Precon_Minutes_15R0014__2015_06_03.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

3 Jun 15

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Proposals (RFP) No. FA5209-15-R-0014, Household Goods Packing and Crating Services in Kanagawa

1. In accordance with the Notice of Offerors for subject solicitation, the subject conference was conducted on

22 May 15 at Bldg. 1848, Joint Personal Property Shipping Office (JPPSO) Japan, NAVSUP Fleet

Logistics Center, Yokosuka from 1000 hours followed by the site visit (Government Warehouse) at 1230 hours. Participants are as listed below:

Government

374 CONS/LGCZ:

Ms. Maki Kodama Team Lead, Specialized Flight/Contracting Officer (KO)

Ms. Emi Yasuda Contract Specialist

Personal Property Shipment Office (PPSO) Japan:

Mr. John Hilaman Functional Director

Ms. Carnota Garr Back Office Supervisor

Mr. Paul Bauer Contracting Officer’s Representative (COR)

GySgt Robert Gibbons COR

Mr. Hiroyuki Kubota Functional Expert

Area Transportation Office (ATO) Zama:

Mr. Richard S. Robinson Functional Director

Mr. Mitsuhiro Hosoi Ordering Officer

Prospective Offerors

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

3. Additional remarks such as for agenda, hands-out, facility information, and attendance sheets were provided to the offerors.

4. Ms. Yasuda provided explanations of 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. Exhibits – Pricing Schedule for Schedules I, II, and III

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

h. Past Performance Survey (Attachment 2 of SF1449) and Cover Letter

f. List of Reference for Past Performance Information (Attachment 3 of SF1449)

5. Following are where emphasized or supplementary explanations were provided:

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

All offeror’s attentions were called for to read carefully especially paragraphs b. c. and d.

b. Notice to Offeror

(1) Para 1.c. Authorization to Perform.

(2) Para 1.d. Mobilization and Phase-in Period.

(3) Para 1.e.(2) Bidders/Offerors. Any changes made to this solicitation will be amended in writing.

An amendment will be issued to correct Item Numbers in the Exhibits and PWS to comply with the numbers in Exhibits as addressed earlier.

(4) DUNS, CAGE and SAM. Obtaining DUNS, CAGE (NCAGE) are required to register System for

Award Management (SAM), which is required prior to award the contract.

c. PWS

Part I, Description of Services, paragraph A

(1) Para 1 Premove Survey: The member’s counseling will be conducted by Personal Property

Shipping Office (PPSO)/Area Transportation Office (ATO) when the member’s order is issued, then the Contractor will coordinate the date of survey with the member after the member’s counseling with

PPSO.

(2) Para 2 Weighing:

(a) a. The Government will provide truck weighing scale at each base as listed in the

Government Furnished Property (PWS Part II, Pages 18 thru 19 of 90). When the

Contractor-furnished scale is utilized, certificate issued by public weight masters must be submitted to the KO at the frequency required by the GOJ or local prefectural laws and regulations.

(b) k. Billing Procedures. Japan is categorized as “Overseas” under this PWS. Therefore, shipments are payable on the actual net weight shipped.

(3) Para 3 Time Requirements: Performance time schedule, workdays, conditions for overtime in the paragraph were emphasized. The Contractor shall not pick up or deliver other than regular hours without prior approval from the Ordering Officer. It may take 2 to 3 days to complete services depending on the size and the schedule. The Contractor’s representative must be available for the

Government during hours of operation between 0800 and 1700 on “Workdays” (except for U.S. legal holidays).

(4) Para 4 Preparations, Packing, Loading, and Containerization:

(a) Following key points were emphasized: (1) Packing, loading and containerization shall be performed at the member’s/employee’s residence; (2) the Contractor shall not arrange for third party servicing for unique items without prior authorization of the Ordering Officer

(OO); (3) The Contractor shall not be required to disassemble outdoor recreation equipment, television and radio antennas and similar articles (These are listed in the inventory); (4) All containers shall be sealed in front of the members, and remove all debris accumulated incident to packing unless waived by the member in writing and (5) Member/Employee Packed Items are required to be inspected and re-packed by the Contractor except Items

A006, A007 and any corresponding items in Options.

RA noted that the upright pianos, grand pianos and special items which require services performed by third party need prior authorization from OO.

(5) Para 5 Tagging, Inventorying, and Packing List: (1) All tags, inventory, and Packing List must be written in English. (2) The RA addressed examples of PRO-GEAR (professional items) and that they must be identified in an inventory and weighed separately.

