Pre-proposal_Conf_Minutes_15R06.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

20 Aug 2015

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 35th Contracting Squadron, Construction Flight

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

SUBJECT: Pre-proposal Conference Minutes & Record of Site Visit, RFP No. FA5205-15-R-0006, Indefinite-Delivery/Indefinite-Quantity (IDIQ) Multiple Award Construction Contract (MACC), Misawa AB, Japan

1. This is a minutes of the pre-proposal conference for subject solicitation, including record of site visit, as conducted on 20 Aug 15 by the 35th Contracting Squadron IAW the solicitation provisions AFFARS 5352.215-9001 Notice of Pre-bid/Pre-proposal Conference and FAR 52.236-27 Site Visit (Construction). 11 firms’ representatives, totaling 28 individuals attended this conference/site visit.

The following are names of the firms and the Government representatives attended:

Firms (in alphabetical order) Government

American Engineering Corporation Mr. Yamamoto, Director of Contract Policy, 35 CONS/CCE Contrack Watts Inc. Mr. Nogawa, Chief, Construction Flight, 35 CONS/LGCA Fujimoto Kensetsu Co., Ltd. Mr. Sato, Buyer, 35 CONS/LGCA Kajima Road Co., Ltd.

Mr. Nakamura, Buyer, 35 CONS/LGCA Kamikita Kensetsu Co., Ltd. Ms. Sasaki, Contract Administrator, 35 CONS/LGCA Kosaka Komuten Co., Ltd. Capt. Nervik, CEN Portfolio Optimization, 35 CES/CEN Nippo Corporation Mr. Yonaiyama, Architectural Engineer, 35 CES/CENM Seikitokyu Kogyo Co., Ltd. Mr. Maruyama, Mechanical Engineer, 35 CES/CENM Showa Kensetsu Co., Ltd. Mr. Kashiwazaki, Electrical Engineer, 35 CES/CENM Suzuki Kensetsu Co., Ltd. Mr. Tashima, Civil Engineer, 35 CES/CENM Tanaka Gumi Co., Ltd.

2. Pre-proposal conference.

a. The conference was opened by Mr. Sato/Buyer at 0900 hours, who explained the scope and requirements, 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 Requirements

• Task Order (TO) Issuance Procedures

• Contract Line Item Structure

• Fill-ins, representations, and certifications

• Contract clauses and solicitation provisions

• Preparation of technical proposal, 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. Y onaiyama, Architectural Engineer, Mr. Maruyama, Mechanical Engineer, Mr. Kashiwazaki, Electrical Engineer, and Mr. Tashima, Civil Engineer, with regard to the MACC Model Project Statement of Work and technical proposals.

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

3. Site Visit to Bldg. 1751. Following the pre-proposal conference ended at 1030 hours, the site visit was conducted at the Bldg. 1751 along with all attendees.

a. Mr. Y onaiyama, Mr. Maruyama, Mr. Kashiwazaki, and Mr. Tashima made on-site briefing to all attended prospective offerors with regard to each work element of Architectural, Mechanical, Electri~al, and Civil.

b. No particular questions were arisen during the site visit.

4. At the end of the site visit, Mr. Sato reminded all attendees that the terms of the solicitation including all attachments remain unchanged unless the solicitation is amended in writing. 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 3 5 CONS in writing no later than 1100 hours on 25 Aug 15. Past Performance Information and the Questionnaire due date. is 11 Sep 15, and the proposal submission closing date/time is at 1100 hours of 18 Sep 15 Japan Standard Time (JST). The site visit was adjourned at 113 0 hours on 20 Aug 15.

2 Attachments:

1. Slide Show, 24 Slides (8 pages).

2. Summary of Questions & Answers, 1 page.

~t/~

KAZUNARI SATO

Buyer

Chief, Construction Flight

Mission - Airmen - Families

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 Fighter Wing

Pre-Proposal Conference / Site Visit Indefinite-Delivery/Indefinite-Quantity (IDIQ)

Multiple Award Construction Contract (MACC) Misawa AB, Japan

RFP No. FA5205-15-R-0006

35 CONS/LGCA & 35 CES/CENM

20 Aug 15 0900 hrs

Mission - Airmen - Families

Summary

Scope & Requirements General Requirements / TO Issuance

Procedures

RFP

CONS remarks for solicitation / filling instructions & CLIN Structure

CES technical briefing for the Model Project

Q & A session

Site Visit to Bldg. 1751

Mission - Airmen - Families

Scope & Requirements

Project Description (Sec B):

A broad range of maintenance, repair and minor construction including design-build, along with specific work such as architectural, structural, civil, mechanical, fire protection, electrical, demolition and others at Misawa AB, Japan, and its associated sites.

