Minutes_2Jun15(Rev)_5Jun15.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

2 Jun 2015

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Preproposal Conference for Solicitation No. FA5209-15-R-0012, General Trucking

Services – Kanto and Northern Japan

REVISIONS ARE MADE ON PAGE 2 AS OF 5 JUN 2015 AS INDICATED WITH VERTICAL LINES

ON THE LEFT MARGIN OF THE PAGE.

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 21 May 2015 at Bldg 620, 374th Contracting Squadron, Yokota AB from 10:30 AM.

Participants are listed below:

Government

374 Contracting Squadron Specialized Flight/LGCZ Ms Maki Kodama Contracting Officer (KO) Ms Masayo Inoue Contract Specialist

Movements Management Branch, Transportation Division, Logistics Readiness Center (LRC) Honshu, 403rd Army Field Support Brigade (AFSB) Mr Hisaki Nagai Supervisory Traffic Analyst /Contracting Officer’s Representative r Ms Yukiko Murayama Traffic Analyst

Ms Aoi Sakamoto Traffic Analyst

Prospective Offerors

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

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 Procedures for Doing Business with the U.S. Government

b. Notice to Offerors

c. Standard Form (SF) 1449, Solicitation

d. Exhibits A ~ E, Pricing Schedule

e. SF1449, Attachment 1: Performance-based Work Statement (PWS)

f. SF1449, Attachment 2: Past Performance Questionnaires with Cover Letter

g. SF1449, Attachment 3: Past Performance Information

h. OF17, Offer Label

Offerors were advised that there are Excel and Word versions available for the above Exhibits, Past Performance Questionnaires, and Past Performance Information upon the offeor’s request.

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. Type of contract, Authorization to Perform, Data Universal Numbering System (DUNS) Number, Commercial And Government Entity (CAGE) Code Reporting, and System for Award management (SAM) were emphasized.

c. PWS: It was emphasized that it is the offeror’s responsibility to read and understand the PWS requirements.

(1) Paragraph 1.1. Area of Performance: Group I and Group II.

(2) Paragraph 1.2. Types of Freight

(a) Paragraph 1.2.1. General Freight.

Preserved foods (54 % of General Freight), various parts, vehicles, or containers, etc. Either on a pallet or not.

(b) Paragraph 1.2.2. Dangerous Freight.

Dangerous freight is 8% of the entire shipments. Most of them are gasses in cylinders.

(c) Paragraph 1.2.3. Hazardous Freight: Explosives that require GOJ road clearances.

(d) Paragraph 1.2.4. Sensitive Freight: Explosives other than Hazardous Freight that do not require GOJ road clearance or freight that require handling with special protection.

(e) Paragraph 1.2.5. Dual Driver Protective Service (DDP): DDP is required for Hazardous or

Sensitive freight.

(3) Paragraph 1.3. Types of Trucks: For Group II, the size of truck is 4-ton and above.

(4) Paragraph 1.4. Security Guards. In the event the Government security guard rides on the Contractor’s truck, the Contractor’s another driver for DDP will ride on a Government escort vehicle.

(5) Paragraph 1.6. Operational Requirements:

(a) Paragraph 1.6.1.: The Contractor must follow the U.S. Legal Holidays as stated in the PWS, not Japanese holidays, e.g., the Golden Week and the end of a calendar year.

(b) Paragraph 1.6.2. (b): Exchanging Transportation Control and Movement Document

(TCMD)/supporting documents with Bill of Lading (B/L) by postal mail.

(c) Paragraph 1.6.2. (d) Advance Notification.

(6) Paragraph 1.6.9. Free Time: Free time starts when the Contractor reports their arrival to the

Transportation Officer (TO).

(7) Paragraph 1.6.11. (d) Use of Pay Parking Lots and Toll Roads.

(8) Paragraph 1.6.12. Cancellation of Requirement.

(9) Paragraph 1.7.5. Obtaining Exception from Japanese Taxes and Submission of Vehicle’s Listing for Tax Exemption Certificate.

(10) Paragraph 1.7.7. (d) Third Country Nationals (TCN).

(11) Paragraph 2. Services Summary: The requirements at these paragraph numbers in this table are very important. If you have the deficiencies exceeding the said performance threshold, we might terminate the contract.

d. SF1449, Solicitation : It was emphasized that it is the offeror’s responsibility to read and understand it.

(1) Page 1 of 57: Offerors must complete required fill-in. Block 8, Offer Due Date/Local Time is

02:00 PM, 9 Jun 2015.