(6) Para 6 Appliance Servicing and Unservicing: The Contractor is responsible for assembling and disassembling appliances, general furniture such as bed, however, if third party servicing or unservicing is required, it must be approved in advance by the Ordering Officer.

(7) Para 7 Containers and Vehicles:

(a) Subparagraph (2) was explained that all Government-Owned Containers (GOCs) and contractor-furnished containers must conform to U.S. Department of Agriculture (USDA) requirements for wood packaging material (WPM) and all WPMs must be constructed from

Heat Treated (HT) lumber and certified as specified in the PWS.

(8) Para 8 Marking Exterior Shipping Containers:

(a) Subparagraph, h, Overflow Containers: The Contractor shall provide overflow containers constructed in accordance with (IAW) ASTM-D4169-01 or SDDC Pamphlet 55-12.

(b) Subparagraph, i, Oversize Containers: Examples of oversized items were addressed such as tempur mattress, surfboards, canoe, carpets, etc.

(c) Subparagraph j, Other Shipments: Shipments that could not be packed in a regular container will be categorized as “Overflow Shipments” and packed in a smaller container. “Other

Shipments” will be applied for small shipments other than overflow as defined in the PWS.

(9) Para 11 Facilities: (Applicable to Zama only) CONS emphasized that Contractor’s warehouse is required for Zama.

(a) The Contractor’s facilities (i.e., a warehouse) shall meet the guidelines outlined in PWS

Appendix H, Contractor’s Warehouse Requirement. The warehouse shall also be inspected by the COR by using the checklist in Appendix J, by the frequency required in the PWS.

(b) The Contractor shall maintain and furnish to the Contracting Officer evidence of the types and minimum amounts of insurance coverage throughout the contract period of the following policies: (1) Workmen’s Compensation Insurance and (2) Comprehensive General

Liability Insurance minimum ¥20,000,000 for each warehouse.

(10) Para 12 Cargo Insurance: The minimum cargo liability coverage for both Domestic and

International shipments are $50,000.00 (or its equivalent yen amount) per shipment. The

Contractor will provide the Contracting Officer, a 30-day written notice of any changes, expiration or cancellation of said policy.

(11) Para 14 Claims: The liability limit for Full Replacement Value (FRV) is the greater of

$5,000.00 per shipment (or its $4.00 times either the Household Goods (HHG) shipment or

Unaccompanied Baggage (UB) shipment, in pounds, not to exceed $50,000.00. It was recommended that the Contractor maintain records of a shipment’s condition upon arrival in order to avoid potential issues, especially because the Contractor at destination may become liable for damages unless otherwise proved where the responsibility rests.

(12) Part II, Government-Furnished Property and Services: The items/services listed here will be provided by the Government.

(13) Part III, General Requirements

(a) Paragraph 2. Personnel: The Contractor’s office shall be staffed at all times during normal working hours from 0800 through 1700 hours. All contractors shall have available an

English reading, speaking and writing employee, at least one person as a group leader, at all times during packing and unpacking services.

(1) Subparagraph a: The Contract Manager (CM) and alternate shall be individuals who are capable of conversing in, and comprehending English.

(2) Subparagraph b: The CM shall not perform any other services under this PWS without prior coordination through the COR. The CM shall report any problems to the

Contracting Officer.

(3) Subparagraph d: Third Country Nationals (TCN): It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances. TCN is also mentioned in SF1449.

(4) Subparagraph e: It was emphasized that the Contractor shall not employ any person who is an employee of US Government and/or Master Labor Contract employees.

(b) Paragraph 3. Materials: The Contractor shall provide materials described in this paragraph.

(c) Paragraph 13. Subcontracting: The Contractor shall not use subcontractors without prior written coordination with the KO. The Prime Contractor is responsible for the performance of subcontractors.

(14) Part IV, Appendices

(a) PWS Appendix C, Contractor Documents Requirement List (CDRL):

- CDRL describes what report shall be submitted to whom.

- It describes details of each report required by each Data Item No.

- Submittals of these reports shall not be separately priced.

(b) PWS Appendix F, DPM Claims and Liability Procedures: Claim procedures are identified in this Appendix.

(c) PWS Appendix H, Contractor’s Warehouse Requirements: The Contractor-furnished facility shall be complied with the requirements identified in this Appendix.

