090904_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

11 Sep 09

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Preproposal Conference for Request for Proposals (RFP) No. FA5209-09-R- 0025, Household Goods Packing and Crating Services in Kanagawa

1. In accordance with the Notice of Offerors for subject solicitation, the subject conference was conducted on 4 Sep 09 at Bldg 620, 374th Contracting Squadron, Yokota AB from 0100 hours.

Participants are as listed below:

Government

374 CONS/LGCZB:

Ms. Maki Kodama Contracting Officer (CO) Ms. Sonomi Yoshihashi Contract Specialist

Personal Property Shipping Office, FISCY Atsugi Site:

Mr. Teodorico Sayo Traffic Manager/Quality Assurance (QA) Personnel Mr. Hiroyuki Kubota Traffic Manager/Ordering Officer Mr. Ryuichi Inui QA Personnel Ms. Satomi Moriya Administrative Specialist

Area Transportation Office, Camp Zama

Mr Mitsuhiro Hosoi Ordering Officer

Prospective Offerors

2. Introduction. Ms. Yoshihashi made an opening statement and introduced the Government representatives at the conference.

3. Additional remarks such as for agenda, hands-out, facility information, attendance sheets and

Optional Form (OF) 17 (Attachment 1) were provided to the offerors.

4. Ms. Yoshihashi provided explanations of the following solicitation package:

a. Policies and Procedure for Doing Business with the U.S. Government

b. Notice to Offerors

c. Performance-based Work Statement (PWS) (Attachment 2 of SF1449)

d. Exhibits – Pricing Schedule for Schedules I, II, and III (Attachment 1 of SF1449)

e. Standard Form (SF) 1449

f. List of Reference for Present/past Performance Information (Attachment 4 of SF1449)

g. Present/Past Performance Survey (Attachment 5 of SF1449)

h. Performance Plan (PP) (Attachment 3 of SF1449)

5. Following supplementary explanations were provided:

a. Policies and Procedures for Doing Business with the U.S. Government Ms. Yoshihashi called all offerors’ attention to read this carefully. It was emphasized that paragraphs 3 and 4 in the letter were very important.

b. Notice to Offeror

Ms. Yoshihashi went over the following paragraphs as especially important matters:

(1) Para 1.b. A single award is contemplated as a result of this solicitation, therefore, offerors must propose on all line items in the pricing schedule.

(2) Para 1.c. Authority to Perform.

(3) Para 1.d. Mobilization and Phase-in Period.

(4) Para 1.f.(3) Facsimile Proposals. Ms. Yoshihashi emphasized that submission of an offer by e-mail will not be authorized. It is up to the prospective offerors’ decision if they submit their offer via fax or postal mail. If via fax, the prospective offeror must keep the original since the CO may request to send the original to the Government after due date to the apparently successful offeror.

It will be desired to call prior to sending your offer since the number of pages that needs to be transmitted is large.

c. PWS

Ms. Yoshihashi emphasized that the requirement in this PWS would be briefly explained in this conference, however, it was the offers’ responsibility to read carefully to fully understand the whole requirement.

Part I, Description of Services

(1) Para 2 Weighing: Ms. Yoshihashi emphasized that certificates issued by public weight masters must be submitted to the CO at least twice a year as required. It was also verified that shipments are payable on the actual net weight shipped for overseas activities, excluding Hawaii and Alaska, which is applicable in Japan.

(2) Para 3 Time Requirements: Performance time schedule, workdays, overtime in the paragraph were emphasized.

(3) Para 4 Preparation, Packing, Loading, and Containerization: Ms. Yoshihashi explained key points from this paragraph such as (1) the Contractor shall not arrange for third party servicing without the authorization of the Ordering Officer and (2) containerization of outbound Household HHG and UB will be done at the member’s/employee’s residence, unless otherwise authorized by the Ordering Officer.

(4) Para 5 Tagging, Inventorying, and Packing List: Ms. Yoshihashi went through the requirements with brief explanations for the contents.

(5) Para 7 Containers and Vehicles:

(a) Subparagraph (2) was explained that all contractor-furnished containers must conform to

U.S. Department of Agriculture (USDA) requirements for wood packaging material (WPM) and all WPMs must be constructed from Heat Treated (HT) lumber and certified as specified in the PWS.

(b) Subparagraph f, (5) DPM HHG and UB containers will have a completed military shipping label (MSL) prepared by the Contractor.

(c) GOC Report in accordance with CDRL 0005.

(6) Para 8 Outbound Documentation and Movement:

(a) Subparagraph j. Weekly Report (CDRL 0009)

(b) Subparagraph h. On-Hand Report (CDRL 0010)

(7) Para 9 Storage: Ms. Yoshihashi explained that this paragraph “a” thru “d” and “h” below apply to both e Government and Contractor-furnished facilities, and paragraph “e” thru “i” below apply to the Contractor-furnished facility.

(7) Para 10 Facilities: Ms. Yoshihashi called attention of all offerors that this paragraph would be one of the unique features of this contract.

