2014.12.12_Minutes(withAtch1-3).pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

12 Dec 14

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Solicitation No. FA5209-15-R-0009, General Trucking

Services – Southern Japan

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 9 Dec 14 at 374th Contracting Squadron (CONS) Conference Room, Yokota Air Base (AB) from 10:00 AM, Japan standard time (JST). Participants are as listed below:

Government

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

Movements Management Office, Trans. Div., Logistics Readiness Center (LSC) Honshu, 403rd Army Field Support Brigade (AFSB) – Requiring Activity (RA) Mr. Hisaki Nagai Supervisory Traffic Analyst Mr. Shinzo Sato Traffic Analyst

Prospective Offerors

2. Introduction. The Government representatives and prospective offerors introduced themselves at 374 Contracting Squadron, Yokota AB, and the Contract Specialist provided supplemental explanations on the solicitation

3. Additional remarks such as facility information, hands-out (solicitation package), and Optional Form (OP) 17 were provided to the offerors. All offerors confirmed that the complete solicitation package was certainly provided.

4. The explanation of the following in the solicitation package was provided:

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

b. Performance-based Work Statement (PWS) (Attachment 1 of Standard Form (SF) 1449)

c. Exhibits - Pricing Schedule

d. SF1449

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

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

5. The following supplementary explanations were provided:

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

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

Para 1.a. The solicitation and resultant contract incorporates one or more clauses or provisions by reference, with the same force and effect as if they were given in full text. The full text of clauses and provisions by reference in the solicitation can be accessed electronically.

Para 1.b. The Government contemplates awarding an Indefinite-Delivery indefinite-Quantity (IDIQ) Type contract resulting from this solicitation. 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. (i.e., 45 calendar days)

Para 1.f thru h. Offerors were advised to obtain DUNS Number, CAGE Code and register SAM before the award process. These are necessary in order to do business with the U.S.

Government. To remain registered in the SAM database after the initial registration, the contractor is required to review and update on an annual basis from the date of initial registration.

b. PWS: Mr. Sato explained paragraphs 1.1. thru 1.6. Ms. Yoshihashi briefed paragraph 1.7 with supplementary explanations as shown below:

(1) 1.1 Area of Performance: It consists of Groups I and II. Three point-to-point routes include loading or unloading points in Northern Japan, however, most loading points will be located in Southern Japan.

(2) 1.2. Types of Freight: Mr. Sato explained subparagraphs 1.2.1. thru 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 trucks 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 be in the cab of the truck and not in a sleeper berth, or within 25 feet of trucks at all times during brief stops when required. “Signature and Tally Record (DD Form 1907)”, which is to be signed by the two (2) drivers when used with DDP.

(4) 1.3. Types of Trucks: For ammunition and explosive (AE) shipment, the following were emphasized.

Subpara 1.3.2.(c) All services (Army, Navy, Marine Corps, and Air Force) have respective regulations for bracing and tying down of freight on a truck-bed. At the Navy installations, it may be done by direct nailing and bracing to wooden truck beds when transporting ammunition and explosives (AE).

For the historical workload data, the number of shipments that required bracing with nails on wooden truck bed was 78 trucks, or 4.2% of the total shipments for the period of twelve (12) months (Apr 2013 thru Mar 2014). Offerors were advised to consider associated costs to prepare for it.

(5) 1.4. Security Guards: The Contractor shall, if required by the Transportation Officer (TO), permit one (1) security guard or military police escort to ride on any or all of the vehicles at no extra charge.

The Contractor is not required to return him/her to the loading point.

(6) 1.5. Safety Requirements: To be complied in accordance with (IAW) commercial practice.

(7) 1.6.1. The Contractor shall perform services when scheduled by the TO at any time during any calendar day including Japanese Holidays.

(8) 1.6.2. Ordering/Bill of Lading: Mr Sato emphasized the following and circulated copies of blank Bill of Lading (USFJ Form 334EJ), Certificate in Lieu of Lost Bill of Lading (USFJ Form 376 EJ), and Bill for Accessorial Services (USFJ Form 416EJ)(See Attachments):

Para (3) Advance Notification for freight to/from Hokkaido: Shipments for Hokkaido are required especially when Army Joint Exercises are conducted. The Contractor will be notified in advance of transportation by ferry when the exercises are projected.

Orders will be placed prior to 02:00 PM hours on the working day preceding the day a service is required. This cannot be changed because it is established based on the Government work hour operations.

(9) 1.6.11. Accessorial Services.

(b) Demurrage: It was emphasized that the prospective contractor shall submit requests to TO within thirty (30) days following incurrence of said charges as in the PWS.