(d) PWS Appendix J, Warehouse Inspection Report PWS Appendix H, Contractor’s

Warehouse Requirements: CORs will inspect a Contractor-furnished facility prior to performance, quarterly and as necessary by using this form.

d. Exhibits, Pricing Schedule for Schedules I, II, and III

(1) Consumption Tax: Proposed prices shall exclude consumption tax since it is exempted.

(2) I. Estimated Quantity: Offerors must complete the “Offeror’s Guaranteed Daily Capability” for both Zama and Yokosuka, which must be equal to or exceed the Government’s minimum acceptable daily capability, for all items under Schedules I, II, and III. Unit of issue for estimated maximum and minimum daily quantity is NCWT (Net hundredweight).

(3) II. Contractor’s Facility: The Contractor’s facility must be large enough to store a minimum of

50 containers specified at Item A010 and the corresponding items for options in Exhibits and

PWS Appendix H. The containers may be placed flat or piled up to 2 containers.

(4) III. Contract Areas of Performance: Area within a radius of XX km for Zama will be changed and the amendment will be issued. The performance area for Yokosuka includes Atsugi.

(5) Unit of Pricing Schedule: Offerors shall carefully ensure unit of issue for each line item when preparing proposals so that there will be no calculation mistakes. An Excel spreadsheet which automatically calculates extended and total amounts is available upon request from offerors, however, it is the offeror’s responsibility to ensure accuracy of proposed amount. As this spreadsheet contains functions in all items, it is recommended that all items in Base and Option

Years be filled. Offeror are advised to notify the Contract Specialist of errors in the spreadsheet if they find any.

(6) Item A004AE. Shipboard Pack outs: This item is required for Yokosuka only. The RA commented that this item is rarely required.

(7) The same amount for Recapitulation of Schedules I, II and III of Base Year for Items shall be inserted under the ESTIMATED AMOUNT for CLIN 0001 (Zama) and 0002 (Yokosuka) (and any corresponding items in Options) in SF1449. Offerors are requested to pay full attention to specify correct amounts by taking from Exhibits into the correct places in SF1449.

e. SF1449

(1) Offerors are notified that the offer must be submitted by the due date and time specified in block

8. NOTE AS OF 3 JUN 15: The offer due date is extended to 15 Jun 2015. See Amendment

No. 0001.

(2) How to fill out pages 1 thru 8 of 39:

(a) In Block 17a, next to CODE (square), insert CAGE code. Offeror’s company name, address must be typed here in English followed by Telephone No. and DUNS No.

(b) If the remittance address is different from the one at block 17a, check block 17b and specify the remittance address in page 8. The remittance charge will be deducted from the payment amount. Furthermore, some Japanese banks could charge additional surcharge for each remittance from the Bank of America as a non-residential financial institutions and it is the offeror’s responsibility to ensure the amount in preparing proposals. Information in blocks

17b and remittance address on page 9 will affect check payments in the event the

Government is unable to make the payment by Electronic Funds Transfer.

(c) Full attention shall be given not to make calculation mistakes in the offers. Total amount for

Zama and Yokosuka for each year shall be specified on Pages 3 thru 7 of 39 (The same amount for RECAPITULATION OF SCHEDULE I, II and III in Exhibits-Pricing

Schedule). Total of Zama and Yokosuka for each year, and ESTIMATED GRAND TOTAL shall be inserted on Pages 7 thru 8 of 39.

(3) Indefinite-Delivery Indefinite-Quantity (IDIQ) Contract Minimum and Maximum Value: (Page 8 of 39) Type of contract is “IDIQ”, therefore, minimum and maximum values are listed in this section. (a) The minimum amount for the life of the contract including options is ¥150,000, and the initial task order will be issued for the minimum guaranteed amount at the time of awarding the basic contract. As soon as the actual orders reach the minimum guaranteed amount, the initial task order will be cancelled.

(4) Clauses/provisions:

(a) Full sentences of the Clauses/Provisions incorporated by reference in SF1449, full sentences are available at the site listed in the memorandum “Notice to Offeror”.

(b) FAR 52.216-19 Order Limitations (Page 17 of 39): Offerors must meet the requirements.

It was emphasized the contractor is recommended to honor any order exceeding the maximum order limitation described in this paragraph. If the contractor returns the order in writing within one day, the Government may acquire the services from other sources.

(c) FAR 52.216-22 Indefinite Quantity (Pages 18 of 39): Type of Contract is “IDIQ”.

