Minutes_PreproposalConference.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

14 Apr 2016

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Solicitation No. FA5209-16-R-0004, Petroleum, Oil, and Lubricants (POL) Trucking Services – Japan

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 7 Apr 16 at 374th Contracting Squadron (CONS) Conference Room, Yokota Air Base (AB) from 10:00 AM, Japan standard time (JST). Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/LGCZB) Ms. Maki Kodama Team Lead Ms. Sonomi Yoshihashi Contract Specialist

DLA Energy Japan – Requiring Activity (RA) SFC Tiffany E. Eggleston Petroleum Distribution Supervisor Mr. Takashi Uechi Administrative Officer

Prospective Offerors

2. Introduction. Ms Kodama made an opening statement. The Government representatives introduced themselves and the Contract Specialist provided supplemental explanations on the solicitation.

3. Additional remarks such as facility information, hands-out (solicitation package), and Optional Form (OP) 17 were provided to the offerors. All offerors confirmed that the complete solicitation package was provided.

4. The explanation of the following in the solicitation package was provided:

a. Policies and Procedure for Doing Business with the U.S. Government / Notice to Offerors

b. Performance Work Statement (PWS) (Attachment 1 of Standard Form (SF) 1449)

c. Exhibits - Pricing Schedule

d. SF1449

e. Past Performance Questionnaire (PPQ) (Attachment 2 of SF1449)

f. Past Performance (PP) Reference List (Attachment 3 of SF1449)

5. Ms Yoshihashi, Contract Specialist, provided supplementary explanations for each document in the order as specified at paragraph (para) 4 above:

a. Policies and Procedure for Doing Business with the U.S. Government / Notice to Offerors

(1) The following paragraphs in the Notice to Offeror were emphasized as especially important matters:

Para 1.a. The solicitation and resultant contract incorporates clauses and provisions by reference. The full text of the clauses and provisions are available electronically at the websites provided.

Para 1.d. Mobilization and Phase-in Period. A period of 30 calendar days is deemed sufficient for the successful contractor other than the incumbent contractor to complete preparations prior to the start of contract performance. Mobilization and phase-in costs are not reimbursable under te resultant contract.

Para 1.f thru h. Offerors were advised to obtain DUNS Number, CAGE Code and complete SAM registration before the award process. These are necessary in order to do business with the U.S. Government. To remain registered in the SAM database after the initial registration, the contractor is required to review and update on an annual basis from the date of initial registration.

b. PWS: The requirements were briefed by Ms. Yoshihashi as shown below:

(1) 1.1 AREA OF PERFORMANCE: It consists of Groups I and II. In this solicitation, the Government anticipates a single or split award by the Groups.

(2) 1.5. TYPES AND CONDITIONS OF VEHICLES: The minimum loading capacity for a tank truck or truck tractor with semi-trailer tank for the transportation of bulk petroleum products is 20KL.

(Updated as of 14 Apr 16: The minimum loading capacity will be changed from 20KL to 16KL by an amendment. See Para 6.a, Question & Answer.)

(3) 1.10. OPERATIONAL REQUIREMENTS and 1.11. ACCESSORIAL SERVICES/BASIS FOR PAYMENT: Ms Yoshihashi summarized the requirements. Requested all offerors understand the requirements fully and propose prices for the individual items specified in Exhibits, Pricing Schedule.

(4) 1.16 GENERAL INFORMATION: Ms Yoshihashi and Mr Uechi emphasized the following subparagraphs:

1.16.4 Contractor’s Personnel: The Contract Manager and an alternate shall be individuals who are capable of conversing in and comprehending English language.

1.16.4.4. Third Country Nationals (TCN): Under certain circumstances, the TCN might be denied entry. It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about a particular circumstance.

1.16.5. Installation Base Passes: The Contractor is requested to obtain base passes at his/her own responsibility. For the U.S. military installations that a historical record of shipments is zero (0), the Ordering Officers/Receiving Officers intend to escort the Contractor in the event that the Contractor does not have base passes. The POC and the procedure for obtaining base passes for main U.S. military installations will be provided to the awardee. (See Para 6.b, Question & Answer.)

(5) 2. Services Summary (SS): Ms Yoshihashi explained about SS that specifies critical tasks associated with providing support services for POL trucking services. The performance objectives will be inspected by customer complaints and periodic surveillance conducted by the Contracting Officer Representative.

c. Exhibits - Pricing Schedule:

(1) Offerors may propose either Group I or II, or both Groups I and II.

(2) When an offered amount is the same for the base and option years, offerors may write down “Same as Base Year” on applicable pages.

(3) Table 1, Unexpected Deliveries/Multi-Point Deliveries for Items A100 through A300 Table of Rates, is to be used for unforeseen requirements only in accordance with the PWS para 1.11.1. Insert the Estimated Total Amount of this Table at Item A4AF (and corresponding items under options), then the Estimated Amount will be automatically calculated with the formula given.