Each requirement will be competed among MACC awardees, and accomplished by individual task order under the contract on as-needed basis.

Scope & Requirements

Residency of the Contractor It is desirable for the Contractor to maintain an office or a place of business in an area within the vicinity of the Government during all regular working hours. (RFP Atch. 2 General Provisions Sec. 01 01 00 para. 1.6)

Period: One Yr. Basic & Eight 1-yr. Options.

Value: Guaranteed Min. ¥240,240, Max.

¥27,027,000,000 for the life of the contract.

Mission - Airmen - Families

Scope & Requirements

Place:

Misawa AB, Draughon Range in Amagamori

Area, Hachinohe Fuel Port, and Shariki Town.

Misawa AB

Amagamori

Shariki

Hachinohe Fuel Port

Mission - Airmen - Families

Scope & Requirements

TO Issuance Procedures (RFP Atch. 1):

Basis of TO Award:

LPTA (RFP)

Tech. – Acceptable or Unacceptable Price – Fair & Reasonable, No Tradeoff

LTO (RFP)

Tech. – Acceptable or Unacceptable Price – Fair & Reasonable Past Performance – Recency and Relevancy

Price Only (IFB).

Competition: Encouraged to participate in all site visits and submit all proposals.

Scope & Requirements

TO Issuance Procedures (RFP Atch. 1), continued:

SCL: Be specified in TO IFB/RFP if involved, such as MC $1M.

GFP: May be involved in certain project(s).

Performance Evaluations: CPARS for each

TO.

Mission - Airmen - Families

RFP

SF 1442 block. 10.

This acquisition is unrestricted, no small business set aside; however, this solicitation includes clauses authorized for the purpose of construction effort in Japan: DFARS 252.225-7042 - 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 (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.

Mission - Airmen - Families

RFP

Fill-in

RFP

Section B CLIN Structure 0001: Basic Year

1001 / 2001 / 3001 / 4001 / 5001 / 6001 / 7001 / 8001: Option Year One thru Eight

Price fill-in is not required in Sec. B, but RFP Atch. 4 is for price proposal of MACC Model Project. See next slide.

Mission - Airmen - Families

RFP

RFP Atch. 4

Fill-in

Mission - Airmen - Families

RFP

RFP Atch. 4, continued

Fill-in

RFP

Section F FAR 52.211-12 Liquidated Damages Rates be established per project.

@¥66,340 (1st day) & @¥37,151 (2nd day) for MACC Model Project (Ref. RFP Atch. 4)

F-901 Period: To be indicated upon award.

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

Mission - Airmen - Families

RFP

Section H, continued H-902 Performance Bond 100% of TO const. value > $150K

Additional for TO const. value increase > $10K

Section I FAR 52.223-3 Hazardous Material

Identification and Material Safety Data

FAR 52.236-1 Performance of Work by the Contractor: 12% of the total amt. of the work.

Fill-in

Mission - Airmen - Families

RFP

Section J Exhibit/Attachment Table of Contents Atch. 1: Task Order Issuance Procedures

Atch. 2: MACC General Provisions

Atch. 3: SOW for MACC Model Project

Atch. 4: Price Proposal for MACC Model Project

Atch. 5: Past/Present Performance Questionnaires

Atch. 6: Past Performance Evaluation Cover Letter

Atch. 7: Historical Data

RFP

Section K FAR 52.204-8 Annual Reps. and Certs.

FAR 52.209-5 Cert. Regard. Responsibility

FAR 52.209-7 Info. Regard. Responsibility

DFARS 252.247-7022 Transportation by Sea

K-800 Tax Exemption under SOFA

K-900 Contractor’s Cert.

Section L L-123-H Disclosure of the Magnitude of Const.

Projects: See Sec. B Description for Min./Max.

