Pre-proposal_Conf_Minutes_RFP_No._FA520518R0001.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

7 Nov 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. FA520518R0001, Simplified Acquisition of Base Engineer Requirements (SABER) Indefinite-Delivery /

Indefinite-Quantity (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 7 Nov 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). 11 firms’ representatives, totaling 31 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

Aptim

Mr. Nogawa, Chief, Construction Flight, 35 CONS/LGCA

Fujimoto Kensetsu, K.K. Mr. Kawahara, Buyer, 35 CONS/LGCA

Kamikita Kensetsu Co., Ltd.

Mr. Nakamura, Buyer, 35 CONS/LGCA

Nihon Urban Development Project Corporation. Mr. Ishikawa, Buyer, 35 CONS/LGCA

Nippo Corporation Mr. Fujioka, Civil Engineer, 35 CES/CENM

Nishimatsu Construction Co., Ltd. Mr. Anzai, Electrical Engineer, 35 CES/CENM

Oyama Kensetsu Co., Ltd Mr. Harada, Mechanical Engineer, 35 CES/CENM

Seikitokyu Kogyo Co., Ltd. Mr. Nakanowatari, Architectural Engineer, 35 CES/CENM

Suzuki Kensetsu Kogyo Co., Ltd. Mr. Matsunai, Government Inspector, 35 CES/CENM

Tanakagumi Co., Ltd.

2. Pre-proposal conference.

a. The conference was opened by Mr. Kawahara/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

Price Coefficients and Task Order Pricing

Task Order Issuance Procedure (Task Order based contract)

Contract clauses and solicitation provisions

Other contract requirements

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. Fujioka/Civil Engineer with regard to the technical specifications and unit price book.

Highlights of the technical briefing:

(i) Technical Specifications.

Section 01010, General

Cross Reference between Technical Specifications and Unit Price Book (para. 1.2)

Unit Price Book (para. 1.3)

Non-Price Items (para. 1.4) – minimum use, historically 1 or 2 items per year

Hours of Operation (para. 4.1)

Legal Holidays (para. 4.2)

Availability of the Base Entry Gate (para. 4.5)

(ii) Unit Price Book.

Structure of Unit Price Book

Regular Time/Non-Regular Time Unit Price

Demolition Rates

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

3. Site Visit. Following the pre-proposal conference ended at 1400 hours, the site visit was conducted at the project sites on-going and previously completed.

a. Mr. Fujioka made on-site briefing to all attended prospective offerors in regard to the typical

SABER construction requirements.

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

4. At the end of the site visit, Mr. Kawawhara 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 1100 hours on 10 Nov 17. The proposal submission closing date/time is at 1400 hours of 30 Nov 17 Japan Standard Time (JST). The site visit was adjourned at 1445 hours on 7 Nov 17.

KAZUAKI KAWAHARA

Buyer

SATOSHI NOGAWA

Chief, Construction Flight

2 Attachments:

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

2. Summary of Questions & Answers, 1 page.

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

Simplified Acquisition of Base Engineer Requirements (SABER) IDIQ Contract

RFP No. FA520518R0001

Starting 1300 hrs, 7 Nov 2017

Bldg. 656, Misawa AB, Japan

1 People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Summary

Scope & Requirements General Requirement / Pricing Structure

RFP

CONS remarks for solicitation / filling Instructions

CES tech briefing (Specs and UPB)

Q & A session

Site Visit

People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Description Work:

Broad range of construction (maint/repair, minor const) at Misawa AB, per Task Order.

Place: Misawa AB and locations within 40km radius from Misawa AB, including Draughon Range & Hachinohe Fuel Terminal.

Contract Type: Fixed-Price with Economic Price Adjustment (FP-EPA), Indefinite-Delivery/ Indefinite- Quantity (IDIQ) Contract.

