01 Pre-proposal Conf Minutes_23R07-.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

17 May 23

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. FA520523R0007, Roads/Pavements & Misc. Civil Work 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 15 May 23 by the 35th Contracting Squadron IAW Attachment 1 of subject RFP, Other Contract Requirements, para.9.L001 “Notice of Pre-bid/Pre-proposal Conference” and FAR

52.236-27 Site Visit (Construction). 6 firms’ representatives, totaling 14 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. MSgt Blalock, Procuring Contracting Officer, 35 CONS/PKB

Kamikita Kensetsu Co., Ltd. Mr. Nogawa, Chief, Construction Flight, 35 CONS/PKA

Nakamura Kensetsu Co., Ltd.

The Nippon Road Co., Ltd.

Nippo Corporation

Mr. Kawahara, Team Lead, 35 CONS/PKA

Ms. Ozawa, Buyer, 35 CONS/PKA

Ms. Sasaki, Buyer, 35 CONS/PKA

Tanaka Gumi Co., Ltd.

Mr. Hayashi, Civil Engineer, 35 CES/CENM

Mr. Tashima, Civil Engineer, 35 CES/CENM

2. Pre-proposal conference.

a. The conference was opened by Ms. Ozawa/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 Structure and Exhibit Line Items

• 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. Hayashi/Civil Engineer with regard to the technical specifications, exhibit line items and drawings.

Highlights of the technical briefing:

(i) Specifications.

• General Work Description (Section 01 11 00, para. 1.1)

• Availability of Work Site, Working Hours and Apple Gate (para. 1.7)

• Work Clearance Permit (para. 2.2)

• Temporary Construction Airfield Waiver (para. 2.3)

• Availability and Use of Utility Services and Sanitary Facilities (para. 2.4 and 2.5)

(ii) Exhibit Line Items.

• Structure of Exhibit Line Items

• Quantity Survey of Current Condition for Pavement and Construction Area, One Section

Per Extension 10 m (Exhibit Line Item Number (ELIN) A/B/C 001)

• Construct Formwork for Concrete Work (ELIN A/B/C 005)

• Placing and Removing Steel Plate, Size 1.5m x 3.0m (ELIN A/B/C 012)

• Base Stabilization for Pavement, Mix 150mm Thick (ELIN A/B/C 028)

• Base Stabilization for Pavement, Mix 200mm Thick (ELIN A/B/C 029)

• Military Family Housing (MFH) Carport Area (ELIN A/B/C 091 thru 124)

(iii) Drawings.

• Location Map of Misawa AB (Ref.# T-4)

• MFH Carport Area (Ref.# T-5)

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

d. Mr. Nogawa/Chief, Construction Flight explained to the prospective offerors that this was a fixed-price IDIQ contract with no economic price adjustment, and was not subject to price adjustment of ELINs based on fluctuations in the market labor or material costs.

3. Site Visit. Following the pre-proposal conference ended at 1330 hours, the site visit was conducted at

Independence Drive and MFH B707 thru B724 Area.

a. Mr. Hayashi made on-site briefing to all attended prospective offerors on the typical pavement repair work required in the contract.

b. Question and Answer during the site visit:

Question: Is repair of the MFH stairs included in the contract?

Answer: No, it is not included.

4. At the end of the site visit, Ms. Ozawa 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 17 May 23.

The proposal submission closing date/time is at 1100 hours of 7 Jun 23 Japan Standard Time (JST).

The site visit was adjourned at 1400 hours on 15 May 23.

MAYUMI OZAWA

Buyer

KAZUAKI KAWAHARA

Team Lead

Attachment:

Slide Show, 24 Slides (6 pages)