Fill-in

Fill-in

Fill-in

Fill-in

Fill-in

Fill-in

Mission - Airmen - Families

RFP

Section L, continued L-100 Proposal Preparation Instructions Offer required to meet all sol. requirements – terms/conditions, reps./certs., & tech. reqs.

Part I – Summary: 1 Original + 1 copy

Part II – Price (RFP Atch. 4): 1 Original

Part III – Tech. Prop.: 1 Original + 3 copy No more than 50 pages.

Submit

Submit

Submit

Mission - Airmen - Families

RFP

Section L, L-100 Part III, continued Sub-factor 1: Special Const. License issued by the GOJ or its subdivision, for offeror and each member of the JV if formed (See Sec K, paragraph K-901)

Sub-factor 2: Resumes, Licenses and/or Certs. for Each of PM / CQC / Design Engineers for Arch./Structural, Civil, Mech., Fire Protection and Elec. (See M-900.A.

for minimum qualifications)

Sub-factor 3: Detailed Sections of Wall and Concrete Foundation, and Design Analysis of Heating/Cooling Load and Lighting Illumination Calculations for MACC Model Project. (See M-900.A. for minimum requirements)

Submit

RFP

Section L L-100, continued Part IV – Past Performance: Original + 3 copy

No more than 5 contracts.

No more than 5 pages per contract.

(a) Quality and Satisfaction Rating of Contracts

(b) Questionnaires (RFP Atch. 5 & 6)

POC submit directly to the Gov’t – NOT BACK TO

THE OFFEROR

Ensure POC be reachable by phone and/or e-mail, Gov’t will contact them.

Submit

Mission - Airmen - Families

RFP

Section L L-100 Part IV, continued

(c) Past Performance Information (PPI):

List of no more than 5 most relevant contracts.

Recency: Within 3 years from the RFP issue date.

Relevancy: Design-build and general const.

involving multiple disciplines of Arch., Structural, Civil, Mech., Fire Protection, Elec., and other efforts.

Due Dates: Parts I thru III by 18 Sep 15 and part IV by 11 Sep 15.

Submit

Mission - Airmen - Families

RFP

Section M M-900 Basis for Contract Award The Gov’t intends 4 or 5 contracts, reserves the right to award less than 4 or more than 5.

Past Performance & Tech. acceptability are approximately equal to price.

Tech. – Acceptable or Unacceptable

Price – Fair & Reasonable

Past Performance – Recency & Relevancy

RFP

CES Technical Briefing

MACC Model Project No. QKKA 11-1193, CNST ADDN JTAGS Facility B1751, Misawa AB, Japan Statement of Work, Drawings (Gov’t 35% complete), and CFUSM (ref. RFP, Atch 3)

Tech. Proposals: Detailed Sections and Design Analysis (ref. RFP Sec L-100.B.3, Subfactor 3)

Mission - Airmen - Families

Q & A Session

Any questions?

Mission - Airmen - Families

Site Visit to Bldg. 1751

Please show up at B656 Main Entrance and board a bus.

Please remind;

Questions Due: 25 Aug 15 11:00 hrs.

PPI / Questionnaire Due: 11 Sep 15

Proposal Due: 18 Sep 15 11:00 hrs.

SUMMARY OF QUESTIONS AND ANSWERS

RFP No. FA5205-15-R-0006

Indefinite-Delivery/Indefinite-Quantity (IDIQ) Multiple Award Construction Contract (MACC), Misawa AB, Japan

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

Questions and Answers at Conference:

Q1: Will the MACC contractor have choice of No-Bid?

A1: Yes, however, refer to RFP Attachment 1, Task Order Issuance Procedures, Para. 6 “The contractors are encouraged to participate in all site visits and submit all proposals. Repetitive failure by contractors to participate responsibly in site visits and proposal submissions may result in the government’s exclusion of the contractor from further competition under the contract, or not exercising the option to extend the contract of any such contractor...”

Q2: Is the progress payment available? A2: Yes. Refer to RFP Sec. I, FAR 52.232-5, Payments under Fixed-Price Construction Contracts.

Q3: Are the sub-contractor personnel acceptable for design engineers at the Technical Proposal, Subfactor 2? (RFP Para. L-100.B.3 and M-900.A)

A3: Yes.