Site_Orientation_Minutes_(15T0162).pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

31 Aug 15

MEMORANDUM FOR DISTRIBUTION

Subject: Minutes of Site Orientation for Request for Quotes (RFQ) No. FA5209-15-T-0162, Tree Removal on

Yokota Air Base Family Housing, Japan

1. An escorted site orientation for the subject solicitation was conducted on 31 Aug 15, 0930 hours. All attendees met in Room 109, Bldg. 620 (374th Contracting Squadron), Yokota Air Base, Japan.

The attendees were as follows.

Government:

374 CES/CEOES: Mr. Simonitsch Chief, Requiring Activity

374 CES/CEOES: TSgt Cruzbetancourt Contracting Officer’s Representative (COR)

374 CES/CEOES: SSgt Tellado Contracting Officer’s Representative (COR)

374 CONS/LGCB: Ms. Kaneko Lead Buyer/Contracting Officer

374 CONS/LGCB: Ms. Shioda Buyer/Contract Specialist

Prospective Quoters: (listed in alphabetical order)

Asama Zohen Doboku KK

Bright Co., Ltd.

Eight Co., Ltd.

Kanto Ryokuka Co., Ltd.

Kyohassho Co., Ltd.

Nihon Highway Service Co., Ltd.

Seikitokyu Kogyo Co., Ltd.

Tokyo Business Service Co., Ltd.

Yamaki Co., Ltd.

2. Ms. Shioda made an opening statement and the attendees from the Government side gave self-introduction to all attendees.

3. An explanation of the solicitation package was provided. Ms. Shioda asked all prospective quoters to ensure that their quotes were received prior to the due date/time, 1600 hours on 4 Sep 15 attaching OF17 on the closed envelope. The following were briefed with supplementary explanations as indicated below:

a. SF1449: Blocks to be filled out on the cover page.

b. Pricing Schedule and Period of Performance: The extended amount must equal to the unit price multiplied by the number of units.

c. Addendum to FAR 52.212-1, Instruction to offerors – Commercial Items: The response shall consists Price proposal, Technical proposal, which is the qualification for Project Manager and

Past performance information with SF1449 cover page and should be submitted to the

Government in accordance with (IAW) the requirement stated in this section.

4. Ms. Shioda briefed work scope based on the Performance Work Statement (PWS) attached with the solicitation package.

5. From 1000hours, site visit was conducted. All participants moved to East Housing Area. First, the areas around Bldg.4423 was inspected and then, participants moved to the areas around Bldg. 4506. The participants observed the existing conditions of performance area.

6. During the briefing/site surveys, the Government team explained the requirement walking around the garden. Also, the following were confirmed based on the questions from the participants:

The quote should be submitted physically with closed envelope to the Government. The Government will not receive quotes electronically.

Type of soil to be used to repair ground should be “black soil (黒土)”.

As stated in PWS, green waste generated from this work should be disposed off-base and the

Contractor will submit the documentations such as weight tickets or receiving report to the COR.

AF Form 103 (Work Clearance Request) will be used to obtain permissions for digging, requesting storage areas, and using cranes etc. The Contractor must communicate closely with COR to process these permissions prior to work. Housing office may involve these processes. If half road closure is required, provide a flag man to guide the traffic.

Quoted prices should be determined as stated in the solicitation package. The type of trees is not identified. Medium and large size trees will be removed using equipment such as cranes and other heavy vehicles.

Total number of trees are 584. The Government will not request to perform the work more than this amount unless the Government receives additional funds.

The project manager should be able to communicate and write in English or provide translator. It will be allowed to provide translators telephonically.

When the tree to be removed is too close to the fence, the Government will ask the resident to remove the fence for the Contractor’s work. Some trees (less than 15 trees) are in the fence.

The Government will identify all trees to be removed. The COR and the Contractor jointly inspect the site to confirm the trees prior to work. The Government will rely on the Contractor’s expertise how the trees are removed. Also, the Contractor will post the flyer to the residents’ house coordinating with the Housing Office.

The work area should be barricaded with color cones and bars putting someone to watch around.

If cherry trees on McGuire Avenue are trimmed for the work, proper treatment with healing agent should be done afterwards not to ruin the cherry trees.

Type of hydro-seed is not specified in PWS. Sodding is allowed to recover the ground.

6. Prospective quoters were advised that they should submit any further questions in writing via e-mail to the

Government by 2 Sep 15, 1600hours. Additional questions and answers will be provided to all quoters by distribution.

7. Ms. Shioda statedthat the most updatedtree cut spreadsheet and area maps will be distributed with the minutes for the Contractor's establishing their quotes (Referto the attachments). However, the 32 tress around Tower 4303 are not identified.

8. The site orientation was concluded at 1100 hours.

9. A copyofthe minutes will bedistributed to all attendees. The foregoing is abriefsummary of the discussions heldduring orientation. Those present should advisethe undersigned ofany 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, theseminutes will stand for the record.

cc: 374 CES/CEIE

374 CES/CEOES

Distribution:

All prospective quoters

Prepared by:

Reviewed by:

TOMOKO SHIODA

Contract Specialist

4AMIKO KAT

Contracting Officer

3 of3