Minutes_PreproConfSiteVisit_11-1200P2.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

7 Feb 13

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 35th Contracting Squadron, Acquisition A Flight

Bldg. 656, Misawa Air Base, Misawa-shi, Aomori-ken, Japan

SUBJECT: Pre-proposal Conference Minutes & Record of Site Visit, Request for Proposal (RFP) No.

FA5205-13-R-0005, REPR Airfield Lighting System, Misawa Air Base, Japan

1. This is a minutes of the pre-proposal conference for subject solicitation, including record of site visit, as conducted on 7 Feb 13, 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”. 13 firms representatives, totaling 26 individuals attended this conference/site visit. The followings are names of the firms and the Government representatives attended:

Firms (Alphabetical order) Government

Fujimoto Kensetsu Co., Ltd. Mr. Yamamoto, Contracting Officer, 35 CONS/CCE

ITSI Gilbane Company Mr. Nogawa, Contracting Officer, 35 CONS/LGCA

Jacobs Mr. Nakamura, Buyer, 35 CONS/LGCA

Kajima Road Co., Ltd. Mr. Sato, Buyer, 35 CONS/LGCA

Kamikita Kensetsu Co., Ltd. Mr. Kawahara, Contract Specialist, 35 CONS/LGCA

Kosaka Komuten Co., Ltd. Mr. Misawa, Contract Administrator, 35 CONS/LGCA

Nippo Corporation Lt Reimer, Chief, Engineering Section, 35 CES/CEPM

Nishimatsu Construction Co., Ltd. Mr. Maita, Electrical Engineer, 35 CES/CEPM

Prime Projects International Japan Mr. Tashima, Civil Engineer, 35 CES/CEPM

Seikitokyu Kogyo Co., Ltd. SSgt Goncalvez, Technical Inspector, 35 CES/CEPM

Showa Kensetsu Co., Ltd. MSgt Welchert, JEIM Section Chief, 35 FW/SEF

Suzuki Kensetsu Kogyo Co., Ltd. TSgt Torres, Electrical Systems, 35 CES/CEOFE

Tokyo Energy & Systems Inc.

2. Pre-proposal conference.

a. The conference was opened by Mr. Nakamura/Buyer at 1300 hours, who explained the scope and requirements of subject project, and remarks/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:

General Requirement

Pricing Structure

Contract clauses and solicitation provisions

Fill-ins, representations, and certifications

Construction Contractor License

Preparation of price proposal and past performance information

Evaluation factors and procedures

Written question submission due date/time.

Proposal submission due date/time.

b. Technical briefing was made by Mr. Maita/Electrical Engineer with regard to the project purpose, requirements, specifications and working conditions in the airfield and vaults. The resultant contractor will be required to coordinate on-site construction schedule with the Government, and perform daily power restoration after nighttime airfield construction work for continuous Misawa

AB airfield operation. A diagram of existing airfield lighting computer system, Attachment 3 was provided to each of prospective offerors to supplement the system information in the control tower where the site visit was restricted.

c. Question and Answer: See Attachment 2, Summary of Questions & Answers.

3. Site Visit. Following the pre-proposal conference ended at 1500 hrs, the site visit was conducted in order of Taxiway Alpha, Bravo, and Charlie and Delta in the airfield, and Vault No. 1115 and 1116 along with all attendees.

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

35th FW Misawa Air Base

Pre-Proposal Conference / Site Visit

REPR Airfield Lighting System, Misawa AB, Japan

RFP No. FA5205-13-R-0005

Starting 1300hrs, 7 Feb 2013 at Bldg. 656

35 CONS/LGCA

Misawa AB, Japan

Summary

Scope & Requirements General Requirement / Pricing Structure

RFP

CONS remarks for solicitation / filling Instructions

CES tech briefing (Specs and Drwg)

Q & A session

Site Visit to Airfield

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

Project Description (Sec B):

Repair the existing airfield lighting system, Misawa Air Base, Japan IAW the specs and drawings -replacement of taxiway edge lights and lighting cables including associated transformers, generators and equipment, and update of airfield lighting control and monitoring system.

Place: Airfield and Vault No. 1115/1116, Misawa AB, Japan

Contract Type: Firm-Fixed Price

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

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RFP

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

Fill-in

RFP-Page 2

Section B, Page 3 thru 4

Proposal of CLIN Amounts Fill-in

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

RFP-Page 3

Section B, Page 3 thru 4

Note to Offerors DFARS 252.225-7042 Authorization to Perform -the offeror has been duly authorized to operate and to do business in the host nation country where the contract is to be performed, and FAR 52.236-7 Permits and Responsibilities (modified IAW AFFARS 5336.507) - the contractor shall be responsible for obtaining any necessary licenses and permits, and for complying with any host government and political subdivisions laws, codes, and regulations applicable.

