00_PreCon_Minutes20151216.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

18 Dec 15

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Solicitation No. FA5209-15-R-0023, Operation and Management (O&M) of Defense Information Systems Network (DISN) Power Plants and Station Battery Systems

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 16 December 2015 at the Contracting Squadron (Bldg 620), Yokota AB from 0900 hours.

Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/LGCZA) Mr. Thomas L. Reese Contracting Officer (KO) Ms. Izumi Sugimoto KO Ms. Sawako Arioka Contract Specialist

374th Communications Squadron – Requiring Activity (RA) Mr. Michael A. Breazell Contracting Officer’s Repetitive (COR) Mr. Akihiro Kobayashi COR

Prospective Offerors

2. Introduction. Mr Reese made the opening statement. He expressed how grateful we are for the Contractors’ continuous support to the U.S. Government and also addressed that all questions/information would be clarified here as much as possible for offerors’ better understanding toward the requirements.

3. Each Government representatives introduced themselves at the conference.

4. Additional remarks such as facility information, hand-outs, and Optional Form 17 were provided to the offerors. All offerors confirmed that the complete solicitation package was certainly provided.

5. Ms. Arioka provided explanation of the following in the solicitation package:

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

b. Standard Form (SF) 1449

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

d. Past Performance Questionnaire Letter (Attachment 2 of SF1449)

e. Past Performance Questionnaire (Attachment 3 of SF1449)

f. Past Performance Reference List (Attachment 4 of SF1449)

6. The following supplementary explanations were provided:

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

(1) A letter of Policies and Procedure for Doing Business with the U.S. Government states mostly about Ethics.

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

Para 1.a. The full text of clauses and provisions by reference in the solicitation can be accessed electronically.

Para 1.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 by mail or hand carry. If hand carrying, offerors should allow sufficient time to obtain a visitor pass and arrive at the depository at the Contracting Squadron (Bldg 620) prior to the time specified for receipt. There will be no consideration given for a delayed submission due to the gate closure or other reasons.

Submit well in advance.

Para 1.c.(5). Acknowledgment of solicitation amendments by signature.

Para 1.f~h. Offerors were advised to obtain Data Universal Numbering System (DUNS) Number, Commercial And Government Entry (CAGE) Code and register System for Award Management (SAM) before the award process. These are necessary in order to do business with the U.S. Government.

b. PWS: Mr. Kobayashi explained following paragraphs in the PWS:

a. 1.1 General: The general information on this requirement.

b. 1.2. Basic Service: That the contractor shall bear the cost for 16 or fewer hours labor and/or 55,000 yen or less in materials per repair except Metropolitan Area Network (MAN) shelter.

1.2.1. Power Plants and Station Battery System Operation Procedures: The contractor shall comply with manufacturer instructions, available technical data and commercial practices.

1.2.1.4. Fuel Requirements: The contractor shall properly dispose at Yokota Hazardous

Wastes (HAZWASTE) Management Office, all HAZWASTE associated with this O&M contract.

1.2.6. Service Calls: Service calls are defined as the contractor’s on site support requirements that are called in by the Facility Control Office (FCO). The contractor shall respond to any service calls made by the FCO and be on-site within five (5) hours after notification. For Sasebo, the contractor shall arrive at the sites within 24 hours after notification.

1.2.7.1. Reports: The contractor shall submit to the COR the monthly by monthly and morning report not later than 1000 hours local each day, Monday through Friday, except US holidays.

c. 1.4. Special Maintenance Services: All repairs/maintenance that are not covered within the scope of the basic services under Para 1.2 and 1.3 and are determined by the Contracting Officer to exceed either or both thresholds, 16 hours labor or 55,000 yen in materials, fall under this “Special Repair/Maintenance services” except MAN shelter AC units (contractor will provide labor and all parts will be reimbursed).

d. 1.5.7. AC maintenance: The contractor shall provide maintenance of AC units at Yokota locations Bldg, 312, 556, 654,817,1246,1337,4064 and 4331 to include semi-annual PMI and on call maintenance for system outages.

e. 1.6. General Information.

1.6.3. Hours of Operation: From 0730 until 1630 Monday through Friday. US holidays are not normal duty days.

f. 1.7. Contractor Personnel.

1.7.1. Project Manager: The contractor shall appoint a project manager who shall have the overall responsibility for directing and managing the contract.

