Pre-proposal Conference Minutes and Record of Site Visit_FA520520R0001.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

26 Feb 20

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

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

APO AP 96319-5201

Misawa Air Base, Japan

SUBJECT: Pre-proposal Conference Minutes & Record of Site Visit, Solicitation No. FA520520R0001, Operation and Maintenance (O&M) of Draughon Bombing and Electronic Attack 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 21 Feb 20 (JST), in accordance with the Attachment 1 of the solicitation, Other Contract Requirements, paragraph 7, L002 “Notice of Pre-bid/Pre-proposal Conference”, as well as FAR 52.237-1, “Site Visit”. The pre-proposal conference was held at 35th Contracting Squadron’s conference room, Bldg.

656, Misawa Air Base, Japan, with attendance of the representatives of the following firms and from the Government:

Firms (Alphabetical order) Government Ahntech, Inc. Maj House, Assist. Director of Operations, 35 OSS/ADO BSEt, LLC Mr. Coens, Contracting Officer’s Rep., 35 OSS/OSO Valiant Global Defense Services Inc. TSgt Grant, Contracting Officer, 35 CONS/PKP

2d Lt Zinkl, Contract Administrator, 35 CONS/PKP Mr. K. Miura, Contract Administrator, 35 CONS/PKP Mr. A. Miura, Contract Administrator, 35 CONS/PKP

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 2d Lt Zinkl, Contract Administrator (CA), at 0900 hours who proceeded with the topics of the conference as prepared on the briefing slides (ref.

attached Pre-proposal Conference Briefing Slides). All attendees were allowed to ask questions anytime during the conference; however, all attendees were reminded that:

Any questions asked must be later formally submitted to 35 CONS in the form of questionnaire and/or request for clarification; and

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. Attachment 1 of the solicitation, Other Contract Requirements, paragraph 7, L002 (c)).

(1) Solicitation Briefing by 35 CONS. The CA explained the scope and requirements, remarks and filling instructions of the solicitation including proposal preparation instruction and proposal evaluation procedures. The CA provided two (2) administrative notes that 1) the offerors are required to complete block 12 of SF33 as well as the blocks 13 through 18; and 2) amendment to the solicitation will be issued to relocate the solicitation provision of FAR 52.223-22 “Public Disclosure of Greenhouse Gas Emissions and Reduction Goals-Representation” from Section L to Section K of the solicitation. Since no questions were asked after the CA’s briefing, the session was moved on to the technical briefing by 35 OSS to enhance the understanding of the project requirements.

(2) Technical Briefing by 35 OSS. Mr. Coens/Contracting Officer’s Representative (COR) briefly explained about the requirements of this O&M service in accordance with the PWS including Scheduled Government Furnished Property (SGFP), and DD254 Contract Security Classification Specification.

(3) Questions and Answers. No questions were asked during and after the briefings provided by the CA and COR.

(4) The conference was ended at around 0930 hours and moved to the site visit locations.

b. Site Visit. Following the pre-proposal conference session, the organized site visit as scheduled was made from 1000 hours. All the attendees were allowed to go through in details of the facilities to check the current conditions and take photos (No photography was allowed at Bldg. 928).

(1) Technical Briefing and Location of Visit. COR provided a technical briefing at each site in Misawa Air Base and Draughon Bombing and Electronic Attack Range (DBEAR) as listed below:

Misawa Air Base (1000 - 1035 hours) Bldg. 928 (Misawa Operations Center) Bldg. 918, 3267, 3120, J183 (35th Operations Support Squadron (OSS), 13 and 14 Fighter Squadron, Japan Air Self-Defense Force (JASDF) Air Control Tower) - Drive by those facilities Fire Pit (Unmanned Threat Emitter (UMTE) is located)

DBEAR (1120 - 1220 hours) Bldg. 27, 28, 29 (Guard Shack, Main Gate Office, Main Gate Warehouse) – Drive by those facilities Bldg. 31 (Main Office) Bldg. 15 (Draughon Range Operations Center (Air Control Tower)) Bldg. 17 (Storage Shed for Heavy Duty Equipment) Bldg. 18 (Storage and Maintenance Facility for Heavy Duty Equipment) Bldg. 32 (Logistics offices/Power Wash/Storage Shed for All-Terrain Vehicles) Bomb Storage Area (spent munitions/residue after Explosive Ordinance Disposal (EOD) team rendered safe)

(2) Questions and Answers during Site Visit: No questions were asked during the site visit.

