Pre-proposal Conference Minutes Record of Site Visit_Fitness Center B622_8May25.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

9 May 25

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 35th Contracting Squadron, Plans & Programs/Specialized Flight

Bldg. 656, Misawa Air Base, Misawa-shi, Aomori-ken, Japan

SUBJECT: Pre-proposal Conference Minutes & Record of Site Visit, Request for Proposal (RFP) No.

FA520525R0002, Project No. QKKA171017, Add/Repair Fitness Center B622, Misawa Air Base, Japan

1. These are the minutes of the pre-proposal conference and its subsequent site visit conducted for the subject RFP on 8 May 25 in accordance with FAR 52.236-27 “Site Visit (Construction) – Alternate I” and RFP Attachment 3, Other Contract Requirements, paragraph 9, L001 “Notice of Pre-Bid/Pre-Proposal Conference”. The pre-proposal conference was held at the 35th Contracting Squadron’s conference room, Bldg. 656, Misawa Air Base, with attendance of the representatives of the firms and from the Government as listed in the Attendance Record (Attachment 1, Attendance Record).

2. Outline of Pre-proposal Conference and Site Visit conducted.

a. Pre-proposal Conference. The purpose of the conference/site visit is to enhance the “exchange of information” encouraged in FAR 15.201. The conference was opened by 2d Lt Kade Forrester and Ms. Shoko Suzuki/Contract Administrator at 0905 hours who proceeded to present the topics contained in the briefing slides (Attachment 2, Pre-proposal Conference Briefing Slides).

(1) Solicitation Briefings by 35 CONS. The presenters explained the scope and requirements, and filling instructions of the solicitation, including proposal preparation and proposal evaluation procedures. Afterwards, the presenters turned over the briefing to 35 CES to present the technical portion of the subject project to enhance understanding of the project requirements at approximately 0925 hours.

(2) Technical Briefings by 35 CES. Ms. Tara Kelley/Project Manager and Mr. Shou Yonaiyama/ Architectural Engineer opened the technical briefing and provided the general requirements, the overall scope of work including the detailed work requirement for the architectural in accordance with the project specifications and drawings. The Civil, Mechanical, Electrical engineers also provided the detailed work required by each discipline (Attachment 3, Technical Briefing Slides). Mr. Norihiro Maruyama/Mechanical Engineer mentioned that the requirements for dry sauna heater/equipment are currently being reexamined by CES and if necessary, the solicitation will be amended along with revised drawing(s).

(3) The briefing was turned over to 35 CONS after the technical briefing by 35 CES. The presenters explained the example format for the question and answer (Q&A) and reminded those in attendance of the closing date/time of the Q&A and proposal submission. All attendees were allowed to ask questions during the conference;

however, all attendees were reminded that:

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

Any technical questions deemed to be critical by the Government engineers and the Contracting

Officer (CO) must be submitted in writing to 35 CONS; and

Information provided at this conference shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing (ref. RFP Attachment 3, “Other Contract Requirements”, paragraph 9, L001(c)).

(4) No questions were asked by the attendees during the above briefing sessions.

(5) The conference was ended at 0940 hours, and the party moved to the site visit locations.

b. Site Visit.

(1) Subsequent to the pre-proposal conference, the scheduled site visit was conducted at Bldg. 622 and adjacent Bldg. 620 at 1000 hours, by the attendees. All attendees observed the condition of the site and received 35 CES’s briefing on the details of the project requirements and the existing building condition.

(2) No questions were asked by the attendees during the site visit.

(3) At the end of the site visit, all attended prospective offerors were reminded that questions should be submitted to 35 CONS in writing not later than 19 May 25, 1130 hours (Japan Standard Time (JST)), and the proposal closing time/date is 12 Jun 25, 1400 hours (JST).

4. Accordingly, the pre-proposal conference and the site visit were concluded at approximately 1055 hours.

SHOKO SUZUKI

Contract Administrator

Approved:

MIYAKO FUJIMOTO

Contracting Officer

Attachments:

1. Attendance Sheet, 3 pages

2. Pre-proposal Conference Briefing Slides dated 8 May 25, 13 pages (25 slides)

3. Technical Briefing Slides dated 8 May 25, 6 pages (12 slides) cc: 35 CES/CENM