1.7.2. License Requirement: The contractor shall ensure that at least one on site technician has the following licenses: i) Dai3shu Denki shunin Gijyutsusha (license of electric chief engineer (Third Class)) ii) Otsushu dai4rui Kikenbutsu Toriatsukaisha (license of treatment of dangerous substance (Otsu Class)).

1.7.3. Training Certificates: U.S Government will provide the following training after award.

The contractor shall obtain all the certificates.

a. Information Assurance

b. Hazardous Materials (HAZMAT) Management

c. Hazardous Waste Management

d. Controlled Area Monitor

e. Fuel Tank Custodian

1.7.5. Third Country Nationals: The contractor shall not employee third country nationals.

Employees must have US or Japanese citizenship.

g. 3. Government Furnished Property and Services.

3.1. The Government will furnish the contractor with the office space in bldg 650 at Yokota.

Approximately 1,000 square feet.

3.4. The Government will furnish the contractor with the following:

a. Fuel and HAZMAT Items (i.e. antifreeze and POL projects)

b. Telephone Service (DSN)

c. Local Access Network (LAN) connection.

d. Other Utilities

e. Contractor Passes

(8) Others:

Mr. Kobayashi showed the following pictures:

a. Generators at bldg 650, Yokota AB

b. Radiators at bldg 650, Yokota AB

c. MAN shelter at bldg 4331, Yokota AB

d. Rectifier and batteries at Camp Zama

e. 300kVA generator and switch gear at Tokorozawa

f. Converter Toshiba 400kVA

g. Generators and UPS at Owada site

h. Battery room at Sasebo site

i. Generator and battery system at Sasebo site

Mr Kobayashi explained the site information:

o Camp Zama (Army Site): It is located at Zama-shi, Kanagawa-ken, Japan. It will take about 1.5 to 2 hours drive from Yokota AB. The contractor needs to obtain gate pass.

Generator maintenance is not included on this site. Maintenance for UPS, rectifiers and batteries only.

o Tokorozawa Transmitter Site (Air Force Site): It is located at Tokorozawa-shi, Saitama-ken, Japan. It will take about an hour drive from Yokota AB. A new 300kVA generator will be installed not later than 31 Mar 16. A new frequency converter TOSHIBA 400kVA is planned to be installed in Jul.

o Owada Communications Site (Air Force Site): It is located at Niiza-shi, Saitama-ken, Japan. It will take about an hour drive from Yokota AB.

o Sasebo Naval Base: It is located at Sasebo-shi, Nagasaki-ken, Japan. This remote site requires semi-annual maintenance. It will take 7~8 hours by train and bus or take 1~2 days to drive by car.

Ms Arioka informed the offeors that amendment will be issued to delete two pieces of equipment from the PWS, Appendix A, Table A-3 and Table A-5.

c. SF1449

(1) How to fill out pages 1 of 47:

Page 1 of 47, Block 12. Discount Terms: The Government standard is “Net 30 Days”. If the offerors accept the Government standard, this space could be blank.

Page 1 of 47, Block 17a. Contactor/Offeror: In addition to the company name and address, fill out the CAGE Code if possible.

Page 1 of 47, Block 17b: If electric funds transfer (EFT) is preferred, no need to mark. In that case, ¥735 of remittance charge would be deducted from the payment amount. 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.

Page 3 thru 20 of 47, CLIN 0001 ~ 4007: Item number has 4 digits. Starting with 0 (ex. 000x) means basic period. Starting with 1 (ex. 100x) means Option One period. Same as Item No. 200x (Option Two period), Item No. 300x (Option Three period), and Item 400x (Option Four period).

Complete with proposed unit price for each listed line item. Item 0006 and the respective Items, for “Non-Duty Services”, quantity 144 hours are estimated hours for the period. Non-Duty support is required during US Government scheduled power outage outside of normal duty hours.

Item 0007 and the respective Items, for “Special Repair/Maintenance Service” are not required to be filled out. Ms. Arioka informed the offerors that Amendment will be issued to add quantity in CLIN 2001 thru 4006 (except CLIN 2007 and the respective CLINs). Page 20 of 47, total amount for each period and grand total amount needs to be filled out. Full attention should be given not to make calculation mistakes in the proposals.