(3) At the conclusion of the site visit, all attended prospective offerors were reminded that any questions should be submitted to 35 CONS in writing no later than 27 Feb 20 (JST), and the proposal closing time/date is 3:00 PM on 11 Mar 20 (JST).

3. The pre-proposal conference and the site visit were concluded at 1310 hours upon return to Bldg. 656, Misawa Air Base.

JUSTIN R. ZINKL

Contract Administrator

ZINKL.JUSTIN.

R.1513497560

Digitally signed by

ZINKL.JUSTIN.R.1513497560

Date: 2020.02.26 09:13:50 +09'00'

Approved:

ASHLEY M. GRANT

Contracting Officer

Attachment:

Pre-proposal Conference Briefing Slides, 19 slides cc: 35 OSS/OSO

GRANT.ASHLEY.

MARIE.10928637

Digitally signed by

GRANT.ASHLEY.MARIE.1092

863790 Date: 2020.02.27 09:05:20 +09'00'

Mission – People - Safety

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 Operation and Maintenance (O&M) of

Draughon Bombing and Electronic Attack Range, Misawa Air Base, Japan

Solicitation No. FA520520R0001

35 CONS/PKP

35 OSS/OSO

21 Feb 20 0900 hours JST

Mission – People - Safety 2

Summary Scope & Requirements General Requirement

Solicitation CONS Remarks for Solicitation/Filling Instructions

Technical Information (PWS, SGFP, DD254) Q&A session Site Visit to Draughon Range

Scope & Requirements

Project Description Operation and Maintenance (O&M) support for Draughon

Bombing and Electronic Attack Range and Threat Systems including associated equipment in accordance with Performance Work Statement (PWS).

Contract Type Firm-Fixed-Price (FFP)

Performance Period One-month phase-in/transition period plus five (5) one-year options, w/ max. six (6) months extension opt.

Place of Performance Draughon Range and Bldg. 928, Misawa Air Base, Japan

Solicitation

Fill-in Section A - Solicitation/Contract Form

Complete blocks 13, 15, 16, 17 and 18

RFP - Page 1

Solicitation (Cont’d)

Fill-in

Section B - Supplies or Services and Prices/Cost

Unit Prices and Extend Amounts for Base period and All Opts.

CLIN 0001 (30-day phase-in/transition) CLINs 1001, 2001, 3001, 4001 & 5001 (Monthly O&M Svs) CLINs 1004, 2004, 3004, 4004 & 5004 (Extended Work Hrs)

RFP - Page 3 - 9

Other Contract Requirements H001 Required Insurance Property Damage - $17,993.02/¥2,000,000 (¥111.1542 = $1.00)

H003 Logistics Support Contractor personnel granted SOFA Article I(b) status and their dependents may be provided logistical support, subject to availability as determined by the installation commander or designee.

L001 Facility Clearance The offeror must possess, or acquire prior to award of a contract, a facility clearance equal to the highest classification stated on the Contract Security Classification Specification (DD Form 254) attached to this solicitation.

Atch. 1 - Page 2 - 3

Section I - Contract Clauses DFARS 252.204-7004 Antiterrorism Awareness Training for

Contractors Contractor personnel who require routine physical access to military installation shall complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter.

