Minutes of Pre-proposal Conference

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

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MEMORANDUM FOR DISTRIBUTION

Subject: Minutes of Pre-proposal Conference/Site Visit for RFP No. FAS209-II -R-0004, MultipleAward Construction Contract (MACC)(IDIQ), Air Force Installations, Yokota Air Base and Off-base Sites, Japan

I . An escorted site orientation for the subject so licitation was conducted on 7 luI II , 0900 hours. All attendees met in Kobayashi Room, at Enlisted Club (Bldg 2066), Yokota Air Base.

The attendees were as follows.

Government

374 CES/CEPM

374 CES/CEPMA

374 CES/CEPMM

374 CES/CEPMM

374 CES/CEPMM

374 CES/CEPME

374 CES/CEPME

374 CONS/LGCB

374 CONSILGCB

374 CONSILGCB

374 CONSILGCB

374 CONSILGCB

374 CONSILGCB

374 CONSILGCB

374 CONSILGCB

374 CONSILGCB

Prospective Offerors

Ms. Brown, Civil Engineer, 374th Civi l Engineering Squadron Mr. Masuda, Architectural Engineer, 374th Civil Engineering Squadron Mr. Ohta, Mechanical Engi neerlProject Manager for Seed project, 374th Civi l Engineering Squadron Mr. Matsushita, Mechanical Engineer, 374th Civi l Engineering Squadron Mr. Nishimura, Mechanical Engi neer, 374th Civil Engineering Squadron Mr. Ogino, Electrical Engineer, 374th Civil Engineering Squadron Mr. Shibata, Electrical Engineer, 374th Civil Engineering Squadron Ms. White, Flight Chief of Base Support Flight, 374th Contracting Squadron MAl Lewis, Contracting Officer, 374th Contracting Squadron Ms. Kaneko, Contracting Officer, 374th Contracting Squadron Ms. Kimura, Contract Specia list, 374th Contracting Squadron Ms. Okumura, Contract Specialist, 374th Contracting Squadron Mr. Sato, Contract Specia list, 374th Contracting Squadron Mr. Tsukada, Contract Specialist, 374th Contracting Squadron Mr. Uchino, Contract Specialist, 374th Contracting Squadron Mr. Yoshikawa, Contract Specialist, 374th Contracting Squadron

See Attachment I (The list will be disclosed only to the Government)

2. Mr Uchino opened the pre-proposal conference by introducing the Government Personnel at 0900 hrs.

Time Table for this conference/site visits was distributed to all the attendees and some important points about site visits were explained. After that, the Govemment Engineers briefed summaries of seed/mock projects.

3. From I OOOhrs to 1200hrs, site visits for both seed and mock project were conducted according to the time table. Garden units adjacent to the enlisted club were pointed out to the offerors during this time. It was mentioned that the housing units mentioned in Phasing Schedule Execution scenario for Project 2 has similar roofs. After the site surveys, all the participants moved back to Bldg 2066 and briefing/Q & A session for this solicitation was conducted.

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4. Ms White, Flight Ch ief of Base Support Flight, started the session by introducing herself and advised the offerors to fully understand the Government requirements for this solicitation. She emphasized the importance of para I ofYCL004 for preparation of the proposals. She also advi sed the offerors that they should submit any questions in writing via e-mail to the Government not later than 15 lui 11 as stated in Section L, 5352.2 15-900 1, para (d) of the so licitation. Then, all so licitation requirements were explained by Mr Uchino. The following items were especially mentioned;

• Section A ofSF1442: Item 14 thru 20 shall be completed.

• Section B: There is no price-fill-in in this section. Price proposal shall be prov ided using the format in Attachment 5

• Section K: All the necessary fill-ins in this section shall be completed.

• Letter of intent to furni sh performance bond shall be included in the price proposal in accordance with Sec L, YCL 004, para I. 2.e.

• Past Performance Information (both Past Performance Reference List and Past Performance Questionnaires) shall be submitted to 374 CONSfLGCB, not later than 18 lui II , 1630hrs. The questionnaires shall be sent directly to 374 CONSfLGCB by evaluators.

5. At the Q & A session, the followings were discussed and conveyed to the offerors.

a) Mock Project: Ms Brown, the Government program manager for this solicitation, stated that the requirements for the mock project are as noted in the scope. Some items to note were:

I. This project not only includes the conference room but also the corridor and copy area nearby.

II. Noise should be minimized in the conference room, but not to the extent of making it a fully sound proof area. Main emphasis fo r noise abatement should be for the walls adjacent to the corridor near the entrance and the wall on the opposite end.

111. Some of the items such as carpet mastic, joints for ducts are asbestos containing materials.

IV. The government is expects references in technical proposals to be for applicable U.S.

regulations and not just the Japanese Standards.

v. During construction, the facility other than the areas included in thi s proj ect will be occupied by the user.

VI. Technical proposa l for mock project should address all items noted in Statement of Work and follow the guidelines noted in Subfactor (d) of Technical Proposa l Eva luation Standard.

However, offerors should not spend time preparing an excessively deta iled proposal since this project is used for Technical Eva luation on ly and will not be awarded .

