’ understanding of the site conditions for the Model Project. The site visit started at the

East side parking lots for the exterior work requirements, then moved into east side of the

1st floor of Bldg. 653 for the interior work requirements. Mr. Fujioka made on-site briefing to all attended prospective offerors in regard to the requirements specified in the

“Model Project Information for Drawing Preparation and Quantity Survey”, Content 2 of

Attachment 5 of the solicitation.

b. Questions and Answers. There was no particular question arisen from the prospective offerors during the site visit.

4. At the end of the site visit, Mr. Sakamoto reminded all attendees of the due dates for submission of the question and proposal, respectively. The prospective offerors’ question(s) for this solicitation, if it may arise after this pre-proposal conference and the site visit, must be submitted to 35 CONS in writing by close of business,1630 hours, of 18 Aug 11. The