(2) Pages 3 through 5 of 32: Insert ESTIMATED GRAND TOTAL AMOUNT FOR APPENDIX A, B, C, D, and E under “ESTIMATED AMOUNT” for ITEM NOs. 0001, 1001, 2001, 3001, and 4001, respectively. Insert the total of all years in “ESTIMATED GRAND TOTAL (CLIN 0001 ~ 4001).

(3) Page 5 of 32, Addenda to SF 1449, Block 17b of SF1449, Remittance Address: Offerors shall insert the remittance address, if they check in block 17b of SF1449, Page 1 of 32.

(4) Page 6 of 32, Block 18b SF1449, Submit Invoices: There are three different payment offices, (a) DFAS-Japan, (b) AAFES Okinawa Exchange, and (c) 374 FSS/FSRF:

(a) DFAS-Japan: For Appropriated Funds shipments. Payment should be made by Electronic

Funds Transfer (EFT). Remittance charges in the amount of 735 yen will be deducted from the amount to be paid through EFT. Submission of invoices through the Postal Mail is acceptable.

(b) AFFES Okinawa Exchange and 374 FSS/FSRF: For Non-Appropriated Funds shipments.

(5) Page 14 of 32, FAR 52.216-19 Order Limitations

(6) Page 17 of 32, FAR 52.209-7 Information Regarding Responsibility Matters: Offerors must complete required fill-in with (b).

(7) Pages 18 through 22 of 32, Addenda to FAR 52.212-1 Instructions to Offerors – Commercial Items. The CA went over the following sections:

(a) B.1. Part I - Summary and Miscellaneous Data

(b) B.2. Part II - Price Proposal

(c) B.3. Part III - Pas Performance Proposal:

i. Performance Surveys/Questionnaires: References must provide this document directly to

374 CONS.

ii. Past Performance Information

iii. Subcontractor Consent. Offerors were advised to provide a letter if applicable.

iv. Page 21 of 32, D. General Information, 1: Hand-carry or postal mail is the method of submission. 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.

(8) Page 22 of 32, 52.212-2, Evaluation - Commercial Items (Oct 2014), (a): Past Performance is approximately equal to Price.

(9) Pages 22 thru 24 of 32, Addendum to FAR 52.212-2, Evaluation - Commercial Items

i. Price Evaluation Factor

ii. Past Performance Factor

(10) Pages 25 thru 30 of 32, 52.212-3, Offeror Representations and Certification – Commercial Items:

Offerors must complete required fill-in.

(11) Page 32 of 32, 252.247-7022, Representation of Extent of Transportation by Sea: Offerors must complete required fill-in.

6. The following are questions and answers at/before the conference. They are not listed in the sequence actually asked in order to categorize them by the area:

a General:

(1) Question: When is performance start date? How long is the duration of the contract period?

Answer: It is 45 days from date of award. 45 days is for mobilization and phase-in period prior to performance start date. Duration of Base Year and each option year is for 12 months.

(2) Question: Is the Contractor required to purchase cargo insurance? If so, how much is the required coverage?

Answer: It is our understanding that it is not only a requirement for contractors to carry a certain amount of cargo insurance in order to obtain trucking business permits but also a standard commercial practice to do so while amounts of coverage could vary among contractors. No specific requirement for cargo insurance is specified in the subject requirement.

(3) Question: Can you inform us how you could manage if we cannot dispatch the number of trucks required?

Answer: First, it is the responsibility for the Contractor to provide the number of trucks as specified at FAR 52.216-19, Order Limitations (page 14 of 32). If in the event the Contractor is unable to satisfy the requirement, as a general procedure, the Government would have to obtain the service from other sources and the costs incurred for the effort would be charged to the Contractor to compensate the Government.

(4) Question: Do you make the subject contract with multiple companies?

Answer: No.

(5) Question: Is it possible to revise the unit prices in the contract or cancel the contract during the contract period due to significant increases in the market prices or consumption tax?

Answer: Prices to be awarded are based on competition, therefore, will remain the same throughout the contract period. However, such requests from the Contractor may be considered if economic situation changes significantly. Increases in consumption tax should not be a significant issue because it is exempted for services provided for the US Government.

(6) Question: Is it possible for our subcontractor to propose to the subject requirement?

Answer: Yes. The Contractor proposing to the subject requirement will be the prime contractor. Prime contractors must be registered in the System for Award management (SAM).

(7) Question: Is it possible to offer prices exceeding the maximum amount specified in the solicitation, Page 5 of 32, Note 2 (b)?

