Minutes(dtd2014.11.7).pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

7 Nov 14

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference for Requests for Quotations (RFQ) No. FA5209-15-T-0007, Sidetrack Roadbed Maintenance at U.S. Government Sidetrack No. 328 – Yokota Air Base

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted on 6 Nov 14 at 374th Contracting Squadron Conference Room and sidetrack No. 328, Yokota Air Base from 10:30 hours. Participants are listed below:

Government

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

Ms. Sonomi Yoshihashi Contact Specialist

374th Civil Engineering Squadron/Operation Flight (374 CES/CEOSS) Mr. Kazuhiro Ohno Government Representative

Japan Freight Railway Company (JFRC) Mr. Yoshito Tsukue Deputy Technical Advisor Mr. Toshihiro Horikoshi Technical Advisor

Prospective Offerors

2. Introduction. The Government representatives and prospective offerors introduced themselves at 374 Contracting Squadron, Yokota Air Base, and the Contract Specialist provided supplemental explanations on the solicitation at conference room in 374th Contracting Squadron followed by the escorted site visit for offerors from Sidetrack No. 328 guided by Mr. Tsukue and Mr. Horikoshi, Technical Advisors.

3. Ms. Yoshihashi confirmed that offerors at the conference received the following documents in a complete solicitation package:

a. Notice to Offerors

b. Government Policy Letter

c. Standard Form (SF) 1449

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

e. Optional Form (OF) 17

4. The following supplementary explanations were provided:

a. PWS: Ms. Yoshihashi explained the basic contents of the PWS as follows:

(1) PWS Paragraph 1: Description of Service

(a) 1. Description of Services: This solicitation is for FY2015 Maintenance and Repair work for U.S. Sidetrack (No. 328) at Yokota Air Base. The performance period is 24 Nov 2014 through 30 Sep 2015.

(b) 1.1. Maintenance and Repair Services: The maintenance and repair service shall be IAW the JFRC’s rules and regulations.

(c) 1.2.1 Material Safety Data Sheet (MSDS): The contractor is required to submit MSDS for weed killers both in English and Japanese to the KO before starting the performance of the contract.

(d) 1.3. Emergency Repair: In the event that a sudden, unforeseen happening which requires action to correct or to protect lives and/or property, the KO or Contracting Officer’s Representative (COR) may verbally instruct the contractor to proceed with the emergency repairs.

(e) 1.4. JFRC’s Initial Inspection: After completion of contractor’s scheduled work cited in the contract, initial inspection shall be performed by JFRC prior to inspection by the Government.

(f) 1.5. Interference with Government Operations: The Contractor shall make every effort to schedule its maintenance activities so as not to interfere with U.S. Government operations. In the event the nature of the work becomes such interference is necessary, the contractor shall provide the COR a minimum of five (5) working days advance notification of proposed work schedule in writing.

(g) 1.6.4.(a) Contractor Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates who shall act for the manager is absent. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract and shall be individuals who are capable of conversing in, and comprehending English.

(h) 1.6.4.(d) Third Country Nationals (TCN): Under certain circumstances, the TCN might be denied entry. It is the contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

(i) 1.6.5. Installation Base Passes: Vehicle insurance certificate are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of Bodily Injury, and Property Damage.

(2) PWS Paragraph 3 – Government Furnished Property and Services

3.1. Utilities: Water, electricity, and sewage, where available from the existing work sites, will be provided to the contractor without cost.

b. SF1449 (RFQ): Ms. Yoshihashi explained how to fill out the RFQ with brief explanations of Clauses/Provisions.

(1) Explanations for pages 1 through page 7 of SF1449:

(a) Page 1, Block 8: The due period for submitting offer is 7 Nov 14, 14:00 hours.

(b) Pages 3 through 6, Item No. 0001 and 0001AA through 0001AB: Offerors shall enter the amount in 0001AA through 0001AF, except 0001 and 0001AG.

(c) Page 6, Addenda to Block 27a of SF1449: Offerors shall enter the grand total amount of Item No. 0001AA-AF.

(2) Clauses/Provisions - Brief explanations were given for the following items:

(a) FAR 52.212-3, Offeror Representations and Certifications – Commercial Items: Offerors are instructed to answer the required fill-ins as follows:

(i) Page 21, (h), (1): Whether offerors are presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency.

(ii) Page 21, (h), (2): Whether offerors have, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a Federal, state or local government contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, violating Federal criminal tax laws, or receiving stolen property.

(iii) Page 21, (h), (3): Whether offerors are presently indicted for, or otherwise criminally or civilly charged by a Government entity with, commission of any of these offenses enumerated in paragraph (h) (2) of this clause.

(iv) Page 21, (h), (4): Whether offerors have, within a three-year period preceding this offer, been notified of any delinquent Federal taxes in an amount that exceeds $3,000 for which the liability remains unsatisfied.

(v) Page 22, (j): The place of manufacture of the end products the offeror expects to provide in response to this solicitation.

(vi) Page 22, (l), (3): The availability of Taxpayer Identification Number (TIN)

(vii) Page 23, (l), (4): Type of Organization.

(viii) Page 23, (l), (5): Common Parent.

5. Ms. Yoshihashi advised the offerors that additional questions and answers will be provided to all offerors and will be posted on the Federal Business Opportunities (FBO) website. Offerors are advised that full attention should be given not to make calculation mistakes and missing information in the quotes. Offerors should submit any questions in writing via e-mail or other matters to the government (preferable in English).

Offerors need to submit quotes to the 374th Contracting Squadron building by the closing date and time specified in the solicitation with pasted OF17.

6. The conference was concluded at 11:15 hours.

7. The site visit started at Sidetrack No. 328 in Yokota Air Base at 11:30 hours based on the PWS and JFRC’s instruction.

8. The site visit was concluded at 12:30 hours.

9. The foregoing is a brief summary of the discussions held during the 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 two (2) 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 cc:

374 CES/CEOSS

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: 2014.11.12 07:10:05 +09'00'

YOSHIHASHI.SO

NOMI.12659943

Digitally signed by

YOSHIHASHI.SONOMI.1265994322

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=YOSHIHASHI.SONOMI.1265994322 Date: 2014.11.12 07:50:12 +09'00'