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

RFP-Page 3 & 4

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Section F:

52.211-12 Liquidated Damages @¥81,589 (1st day ) & @¥26,429 (2nd day ～ ).

F-901 Period: 630 calendar days after the date of receipt of the NTP by the contractor

F-904 Limitation in Exterior Work:

15 December through 15 March

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

Section H:

H-901 Required Insurance Property Damage - ¥2,000,000

H-902 Performance Bond Required 100% of awarded contract amount.

Required add’l if Mod > $10K.

Submit <= 30 CD from contract award.

Japanese Yen or U.S. dollars equivalent to yen-based contract amount accompanying the surety’s separate certification.

FAR 52.228-15 as modified, Section I, page 16

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

Section I

FAR 52.223-3 Hazardous Material

Section J

Exhibit / Attachment Table Atch 1 Specifications

Atch 2 Drawings

Atch 3 Addendum No. 1

Atch 4 Schedule of Contractor’s Submittals

Atch 5 List of Contractor-Furnished U.S. Material (CFUSM)

Fill-in

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

RFP-Page 15

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Section K FAR 52.203-2 Independent Price Determination Cert

FAR 52.204-3 Taxpayer Identification FAR 52.204-8 Annual Representation and

Certifications FAR 52.209-5 Responsibility Matters Cert

FAR 52.209-7 Responsibility Matters Info

DFARS 252.247-7022 Transportation by Sea

K-800 Tax Exemption under SOFA

K-900 Contractor’s Cert

Fill-in Fill-in

Fill-in

Fill-in

Fill-in

Fill-in

Fill-in

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

Fill-in

RFP-Page 25 thru 35

(Sec K cont’d)

K-901 CONSTRUCTION CONTRACTOR LICENSE

Offeror shall submit 7 copies of “special construction license” under applicable law of Japan together with offer, to demonstrate compliance with FAR 52.236-7 as modified and DFARS 252.225-7042.

Joint venture or Partnership - the special construction license of each member of the JV or each partner of the partnership must be submitted together with the offer

Such offeror that fails in representation of the above required license will not be considered for award.

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

Submit

Section L L-100 Proposal Preparation Instructions

Offer required to meet all sol. requirements, terms & conditions, reps & certs, & tech requirements.

Prepare & Submit:

Price Proposal: Submit 1 Original

PPI: 1 Original + 2 copies

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

Submit

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Attachment 1 to Pre-Proposal Conference Minutes & Record of Site Visit

(Sec L cont’d)

PPI:

Relevancy: Airfield repair work involving airfield lighting replacement and power supply reconnection in association with partial shutdown of airfield (see M-900(a)(3) for relevancy ratings).

Recency: Work within 6-Yr from 1 Jan 2007 thru 31 Dec 2012.

Max. 10 contracts/projects (Max. 5 pages per contract/project).

Provide information required in L-100 (D)(2)(b)(A) thru (K).

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

(Sec L cont’d) L-906 Notice to Offerors

Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date.

In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs.

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

Section M

M-900 Basis of Award & Evaluation

Weight of Importance:

Past Performance is approximately equal to price.

Evaluation Process:

Step 1. Price – Reasonableness and completeness.

Price Realism

Step 2. Past Performance – Lowest Price first.

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

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Civil Engineer Technical Briefing

Attachment 1: Specifications Attachment 2: Drawings Attachment 3: Addendum No. 1 Attachment 4: Schedule of Contractor’s

Submittals Attachment 5: List of Contractor-Furnished

U.S. Material (CFUSM)

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

RFP No. FA5205-13-R-0005 Site Visit

A bus will depart from Bldg. 656 to the airfield and return to Bldg. 656.

Questions

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

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Let’s move on to Site Visit but please remind

RFP Closing Date / Time:

4 Mar 13 / 14:00

Questions shall be submitted to 35 CONS/LGCA by NLT 11 Feb 13.

RFP No. FA5205-13-R-0005 Pre-Proposal Conference

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SUMMARY OF QUESTIONS AND ANSWERS

RFP No. FA5205-13-R-0005

REPR Airfield Lighting System, Misawa AB, Japan

Attachment 2 to Pre-Proposal Conference Minutes & Record of Site Visit

Questions and Answers at Conference:

Prospective Offerors’ Questions Government’s Responses/Clarifications

Q1: If there is no relevant past performance information

(PPI) related to airfield work in Japan, can an offeror submit PPI in other countries?