Page 21 of 47, Block 17b of SF 1449, Remittance address: EFT is preferred, put “N/A”.

(2) Clauses/provisions: Offerors may go to the web site to read and understand the full text of these clauses and provisions.

FAR 52.217-8 Option to Extend Services (Page 29 of 47): The Government may extend services up to 6 months. In case of extension, the Contractor will receive a written notification at least 30 days before the contract expires.

FAR 52.217-9 Option to Extend the Term of the Contract (Page 29 thru 15 of 47): The Government has the authority to exercise options unilaterally. The Government will provide a written notice not later than 15 calendar days prior to the contract expiration.

DFAR 252.232-7007 Limitation of Government’s Obligation (Page 29 thru 31 of 47): This clause will be used when the funds are obtained incrementally.

FAR 52.212-1 Instructions to Offerors – Commercial Items (Page 23 thru 37 of 47) The following were emphasized:

1. Submit original enclosed offer in a sealed envelope with Optional Form 17 (filled in the solicitation number and office designated to receive offers in this solicitation).

2. Emphasized items to be filled in.

3. Acknowledgement is required when a solicitation amendment is issued.

4. Three (3) relevant contracts must be selected for Past Performance Reference List (Attachment 4) and sent to the selected customers the past performance questionnaire (Attachment 3) with past performance questionnaire letter (Attachment 2).

5. Past Performance Questionnaire shall be submitted directly to the Contracting Squadron from contracting activities or commercial activities specified on the Past Performance Reference List by either email, FAX, mail or hand carry by 13 Jan 2015, 1400hrs.

6. Subcontractor Consent: Offerors shall provide the proposal with a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor.

FAR 52.212-2 Evaluation – Commercial Items (Pages 37 thru 40 of 47): The following were emphasized:

1. The Government will evaluate both offered prices and past performance.

2. The Government performs a comprehensive evaluation of the past performance factor which are recency, relevancy, and quality.

3. 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 Performance Questionnaire 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 past performances within 3 years.

Offerors were advised to submit information on relevant contracts as much as possible that can demonstrate offeror’s ability to perform the proposed effort.

Comments for each question are also requested to verify how their customer came up with the evaluations.

FAR 52.212-3 Offeror Representations and Certifications – Commercial Items (Pages 40 thru 47 of 47) and DFARS 252.247-70 Representation of Extent of Transportation by Sea (Pages 47 of 47): Offerors must complete required fill-ins.

7. 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: For the Past Performance Questionnaire, will they be publicized?

Answer: No. They are handled as strictly confidential.

b. Question: How long does it take each training in the PWS. para 1.7.3.?

Answer: Each training will not take more than one day and the schedule of the trainings will vary.

c. Question: For each equipment, how often is the maintenance required?

Answer: As stated in the PWS. para 1.1., “in accordance with manufacturer’s instructions and commercial standards/practices. Currently, no-load test is conducted every week and on-load test is conducted once a month.

d. Question: When power outage occurs, who will be providing the backup generator?

Answer: The Government will provide the backup generator. (PWS para 3.2 b, Temporary Generator)

e. Question: For Yokota, are the batteries monitored? For Owada, is there remote monitor?

Answer: Yes, there are monitors at Yokota and Owada. Owada notifies Facility Control Office (FCO) at Yokota AB when the UPS has loaded.

f. Question: For Tokorozawa and Owada site, how often does the contractor need fuel check?

Answer: One a week for both.

g. Question: For PWS, para 1.4., please more specify the meaning of “per repair”.

Answer: Per Repair means that if one piece of equipment stops working and only that piece needs to be fixed it is one repair. Also, if something stops working and repairs are needed on two pieces of equipment to bring it back online that is considered one repair. Etc.

8. Lastly, Ms. Arioka advised the offerors as follows:

a. Full attention should be given not to make calculation mistakes in the proposals. Depending on how many mistakes are made, the evaluation process may take more time.

b. Any questions should be submitted in writing via e-mail or FAX to the Government. Additional questions and answers will be provided to all offerors and will be posted on Federal Business Opportunities (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

9. The conference was concluded at 1030 hrs.

10. 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) business days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

SAWAKO ARIOKA THOMAS L. REESE

Contract Specialist Contracting Officer cc:

374th Communications Squadron

Distribution:

All prospective offerors