(d) FAR 52.217-8 Option to Extend Services (Page 18 of 39): The KO may exercise the option up to 6 months by written notice to the Contractor at least 15 days before the contract expires.

(e) FAR 52.217-9 Option to Extend the Term of the Contract (Pages 19 of 39): Para (a) a preliminary written notice of its intent to extend will be issued at least 60 days before the contract expires. However, the preliminary notice does not commit the Government to an extension. The Government may extend the term of this contract only by the contract modification. Para (c), the total duration of this contract shall not exceed 66 months.

(f) DFARS 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports

DFARS 252.232-7006 Wide Area Workflow Payment Instruction (Pages 20 thru 23 of 39):

Above DFARS clauses are added in order for the Contractor to submit invoices online.

(g) FAR 52.209-7 Information Regarding Responsibility Matters (Page 24 of 39): Offerors are advised to fill in paragraph (b).

(h) Addenda to FAR 52.212-1 (Pages 25 thru 29 of 39):

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

(2) Paragraph B. 3. PART III. Technical Proposal (Page 26 of 39): Technical Proposal shall meet the requirement and will be evaluated based on a pass/fail basis.

(3) Paragraph B. 4. PART IV Past Performance Proposal

i. Offerors were advised to submit any information currently available (i.e., letters, metrics, customer surveys, independent surveys, etc.) such as letters of appreciation that demonstrates customer satisfaction with the offeror’s performance and quality of contracts.

ii. Past Performance Survey (Attachment 2): Reason/comment must be filled in order to support relevancy of the contract performance.

iii. Subcontractor’s Consent: Submit subcontractor’s consent if the offeror submit subcontractor’s past performance.

(4) Paragraph C.4. Format for proposal Part I, III and IV (Page 27 of 39):

(g) It was emphasized that the USB flash drives, floppy disks and zip disks are not acceptable as electric version.

(j) Part I thru IV, 6th column, “DUE DATE” is missing. Due Dates are the same as the one showing on the SF1449, Past Performance Questionnaire. Date will be inserted in this column by Amendment No. 0001.

FAR 52.212-2 Evaluation (Page 29 thru 32 of 39): The following were emphasized:

(a) The method of evaluation would be on an integrated assessment. In order to be considered for award, the offeror’s technical proposal must be rated as “Acceptable”, followed by the evaluation of the price and past performance, with past performance approximately equal to price.

(b) The Government reserves the right to award a contract to other than the lowest priced offer or other than the offeror with the highest rated past performance evaluation.

(c) The Government intends to award contract without discussion with respective offerors. The

Government, however, reserves the right to conduct discussion if deemed in its best interest.

(d) Contracts that are similar to the subject requirement may contribute to an overall higher relevancy score.

FAR 52.212-3 Offeror Presentations and Certifications – Commercial Items (Pages 32 thru

39 of 39): Offerors must complete Para (h) thru (p).

DFARS 252.247-7022 Representation of Extent of Transportation by Sea (Page 39 of 39):

Offerors must complete Para (c) (2).

f. Past Performance Survey

Procedures on how to obtain Past Performance Information from the references were explained and emphasized that offerors were requested to select three (3) contracting or commercial activities to respond to the survey. The information should be sent directly from the referenced entity to the

Government by the due date/time indicated in SF1449. Offerors were advised to submit information on relevant contracts that can demonstrate offeror’s ability to perform the proposed effort.

g. List of Reference for Past Performance Information

Submit the list of reference by email, fax or include in the offer by the due date and time.

6. No questions were raised during the conference.

7. Ms. Yasuda advised the offerors that full attention should be given not to make calculation mistakes in the proposals. The submission of an offer by e-mail or facsimile will not be authorized. The offer must arrive at this building by the offer due date/time. Offerors were advised that they should submit any questions in writing via e-mail or other methods in English to the Government. Additional questions and answers will be provided to all offerors and will be posted on the Federal Business Opportunities (FBO) website.

8. The conference was concluded at 1230 hrs. After the conference, a site visit at the Government

Warehouse was conducted. Mr. Kubota introduced the area including the storage space, containers, forklifts, truck scale and office space.

9. The foregoing is a brief summary of the discussions held during subject conference. If there should be any discrepancies between the requirements in the solicitation and verbal explanations in the conference, written requirements in the solicitation prevail unless solicitation is amended. 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.

EMI YASUDA MAKI KODAMA

Contract Specialist Contracting Officer cc:

JPPSO Japan

ATO Zama

Distribution:

All prospective offerors