0 Pre-Proposal Conference Minutes.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

24 Feb 26

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, Request for Proposal (RFP) No.

FA520526R0001, Roads/Pavements & Misc. Civil Work Indefinite-Delivery / Indefinite-

Quantity (IDIQ) Contract, Misawa AB, Japan

1. These are the minutes of the pre-proposal conference for the subject solicitation, including record of site visit, conducted on 18 Feb 26 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). The following are the names of the firms and the

Government representatives who attended the conference and site visit:

Firms (in alphabetical order) Government

Baikouen-Japan Co., Ltd. Capt Ocampo, Procuring Contracting Officer, 35 CONS/DBO

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

Kamikita Kensetsu Co., Ltd.

Maeda Road Construction Co., Ltd.

Nippo Corporation

Mr. Kawahara, Team Lead, 35 CONS/PKA

Ms. Ozawa, Buyer, 35 CONS/PKA

Ms. Sasaki, Buyer, 35 CONS/PKA

Ms. Ikarashi, Buyer, 35 CONS/PKA

Ms. Murakami, Buyer, 35 CONS/PKA

Ms. Miyako, Buyer, 35 CONS/PKA

Mr. Hayashi, Civil Engineer, 35 CES/CENM

2. Pre-proposal conference.

a. The conference was opened at 1300 hours by Ms. Ozawa/Buyer who explained the scope and requirements of the solicitation and provided remarks and filling instructions by presenting the

Slide Show in the attachment. 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

• Contract Clauses and Solicitation Provisions

• Fill-Ins, Representations and Certifications

• Preparation of Price Proposal and Past Performance Information

• Evaluation Factors and Procedures

• Other Contract Requirements (B001, H002, H003, H004, H007, K002, K003 and K004)

• Historical Data

• Written Question /Proposal Submission Due Dates/Time

b. Technical briefing was made by Mr. Hayashi/Civil Engineer with regard to the specifications and exhibit line items.

Highlights of the technical briefing:

(i) Specifications.

• Requirements of Experience/Qualifications for Project Manager, QCQ Manager, and

Jobsite Foremen (Section 01 11 00, para. 1.5)

• Availability of Work Site, Working Hours and Apple Gate (Specification 01 11 00, para.

1.7)

(ii) Exhibit Line Items (ELINs)

• Structure of ELINs

• Survey and measurement (ELIN A/B/C 001 thru 004)

• Test digging (ELIN A/B/C 007)

• Test sampling and site preparation for base stabilization mixture (ELIN A/B/C 009)

• General construction and other work (ELIN A/B/C 010 thru 021)

• Asphalt paving work (ELIN A/B/C 022 thru 039)

• Curbs and sidewalk work (ELIN A/B/C 041 thru 059)

• Pavement markings, traffic safety work (ELIN A/B/C 060 thru 067)

• Earth work, sodding, planning work (ELIN A/B/C 068 thru 076)

• Sanitary sewer, drainage work (ELIN A/B/C 077 thru 097)

• Water line work (ELIN A/B/C 098 and 099)

• Removal and Disposal work (ELIN A/B/C 100 thru 127)

• Military Family Housing (MFH) Carport Area (ELIN A/B/C 128 thru 159)

(iii) The estimated quantities of ELINs are based on planned construction work over the next three years. Construction requirements and their execution timeframes may change depending on road and parking conditions, project priorities, and availability of funds. Therefore, the specified quantities may be underused, exceeded, or not used at all in each contract year.

c. Question and Answer during pre-proposal conference.

Question: Should the submittals required under K002 thru K004 of Other Contract Requirements be included in Part I, “Summary and Miscellaneous Data”?

Answer: The submittals for K002 thru K004 may be provided separately from Part I or included within Part I.

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

Freedom Drive, Misawa AB.

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

b. No particular questions were received during the site visit.

4. At the end of the site visit, Mr. Kawahara 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 20 Feb 26.

The proposal submission closing date/time is at 1100 hours of 12 Mar 26, Japan Standard Time (JST).

The site visit was adjourned at 1400 hours on 18 Feb 26.

MAYUMI OZAWA

Buyer

KAZUAKI KAWAHARA

Team Lead

Attachment:

Slide Show, 21 Slides (4 pages)