Minutes_of_Site_Visit_Orientation.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

7 Aug 15

MEMORANDUM FOR DISTRIBUTION

Subject: Site Visit Minutes for Invitation for Bids (IFB), No. FA5209-I5-B-0022, Project No. ZNRE 11-1008/ 14-1044, Replace Gcncrator-B4111. POT Pumping Station/B315. Wing HQ. Yokota Air Base, Japan

1. In accordance with FAR 52.236-27, SITE VISIT (CONSTRUCTION), incorporated in the subject IFB. an escorted site visit for the subject projects were conducted on 4 Aug 15 at 0900 hours at B315. Wing HQ and B4111, POL Pumping Station , Yokota Air Base. Japan.

374 CES/CENMP: Mr. Seiji Kato Electrical Engineer 374 CES/CEOFP: Mr. Hiromichi Okabe Maintenance Technician

374 CONS/LGCB: Mr. Setsuo Yamamoto Contract Specialist

Prospective Bidders

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

2. Mr. Yamamoto opened the pre-proposal conference by introducing the Government personnel at 0900hrs.

Explanationof the solicitation package was provided and it was confirmed that the subject projects are not currently funded, and the Government reserves the right to cancel the IFB without any cost to the Government.

It was also explained that the bid will result in the lowest overall price in accordance FAR 52.217-5 and the overall price means the total amount of Item 0001 and 0002. However, the Contractor was reminded only Item 0001 may obtain funds this fiscal year, but per FAR 52.217-7, the Government may exercise CLIN 0002 by written notice to the Contractor within 120 calendar clays.

It was emphasized that it is the bidders' responsibility to read all the contents of the IFB package and advised to give full attention not to make any miscalculation and omissions in their bids. Mr. Yamamoto asked all prospective bidders to ensure that their bids would be received and stamped prior to the due date/time. 1400 hours on 21 Aug 15. The following items were specifically mentioned:

A. Section A of SF1442: Items 14 through 20 shall be completed.

B. Section B of SFI442: Bidders' price shall be filled-in in Yen amount.

C. Section K of SF1442: All the necessary fill-ins in this section shall be completed.

3. Mr. Kato briefed work scope based on the Statement of Work (SOW) attached with the solicitation package. He emphasized the followings:

A. The Contractor shall design and construct the both projects to replace existing generator system with new equivalent system including fuel tanks, Auto Transfer Switches(ATS), and other electrical equipment. 'Those projects include system design.

B. Item No 0001 ol'thc solicitation states B315. However, the actual construction site is B313.

4. Prospective bidders were advised they should submit any further questions in writing via e-mail in English to 374 CONS/LGCB by 14 Aug 15, 1400 hours as stated in the solicitation. Additional questions and answers will be provided to all bidders by distribution.

5. The questions listed below were asked for the Government's responses at Bldg 313.

Ql: Will a temporary generator be needed during power outage?

AI: Para II. B. 3. a. ofthe SOW states "In casea powerexceeds eight(8) hours, the Contractor shall provide a temporary transformeror generatorwith associated parts such as panelboard, circuit breakers, cables, and wooden base."

Q2: How wide and deep is it to dig trench aroundan underground storagetank (UST) to remove it?

A2: One (1) meter wide and deep trench dig around UST. If exposed free productand/or obviously contaminatedsoil is encountered during UST removal, the Contractorshould contact 374 CES/CEIE immediately.

Q3: Will a temporary generatorbe needed while switching the currentgeneratorto a new one?

A3: Yes. The current generator should be automatically switched to a new one.

Q4: Who will dispose of the rest of fuel in UST?

A4: The Contractor will have to do that. The rest of fuel may be 2000 gallon at max. The Contractor also should fill up a new tank with fuel for overflow test.

Q5: Will the current Warning Sign board be replaced with a new one?

A5: Yes. However, the frame of the sign board can be used.

Q6: Does the existing generator system have auto insert engine oil type? Shall new system have the function?

A6: If new generator system doesn't need the function, it will not be required.

6. The questions listed below were asked forthe Government's responses at Bldg 4111.

Ql: 6.6kv is stated in Draiwng E-3. Is it correct?

A1: It should be 600V. The drawing will be revised.

Q2: 100KVA is stated in Drawing E-5. Is it correct?

A2: It should be 200KVA. The drawing will be revised.

Q3: There are several Warning Sign boards. Will they be combined into one sign board?

A3: Yes. Please bringa draft of a new sign board to CE Environmental ifdesignation ofcontents are adequate or not.

Q4: Should asbestos be removed from Flange?

A4: Yes, please assumethere is asbestos in the flange andpenetration holes for pipingand handle them appropriately.

Q5: Should TPC-1,2,3,4 be replaced with new ones?

A5: Yes, seeE-4.

Q6: Should all existing ceiling lights be replaced with new ones?

A6: Yes, please replace existing ceiling lights with new ones at Bldg 41 11 and Bldg 313, see E-l.

Q7: Should the Contractor remove and dispose of existing oil separator concrete pits and valves?

A7: Yes, the Contactor should remove and dispose of them and the inside drain water . See E-3 revised 1.

Q8: New fuel tank size is 2000Gal type for Bldg 4111 and Bldg 313, is this correct?

A8: Yes. New fuel tank shall have equivalent or more than capacity of the existing fuel tank.

Drawings, E3-, E-5 and E-9 will be revised and distributed to all bidders.

Q9: Is starting and stopping of existing intake and exhaust fan system automatically controlled in conjunction with starting and stopping ofgenerator?

A9: Basically Yes. There is some timer delay functions to stop fans. New intake and exhaust fan system should have functions equivalent to the existing ones.

7. The site visit was concluded at 1030 hours.

8. A copy of the minutes will be distributed to all attendees. 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:

SETSUO YAMAMOTO

Contract Specialist

Attachment

Attendance Sheets cc: 374 CES/CENMP

Distribution:

All prospective bidders

Reviewed by:

& C^

ERIKO FUKUSHIMA

Contracting Officer r