(f) Ferry Charges: Mr Sato emphasized offerors to propose ferry charges considering Bunker Adjustment Factor (BAF).

(g) Shipment for Non-Appropriated Funds Activity (BL.): This item is established for shipments for non-appropriated funds activities since they will not be exempted from Japanese taxes unlike those for appropriated funds activities. However, there were only two shipments for non-appropriated funds during the past five years.

(10) 1.6.15. Humanitarian Assistance and Disaster Relief (HADR). The scope of this contract includes services to respond to requirements in a contingency environment including humanitarian assistance and disaster relief.

(11) 1.7.12. Cancellation of Requirement: The Contractor shall not be paid demurrage charges in addition to the cancellation charges.

(12) 1.7. General Information. The following paragraphs were addressed:

1.7.5. Obtaining Exemption of Japanese Tax and Submission of Vehicle’s Listing for Tax Exemption Certificate.

1.7.10. Liabilities. Except when loss and/or damage arises out of causes beyond the control and without the fault or negligence of the Contractor, the Contractor shall assume full liability for all goods lost and/or damaged in the movement covered by this contract.

(13) Order Limitations. As specified in SF1449, Pages 13 and 14, FAR clause 52.216-9, the Contractor

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

(1) Make sure the formulas are used accurately for A036AA thru A036Ag and A036AX thru A036AZ (and corresponding items for options throughout this document).

(2) Insert “Estimated Total Amount for Group I + II” in CLIN 0001 of SF1449 (and the corresponding CLINs under options).

(3) A036AA thru A036AG (and corresponding items for options throughout this document), insert percentage (%) to be increased. For instance, if your proposed increase is 20% from basic rates (i.e., general freight rate), insert “20”, not “120”. For A036AG, there were only two shipments during the past five years for non-appropriated funds.

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

1.6.3. Pay attention to truck sizes and intervals of distance in kilometers.

(5) Table 2, Round Trip Ferry Charge: Insert a rate for round trip for Ferry Charges only. Price carefully considering BAF.

(6) When an offered amount is the same for the base and option years, offerors may write down “Same as Base Year” on applicable pages.

(7) Offered unit prices will be evaluated one by one as well as the offered total amount. If unit prices are significantly unbalanced, the Government may determine that an offer is unacceptable.

d. SF1449

(1) How to fill out pages 1 thru 6 of 29:

Page 6 of 29, Block 17b of SF1449, Remittance Address: ¥735 of remittance charge would be deducted from the payment amount.

Additional Note (As of 12 Dec 14): 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 (Pages 13 thru 14 of 29). The Contractor is not obligated to honor any order exceeding the maximum order limitations specified in this clause. Paragraph (b)(2) specifies that the Contractor is not obligated to honor any order for a combination of items in excess of 25 vehicles for Group I and 30 vehicles for Group II. The Contractor will be strongly requested to perform orders in excess of the limitations although it is not an obligation to perform.

Based on historical records, nearly 41% of the entire shipments was for Item X021, shipments between Yokosuka and Sasebo or between Yokosuka and Sasebo via Iwakuni during the period from Apr 13 through May 14 as shown in the PWS, Page 18 of 23. Orders for this item may require higher number of trucks than other items.

FAR 52.217-8 Option to Extend Services (Pages 14 thru 15 of 29).

FAR 52.212-1 Instructions to Offerors – Commercial Items (Pages 17 thru 20 of 29) The following were emphasized:

1. The offeror agrees to hold prices in its offer for 150 calendar days from the date specified for receipt of offers.

2. Submit original and one (1) copy enclosed in a sealed envelope with Optional Form 17 on.

3. Emphasized items to be filled in.

4. Acknowledgement is required when the solicitation amendment is issued.

5. Ms. Yoshihashi emphasized that three (3) relevant contracts should be selected for Present/Past Performance Reference List and reminded that submission date of this list is 22 Dec 2014, 02:00 PM which is earlier than the proposal due date, by either email or FAX.

6. Present/Past Performance Survey shall be submitted no later than 7 Jan 2015, 02:00 PM directly from contracting activities or commercial activities specified on the Present/Past Performance Reference List. It may be submitted by email or FAX.

7. Hand carried proposals must be deposited in the bid depository located at 374th Contracting Squadron (Bldg 620) by the offer due date and time, therefore, offerors should allow sufficient time to obtain a visitor pass and arrive at the depository prior to the time specified for receipt.

FAR 52.212-2 Evaluation – Commercial Items (Pages 20 thru 22 of 29): 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. Para (b) Options: The government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

3. Para (c), a written notice of award will be distributed to both successful/unsuccessful offerors and will be posted on the FedBizOpps (FBO) as well.