Answer: We cannot stop you from doing so, but please note that it is the maximum amount that the Government may order under the resulting contract.

b. Exhibits A~E, Pricing Schedule:

(1) Question: Can we offer prices only to the items that we are able to perform?

Answer: No. Please offer to all line items.

(2) Question: For Tables 1 and 2, how should we insert the offered prices, the prices themselves or the additional prices?

Answer: You need to insert the prices themselves or the additional prices. For “Up through

10” through “200”, please insert the price itself and for “Every 20km over 200km up to 500km ” and “Every 50km over 500km”, please insert the additional prices.

c. PWS:

(1) Question: Are truck drivers including a dual driver required to possess any licenses other than driver’s licenses?

Answer: No. However, truck drivers must follow the requirements in transporting freight in accordance with “Fire Defense Law”, “Poisonous and Deleterious Substances Control Law”, and “High Pressure Gas Safety Law”. (PWS paragraph 1.2.2.)

(2) Question: In case the number of trucks ordered exceeds the number of trucks and drivers that have gate passes, would it be acceptable?

Answer: Some pass offices at the bases such as Yokosuka Base issues passes that allow the

Contractor personnel to escort their drivers and trucks. However, some pass offices, such as Yokota Base, does not. The Government may escort vehicles and drivers if necessary. Please note that some pass offices are located away from the TO’s office and it takes a while to escort you.

(3) Question: Do truck drivers need English skills?

Answer: It is not expected. However, it could be convenient if they can communicate some.

(4) Question: Do we need to register trucks and drivers to perform the subject service in advance?

Does the Government issue gate passes?

Answer: Yes, you need to apply for gate passes for trucks and drivers to the pass office at each base. Please refer to the PWS, paragraph 1.7.6. Security Safety Requirements.

(5) Question: Is it possible to use drivers and trucks from sub-sub contractors?

Answer: Yes. Please refer to the PWS, paragraph 1.7.8. Subcontracting.

(6) Question: When does the Government place orders with the contractor?

Answer: It is based on the type of freight and the shipping areas. Please refer to the PWS, paragraph 1.6. (d) Advance Notification.

(7) Question: Do you designate loading/unloading time?

Answer: Yes, at the time of placing orders. For your information, arrival at Misawa would be normally in the next morning for shipments from Kanto area.

(8) Question: Do you specify a way of lashing or lashing equipment?

Answer: No. Any lashing equipment that the truck drivers own such as chains may be used.

However, if you use a lashing belt, it should specify load resistance in pounds on the belt itself.

(9) Question: Is the Government responsible for loading and unloading freight?

Answer: Yes. Please refer to the PWS, paragraph 1.6.8. Loading and Unloading. However, the Contractor shall not be relieved from the responsibility for the proper stowage and securing of the freight against loss or damage while in transit.

(10) Question: Do you require air suspension or full air suspension?

Answer: No.

(11) Question: Is there any required material for a tarp?

Answer: No. However, its outer layer shall be both fire and water resistant when you use flatbed trucks instead of a wing-type truck upon approval of the TO for hazardous or sensitive freight. Please refer to the PWS, paragraph 1.3.3. Condition of the Loading Platform.

(12) Question: Is it allowable to use subcontractor’s trucks or do you require the Contractor to use their own trucks?

Answer: The Contractor may use any truck as long as it meets the specifications and requirements of the Government no matter if it is owned by the Prime of Subcontractor.

(13) Question: Is the freight on a pallet or not?

Answer: They may come both ways, on a pallet or not.

(14) Question: According to the PWS, paragraph 1.3.2.(c), we need to provide trucks with wooden beds to nail wood blocks on the truck floor for bracing when directed by the Government. How do we charge such costs to repair truck floors?

Answer: Offerors may want to include such costs under Additional Charges for Hazardous and Sensitive Freight. There is no line item for the purpose of compensating the costs for repairing truck floors.

(15) Question: According to the PWS paragraph 1.4. Security Guard, the Government security guard is to ride with the driver in the same truck. However, we do not purchase insurance for them. Is there any problem?

Answer: Military personnel are insured in performance of official duties, therefore, the

Contractor is not required to purchase liability insurance for the Government personnel. It is possible, however, the Government could file a claim against the Contractor if an accident is caused clearly by the driver’s negligence.

7. The pre-proposal conference was concluded at 12:45 PM on 21 May 15.

8. 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.

/// signed /// /// signed ///

MASAYO INOUE MAKI KODAMA

Contract Specialist Contracting Officer cc:

Movements Management Branch, Transportation Division, LRC Honshu, 403rd AFSB

Distribution:

All prospective offerors