FA5205-15-R-0002_Pre-proConfMinutes Record-of-SV.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

10Mar15

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 35th Contracting Squadron, Plans & Programs Flight Bldg. 656, Unit 5201

APO AP 96319-5201

Misawa Air Base, Japan

SUBJECT: Pre-proposal Conference Minutes & Record of Site Visit, Solicitation No. FA5205-15-R- 0002, Operation and Maintenance (O&M) of Draughon Range, Misawa Air Base, Japan

1. These are minutes of the pre-proposal conference and its subsequent site visit conducted for the subject solicitation on 10 Mar 15, in accordance with the solicitation provisions Air Force Federal Acquisition Regulations Supplement (AFFARS) 5352.215-9001, "Notice of Pre-bid/Pre-proposal Conference", as well as FAR 52.237-1, "Site Visit". The pre-proposal conference was held at 35 CONS conference room, Bldg. 656, Misawa Air Base, Japan, with attendance of the representatives of the following firms and the Government's individuals:

Firms (Alphabetical order) AHNTECH, Inc.

Cubic Worldwide Technical Svs, Inc.

Eight Co., Ltd.

(See attached attendance record.)

Government Mr. Yamamoto, Contracting Officer, 35 CONS/CCE Ms Fujimoto, Contracting Officer, 35 CONS/LGCP SSgt Smith, Contract Admn., 35 CONS/LGCP Mr. Miura, Contract Admn., 35 CONS/LGCP Mr. Watanabe, Contract Admin., 35 CONS/LGCP Mr. Nosaki, Contract Admin., 35 CONS/LGCP Capt Smith, Contracting Officer's Rep., 35 OSS/OSK

2. Outline of Pre-proposal Conference and Site Visit conducted.

a. Pre-proposal Conference. The purpose of the conference/site visit is to enhance "exchange of information" encouraged in FAR 15.201. The conference was opened by SSgt Smith, Contract Administrator (CA), at 0900 hours who proceeded with the topics of the conference as prepared on the briefing slides (see attached). All attendees were allowed to ask questions anytime during the conference; however, all attendees were reminded that:

• The Gov't answers and/or clarification that may be made during this pre-proposal conference and site visit are limited to those that can be readily provided by the Contracting Officer (CO). All questions beyond above mentioned require written submission to 35 CONS in the form of questionnaire and/or request for clarification;

• Information provided at this conference shall not qualify the terms and conditions of the solicitation and Performance Work Statement (PWS). Terms of the solicitation and PWS remain unchanged unless the solicitation is amended in writing. (Ref. AFFARS 5352.215-9001(c)).

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(1) Solicitation Briefings by 35 CONS. The CA explained the general scope and requirements as well as the remarks/filling instruction of the solicitation. No questions were asked during the CA' s briefing. The session was moved on to the technical briefing by the Contracting Officer's Representative (COR) to enhance the understanding of the project requirement around 0930 hours.

(2) Technical Briefings by 35 OSS. Capt Smith/COR, explained the service requirements for O&M support of Draughon Range and Joint Deployable Electronic Warfare Range (JDEWR) in accordance with the PWS.

(3) Supplemental Information and Questions/Answers. The following is the supplemental information provided by the Government and the questions asked by the offerors and answers provided by the Government:

Supplemental Info: The CA informed that there are clerical errors in Section B, Section H, Section L, and Section M of the solicitation. Those clerical errors will be corrected by the amendment within a few days.

Questions/Answers: Answers were provided by Capt Smith at the time of the PWS review.

Some questions may be clarified at a later date or have been clarified in this document.

Q 1: Do you have a time when JDEWR is going to be permanently assigned here?

A 1: Yes, our goal is by the time this contract comes in to place. We have all the equipment here, just not the people to operate it.

Q2: Is JDEWR a new requirement or was it attached to the old contract in a modification?

A2: New requirement.

Q3: Is there a plan to get more (decoys)?

A3: The plan is to get more, an SA-10 Tombstone or Flat lid and a SA-6.

Q4: Is the contractor required to provide a secure container?

A4: No.

Q5: Are the secure containers shared?

A5: Yes.

Q6: .In accordance with the PWS, backup software is supposed to be stored in the safe. Can we use the same safe?

A6: I don't see why not.

Q7: Did you plan on including a work load estimate?

A 7: Government requested for offeror to provide question in writing.

QS: Are Smokey Sams brought from the base to the range by the military or the contractor;

is this a new requirement?

AS: Currently they are not used.

Q9: Is there a local supplement to AFI 13-212 (Range Planning and Operations)?

A9: So as far as I know there is not. Captain Smith will follow up.

QlO: Is refuse removal contracted? Will the contractor be responsible for hauling?

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A 10: That is a separate contract. Regular trash, there is a dumpster outside the access gate.

Contractor will have to move to that dumpster. DLA takes care of other waste.

(4) Since there was no further question, the conference ended at around 0950 hours to move on to the site visit.

b. Site Visit. Following the pre-proposal conference session, which ended at 0950 hours, the scheduled site visit was conducted at Draughon Range from 1045 hours by all attendees (the tour bus left Bldg. 656 at 1005 hours and arrived at the Range at 1045 hours). All attendees were allowed to go through in details of the facilities to check the current condition and take photos.

(1) Information to Offeror. The attendees visited the following buildings at the Range and the Government provided a short briefing at each spot. After visiting the below buildings an approximately 15-20 minute drive around the Range was conducted for general orientation of the grounds.

