Pre-proposal_Conf_Minutes_RFP_No._FA520517R0006.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

21 Jun 2017

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. FA520517R0006, Airfield/Pavements IDIQ Contract, Misawa AB, Japan

1. This is a minutes of the pre-proposal conference for subject solicitation, including record of site visit, as conducted on 15 Jun 17 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). 3 firms’ representatives, totaling 10 individuals attended this conference/site visit.

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

Firms (in alphabetical order) Government Kajima Road Co., Ltd. Mr. Yamamoto, Director of Contract Policy, 35 CONS/CCE Nippo Corporation Mr. Nogawa, Chief, Construction Flight, 35 CONS/LGCA Seikitokyu Kogyo Co., Ltd. Mr. Nakamura, Buyer, 35 CONS/LGCA

Ms. Sasaki, Buyer, 35 CONS/LGCA Mr. Tashima, Civil Engineer, 35 CES/CENM Mr. Hayashi, Civil Engineer, 35 CES/CENM

2. Pre-proposal conference.

a. The conference was opened by Mr. Nakamura/Buyer at 1300 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 explanation:

General Requirements Pricing Structure and Exhibit Line Items Ordering Procedure (Task Order based contract) Contract clauses and solicitation provisions Fill-ins, representations, and certifications 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. Tashima/Civil Engineer with regard to the specifications, exhibit line items, and Contractor-Furnished U.S. Material for work in the airfield.

Highlights of the technical briefing:

(i) Specifications.

Section 01 11 00 30 33, General Contract Requirements

Availability of work site and working hours (para. 1.6) Access to Apple Gate and Kamikita Gate (para. 1.6) Temporary stockpiling during nighttime (para. 1.6) Work clearance permit and staging/storage yard (para. 1.12) Temporary Construction Airfield Waiver (para. 1.13) FAA approved low profile barricades (para. 1.23)

Section 01 35 13, Special Project Procedures Coordination requirements with Base Operations (para. 3.1.1) Radio contact with Control Tower (para. 3.1.7) Flight line drivers training for workers (para. 3.1.8) Evacuation for emergency landing/takeoff (para 3.1.15)

(ii) Exhibit Line Items.

Survey (Daytime only) (ELIN A/B/C/D/E 001 thru 006) Test (ELIN A/B/C/D/E 007 and 008) Temporary and Protection Work (24 hours work) (ELIN A/B/C/D/E 009 thru 012) Airfield Asphalt Concrete Surfaces (ELIN A/B/C/D/E 013 thru 020) Additional Minor Pavement Work (ELIN A/B/C/D/E 021 thru 029) Airfield PCC Pavement Surface (ELIN A/B/C/D/E 030 thru 037) Pavement Markings/Rubber Removal (ELIN A/B/C/D/E 040 thru 046) Removal and Disposal Work (ELIN A/B/C/D/E 070 thru 087)

(iii). Contractor-Furnished U.S. Material (CFUSM).

Airfield Eliminated Sign (List of CFUSM - Item No. 0001)

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

3. Site Visit to Airfield. Following the pre-proposal conference ended at 1410 hours, the site visit was conducted in the airfield along with all attendees.

a. Mr. Tashima made on-site briefing to all attended prospective offerors in regard to the typical asphalt pavements repair, crack sealing and barricade requirements in the airfield.

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

4. At the end of the site visit, Mr. Nakamura 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 35 CONS in writing no later than 1300 hours on 19 Jun 17. The proposal submission closing date/time is at 1500 hours of 10 Jul 17 Japan Standard Time (JST). The site visit was adjourned at 1445 hours on 15 Jun 17.

