Site_Orientation_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

1 Jul 15

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Site Orientation for Invitation for Bid (IFB) No.FA5209-15-B-0018.

Project No. ZNRE 16-4329, Replace Smoke Alarms, North & East MFII (349 Units), Yokota Air Base, Japan

1. In accordance with FAR 52.236-27, Site Visit (Construction), incorporated in the subject IFB, an escorted site orientation for subject project was conducted on 1 Jul 15 at 1000 hours at 374th Contracting Squadron, Yokota Air Base, Japan.

Participants are listed below:

Government

374 CES/CENMP Mr. Masashi Ogino Project Engineer 374 CONS/EGCB Ms. Rciko Kimura Contract Specialist

Prospective Offerors

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

2. Contract Specialist (CS) opened the prc-proposal conference with introducing the Government personnel. Following issues were discussed during the meeting and information for prospective offerors.

a. Subject project is not currently funded and the Government reserves the right to cancel the proposal without any cost to the Government. It is the offerors' responsibility to read every contents of the package.

b. Standard Form (SF) 1442, (See Page 34, Instruction of Bid preparation) Section A, Block 14.15,17,19. and 20 shall be completed.

Section B, Offerors' bid price shall be filled in yen amount.

Section K, all the necessary fill-ins in this section shall be completed.

c. Bid guarantee is required. (20% of the bid price or Y360,360,000, whichever is less.) Bid guarantee shall be submitted with SF 1442 (Section A, B, and K)

d. Performance bond: in the penal amount of 100% of contract price shall be submitted to the Government after award but before issuance of Notice to Proceed.

c. Magnitude of contract is shown in Block 10 of SF 1442.

f. Explained that subject project is design build contract.

The performance period for design: 90 calendar days

Construction: 240 calendar days Total performance period is 330 calendar days

g. Invoice shall be processed through Wide Area Workflow (WAWF)

h. Basis ofAward: The Government will evaluate bids in response to this solicitation without discussions and will award a contract to the responsible bidder whose bid, conforming to the solicitation, will be most advantageous to the Government, considering only price and the price-related factors specified elsewhere in the solicitation.

i. The bid response due date and time is 15 Jul 2015,1400 hours. The public bid opening will be held in Rm 105, Bldg. 620 at the same time. Participants who need an escort shall ask Mr. Kimura by E-mail by 14 Jul 15, 1400 hours.

j. The bid acceptance period is 210 calendar days from the bid due date.

3. After explanation of IFB package, all participants moved to the project site. Mr. Ogino, project engineer showed Bldg. 4414. FoUowings are questions raised from the participants and the Government's answers to the questions.

Question a: Shall the existing electric lines be used or replaced?

Answer a: Please use the existing electric lines and install new electric lines ifthey are needed. There is a requirement to newly install smoke alarms, too.

Question b: Only Bldg. 4414 was shown. Can we consider all other buildings are the same type as this building?

Answer b: There are different types of buildings, too. Please review as-built drawings which the Government provided.

Questionc: Does the Government require smoke alarms ofstrobe light type?

Answer c: No, we don't

4. All participants were advised that they should submit any questions after this site orientation in writing via e-mail to the Contract Specialist by 6 Jul 15, 1400 hours.

5. The foregoing is a brief summary of the discussions held during orientation. 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.

Prepared by:

Contract Specialist cc:

Distribution:

All prospective offerors

Reviewed by:

Contracting Officer