4. A. Price Evaluation Factor. Offers will be ranked according to evaluated prices, including option prices, if applicable. The price evaluation will be made on the basis of the total aggregated price. However, offerors were reminded that the Government will evaluate unit prices. 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. Additionally, it was addressed that the total evaluated price (TEP) will be computed as shown on SF1449, pages 20 and 21 of 29, using the formula for the Option to Extend Services amount for a maximum six-month extension.

5. Present/Past Performance Survey: The purpose of the past performance evaluation is to allow the Government to assess the offeror’s performance risk. 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 completed within the past three (3) years.

6. E. Integrated Assessment. Ms. Yoshihashi stated that an integrated assessment best value award decision will be made using the TEP and the Past Performance Confidence Rating equally.

FAR 52.212-3 Offeror Representations and Certifications – Commercial Items (Pages 23 thru 29 of 29) and DFARS 252.247-7022 Representation of Extent of Transportation by Sea (Page 29 of 29): Offerors must complete required fill-ins.

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:

a. Question Area: PWS 1.2.2. Dangerous Freight and 1.2.3. Hazardous Freight Will the Contractor be notified in advance what kind of dangerous goods at the time of receiving an order? Or is it the responsibility of the Contractor distinguish such items?

Answer Details of shipments will be provided to the Contractor by the TO at the time of receiving an order.

b. Question Area: PWS 1.3.2. Specification for Trucks.

Based on PWS 1.3.1, Definition, although chargeable weight is less than 2,000 kgs (2-ton), if the length of the shipment could not fit in a 2-ton truck (let’s say, 4-ton or 10-ton), can we apply the rates/charges of a larger truck size?

Answer TOs order specific size of trucks by specifying weight and volume/dimensions of a shipment.

c. Question Area: PWS 1.6.1. Operational Requirements.

On Japanese holidays which are normal business days under the US calendar, does the Contractor need to open offices? Or would it be O.K. for the Contractor to provide emergency contact list and the Contractor arranges the trucks as required?

Answer If the Contractor can provide the same level of service as if he/she is in the office in compliance with the contract, it is not a problem where the POC of the Contractor is.

It is the same not only when receiving orders, but responding to some questions we may have during bilateral exercise seasons.

d. Question Area: PWS 1.6.2. Ordering/Bill of Lading. (1) Who will decide size of trucks to be ordered?

Answer TOs decide it.

e. Question Area: PWS 1.6.2. Ordering/Bill of Lading. (2) An order for service to be given by 02:00 PM on the working day preceding the day service is required, but would it be possible to change it to at least by 00:00 PM on the working day preceding the day service is required?

Answer No. Ordering time frame was decided based on our research with all TOs on their shipment requirements.

f. Question Area: PWS 1.6.12. Cancellation of Requirement.

According to this paragraph, the Contractor can charge cancellation charges if the order is cancelled on the day of the performance. However, we have to pay cancellation charge to our subcontractors even if the order is cancelled on the previous day of the performance date because we’ve already requested our subcontractors to arrange the vehicles. Would it be possible for the Government to apply cancellation charges to shipments cancelled after the due time for ordering?

Answer No. The terms for cancelation charges were decided considering the needs from TO.

Please propose considering potential associated costs as much as possible.

g. Question Area: PWS 1.7.7. Contractor’s Personnel.

To which extent should truck drivers be fluent in English?

Answer It is better if drivers could speak English. But Contract Manager (CM) and alternate CM are required to speak/understand fluent English in compliance with PWS 1.7.7.(a).

7. 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 in English via e-mail to the Government. Additional questions and answers will be provided to all offerors and will be posted on FBO website.

c. 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

8. The conference was concluded at 1210 hrs.

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

SONOMI YOSHIHASHI MAKI KODAMA

Contract Specialist Contracting Officer

3 Attachments:

1. 334EJ (1st page only)

2. 376EJ

3. 416EJ

cc:

Movements Management Office, Trans. Div., LSC Honshu, 403rd AFSB

Distribution:

All prospective offerors

KODAMA.MAK

I.1264923839

Digitally signed by

KODAMA.MAKI.1264923839

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=OSD, cn=KODAMA.MAKI.1264923839 Date: 2014.12.12 15:24:10 +09'00'

YOSHIHASHI.SON

OMI.1265994322

Digitally signed by

YOSHIHASHI.SONOMI.1265994322

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=YOSHIHASHI.SONOMI.1265994322 Date: 2014.12.12 16:02:07 +09'00'

1265994322U Typewritten Text

1265994322U Typewritten Text

1265994322U Typewritten Text

1265994322U

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