A1: Yes. Locations of PPI are not limited to Japan, because airfield related projects are not frequently performed. PPI will be evaluated on recency and relevancy of the past efforts provided by the offeror and data independently obtained from other government and commercial sources. Relevant performance includes airfield repair work involving airfield lighting replacement and power supply reconnection in association with partial shutdown of airfield that involved similar scope and magnitude of effort and complexities required in this solicitation.

Q2: Can we submit an invoice monthly after start of on-site construction work?

A2: Yes. Payment will be made by the Government based on progress percentage of actual construction work.

Q3: Temporary regulators and transformers are considered necessary for continuous power supply during those replacement works in the vaults. Is there a space available to place those temporary regulators and transformers in the vaults?

A3: Yes. Temporary power and emergency generators are required during reconnection work as specified in para.

1.4.3.a.vi. of Spec – Sec. 01 11 00 for Area 3. The contractor shall perform on-site survey to verify adequate space for placement of temporary equipment in the vaults prior to start of power shutdown work.

Q4: Can we use the Apple Gate for entry of heavy equipment and truck at nighttime?

A4: The Apple Gate is only gate available for entry of heavy equipment and truck into Misawa AB, and its regular operation hours are from 0600 thru 1400 hours.

The gate will be available at nighttime on conditions that coordination with Security Forces is made at least 7 days in advance along with a list of personnel/vehicles.

Q5: What extent of work is required to upgrade the existing airfield lighting computer system? The extent is not provided in the system diagram, Attachment 3 to

Pre-proposal Conference Minutes & Record of Site Visit.

A5: The diagram indicates the existing system, and necessary upgrade and modification of the system shall be set up by the system manufacturer for new taxiway lights, as required in Area 4 Drawing No. G-003. Please contact the manufacturer for extent of system upgrade and modification.

Q6: The project drawing PDF files have low resolution problems in Area 4 Drawing No. E-045/406 and some others such as overlapped lines of “existing” and “new”.

Can the Government provide the drawings in AutoCAD files, in both versions – below 2005 and the latest.

A6: DVD containing all project drawings in AutoCAD version 2004 and 2010 will be distributed to each of the attended prospective offerors on a cash-on-delivery basis.

Upload of those CAD files on the FedBizOpps was considered impractical due to huge file sizes of CAD for total 476 sheets of drawings.

Question and Answer at Site Visit:

Prospective Offeror’s Question Government Response/Clarification

Q: The existing asphalt concrete between Taxiway B

Edge Light No. B27 and B28 is indicated as sod in Area

1 Drawing No. E414.

A: The reported discrepancy on the drawing was confirmed. Each offeror’s construction cost estimate must base on the present specifications and drawings until an amendment is issued in writing by the Government.

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RFP No. FA5205-13-R-0005

1. All Work at Area 1 in accordance with RFP Atch 1-1, ¥

Specifications and RFP Atch 1-5, Drawings

2 All Work at Area 2 in accordance with RFP Atch 1-2, ¥ Specifications and RFP Atch 1-6, Drawings

3. All Work at Area 3 in accordance with RFP Atch 1-3, ¥ Specifications and RFP Atch 1-7, Drawings

4. All Work at Area 4 in accordance with RFP Atch 1-4, ¥ Specifications and RFP Atch 1-8, Drawings

Total Amount of 1 thru 4 ¥

Company Name Title / Signature / Date

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

P

N

T

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N

T

P

**On-site Work at Area1

(90 CD)

12/29

CD

CD

8/14

**On-site Work at

Area 3

(150 CD)

8/24

CD

4/17

30 CD Manufacturing & Delivery Period

3 MO

A

W

A

R

D

Perform ance

Bond

NTP

Material

Submittal

Review

4/7

Jul Aug Sep

**On-site Work at Area 3

(150 CD)

1/20

Construction Waiver

10/1

**On-site Work Area2

(90 CD)

1/8

**On-site Work at Area 4

(120 CD)

Model Performance Schedule

Project No. QKKA 11-1200P2

REPR Airfield Lighting System, Misaw AB, Japan

Oct Nov Dec Jan Feb Mar Apr May Jun

FY15

FY14

30 CDFY13

4/1 5/1 6/1 6/15

Note:

Performance Period: 630 CD from 1 May 13 thru 20 Jan15

Material

Submittal

Approval &

Order

*This model performance schedule was made based on the estimated contract award date of 1 Apr 13.

**Sequence of area work schedule will be established by the contractor as coordinated with and approved by the Government in conjunction with the airfield operation. Refer to Spec - Sec. 011100 para. 1.5.1 for work permitted during winter period.