KAZUHIRO NAKAMURA

Buyer

SATOSHI NOGAWA

Chief, Construction Flight

2 Attachments:

1. Slide Show, 23 Slides (6 pages).

2. Summary of Questions & Answers, 1 page.

NOGAWA.SATO

SHI.1288348037

Digitally signed by NOGAWA.SATOSHI.1288348037 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=NOGAWA.SATOSHI.1288348037 Date: 2017.06.21 08:16:07 +09'00'

NAKAMURA.KAZU

HIRO.1299574152

Digitally signed by

NAKAMURA.KAZUHIRO.1299574152

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=NAKAMURA.KAZUHIRO.1299574152 Date: 2017.06.21 08:18:56 +09'00'

People – Mission – Security

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

Airfield/Pavements IDIQ Contract RFP No. FA520517R0006

Starting 1300 hrs, 15 Jun 2017

Bldg. 656, Misawa AB, Japan

1 People – Mission – Security

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Summary

Scope & Requirements General Requirement / Pricing Structure

RFP

CONS remarks for solicitation / filling Instructions

CES tech briefing (Exhibit L/I, Specs, and Drwg)

Q & A session

Site Visit to Airfield

People – Mission – Security

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Project Description (Sec B):

Repair, maintenance, or construction of Airfield, and incidental work, per Task Order.

Place: Airfield, Misawa AB, Japan.

Contract Type: FP-IDIQ (U/P & TO basis).

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Period: 1 Year Basic Period + 4 one-year Options

Basic Year: 4 Feb 2018 to 3 Feb 2019

Option Year One: 4 Feb 2019 to 3 Feb 2020

Option Year Two: 4 Feb 2020 to 3 Feb 2021

Option Year Three: 4 Feb 2021 to 3 Feb 2022

Option Year Four: 4 Feb 2022 to 3 Feb 2023

Value: Guaranteed Minimum ¥600,000 ($4.9K)

Contract Limit ¥5,200,000,000 ($42.5M)

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

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Fill-in

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Section B, Page 3 thru 5

Proposal of CLIN Amounts Fill-in

See Exhibit

People – Mission – Security

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Section B, Page 3 thru 5

Proposal of CLIN Amounts (Cont’d)

See Exhibit

Fill-in

Fill sum of CLIN 0001 thru 4001

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

CLIN & Exhibit Structure

CLIN 0001 Basic Period Exhibit A

ELIN A001 – A087

CLIN 1001 Opt Yr One Exhibit B

ELIN B001 – B087

CLIN 2001 Opt Yr Two Exhibit C

ELIN C001 – C087

CLIN 3001 Opt Yr Three Exhibit D

ELIN D001 – D087

CLIN 4001 Opt Yr Four Exhibit E

ELIN E001 – E087

SF 1442 Page 3 - 5

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

ELINs & Coefficients

Survey Work (ELIN A/B/C/D/E001 – 006):

Daytime Basis Only

Temporary & Protection Work (ELIN A/B/C/D/E009 – 012):

Day or Month Basis

All other ELINs: Nighttime Basis Coefficients for Conversion of Nighttime to Daytime Work per 3 Types of

Work:

Type of Work Items Coefficient from Night to Day No. 1 - Asphalt/Concrete Pavement Work 97.5% No. 2 - Base/Sub-base Course & Electric Work 90.0% No. 3 - Removal/Disposal Work 77.5%

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Exhibit A thru E – Basic & Option Years Fill-in

Fill offeror’s name, address, signature, seal/han

Unit price / extended amount

See RFP Atch.6 for Ref.

People – Mission – Security

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Section F:

52.211-12 Liquidated Damages

@¥73,365 (1st day ) & @¥43,977 (2nd day ～ ).

Section I

FAR 52.223-3 Hazardous Material Fill-in

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Other Contract Requirements (RFP Atch 1) Para H002 Required Insurance

Property Damage ¥2,000,000

H003 Performance Bond

Required 100% of TO > $150K.

Required add’l if Mod > $10K.

Submit <= 30 CD from TO / Mod award.

H004 Site Survey and TO Site survey schedule/plan: Submit within 3 weeks after receipt of Notice to Proceed (NTP).

Site survey result report: Submit within 2 weeks after completion of survey.

FY end TO: Submit survey report by 15 December.