(a) The Contractor’s facilities (i.e., warehouse) shall meet the guidelines outlined in PWS Appendix H, Contractor’s Warehouse Requirement.

(b) The Contractor shall maintain and furnish to the Contracting Officer evidence of the types and minimum amounts of insurance covering throughout the contract period of the following policies: (1) Workmen’s Compensation Insurance and (2) Comprehensive General Liability Insurance minimum ¥20,000,000 for each warehouse.

(5) Para 10 Cargo Insurance: A new requirement from this paragraph was explained that the minimum cargo liability coverage for both Domestic and International shipments are $50,000.00 (or its equivalent yen amount) per shipment.

(6) Para 13 Claims: The liability limit for Full Replacement Value (FRV) is the greater of

$5,000.00 per shipment, or $4.00 times either the Household Goods (HHG) shipment or Unaccompanied Baggage (UB) shipment, in pounds, not to exceed $50,000.00.

Part II, Government-Furnished Property and Services:

Part III, General Information

(1) Personnel: Ms. Yoshihashi stated that all contractors shall have available an English reading, speaking, and writing employees at all times during services and the Contract Manager (CM) and alternate shall be individuals who are capable of conversing in, and comprehending English. The CM shall not be a subcontractor’s employee.

(2) Third Country Nationals (TCN): Ms. Yoshihashi emphasized that it is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

(3) Subcontracting: The Contractor shall not use subcontractors without prior written coordination with the CO. The Prime Contractor is responsible for the performance of the subcontractors.

Part IV, Appendices

(1) PWS Appendix C, Contractor Documents Requirement Listings / Data Item Description

(2) PWS Appendix F, DPM Claims and Liability Procedures

(3) PWS Appendix G, Background and Technical Details for 2-Dimensional (2D) symbology on the Personal Property Military Shipping Label (MSL) (DTR Appendix R)

(4) PWS Appendix H, Contractor’s Warehouse Requirements

(5) PWS Appendix J, Warehouse Inspection Report PWS Appendix H, Contractor’s Warehouse

Requirements

Table G-2, Services Summary (SS): Ms. Yoshihashi emphasized importance of SS for offerors to recognize critical tasks.

d. Exhibits, Pricing Schedule for Schedule I, II, and III

Ms. Yoshihashi emphasized the following points and called attention to all offerors:

(1) Estimated Quantity: Offerors must complete the “Offeror’s Guaranteed Daily Capability”, which must equal or exceed the Government’s minimum acceptable daily capability, for all items within an area of performance. Unit of issue for estimated maximum and minimum daily quantity is NCWT (Net hundredweight).

(2) Contractor’s Facility: The Contractor’s facility is required for both Zama and Yokosuka

(primarily for Atsugi) with the size of storing a minimum of 50 containers specified at Item 0010 in Exhibits and PWS Appendix H. The Government does not designate any location of the contractor’s warehouse as long as the Contractor performs services meeting Time Requirement specified at PWS para 3.

(3) Unit of Pricing Schedule: Offerors’ attentions were requested to unit of issue in preparing proposals, especially not to make calculation mistakes. When unit price and total amount of all items are the same as Basic or Option X year, offerors may write down “same as basic or option X year.”

e. SF1449

(1) How to fill out pages 1 thru 6 of 23:

(a) If the remittance address is different from the one at block 17a, check block 17b and specify the remittance address in page 6. Ms Yoshihashi additionally stated that 735 yen of remittance charge will be deducted from the payment amount. Also, some Japanese banks could charge additional surcharge exceeding ¥2,000 for each remittance from the Bank of America as a non-residential financial institutions and it is the offerors’ responsibility to ensure the amount in preparing proposals.

(b) Ms. Yoshihashi advised the offerors that full attention should be given not to make calculation mistakes in the offers. Total amount for each Item shall be total of Schedule I, II, and III including additional services.

(2) Clauses/provisions:

Addendum to FAR 52.212-4 Contract Terms and Conditions (Pages 9 and 10 of 23):

The procedure of obtaining tax exemption was emphasized to offerors.

FAR 52.216-19 Order Limitations (Page 12 of 23): Offerors must meet the requirements.

FAR 52.216-21 Requirements (Pages 12 and 13 of 23).

FAR 52.217-8 Option to Extend Services (Page 13 of 23): The CO may exercise the option by written notice to the Contractor no later than 15 days before the contract expires.

FAR 52.217-9 Option to Extend the Term of the Contract (Pages 13 and 14 of 23):

Para (a) a preliminary written notice of its intent to extend will be issued at least 60 days before the contract expires. However, the preliminary notice does not commit the Government to an extension. The Government may extend the term of this contract only by the contract modification. Para (c), the total duration of this contract shall not exceed 66 months.

FAR 52.212-2 Evaluation (Pages 17 thru 20 of 23): The following were emphasized:

(a) The method of evaluation would be on an integrated assessment of price and present/past performance, with present/past performance approximately equal to price.

