Pre-proposal_Conf_Minutes_18R03.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

26 Jan 18

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. FA520518R0003, Roads/Pavements & Misc. Civil Work 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 25 Jan 18 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). 7 firms’ representatives, totaling 19 individuals attended this conference/site visit.

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

Firms (in alphabetical order) Government

Fujimoto Kensetsu Co., Ltd. Mr. Yamamoto, Director of Contract Policy, 35 CONS/CCE Kajima Road Co., Ltd. Mr. Nogawa, Chief, Construction Flight, 35 CONS/LGCA Kamikita Kensetsu Co., Ltd. TSgt. Halley, NCOIC, Construction Flight, 35 CONS/LGCA Nippo Corporation Mr. Sato, Buyer, 35 CONS/LGCA Oyama Kensetsu Co., Ltd.. Ms. Sasaki, Buyer, 35 CONS/LGCA Seikitokyu Kogyo Co., Ltd. Mr. Tashima, Civil Engineer, 35 CES/CENM Tanaka Gumi Co., Ltd Mr. Hayashi, Civil Engineer, 35 CES/CENM Mr. Takamatsu, Civil Engineer, 35 CES/CEOER

MSgt. Roberson, Superintendent, 35 CES/CEOH

2. Pre-proposal conference.

a. The conference was opened by Mr. Sato/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

• Other contract requirements

• Fill-ins, representations, and certifications

• Preparation of technical proposal, price proposal and past performance proposal

• 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 and Mr. Hayashi/Civil Engineer with regard to the specifications and exhibit line items.

Highlights of the technical briefing:

(i) Specifications.

Section 01 11 00, General Contract Requirements

• Availability of work site and working hours (para. 1.7)

• Availability of base entry point, and access to Apple/Kamikita Gate (para. 1.7)

• Work clearance permit, field office and stock yard per project (para. 2.2)

* A space for the contractor’s office for this contract is not secured in Misawa AB, but subject to availability of the contractor’s village upon award of the contract.

• Availability of utility service and sanitary facility (para. 2.4 and 2.5)

(ii) Exhibit Line Items.

• Survey and Test (ELIN A/B/C/D/E 001 thru 007)

• General Construction and Other Work (ELIN A/B/C/D/E 008 and 024)

• Asphalt Paving Work (ELIN A/B/C/D/E 025 thru 037)

• Concrete Paving Work (ELIN A/B/C/D/E 038 and 039)

• Geotextile Work (ELIN A/B/C/D/E 040 thru 044)

• Sidewalk, Curbs, and Gutters Work (ELIN A/B/C/D/E 045 thru 052)

• Pavement Markings/Traffic Safety Work (ELIN A/B/C/D/E 053 thru 059)

• Earth Work, Sodding, Planting Work (ELIN A/B/C/D/E 060 thru 069)

• Removal and Disposal Work (ELIN A/B/C/D/E 081 thru 108)

c. Prior to moving to the joint site visit, locations and existing conditions of the visiting roads and parking were explained to the attendees by presenting the location plans and pictures in Attachment 2. The surfaces of the roads and parking were not visible covered by snow and ice due to the adverse weather conditions.

d. Question and Answer: No questions were arisen during the pre-proposal conference.

3. Site Visit. Following the pre-proposal conference ended at 1410 hours, the site visit was conducted at

B3003, B1742 and B648 along with all attendees.

a. Mr. Tashima made on-site briefing to all attended prospective offerors in regard to the typical asphalt pavements repair and crack sealing at the joint site visit locations.

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 35 CONS in writing no later than 1300 hours on 31 Jan 18. The proposal submission closing date/time is at 1400 hours of 22 Feb 18, Japan Standard Time (JST). The site visit was adjourned at 1445 hours on 25 Jan 18.

KAZUNARI SATO

Buyer

SATOSHI NOGAWA

Chief, Construction Flight

2 Attachments:

1. Slide Show, 23 Slides (12 pages).

2. Site Visit Locations and Conditions (2 pages).