A-16_Pre-Conference_Minutes-UST.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

3 Jun 2015

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/LGCAB

SUBJECT: Pre-Proposal Conference Minutes for RFQ FA5209-15-T-0060, Inspection, Cleaning, Testing, Calibration, Maintenance, and Repair of Underground Storage Tanks (USTs) and Auxiliary Equipment at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), Sagami General Depot (SGD) and Akasaka Press Center (APC), Japan

1. Pre-proposal conference was conducted at building 642, Camp Zama from 0950 hours on 28 May 2015 to explain and clarify the government’s requirement to the prospective offerors and assist them in submitting their quotations with a full understanding.

2. The important and essential requirements pertaining to this RFQ in each section were presented as follows:

2.1. The closing date and time of this RFQ is 18 Jun 2015 at 1100 hours. Any questions regarding this RFQ will be responded to by the closing date of this project, and the offerors are recommended to provide questions as early as possible.

2.2. Submission of quotations will be accepted by e-mail to the Contracting Office at Yokota AB. Offerors are responsible to ensure they submit the quotations by the closing date and time of the RFQ. Offerors are also recommended making a confirmation phone call to the Contract Specialist to verify their quotations are received at the Contracting Office.

2.3. SF 1449. Block 17a, 30a, 30b and 30c must be completed by each offeror.

2.4. Total amount for CLIN No. 0001 thru No. 4001 inclusive of all four option years must be completed. Period of Performance of basic and each option year is specified on SF1449 CLIN No. 0001 thru No. 4001 respectively. Pricing exhibit must be completed to support CLIN No.

0001 thru No. 4001, and be submitted as part of their quotations in accordance with Note No. 1 of the RFQ (page 11).

2.5. CLIN X002 (Repair and On-Call Fees) and X003 (Additional Repair Work) inclusive of all four option years are re-imbursable CLINs; The CLINs will NOT be evaluated IAW FAR 52.212-2.

2.6. Note No. 2 of the RFQ (page 11): All offerors shall submit copies of the licenses as required at paragraph 1.8.2.1 and 1.8.2.1.1 of the Performance-Based Work Statement (PWS), with their quotations. The contractor must possess the required licenses to be determined “Responsible” in accordance with FAR 9.104-1.

2.7. FAR 52.212-2, Evaluation Factor for Award-Commercial Items: Basis for award was explained and expressed; each quotation will be evaluated for price and present/past performance information (PPI).

2.8. Past Performance: Offerors are required to submit past/present performance information (PPI) with submission of their quotation. Offerors shall list no more than three (3) PPI in accordance with Addenda to FAR 52.212-1 (PPI blank list is Attachment 2 of RFQ). PPI pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s consent. When sub-contractor’s PPI are used, provide with the quotation a letter from each subcontractor that will perform major aspects of the requirement, consenting to the release of its past performance information to the prime contractor.

2.9. Performance Surveys/Questionnaires (PPQs): PPQs shall be used by the offeror in obtaining and providing past performance information. The government requires the offeror send out a PPQ to each of the Points-of-Contact (POCs) identified in the Past Performance List. The POCs shall forward their completed questionnaires directly to the Contract Specialist.

2.10. FAR 52.212-3 Offeror Representations and Certifications – Commercial Items: All prospective offerors are required to complete all applicable information. The contract specialist explained specific sections to fill in at the pre-proposal conference.

2.11. System for Award Management (SAM): The awardee shall be registered in SAM.

Instructions will be provided from the buyer if offeror is not registered in SAM.

3. The outline of the PWS was briefed to all of the offerors. The Technical Expert, Mr. Kato stressed the following important tasks based on the Performance-Based Work Statement (PWS):

3.1. Paragraph 1.1.1.: Cleaning is only required in the option three (3) year. Offeror shall estimate cleaning costs only for the option three (3) year.

3.2. Paragraph 1.3.: Appendix A2 shows minimum frequency of each task. This does not limit the contractor performing maintenance work more than minimum frequencies listed at Appendix A2, when the contractor determines more frequent maintenance is necessary to ensure the safety of the UST and its systems.

3.3. Paragraph 1.7.: U.S. Army Garrison Japan has a program in progress to replace USTs with aboveground storage tanks. However, a firm schedule for this plan is NOT yet available and the plan will be executed once funds are available. When the replacements of USTs with ASTs take place, the contract will be modified to reduce the contract amount by referring to pre-priced cost per UST in the pricing exhibit.

4. Notice to Offeror was explained to all offerors by the buyer.

5. The pre-proposal conference closed at 1130 hours.

6. Site visits at CZ and SFHA were conducted after the pre-proposal conference on this day, and ended at 1600 hours. Site visit at SGD was conducted from 0900 hours on 2 Jun 15 and ended by noon. Site visit at APC is scheduled on 5 Jun 15 from 1030 hours.

7. Offerors are highly encouraged to attend the site visit at all areas to ensure a complete understanding of the requirement.

8. Offerors were informed that they should not submit a quotation without a full understanding of the PWS as it will cause problems in the future. Offerors were advised to contact 374 CONS/LGCA, Ms. Chiba, at Commercial Tel: 042-551-6120 or DSN 225-7613, for any additional questions or information as needed.

NAOMI CHIBA

Contract Specialist