Type of Award: Single Award

3 People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Period: 1 Basic Period + 4 one-year Options with 6 Months Option to Extend Services

Basic Year: 19 Jun 2018 to 18 Oct 2019

Option Year One: 19 Oct 2019 to 18 Oct 2020

Option Year Two: 19 Oct 2020 to 18 Oct 2021

Option Year Three: 19 Oct 2021 to 18 Oct 2022

Option Year Four: 19 Oct 2022 to 18 Oct 2023

Value: Guaranteed Minimum ¥50,000 ($449) Contract Maximum Limit

¥6,000,000,000 ($53.9M)

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Fill-in

5 People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Section B, Page 3

Price Coefficients Fill-in

People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Task Order Pricing Base on the L/I prices in the Unit Price Book (UPB)

(A) Extended Price: L/I price x Qty

(B) Total Direct Cost: The sum of (A)

(C) Price Coefficient: Select Coefficient for (B)

(D) Grand Total of the Project (TO Amount):

(B) x (C)

4 People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Sample Scope of Work

Project Title: PARKING APRON DEMOLITION &

REPAIR

1. Repair parking aprons.

2. Remove five existing concrete slabs and replace with 3,000 PSI concrete.

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

UPB Calculation Samples

4 People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Section F:

52.211-12 Liquidated Damages

@¥41,882 (1st day ) & @¥15,161 (2nd day ～ ).

Section I:

FAR 52.223-3 Hazardous Material

Fill-in

People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Section J

Exhibit / Attachment Table Atch 1 Other Contract Requirements

Atch 2 Volume I, Technical Specifications

Atch 3 Volume II, Unit Price Book

Atch 4 Task Order Procedure Flow Chart

Atch 5 Historical Data

Atch 6 Past Performance Questionnaire

13 People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Other Contract Requirements (RFP Atch 1) B001 Description of Work

All TOs to be issued on a Japanese Yen Basis

SABER focused task-force organization

H002 Required Insurance Property Damage ¥2,000,000

H003 Performance Bond Required 100% of TO > $150K.

Required add’l if Mod > $10K.

Submit <= 21 CD from TO / Mod award.

H004 Task Order Issuance Procedures

H006 Economic Price Adjustment (EPA)

RFP No. FA520518R0001 SABER 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

14 People – Mission – Security

RFP No. FA520518R0001 SABER 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

People – Mission – Security

RFP No. FA520518R0001 SABER 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 + 4 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)

16 People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

(Sec L cont’d)

Price Proposal: Submit 1 Original + 2 copies

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. 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.

RFP No. FA520518R0001 SABER 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 3 years from the RFP issue date (30 Oct 2017).

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

18 People – Mission – Security

RFP No. FA520518R0001 SABER 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

People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

(Sec M cont’d)

Evaluation Process, continued

Price – Fair and Reasonable

- See M-900.C. Gov’t will evaluate offers by adding all options.

Past Performance – Recency and Relevancy

20 People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Civil Engineer Technical Briefing

Attachment 2: Technical Specifications Attachment 3: Unit Price Book

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Questions

22 People – Mission – Security

RFP No. FA520518R0001 SABER IDIQ - Pre-Proposal Conference

Let’s move on to Site Visit but please remind

RFP Closing Date / Time:

30 Nov 2017 / 14:00

Questions shall be submitted to 35 CONS/LGCA by NLT 10 Nov 2017 / 11:00.

SUMMARY OF QUESTIONS AND ANSWERS

RFP No. FA520518R0001

SABER IDIQ Contract, Misawa AB, Japan

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

Questions and Answers at Conference:

Q1: When the contractor estimates the project construction cost based on the Unit Price Book

(UPB), should every single work item be selected for each work?

A1: The UPB provides 10,076 pre-priced work items for single work as well as combination of works. For selection of the work items, the contractor will be required to refer to applicable sections of the specifications that are corresponding to the UPB.

Selection of the work items is negotiable per individual project, but not the UPB item prices.

Q2: Are the prices in the UPB based on the

U.S. materials?

A2: The work item prices in the UPB are generally based on Kensetsu Bukka (Construction and Material

Costs in Japan, published by the Construction

Research Institute, a nonprofit organization registered to the Government of Japan) as adjustments have been made for local area. When the U.S. materials are required in the project(s), the list will be provided to the contractor, and such work item prices in the

UPB are based on the U.S. materials.

Q3: The submission due date for questions to this solicitation is 10 Nov 17 on the U.S. legal holiday. Is the date correct?

A3: Yes, 35th Contracting office will be opened by

1100 hrs on 10 Nov 17, the due date and time indicated in RFP. Submission of the questions via e-mail is acceptable. (For submission of proposals, refer to RFP, Section L, para. L-100.)