Minutes_Pre-con_FA520915T0200_20151006.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

08 Oct 2015

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference for Requests for Quotations (RFQ) No. FA5209-15-T-0200, FY16 Sidetrack Roadbed Maintenance at U.S. Government Sidetrack No. 328 – Yokota Air Base

(AB)

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at 11:00 hours on 06 Oct 2015 at the Conference Room 109, 374th Contracting Squadron and

Sidetrack No. 328, Yokota AB. Participants are listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/LGCZB)

Mr. Yuma Kato Contact Specialist

Ms. Sonomi Yoshihashi Contact Specialist

374th Civil Engineering Squadron/Operation Flight (374 CES/CEOES) – Requiring Activity (RA)

Mr. Kazuhiro Ohno Contracting Officer’s Representative (COR)

Japan Freight Railway Company (JFRC) Mr. Toshihiro Horikoshi Chief Engineer, Technical Advisor

Mr. Akihiro Takeda Engineer, Technical Advisor

Prospective Offerors

2. Introduction: The Government representatives and the technical advisors introduced themselves at the

Conference Room 109, 374th Contracting Squadron (374 CONS), Yokota AB. Mr. Kato, Contract Specialist provided supplemental explanations on the solicitation package at the Conference Room 109, 374 CONS followed by the escorted site visit for prospective offerors at Sidetrack No. 328 guided by Mr. Horikoshi and

Mr. Takeda, Technical Advisors, JFRC.

3. Mr. Kato from 374 CONS confirmed that offerors at the conference received the following documents in a complete solicitation package:

a. Policies and Procedures for Doing Business with the U.S. Government (Government Policy Letter)

b. Notice to Offerors

c. Standard Form (SF) 1449

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

e. Optional Form (OF) 17

4. The following supplementary explanations were provided:

a. Government Policy Letter / Notice to Offerors: Mr. Kato requested that all offerors read the letters carefully before submitting their offer. The following in the Notice to Offerors were emphasized as especially important matters:

(1) It is the offeror’s responsibility to fully understand the Clauses and Provisions incorporated by reference in the RFQ. Full texts of the Clauses and Provisions are available at the website listed in

Page1, 1.a.

(2) The registration/update for DUNS, CAGE, and SAM are required prior to awarding the contract.

b. PWS: Mr. Kato explained the basic contents of the PWS as follows:

(1) PWS Paragraph 1: Description of Services

(a) 1. Description of Services: The subject solicitation is for FY16 Maintenance and Repair work for U.S. Government Sidetrack No. 328 at Yokota AB. The performance period is from 01 Nov

2015 through 30 Sep 2016.

(b) 1.1. Maintenance and Repair Services: The maintenance and repair service shall be IAW the

JFRC’s rules and regulations.

(c) 1.2: The Contractor shall perform maintenance and repairs listed in Sub Contract Line Item

Numbers (SubCLINs) 0001AA through 0001AE. Mr. Horikoshi from JFRC explained the details of what maintenance and repairs shall be performed in FY16 (See Appendix B in the PWS).

(d) 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 Contracting Officer (KO) before starting the chemical weed control.

(e) 1.3. Emergency Repair: In an urgent and unforeseen situation which requires actions to correct the situation or to protect lives and/or properties, the KO or COR may verbally instruct the

Contractor to proceed with the emergency repairs.

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

(g) 1.5. Interference with Government Operations

(h) 1.6. Humanitarian Assistance and Disaster Relief (HADR)

(i) 1.7.4.(a) Contract Manager: The Contractor shall provide a contract manager who shall be responsible for performance of the work.

(j) 1.7.4.(d) Third Country Nationals (TCN)

(k) 1.7.5. Installation Base Passes: A vehicle insurance certificate is required to obtain Vehicle

Passes and must cover the automobile liability insurance in the types and the minimum amount of

Bodily Injury and Property Damage.

(l) 1.7.6.(b) U.S. Legal Holidays

(i) 1.7.7. Reports of Damages, Destruction, Injury, or Death

(2) PWS Paragraph 2 – Services Summary

(a) Mr. Kato briefly summarized the critical tasks in the requirements and addressed the subject

PWS paragraphs and performance threshold.

c. SF 1449 (RFQ): Mr. Kato explained how to fill out the RFQ with brief explanations of Clauses and

Provisions.