• Bldg. 29 (Main Gate Warehouse)

• Bldg. 28 (Main Gate Office)

• Bldg. 18 (Large Garage)

• Bldg. 15 (Control Tower)

• North Observation Tower

• Strafe Pits

• SERE Village (Misc. simulated buildings)

• Bldg. 31 (Office)

• Bldg. 32 (Small Warehouse)

Questions/Answers: Answers were provided by Capt Smith at the time of the Range site visit. Some questions may be clarified at a later date or have been clarified in this document.

Q 1 : Could you clarify the contractor owned Bobcat in the PWS, is it a requirement to have a Bobcat?

A 1 : Government requested for offeror to provide question in writing.

Q2: Who maintains the entrance road to the Range?

A2: The local government.

Q3: Is this a Class A range?

A3: Yes.

Q4: What are the corrosion control efforts (to GFP)?

A4: The Government is responsible for GFE while the contractor is responsible for GFV.

Q5: Who maintains the WIS (Weapons Information System), is it Navy Corona?

AS: Yes.

Q6: What are (the) targets usually; container, plywood?

A6: Containers, some stuff is made in-house.

Q7: Is there a DRMO on Misawa?

A7: Yes, we pull stuff to use as targets.

Q8: Is there an e-mail address for questions?

A8: Please see FBO posting.

Q9: Is there a workload estimate?

A9: Not at this time.

(2) At the conclusion of the site visit, at approximately 1150 hours, all attended prospective offerors were reminded that any questions should be submitted to 3 5 CONS, in writing no later than 16 Mar 15, and the proposal closing date is 31 Mar 15 at 0400 pm, Japan Standard Time (JST).

3. The pre-proposal conference and the site visit were concluded at 1235 hours upon return to Misawa

AB.

2 Attachments:

1. Attendance Record, 1 page

2. Pre-proposal Conference Briefing Slides, 8 pages cc: 35 OSS/OSK

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NATHAN SMITH

Contract Administrator

Approved:

~FU~~

Contracti~fficer

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 O&M of Draughon Range, Misawa Air Base, Japan

Solicitation No. FA5205-15-R-0002

35 CONS/LGCP

35 OSS/OSK

10 Mar 15

0900 hours JST

Scope & Requirements General Requirement

Solicitation

CONS Remarks for Solicitation / Filling Instructions

Technical Information (GFP, Performance Work

Statement (PWS), DD254, etc.)

Q&A Session

Site Visit to Draughon Range

Summary

Project Description: Operation & Maintenance support of Draughon Range and Joint Deployable Electronic Warfare Range (JDEWR), Misawa Air Base, Japan, in accordance with Performance Work Statement (PWS)

Contract Type: Firm-Fixed Price (FFP) Contract

Performance Period: One-month phase-in / transition period plus 5 one-year options, w/ max.

6 months extension opt.

Place: Draughon Range, Misawa Air Base, Japan

Scope & Requirements

Section A, Page 1 - Offer

Solicitation

Fill-in

Complete block 13, 15, 16, 17 and 18.

RFP

Section B, Page 2 thru 12 - Proposal of CLIN Amounts

Solicitation

Fill-in

Fill in Unit Price, Extend Amt. & Net Amt. for CLINs 0001, 1001, 1002, 2001, 2002, 3001, 3002, 4001, 4002, 5001 & 5002.

Section H

H-901 Required Insurance

Property Damage - $19,241.15 / ¥2,000,000

(¥103.9439 = $1.00)

H-907 Approval of Contractor Acquired Parts

Require CO’s prior approval for CAP purchases ($3,000 or more)

Paid to the contractor upon CO’s approval

H-912 Logistic Support

Logistics support provided to Ktr personnel if granted SOFA XIV or I(b) status

Solicitation

Section J

Atch. 1 Performance Work Statement (PWS)

Atch. 2 DD254 - Contract Security Classification Specification

Atch. 3 Past Performance Questionnaire (PPQ) Cover Letter

Atch. 4 Past / Present Performance Questionnaire

(PPQ)

Solicitation

Section K

FAR 52.204-8 Annual Reps & Certs

FAR 52.209-7 Responsibility Matters Info

DFARS 252.204-7007 Alt A, Annual Reps & Certs

DFARS 252.247-7022 Transportation by Sea

Fill-in

Fill-in

Solicitation

Fill-in

Fill-in

Section L

L-100 Proposal Preparation Instructions

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

Prepare & Submit:

Part I - Summary & Misc. Data: Submit Original + 2 copies

Part II - Price Proposal: Submit Original

Part III - PPI: Submit Original + 2 copies

Solicitation

(Sec. L cont’d)

Relevancy: Performance effort involved similar scope, magnitude of effort, and complexities to that required by this solicitation.

Recency: Work within the last 3-Yr

Max. 5 contracts (Max. 10 pages per contract)

Provide Quality and Satisfaction Rating for completed contracts

Past / Present Performance Questionnaire (PPQ)

Solicitation

Section M

M-900 Basis of Award & Evaluation

Weight of Importance:

Past Performance is approximately equal to price

Evaluation Process:

Step 1. Price – Fairness and Reasonableness of TEP and price realism analysis

Step 2. Past Performance – Recent and Relevant performance information

Solicitation

Technical Briefing

Government Furnished Property

Atch 1: Performance Work Statement (PWS) O&M of Draughon Range O&M of JDEWR

Atch 2: DD254 - Contract Security Classification Specification

Technical Information

Adobe Acrobat Document

Draughon Range Location Map

Location Map

Misawa AB

Draughon Range

Questions

Site Visit will be conducted at 1000 hrs but please remind

RFP Closing Date / Time:

31 Mar 15 / 4:00 PM (JST)

Questions shall be submitted to 35 CONS/LGCP by NLT 16 Mar 15 (JST).