(b) Additional Services (Items x014, x029, and x034) in Exhibits will not be included in the total price, but will be evaluated for reasonableness and a finding of unreasonableness shall constitute a basis for removing the offer from consideration for award. Offerors must propose all unit prices.

(c) The Government reserves the right to award a contract to other than the lowest priced offer or other than the offeror with the highest rated past performance evaluation.

(d) Past performance evaluation will be performed based on the three (3) criteria (Recency, Relevancy, and Quality).

(e) The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced.

(f) Evaluation of options shall not obligate the Government to exercise the option(s).

FAR 52.212-3 Offeror Presentations and Certifications – Commercial Items (Pages 20 thru 22 of 23): Offerors must complete para (h) thru (l).

DFARS 52.212-3 Offeror Presentations and Certifications – Commercial Items (Pages 22 thru 23 of 23): Offerors must complete para (c)(2).

f. List of Reference for Present/Past Performance Information

Any format type can be used as long as the required contract information is specified in the list.

Offerors were advised to submit information on relevant contracts (similar in scope, size and complexity) that can demonstrate offeror’s ability to perform the proposed effort.

g. Past Performance Survey

Ms Yoshihashi explained the procedures how to obtain Past Performance Information from the references and emphasized that offerors were requested to select three (3) contracting or commercial activities to respond the survey. The information should be sent directly from the referenced entity to the Government.

e. PP

The PP will be used by the QA Personnel to ensure the Contractor’ compliance with the PWS.

6. The following are questions and answers at the conference. They are not listed in the sequence actually asked in order to categorize them by the area:

a. PWS

(1) Question: Containers specs for ASTM-D4169-01 do not specify any dimensions. Please verify. Also, we could not locate SDDC Pamphlet 55-12.

Answer: We will verify for ASTM-D4169-01. SDDC Pamphlet is available and will provide you the URL. Updated Response on 11 Sep 09: Amendment 0001 will be issued to designate specific container types.

(2) Question: What kind of “scale” shall we prepare? Any specific manufacturer’s?

Answer: Providing scales for individual shipments or items, which are properly certified by an inspector weight and measures in accordance with the applicable laws and regulations of Japan, is the responsibility of the contractor. No manufacturer is designated. Track-scales are included in the Government-Furnished Property at each base, please see PWS Part II.

(3) Question: Claims. Should we be liable against loss and/or damage occurred during delivery from overseas, Schedule II, Inbound?

Answer: Yes, the destination contractor would be liable for inbound shipment. The contractor could be responsible for outbound shipments as well.

(4) Question: How can we obtain data to cite in Military Shipping Labels (MSLs)?

Answer: The Government will provide necessary information to the contractor.

b. Exhibits

(1) Question: Drayage beyond the Contract Area of Performance. Is this chargeable per one order per truck? If so, would you please specify the tonnage size of truck?

Answer: Per truck. Since it is the contractor’s responsibility to determine the size of trucks that they would use for each order, prices are not set for each truck size. Additional Note as of 11 Sep 09: Applicable to trucks for moving shipment, but not for moving the Contractor’s crew-members only.

(2) Question: Is draying marine containers required?

Answer: No.

7. Ms. Yoshihashi advised the offerors that full attention should be given not to make calculation mistakes in the proposals. Ms. Kodama also explained what effects to the evaluation process if the mistakes were identified and strongly requested the offerors to pay extra attention to be given for pricing. Offerors were advised that they should submit any questions in writing via e-mail or other matters to the Government. Additional questions and answers will be provided to all offerors and will be posted on FBO website.

8. The conference was concluded at 1210 hrs.

9. The foregoing is a brief summary of the discussions held during subject conference. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within five (5) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

Attachment:

OF17, Notice to Offeror cc:

Area Transportation Office, Zama Personal Property Shipping Office, Atsugi Personal Property Shipping Office, Yokosuka

Distribution:

All prospective offerors

OF-17 (12/93) FAR (48) CFR 53.214(g)) Offer Label FAR (48) CFR 53.215(h))

NOTICE TO OFFEROR

1. THIS LABEL MAY ONLY BE USED ON ENVELOPS

LARGER THAN 156 mm (6⅛ INCHES) IN HEIGHT AND 292 mm (11½ INCHES) IN LENGTH.

2. Print or type your name and address in the UPPER left corner of the envelope containing your offer.

3. Complete the bottom portion of this form and paste it on the LOWER left corner of the envelope, unless the envelope is 156 mm by 292 mm (6⅛ inches by 11½ inches) or similar.

OFFER

SOLICITATION NO.

FA5209-09-R-0025

DATE FOR RECEIPT OF OFFERS

21 September 2009

TIME FOR RECEIPT OF OFFERS

X AM 2:00 PM

OFFICE DESIGNATED TO RECEIVE OFFERS

374th Contracting Squadron, LGCZB

☆U.S. GOVERNMENT PRINTING OFFICE: 1997-559-041/6004

Put it on the top left side of the envelope

Attachment

Sample

X X X X X X X

X

Sample

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