(1) Explanations for pages 1 through 7 of SF 1449:

(a) Page 1, Block 5: Solicitation number for the subject requirements.

(b) Page 1, Block 8: The offer due date is 15 Oct 2015, 14:00 hours.

(c) Page 1, Block 12: The discount terms shall be inserted if applicable.

(d) Page 1, Block 17a: Offerors insert the Contractor’s name, address, and phone number. CAGE code can be inserted in this block.

(e) Page 1, Block 17b: If the remittance address is different from that in block 17a, check block

17b and specify the remittance address in page 6, Addenda to SF 1449.

(f) Page 1, Blocks 30a through 30c: Signature of offeror, name and title of signer, and date signed.

(g) Pages 3 through 5, Item No. 0001 and 0001AA through 0001AE: Offerors shall enter the amount in 0001AA through 0001AD, except 0001 and 0001AE. Item No. 0001 is an Information

Only CLIN. The Government will determine and fund the total amount of Item No. 0001AE

(Emergency Repair) at the time of awarding the contract. Full attention shall be given to avoid any calculation mistakes in the offer.

(h) Page 5, Grand Total Amount: Offerors shall enter the grand total amount of Item No. 0001AA through Item No. 0001AD.

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

(a) Full texts of the Clauses and Provisions incorporated by reference are available at the website listed in Notice to Offerors, 1.a.

(b) Page 9, FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or

Executive Orders – Commercial Items

(c) Page 15, DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving

Reports and DFARS 252.232-7006, Wide Area Workflow Payment Instruction: The details of how to submit invoices online and how to use Wide Area Workflow (WAWF) system will be given to a successful offeror.

(d) Page 20, FAR 52.212-1, Instructions to Offerors – Commercial Items

(e) Page 20, Addenda to FAR 52.212-1, (m).B.1.: Offerors shall submit a copy of the valid certificate of “Supervisor of Railway Construction/Maintenance Work (“Kidoukou Kouji Kanrisha” in Japanese)” with their quotation.

(f) Page 21, FAR 52.212-2, Evaluation – Commercial Items: The evaluation criteria would be (1)

Technical and (2) Price.

(g) Page 21, FAR 52.212-3, Offeror Representations and Certifications – Commercial Items:

Offerors are instructed to check the following fill-in areas appropriately:

(i) Page 25, (h), (1) through (4)

(ii) Page 26, (j) Place of Manufacture

(iii) Page 27, (l), (3) Taxpayer Identification Number (TIN)

(iv) Page 27, (l), (4) Type of Organization

(v) Page 28, (l), (5) Common Parent

(vi) Page 29, (p) Ownership or Control of Offeror

d. OF-17: The label can be pasted on the upper left corner of the envelope when the offer is submitted.

5. Mr. Kato emphasized that the minutes will be distributed to all offerors and will be posted on the Federal

Business Opportunities (FBO) website. Offerors are advised that full attention should be given to avoid any calculation mistakes and missing information in their quotation. Offerors should submit any questions in writing via e-mail or other matters to the Government (preferably in English). Offerors shall submit their quotation to the 374 CONS building by the offer due date and time specified in the solicitation.

6. The conference was concluded at 11:45 hours.

7. The site visit started at Sidetrack No. 328 in Yokota AB at 12:00 hours based on the PWS and the JFRC’s instructions. Most of the work requirements scheduled for FY16 are recurring; therefore, Mr. Horikoshi advised that offerors may individually visit the sidetrack to identify all requirements upon request to Mr Kato.

During the site visit, Mr. Horikoshi emphasized the following requirements:

a. All ties that shall be replaced during FY16 are marked with a white letter in a square.

b. Tamping of Ballast: The Contractor shall pay special attention to the raising amount (within 20mm) of a rail to prevent from interfering the gate opening and closing.

8. The site visit was concluded at 12:50 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.

YUMA KATO MAKI KODAMA

Contract Specialist Contracting Officer cc:

374 CES/CEOES

Distribution:

All prospective offerors