00_ISO_PreCon_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

7 Jul 11

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Solicitation No. FA5209-11-T-0092, Transport of

International Organization for Standardization (ISO) Containers and Government-owned/ controlled Containers

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 6 Jul 11 at Bldg 620, 374th Contracting Squadron, Yokota AB from 1330 hours. Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/LGCZB) Mr. Wayne W. Goodfrey Chief/Contracting Officer (KO) Ms. Maki Kodama KO Ms. Sonomi Yoshihashi Contract Specialist

Movements Mgt Office, Trans. Div., U.S. Army Garrison-Japan – Requiring Activity (RA) Mr. Arthur J. Berry Chief/Contracting Officer’s Representative (COR) Mr. Hisaki Nagai Supervisory Traffic Analyst/COR Mr. Shinzo Sato Traffic Analyst Ms. Michiko Yamamoto Purchasing and Contract Assistant

Prospective Offerors

2. Introduction. Mr. Godfrey made an opening statement and expressed how grateful we are for the Contractors especially in the transportation industry for their effort to accomplish orders and their cooperation in this difficult situation due to the crisis from the disaster in northern part of Japan.

3. Ms. Yoshihashi introduced the Government representatives at the conference. Each individual showed appreciation to the Contractors for their outstanding response and support to “Operation Tomodachi”.

4. Additional remarks such as facility information, hands-out, and the solicitation package were provided to the offerors.

5. Ms. Yoshihashi provided explanation of the following in the solicitation package:

a. Policies and Procedure for Doing Business with the U.S. Government / Notice to Offerors

b. Performance-based Work Statement (PWS) (Attachment 1 of SF1449)

c. Exhibits - Pricing Schedule

d. Standard Form (SF) 1449

e. List of Reference for Present/Past Performance Information (Attachment 3 of SF1449)

f. Present/Past Performance Survey (Attachment 4 of SF1449)

g. Quality Assurance Surveillance Plan (QASP) (Attachment 2 of SF1449)

6. The following supplementary explanations were provided:

a. Policies and Procedure for Doing Business with the U.S. Government / Notice to Offerors

(1) A letter of Policies and Procedure for Doing Business with the U.S. Government states mostly about Ethics.

(2) The following paragraphs in the Notice to Offeror were emphasized as especially important matters:

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.

Para 1.d. Mobilization and Phase-in Period.

Para 1.f.(3). Facsimile Proposals. Ms Yoshihashi called attention to offerors that the fax number changed to 042-551-0973. She also stated that 374 CONS would accept response to the solicitation via postal mail or hand-carry as well as fax. Submission of an offer by e-mail will not be authorized.

Para 1.g~i. Offerors were advised to obtain DUNS Number, CAGE Code and register CCR before the award process. These are necessary in order to do business with the U.S. Government.

b. PWS: Mr. Sato and Ms. Yoshihashi briefed the following with supplementary explanation on SECTION 1 thru 4 as indicated below:

(1) 1.1 Area of Performance: Throughout Honshu, Kyushu, and Hokkaido and the area of definition in accordance with (IAW) Government of Japan (GOJ) Tariff listed in the PWS Appendix A.

(2) 1.2. Transportation of Freight: Mr. Sato briefly explained subparagraphs 1.2.1. through 1.2.4.

with characteristics specified in the PWS.

(3) 1.2.5 Dual Driver Protective Service (DDP) and Signature Security Service (SSS): Mr. Sato emphasized that any container transporting sensitive or hazardous freight shall be manned by two (2) drivers possessing applicable driver’s license. At least one of the two (2) drivers must attend in the cab of the truck-tractor and not in a sleeper berth, or within 25 feet of truck-tractor with chassis all the time during brief stops when required. “Signature and Tally Record (DD Form 1907) (Attachment 2)”, which is to be signed by the two (2) drivers when used with DDP, was circulated among offerors for reference.

(4) 1.2.7. Types of Containers: Mr. Sato additionally explained that ISO containers also include 20-ton tank containers filled with lubricant oil, which means drivers must have a license qualified to handle dangerous substances “Kikenbutsu Toriatsukaisha (Otsu 4 rui)( 危険物取扱者(乙 4 類))”.