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Section J

Exhibit / Attachment Table Exhibit A - E CLIN 0001 thru 4001 ELINs

Atch 1 Other Contract Requirements

Atch 2 Specifications

Atch 3 Drawings

Atch 4 Schedule of Contractor’s Submittals

Atch 5 List of Contractor-Furnished U.S. Material

Atch 6 Historical Data

Atch 7 Past Performance Questionnaire

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Section K FAR 52.204-8 Annual Representation Cert 52.204-17 Ownership or Control of Offeror 52.204-20 Predecessor of Offeror

FAR 52.209-7 Responsibility Matters Info

DFARS 252.247-7022 Transportation by Sea

Other Contract Requirements K001 Tax Exemption under SOFA

K002 Contractor’s Cert

Fill-in

Fill-in

Fill-in

Fill-in

Fill-in

Fill-in

Fill-in

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

(Other Contract Requirements cont’d)

K003 CONSTRUCTION CONTRACTOR LICENSE

Offeror shall submit “special construction license” under the Japanese Construction Business Law together with offer, to demonstrate compliance with FAR 52.236-7 as modified & 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 offer.

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

Submit

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

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

Prepare & Submit:

Tech Proposal: 1 Original + 2 copies Sub-factor 1: Special Const. License issued by the GOJ or its subdivision, for offeror and each member of the JV if formed (See Atch 1, Other Contract Requirements, paragraph 8, K003)

Sub-factor 2: Resumes and Licenses of Project Manager

Sub-factor 3: Resumes and Licenses of CQC System Manager (See M-900.A. for minimum qualifications)

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

(Sec L cont’d)

Price Proposal: Submit 1 Original + 2 copies including hard copy and electronic file of Exhibit A thru E.

Use MS Excel w/file name:[Company]_17R0006_ExhibitA-E.xls

Past Performance Information (PPI): 1 Original + 4 copies No more than 5 pages per contract.

(a) Quality and Satisfaction Rating of Contracts

(b) Questionnaires (RFP Atch. 7)

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.

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

(Sec L cont’d)

PPI, continued

(c) Past Performance Information:

List of no more than 5 most relevant contracts.

Recency: Within 6 years from the RFP issue date (8 Jun 2017).

Relevancy: Similar scope, magnitude of effort, and complexities to that required by RFP.

People – Mission – Security

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Section M

M-900 Basis of Award & Evaluation

Weight of Importance:

Combined Past Performance and Technical Acceptability is approximately equal to price.

Evaluation Process:

Technical

Acceptability – Acceptable or Unacceptable

Risk – Low, Moderate, High or Unacceptable

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

(Sec M cont’d)

Evaluation Process, continued

Price – Fair and Reasonable

- Gov’t will evaluate offers by adding all options.

- See M-900.C. for calculation of “Service Extension” 6-Month Total Amount.

Past Performance – Recency and Relevancy

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Civil Engineer Technical Briefing

Exhibit A thru E: Line Items Attachment 2: Specifications Attachment 3: Drawings Attachment 4: Schedule of Contractor’s

Submittals Attachment 5: List of Contractor-Furnished

U.S. Material (CFUSM)

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RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Questions

People – Mission – Security

RFP No. FA520517R0006 Airfield IDIQ - Pre-Proposal Conference

Let’s move on to Site Visit but please remind

RFP Closing Date / Time:

10 Jul 2017 / 15:00

Questions shall be submitted to 35 CONS/LGCA by NLT 19 Jun 2017 / 13:00.

SUMMARY OF QUESTIONS AND ANSWERS

RFP No. FA520517R0006

Airfield/Pavements IDIQ Contract, Misawa AB, Japan

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

Questions and Answers at Conference:

Q1: Will filling Past Performance Questionnaire (PPQ), Atch 7 to RFP, in Japanese be acceptable?

A1: No. PPQ shall be filled in English.

Q2: Is submission of MS Word file required for price proposal as specified in RFP para. L-100, C.4.(g)?

A2: MS Word is for price narrative that is not required in this RFP. MS Excel spreadsheet is required for Exhibit A thru E as specified in para.

L-100, B.2.(c).

Q3: What is the magnitude of relevant contracts performance effort in Past Performance Information

(PPI)?

A3: The magnitude is between $1M and $5M as specified in “Disclosure of the Magnitude of Construction Projects” in the Standard Form 1442, Block 10, para. 1.

Q4: What size of task-force organization is required for this contract?

A4: Refer to the magnitude above. Historical data of task orders is also provided in Attachment 6 of RFP for offerors’ information.