Pre-BidConferenceMinutes-16B0002.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

20 Nov 15

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/LGCBA

Bldg 620, Yokota Air Base Fussa-shi, Tokyo, Japan 197-0001

SUBJECT: Minutes of Pre-Bid Conference and Site Visit for Prospective Bidders

Reference: Solicitation No. FA5209-16-B-0002, Project No. WRFD 10-5004, Repair Poles and

Netting, Tama Golf Course, Japan

1. A pre-bid conference/site visit was conducted at Tama Hills Golf Course, Tokyo, Japan at 0930 hours on 19 Nov 15. The following personnel were in attendance:

a. Government:

Mr. Nobuhiko Nishimura, Project Engineer (Civil), 374 CES/CENMP Mr. Masashi Ogino, Electrical Engineer, 374 CES/CENMP Ms. Rie Sekiya, Construction Inspector, 374 CES/CENMP Mr. Albert Bancroft, 374 FSS/FSCG, Golf Course Manager Mr. Patrick Mahoney, 374 FSS/FSCG, Golf Course Assistant Manager Mr. Ken Sato, Buyer/Contract Administrator, 374 CONS/LGCB

b. Prospective Bidders:

(The names are intentionally left blank.)

2. The purpose of the pre-bid conference and site visit was to explain the solicitation package and work scope, and allow offerors to view the sites and ask questions.

3. The Buyer explained the followings:

a. Submission Due Date & Time:

(1) Bids shall be submitted no later than 7 Dec 15, 1400 hours. The bids will be opened at 374 CONS Conference Room. Hand carry or sealed envelope by mail is accepted. The envelope of bids shall be time- stamped at 374 CONS reception by the due date & time.

(2) If there are any additional technical questions that are not asked at this opportunity, the questions shall be submitted in writing no later than 27 Nov 15 to Mr. Sato by e-mail.

b. Solicitation Documents:

(1) Amendment 0001was issued on 17 Nov 15. The bidder shall use the conformed solicitation document (Standard Form 1442) that includes FAR 52.204-8 in Section K.

(2) Submit Section A (Page 2), Section B (Page 3) and Section K (Pages 28 ~ 30) of the solicitation. Refer to Bid Preparation Instruction in Page 32 for the details. Refer to 52.214-19 in Page 35 for the Evaluation Factor. Submission of Bid Bond is NOT required.

(3) Magnitude of this project is between ¥97,053,500 ($1,000,000) and ¥485,267,000

($5,000,000) in accordance with FAR 36.204(f).

(4) The performance period is 300 calendar days after issuance of the Notice to Proceed

(NTP). Performance Bond (per FAR 52.228-15) shall be furnished before the NTP is issued.

(5) Liquidated Damages at the rates set forth in 52.211-12 (page 19) will be assessed if the

Contractor cannot complete the work by the required performance period.

4. After the Project Engineer explained the general work scope, the attendees were relocated to the project sites, Driving Range and 18th Hole. The followings were identified:

a. The Driving Range will be closed during the on-site work in progress. The Contractor shall submit the construction schedule for review and approval.

b. In regards to removal work of the poles at the Driving Range, the Contractor shall remove everything above the ground level (refer to Drawing #C-10), including the electric panel mounted on the pole, excavate at lease 20cm below the ground level, and restore the grounds with soils and turf.

c. One-year warranty will be applicable to the turf for restoration. Because it will be difficult for the Contractor to maintain the turf, the Golf Course will maintain it. Even after sufficient maintenance is provided by the Golf Course, the Contractor shall provide the warranty work in case turf is dead.

d. Removal of the existing trees at Driving Range is not allowed. However, cutting branches is allowable. The Contractor shall make efforts to minimize the cutting. (This is a response to a question that was not answered at the site visit.)

e. Instruction on tree removal at 18th Hole will be answered either in a revised drawing or in a future memorandum, after coordination with the Environmental Section.

f. Footings at 18th Hole do not have to be removed.

g. In regards to “Electric Winch Equipment” that is shown in Drawing #C-7 & E-10, there seems to be a mistake in the descriptions. The Project Engineer will contact the designer and may revise the drawing(s).

h. Drawing #C-8 says, “Provide temporary tee box by Contractor and return it to the original condition when construction complete.” However, because the temporary tee box can be