1 Pre-proposal Conf Minutes_22R05.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

13 Jul 22

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. FA52052R0005, 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 7 Jul 22 by the 35th Contracting Squadron IAW para. 9. L001 Notice of Pre-bid/Pre-proposal Conference of Other Contract Requirements, Attachment 1 of Solicitation No. FA520522R 0005 and FAR 52.236-27 Site Visit (Construction). 3 firms’ and the Government’s representatives, total of 16 individuals attended this conference/site visit. The followings are names of the firms and the Government representatives attended:

Firms (in alphabetical order) Government Kajima Road Co., Ltd. Capt. Muhlenberg, Procuring Contracting Officer, 35 CONS/DBO Nippo Corporation Mr. Nogawa, Chief, Construction Flight, 35 CONS/PKA Seikitokyu Kogyo Co., Ltd. Mr. Sato, Team Lead, 35 CONS/PKA

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

2. Pre-proposal conference.

a. The conference was opened by Ms. Sasaki/Buyer at 0800 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, Contractor-Furnished U.S. Material, and airfield projects.

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 (para. 1.6)

• Temporary staging yard and storage yard during nighttime (para. 1.12 & 1.13)

• Events and periods after award through site work start, to include;

o Work clearance permit and staging/storage yard (para. 1.12) o 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 Chief of Airfield Operation, and Draughon range (para.

3.1.1 & 3.1.15)

• Radio contact with Control Tower (para. 3.1.7)

• Flight line drivers training for workers (para. 3.1.9)

• Evacuation for emergency landing/takeoff (para 3.1.16)

• Unavailability of the work site (para. 3.1.14)

(ii) Exhibit Line Items.

• Survey (ELIN A/B/C/D/E 001 – 005)

• Test (006 – 009)

• Temporary & Protection Work (010 – 014)

• Airfield Asphalt Concrete Surfaces (015 – 029)

• Additional Minor Pavement Work (030 – 038)

• Airfield PCC Pavement (039 – 052)

• Recycled AC Pavement for Service Roadway (053, 054)

• Pavement Markings/Rubber Removal (055 – 061)

• Surface Inlets/Ditches (062 – 066)

• Storm Drain Lines/Manholes (067 – 073)

• Additional Minor Pavement Work (030 – 038)

• Airfield PCC Pavement (039 – 052)

• Recycled AC Pavement for Service Roadway (053, 054)

• Pavement Markings/Rubber Removal (055 – 061)

• Surface Inlets/Ditches (062 – 066)

• Storm Drain Lines/Manholes (067 – 073)

• Erosion Protection (ELIN A/B/C/D/E 074, 075)

• Earth Work/ Sodding/ Hydroseeding (076 – 085)

• Electric Work (086 – 093)

• Miscellaneous Work (094, 095)

• Removal and Disposal Work (096 – 124)

• Compensation Labor (125 – 129)

• Material (130 – 134)

• Equipment (135 – 151)

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

• Seal-Coat Material (List of CFUSM - Item No. 0001)

• Stand Type Runway Light (List of CFUSM - Item No. 0002)

• Flash Mount Type Runway Light (List of CFUSM - Item No. 0003)

• Stand Type Runway Light (List of CFUSM - Item No. 0004)

(iv) Airfield Projects.

• Scope and area of work for the airfield repair, maintenance and construction projects currently on-going and completed in the past 10 years.

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

3. Site Visit to Airfield & Draughon Range. Following the pre-proposal conference ended at 0900 hours, the site visit was conducted in the airfield and Draughon Range 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 and Draughon Range.

b. No particular questions were arisen during the site visit at the Airfield and there were two questions from the contractor on site. See Attachment 2, Summary of Questions & Answers.

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 12 Jul 22. The proposal submission closing date/time is at 1100 hours of 25 Jul 22 Japan Standard Time (JST). The site visit was adjourned at 1030 hours on 7 Jul 22.

CHIHIRO SASAKI

Buyer

SATOSHI NOGAWA

Chief, Construction Flight

2 Attachments:

1. Slide Show, 26 Slides (7 pages).

2. Summary of Questions & Answers, 1 page.