Minutes_20May14.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

20 May 2014

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Preproposal Conference for Solicitation No. FA5209-14-T-0033, Movement of

Government Furniture and Appliances at Naval Air Facility (NAF) Atsugi

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 15 May 2014 at Bldg 620, 374th Contracting Squadron, Yokota AB from 10:00 AM.

Participants are listed below:

Government

374 Contracting Squadron Specialized Flight/LGCZ

Ms Maki Kodama Contracting Officer (KO)

Ms Masayo Inoue Contract Specialist

Atsugi Housing Service Center (AHSC)

Mr Ron Singer Deputy Director

Mr Yujiro Minagawa Contracting Officer’s Representative (COR)

Ms Kumiko Sato Functional Expert

Prospective Offerors

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

3. Additional remarks such as facility information were provided to the offerors.

4. Ms Inoue ensured that the offerors brought the following solicitation package:

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

b. Notice to Offerors

c. Standard Form (SF) 1449

d. Performance-based Work Statement (PWS) (Attachment 1 to SF1449)

e. Quality Assurance Surveillance Plan (QASP) (Attachment 2 to SF1449)

f. Past/Present Performance Reference List (Attachment 3 to SF1449)

g. Past/Present Performance Survey (Attachment 4 to SF1449)

h. Optional Form-17

5. The following supplementary explanations were provided:

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

Offerors were advised to read this document carefully and follow the policies and procedures therein.

b. Notice to Offerors for Solicitation

Offerors were advised to read this document carefully and follow the policies and procedures therein.

The requirement at paragraph 1.c, Authorization to Perform, was emphasized.

c. PWS (Attachment 1 to SF1449):

(1) Paragraph 1.1. Area of Performance: Area II includes Atsugi, Ayase, Ebina, Fujisawa, Sagamihara, Yamato, Yokohama, and Zama.

(2) Paragraphs 1.3.1, Performance Time Schedule: In the morning, orders are typically placed for off-base movements. In the afternoon, orders are typically placed for on-base movements.

(3) Offerors were reminded of the requirements at the following paragraphs and advised to read them carefully: Paragraphs 1.3.1 - Performance Time Schedule, 1.3.2 – Scheduling, 1.5.3, and 1.7

Emergency Services.

(4) Paragraph 1.3.3: Among the specified warehouses, Bldg 926 will be mainly used.

d. SF1449

(1) Pages 1 and 3 thru 33 of 55.

(a) Emphasized Note 2: Indefinite-Delivery Indefinite-Quantity (IDIQ) Contract Minimum and

Maximum Value.

(b) Addenda to SF1449: Page 1 of 55, block 17b of SF 1449, Remittance Address: If the offerors check in block 17b, offerors shall insert the remittance address in Page 33 of 55.

(2) Clauses/provisions: It was emphasized that it was the offeror’s responsibility to read and understand the full text of these clauses and provisions.

(a) Addendum to FAR 52.212-4 Contract Terms and Conditions (Pages 34 and 35 of 55):

This clause stipulates the procedure for obtaining tax exemption. Offered prices shall be excluding consumption and vehicle fuel taxes.

(b) 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (Pages 35 thru 40 of

55):

(51) 52.232-34, Payment by Electronic Funds Transfer—Other than System for Award

Management (July 2013) (31 U.S.C. 3332).

“For the purpose of this clause, the block is completed to read below.

(b)(1) by date when the Contractor submits the first invoice using EFT Forms established by DFAS.”

(c) 52.216-19 ORDER LIMITATIONS (Pages 40 and 41 of 55)

(d) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (Page 42 of 55)

(e) 252.216-7006 ORDERING (Pages 42 and 43 of 55)

(f) Addenda to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

(Pages 43 thru 46 of 55):

C. 3. (a) INFORMATION REGARDING SUBMISSION OF OFFERS: Hand carried offers must be deposited in the bid depository located at 374th Contracting (Bldg. 620) , by the offer due date and time, therefore, offerors should allow sufficient time to submit an offer. FACSIMILE OFFERS: Respond to this solicitation by fax is subject to the same rules as a response via hand-carry.

(g) FAR 52.212-2 EVALUATION – COMMERCIAL ITEMS (Pages 46 thru 49 of 55): The following were emphasized:

1. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (1) PRESENT/PAST PERFORMANCE, and (2) PRICE.

2. Price: Initially offers shall be ranked according to price, including option prices.

3. Present/past performance: The evaluation will be performed based on the three (3) criteria (Recency, Relevancy, and Quality).

4. Relevancy definitions are listed in Description of Services/General Information under

PWS, paragraph 1 (Solicitation Attachment 1).

(h) FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATION –

COMMERCIAL ITEMS (Pages 49 thru 55 of 55): Offerors must complete required fill-ins.

(i) 252.247-7022 REPRESENTATION OF EXTENT OF TRANSPORTATION BY SEA

(Page 55 of 55) : Offerors must complete required fill-ins.

e. Quality Assurance Surveillance Plan (QASP) (Attachment 2 to SF1449)

f. Past/Present Performance Reference List (Attachment 3 to SF1449): The Contractor shall send this form by email or fax directly to 374 CONS, no later than 27 May 14, which is six calendar days earlier than the due date for price offers, SF1449.

g. Past/Present Performance Survey (Attachment 4 to SF1449): Three referenced companies selected by the offeror must send it directly to 374 CONS, no later than 2 Jun 14 which is the same due date for price offer, SF1449.

h. OF-17: Offerors are requested to seal Offer Label on the envelope of an offer.

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:

SF 1449:

a. Question: There are two places to insert the offered estimated amount for each item. Which place do we need to indicate the estimated amount?

Answer: The offered extended estimated amount for each line item should be indicated at an underlined part.

Example.

Y 123,456

ESTIMATED

NET AMT

b. Question: Are the cancellation charges under ITEM x002 additional charges to ITEMs x001?

Answer: No, the Contractor will be paid only amount at ITEMs x002 for cancelled services, and

NOT in addition to the amount at ITEMs x001. Please also note the unit of issue is “per pound.”

Example. Pick-up of 2,000 lbs was cancelled. Unit Price at Item 0002AA = Y10

Cancellation Charge to be paid to the Contractor = 2,000 lbs x Y10 = Y20,000

c. Question: Is the pricing schedule available in the format of Excel?

Answer: No, it is not available. Word version for Reference List and Past/Present Performance

Survey are available. Therefore, please contact us if you need them.

PWS:

d. Question: Can you provide us an office space on-base as Government-Furnished Property?

Answer: No, it is not available.

(Questions received after the conference are shown below:)

e. Question: How many crew members normally perform on a daily basis?

Answer: Two crew members including a driver.

f. Question: What sizes of trucks are used under the current contract?

Answer: Normally, 3-ton trucks are used.

7. Ms Inoue advised the offerors that full attention should be given (1) not to make calculation mistakes in the offers and (2) meet the due time and date for offers. The offeror need to submit proposals to the 374th

Contracting Squadron building by the closing date and time (and/or earlier) specified in the solicitation.

8. The pre-proposal conference was concluded at 11:00 AM on 15 May 14.

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.

MASAYO INOUE MAKI KODAMA

Contract Specialist Contracting Officer cc:

AHSC

Distribution:

All prospective offerors