(5) 1.5.1.: The Contractor shall perform services when scheduled by the Transportation Officer (TO) at any time during any calendar day including Japanese Holidays.

(6) 1.5.2. Ordering/Bill of Lading: The Government-use form rated to this paragraph, “Transportation Control and Movement Document / Supporting Document (DD Form 1384) (Attachment 3)” was circulated among offerors for reference.

Attentions were called for the following:

Para (d)(1) Advance Notification for general, dangerous, sensitive freight: “1200 hours” means “12:00 o’clock on working day preceding~”, not “one thousand two hundred hours prior~”.

Para (3) Advance Notification for freight to/from Hokkaido: This requirement will be applied especially when Army Joint Exercises are conducted. The Contractor will be notified of needs of transport by ferry in advance when the exercises are projected. If the Contractor is not able to book the ferry, the TO needs to be notified immediately.

(7) 1.5.11. Accessorial Services.

(a) Demurrage: Mr. Sato gave supplemental explanation to offerors for their better understanding. He strongly asked offerors to submit a request to TO within thirty (30) days following incurrence of said charges.

(b) Loan of the Contractor-owned Container Chassis: This requirement will occur especially when available chassis and crane are limited during the exercise.

(f) Ferry Charges: Mr Sato strongly asked offerors to propose ferry charges carefully because the prices will be applied for total five (5) years.

(8) 1.5.12. Cancellation of Requirement: The Contractor shall not be paid demurrage charge in addition to the cancellation charge.

(9) 1.6. General Information.

1.6.6.(a) Installation Base Passes: In order for the Contractor to obtain Base Passes at each U.S. facilities, the Contractor shall ensure that vehicle insurance certificates must cover the automobile liability insurance with the types and minimum amount IAW the PWS.

1.6.7.(d) Third Country Nationals (TCN): It is the Contractor’s responsibility to coordinate with the local security office when there is a question about a particular circumstance.

1.6.8. Subcontracting: The Contractor shall not use subcontractors without prior written coordination with the KO. The Prime Contractor is responsible for the subcontractors for their performance.

c. Exhibits - Pricing Schedule: Offerors were strongly advised to give full attention not to make calculation mistakes in their offer.

(1) Insert “Estimated Total Amount” in CLIN 0001 of SF1449 (and the corresponding items under options).

(2) To price reasonably with full understanding for the requirement, read the PWS paragraph specified in each item.

(3) A015AA through A015AH, insert percentage (%) of increments. For instance, if you increase by 20% from basic rate (i.e., general freight rate), insert “20”, not “120”.

(4) Table 1, Distance Rate Table is to be used for unforeseen requirement only IAW the PWS para

1.5.3. and for allocation/return container chassis from/to the Contractor’s holding area IAW para 1.5.11.(b). Pay attention to an interval of distance in kilometers.

(5) Table 2, One-way/Round Trip Ferry Charge: Insert rate for Ferry Charge only.

(6) When an offered amount is the same for the basic year and option years, offerors may write down “Same as Basic” for unit prices and total amount of all items.

d. SF1449

(1) How to fill out pages 1 thru 4 of 24:

Page 3 of 24, CLIN 0001, Estimated Amount should be the same as Estimated Total Amount of Exhibit A, and corresponding items will follow.

Page 4 of 24, Block 17b of SF1449, Remittance Address: 735 yen of remittance charge would be deducted from the payment amount.

Additional Note as of 7 Jul 11: Some Japanese banks could charge additional surcharge on each remittance since the payment will be made from a bank in the United States, which will be considered as a non-residential financial institution in Japan. It is the offerors’ responsibility to confirm about these administrative charges with their banks.

(2) Clauses/provisions: Offerors may go to the web site to read and understand the full text of these clauses and provisions.

FAR 52.216-19 Order Limitations (Page 8 of 24).

FAR 52.217-8 Option to Extend Services (Page 9 of 24).

FAR 52.217-9 Option to Extend the Term of the Contract (Page 10 of 24): The Government will have an authority to exercise options unilaterally.

FAR 52.212-2 Evaluation – Commercial Items (Pages 14 thru 17 of 23): The following were emphasized:

1. The Government will evaluate both offered prices and present/past performance, with the relative importance of present/past performance approximately equal to the price, to assess the offeror’s performance risk.