V II. Cost proposal for mock project should include sufficient details to provide clarity that all important elements of work - as defined in the technical proposal - have been considered in the total price.

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VIII. Additional clarification not discussed during the bidder' s conference: Equipment (screen, projector, T.V. , etc.) and furniture within the conference room will be Government Furnished Materials.

b) Seed Project: Mr. Ohta, the Government project engineer of seed project, emphasized the followings ;

i. There is no storage area at the construction site and therefore, all material and equipment shall be stored in Bldg 924, located a few blocks away from the construction site.

II. The crane can be used to carry the materials to the roof of the building.

Ill. Air-handling units made in Japan will be allowed for this project.

IV. DIRECT DIGITAL CONTROL (DDC): DDC shall be operated stand-alone basis.

c) General Provision (GP): 01 II 00, para 1.2, qualification for Mechanical and Fire Protection, was revised by Amendment 0001, issued on 5 Jul 11. Mr. Matsushita, the Government Subject Matter Expert for Fire Protection, stated that US qualification for fire protection specified in GP wi ll not be required Seed and Mock project. This qualification may, however, be required for future projects ifthe scope includes design for fire protection systems.

d) The questions listed below were raised by the offerors and the Government responses are as follows;

QI: Does the contractor have to participate in site survey and submit proposals every time when the Government issues Task Order Request For Proposal (TORFP)?

AI: No. Participating in the site surveys/Submission of proposals are at the contractors discretion. However, the resultant MACC contractors are highly encouraged to participate in all site visits and submit proposal as stated in Section H, YCHOI4.

Q2. Does the contractor need to submit concept design proposal along with their price proposal whenever the Government issue TORFP for design-bui lt project?

A2. No. It depends on the requirements specified in each TORFP. Experience shows that most of the TORFP for design-build projects required the contractor only to submit a combined price proposal for design/construction and past performance information. Usually, the design wi ll be submitted and approved after award of the Task Order (TO).

Q3. YCKOO I, List of exemption from Japanese Customs Duties and Taxes: Does the offeror need to prepare the list on ly for seed project?

A3. Yes. This clause does not apply to mock project.

Q4. Are there any possibilities that the Government may award only design work under the design-bui ld project?

A4. No. MACC wi ll never be used to award only design work ..

Q5. Mock Project: What kind of conference room do the offerors need to design?

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A5. Standard type conference rOom (for office use) with prov isions for all requirements noted under Section I ofthe statement of work.

Q6. For Seed Project, Is it possible for offerors to obtain as-built drawings beforehand?

A6. At the conference, the Government replied that as-built drawings could not be provided to the offerors due to securi ty issue. However, it was determined that some portion of the drawings and photographs can be di stributed via Amendment 0002 (See Amendment 0002 dated 8 luI I I).

Q7. Mock Project: What size of papers will be acceptable for design drawings?

A 7. Paper size for the drawings shall be adequate to allow plan layout with a sca le size of 1/30.

Q8. General Provision para 2.9 requires five (5) year experience of Project Manager, Project Superintendent and CQC manager. If the person who works in a construction fi eld fo r five years but obtained appropriate licenses two years ago, could he be a Project Manager/Project SuperintendentfCQC Manager?

A8. The Government could tabled our their response at the conference. Later, it was defined that a Project manager/Project SuperintendentfCQC Manager can have a license from less than five years ago as long as it was obtained at least three years ago and he or she have a minimum of five consecutive years of relevant experience for the position they will be holding.

Q9. Phasing Schedule Execution Plan: YCL004, Para I.l.(v) requires the offeror to provide organization chart for each project. Is it possible to assign same person as key person to different project simultaneously?

A9. Offeror should base their decision on staffing for scenario in Phasing Sched ule Execution Plan based on the construction schedules and key personnel involvement. Schedules shou ld be reali stic. Key personnel must be avai lable on the site at all times their responsibilities, as defined in Section L, YCL004, para I.I.a.(v), necessitates their presence for proper oversight or interaction with government personnel.

Q I O. Phasi ng Schedule Execution Plan: YCL004, Para I.l.(v) requires the offeror to submit bar charts for individual projects. Can the offeror combine the charts into one sheet?

A IO. Yes, as long as the combined chart can show all elements of their execution plan without causing confusion or missing any tasks that need to be visible. (Additional clarification: one of the items the government wi ll look for during technical evaluation will be consistency between all aspects - narrative, cost proposal, schedules etc.)

Q II . Are personnel resumes and resumes cost proposal for mock project included in 50 pages limit noted for the so licitation.

All . No.

6. The site orientation was concluded at 1330 hours.

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7. The foregoing is a brief summary of the discussions held during the pre-proposal conference/site visit.

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.

cc: 374 CES/CEPM

374 CES/CEPMA

374 CES/CEPMM

374 CES/CEPME

Distribution:

All prospective offerors

2 Attachments

1. Attendee list (2 pages)

Prepared by:

Reviewed by:

2. Time Table for pre-proposal conference/site visit

MAKOTO UCH1NO

Contract Specialist

ERlKO FUKUSHlMA Contracting Officer