RFP - Page 24

Section J - List of Attachments Atch. 1: Other Contract Requirements Atch. 2: Performance Work Statement (PWS)

Apdx. 1: Abbreviations and Acronyms Apdx. 2: Applicable Publications Apdx. 3: Government Furnished Facilities Apdx. 4: Scheduled Government Furnished Property Apdx. 5: Memorandum of Understanding with JASDF Apdx. 6: Memorandum of Agreement with DLA Apdx. 7: Annual Utilization Apdx. 8: Specific System Description

Atch. 3: DD254 - Contract Security Classification Specification Atch. 4: Past Performance Questionnaire (PPQ)

RFP - Page 28

Section K - Representations, Certification, and other Statements of Offerors FAR 52.204-8 Annual Reps & Certs FAR 52.204-24 Reps Telecom and Video Surveillance Svs or Equipment FAR 52.209-7 Responsibility Matters FAR 52.209-11 Reps Delinquent Tax Liability or Felony

Conviction DFARS 252.204-7007 Alt. A, Annual Reps & Certs DFARS 252.247-7022 Transportation by Sea

RFP - Page 29 - 33

Fill-in

Section L - Instrs., Conds., and Notices to Offerors L-100 Proposal Preparation Instructions Offerors are required to meet all solicitation requirements, terms & conditions, reps & certs, tech. requirements Prepare & Submit (Electronic & Paper Copies):

Part I - Summary & Misc. Data Part II - Price Proposal Part III - Past Performance Proposal

Submit RFP - Page 34 - 37

Section L (cont’d) Part I - Summary & Misc. Data (Submit Orig. + 2 copies) Summary & Master Table of Contents of the Entire Proposal Signed SF33 (Section A) Acknowledgment of the all sol. amendments, if issued Fill-ins and Certs in Section I thru. K Affirmation of no Exceptions, Deviations, or Waivers, if none proposed Part II - Price Proposal (Submit Orig.)

Completed Section B

Submit

Section L (cont’d) Part III - Past Performance Proposal (No more than 10 pages per contract / Submit Orig. + 5 copies) Past Performance Information (following slide for details) No more than 5 contracts within 5 years Furnish the info for each contract

Quality & Satisfaction Rating for Contracts Any info currently available (letters, metrics, customer surveys, independent surveys, etc.) that demonstrates customer satisfaction with overall job performance and/or quality of completed and/or ongoing contracts

Past Performance Questionnaire (PPQ) Use Atch. 4 of RFP POC must directly send to 35 CONS/PKP Do not include in proposal package

Mission – People - Safety 13

Section L (cont’d) Past Performance Information 1 Company/Division name 2 Product/Service 3 Contracting Agency/Customer 4 Contract Number 5 Contract Dollar Value 6 Period of Performance

7 Verified, up‐to‐date name, mailing and e‐mail address, and telephone number of the contracting officer (Point‐of Contact).

8 Comments regarding compliance with contract terms and conditions.

9 Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

Include rationale supporting your assertion of relevance and identify aspects (scope, magnitude of effort, and complexity) of the contracts deemed relevant and how they relate to the proposed effort.

Mission – People - Safety 14

Section L (cont’d) Past Performance Questionnaire

Offeror 35 CONS/PKPPOC

Submit Atch. 4

Request for PPQ Fill/Submit PPQ within 10 CDs after receipt of request letter

Section M - Evaluation Factors for Award M-900 Basis for Contract Award Subjective Tradeoff (STO) best value Source Selection Weight of Importance: Past Performance and Price are approx.

equal Evaluation Process Price – Fairness and reasonableness of the total evaluated price (TEP).

The Gov’t reserves the right to perform price realism analysis.

Past Performance – Recent and relevant performance information

RFP - Page 39 - 40

Section M (cont’d) Past Performance (PP) Factor Recency: Contracts performed within last 5 years Relevancy: Performance effort involved similar scope, magnitude of effort and complexities Integrated Assessment:

The Gov’t reserves the right to award a contract to other than the lowest TEP.

Best value award decision using the TEP and the Past

Performance Confidence Rating.

Technical Information Technical Briefing Performance Work Statement (PWS) Scheduled Government Furnished Property (SGFP) DD254 Contract Security Classification Specification

Mission – People - Safety 18

Questions

Q&A Session

Site Visit will be conducted from 0945 hrs but please remind

RFP Closing Date / Time:

11 Mar 20 / 3:00 PM (JST)

Questions shall be submitted to 35 CONS/PKP NLT 27 Feb 20 (JST)