2. Price: Offers will be ranked according to evaluated prices. The price evaluation will be made on the basis of the total aggregated price of the price schedules. An offeror must therefore propose on all line items including options. Failure to do so may cause rejection of the offer. It was emphasized that a finding of unreasonableness shall constitute a basis for removing the offer from consideration for award.

3. The additional items under Item A015 (and corresponding items under options) will not be included in the total amount, however, will be examined for reasonableness and a finding of unreasonableness shall constitute a basis for removing the offer from consideration for award.

4. Present/past performance: Past Performance Reference List and Survey shall be submitted to 374 CONS/LGCZ, by either e-mail or FAX 042-551-0973 (instead of 042-552-9846). Ms.

Yoshihashi stated that solicitation amendment would be issued.

5. Subcontractor Consent: Offerors shall provide the proposal with a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor.

6. Options: Evaluation of options shall not obligate the Government to exercise the option(s).

7. A written notice of award will be distributed to both successful/unsuccessful offerors and will be posted on the FedBizOpps (FBO) as well. Specific information such as ranking or break-down of proposals will not be disclosed to offerors and also, individual inquiries will not be acceptable.

FAR 52.212-3 Offeror Representations and Certifications – Commercial Items (Pages 20 thru 22 of 24) and DFARS 252.212-7000 Offeror Representations and Certifications – Commercial Items (Pages 23 and 24 of 24): Offerors must complete required fill-ins.

e. Past/Present Performance Survey: The procedures how to obtain Past/Present Performance Survey for the reference was emphasized that the information should be sent directly from the referenced company to the Government. The provided information must be for the performance for on-going projects or past performances within 3 years.

Additional Note as of 7 Jul 11: In addition, pages 4 through 8, comments for each question are also requested to verify how their customer came up with the evaluations.

f. Past/Present Performance Reference List: Offerors are to submit it directly to the Government.

g. Quality Assurance Surveillance Plan (QASP): QASP was provided for information purpose only.

It describes how the Government conducts surveillance on the quality of Contractor’s performance.

7. 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. Question: Are ISO containers in this requirement dry containers?

Answer: Yes and it also includes oil tank container such as lubricate oil. For transport of oil tank container, we order once a year for the points between Sasebo and Yokosuka.

b. Question: Please provide names of the products or materials to be transported.

Answer: We mainly order the following products or materials in most cases.

General freight: Supplies and communication devices Sensitive freight: Weapons for security (GOJ clearance not required) Dangerous/Hazardous freight: Lubricate oil (GOJ clearance required)

c. Question: Will you provide us with Material Safety Data Sheet (MSDS) before the service is performed?

Answer: The Government will furnish necessary documents/data for freight in lieu of MSDS.

Drivers will be briefed by TO in advance.

8. Lastly, Ms. Yoshihashi advised the offerors as follows:

a. Full attention should be given not to make calculation mistakes in the proposals. Depending on how mistakes are made, the evaluation process may take extensive time.

b. Any questions should be submitted in writing via e-mail to the Government. Additional questions and answers will be provided to all offerors and will be posted on Federal Business Opportunities (FBO) website.

c. Solicitation Amendment will be issued and distributed to all offerors via email as well as being posted on FBO. Please ensure to acknowledge your receipt by return and submit to the Government with the proposal by the closing date.

d. The offeror needs to submit proposals to the 374th Contracting Squadron building by the closing date and time (and/or earlier) specified in the solicitation. It is desired to submit the offer by fax ahead of time before the due date/time since the large number of pages need to be transmitted thus it keeps the fax line busy.

Additional Note as of 7 Jul 11 If an offer is sent via fax, the prospective offeror must keep the original since the Contracting Officer may request the apparently successful offeror to send the original to the Government after the due date. All pages must be received by the Contracting (374CONS) building by the due time/date, if not, offers would be considered as late offers.

9. The conference was concluded at 1510 hrs.

10. 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 three (3) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

cc:

Movements Mgt Office, Trans. Div., U.S. Army Garrison-Japan

Attachments:

1. Optional Form (OP) 17, Notice to Offeror (Label)

2. Tally Record Service (DD Form 1907)

3. Transportation Control and Movement Document / Supporting Document (DD Form 1384)

Distribution:

All prospective offerors