Minutes_15Apr15.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

15 Apr 2015

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Preproposal Conference for Solicitation No. FA5209-15-T-0011, Movement of

Government Furniture and Appliances at Yokota Air Base

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 10 Apr 2015 at Bldg 620, 374th Contracting Squadron, Yokota AB from 10:00 AM.

Participants are listed below:

Government

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

374 Civil Engineer Squadron (CES) Furnishing Management Office (FMO) Mr Eric L. Lewis Contracting Officer’s Representative (COR) Supervisor Mr Yoshihito Kaneko COR

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

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

f. SF1449, Attachment 3: Past Performance Information

g. OF17, Offer Label

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. The requirement at paragraph 1.c, Authorization to Perform, 1.f. Data Universal Numbering System (DUNS) Number, and 1.g. Commercial And Government Entity (CAGE) Code Reporting, 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: For Area II, Roppongi and Setagaya areas are covered.

(2) Paragraph 1.3.1. Performance Time Schedule.

(3) Paragraph 1.3.3. Scheduling.

(4) Paragraph 1.6. Cancellation Charges.

(5) Paragraph 1.7. Emergency Services.

(6) Paragraph 2. Services Summary: These three (3) PWS paragraphs specified therein are major aspects.

(7) Paragraph 3. Government-Furnished Property and Services: The Contractor will be provided this office space.

(8) Paragraph 4. Appendix A. Estimated Workload Data.

d. SF1449: 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, 15 May 2015.

(2) Pages 3 thru 30 of 57:

(a) Insert Unit Prices and Estimated Amounts for Item Nos. x001AA, x001AB, x002AA, x002AB, x002AC, x002AD, x003AA, and x003AB. Item Nos. x001, x002, and x003 are Information Only and there are no need to insert any amount therein.

(b) Insert an additional amount only for Item Nos. x003AA, x003AB, Emergency Services.

(c) Offerors were cautioned not to make calculation mistakes.

(3) Page 30 of 57, Estimated Total Amount: Insert an annual total amount for each year and Estimated Grand Total (CLINs 0001 ~ 4003).

(4) Page 31 of 57, 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 57. Payment should be made by Electronic Funds Transfer (EFT). Remittance charge in the amount of 735 yen will be deducted from the amount to be paid thru EFT.

(5) Page 42 of 57, 52.209-7 Information Regarding Responsibility Matters: Offerors must complete required fill-in.

(6) Pages 44 through 47 of 57, 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. Quality and Satisfaction Rating of Contracts: Less than 10 pages per contract, if offerors submit them.

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

374 CONS.

iii. Past Performance Information

iv. Subcontractor Consent

v. Page 47 of 57, D. General Information, 1: Hand-carry or 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.

(7) Page 47 of 57, 52.212-2, Evaluation - Commercial Items (Oct 2014), (a): Past Performance is approximately equal to Price.

(8) Pages 48 thru 50 of 57, Addendum to FAR 52.212-2, Evaluation - Commercial Items

(9) Pages 50 thru 57 of 57, 52.212-3, Offeror Representations and Certification – Commercial Items:

Offerors must complete required fill-in.

(10) Page 57 of 57, 252.247-7022, Representation of Extent of Transportation by Sea: Offerors must complete required fill-in.

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

PWS:

a. Question: PWS 1.7. Does the Government change the moving schedule on the day of performance?

Answer: No. Normally, the schedule is not changed on that day of performance.

a. Question: Should the consumption tax to be excluded from offered prices?

Answer: Yes. In accordance with 1.9.8, Obtaining Exemption From Japanese Taxes and

Submission of Vehicles Listing s For Tax Exemption Certificate, the offered prices shall not include the consumption tax because they are exempted.

8. The pre-proposal conference was concluded at 11:15 AM on 10 Apr 15.

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 five (5) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

MASAYO INOUE MAKI KODAMA

Contract Specialist Contracting Officer cc:

374 CES/FMO

Distribution:

All prospective offerors