(4) Table 2, For Emergency Services for Routes Other Than Items A100 through A300 Table of Rates, is to be used for unforeseen requirements only in accordance with the PWS para 1.10.1. Insert the Estimated Total Amount of this Table at Item A4AG (and corresponding items under options) and the Estimated Amount will be automatically calculated with the formula given.

(5) Insert “Estimated Total Amount for (A) + (C)” in Sub Contract Line Item Number 0001AA of SF1449 as Group I (and the corresponding Sub Contract Line Item Numbers under options) and “Estimated Total Amount for (B) + (C)” in 0001AB of SF1449 as Group II (and the corresponding Sub Contract Line Item Numbers under options).

(6) Make sure the formulas are used accurately. Offerors were strongly advised to give full attention not to make typing errors and/or calculation mistakes in their offers.

d. SF1449

(1) How to fill out pages 1 thru 11 of 38.

Block 17a. Contractor/Offeror: Request CAGE Code and DUNS Number be specified as well as Offerors’ name, address, and phone number.

Fill in Sub Contract Line Item Number 0001AA with Estimated Amount calculated by

Exhibits, Pricing Schedule in of SF1449 for Group I and 0001AB for Group II (and the corresponding Items under options). No need to fill in Contract Line Item (CLIN) 0001 of SF1449, which is informational CLIN. If an offeror proposes 0001AA for Group I only, then enter zero (0) in 0001AB for Group II (and the corresponding Items under options), and vice versa.

Be sure to fill in ESTIMATED GRAND TOTAL (CLINs) 0001 ~ 4001.

(2) Page 10 of 38, Notes 1 through 5 were explained:

Note 5: Contract Period/Performance Period. The anticipated performance date for Base Year is from 1 Oct 2016 to 30 Sep 2016, subject to change. At the time of contract award, specific dates will be indicated.

(3) Clauses/provisions: Offerors may go to the web site to read and understand the full text of these clauses and provisions.

Addenda to FAR 52.212-4 (k) Taxes (Page 12 through 13 of 38). Ms Yoshihashi summarized the clause that consumption tax and fuel tax such as diesel oil will be exempted. Therefore, offerors shall propose amount excluding such taxes.

FAR 52.216-19 Order Limitations (Pages 19 of 38). The Contractor is not obligated to honor any order exceeding the maximum order limitations specified in this clause.

FAR 52.217-8 Option to Extend Services (Pages 20 of 38).

FAR 52.217-9 Option to Extend the Term of the Contract (Pages 20 of 38).

FAR 52.212-1 Instructions to Offerors – Commercial Items (Pages 24 through 28 of 38). The following were emphasized (paragraph numbers of the provision are keyed into the below):

1. The offeror agrees to hold prices in its offer for 180 calendar days from the date specified for receipt of offers.

2. Emphasized items to be filled in.

3. Submit original.

4. Acknowledgement is required when the solicitation amendment is issued.

5. If none proposed, submit an Affirmation of no Exceptions, Deviations, or Waivers.

Offerors may specify the sentences indicated in bold somewhere in SF1449 where clearly visible.

6. Part III – Past Performance Proposal.

a) Para (a) Quality and Satisfaction Rating of Contracts: Ms Yoshihashi explained that offerors provide any information currently available that demonstrates customer satisfaction, which is limited to no more than 20 pages including PPQ, per contract listed in the reference.

b) It is the offeror’s responsibility to send out the PPQ with the Past Performance Evaluation Cover Letter, to each of their reference.

c) PPQ shall be submitted to 374th Contracting Squadron, directly from contracting activities or commercial activities specified on the PP Reference List, and WITHOUT SENDING BACK TO THE OFFEROR, no later than 26 Apr 2016, 02:00 PM by email or FAX. The solicitation amendment will be issued to correct 7 Apr to 26 Apr.

d) It was emphasized that the offerors must provide a PP Reference List of no more than three (3) most relevant contracts and that the submission date of this list is 19 Apr 2016, 02:00 PM, which is earlier than the proposal due date, by either email or FAX.

e) Subcontractor Consent has to be provided because the past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without it. If a Part in a proposal exceeds the specified page limit cited in the Part Content, the excessive pages will not be evaluated.

7. D. General Information. Hand carried proposals must be deposited in the bid depository located at 374th Contracting Squadron (Bldg 620) by the offer due date and time, therefore, offerors should allow sufficient time and arrive at the depository prior to the time specified for receipt.

FAR 52.212-2 Evaluation – Commercial Items (Pages 28 through 31 of 38): The following were emphasized:

1. Para (a): Past Performance and Price will be used to evaluate offers.

2. Para (b) Options: The government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

3. Para (c): A written notice of award will be distributed to the successful offeror and will be posted on FedBizOpps (FBO) as well.

4. Para (d) BASIS FOR CONTRACT AWARD is the Lowest Price with Acceptable Past Performance. Award will be made to the lowest priced offer(s) of each Total Evaluated Price (TEP) by Groups including Accessorial Services or the offeror who proposed the lowest offers for both Total Evaluated Prices (TEPs).

5. Para (d)(1) Past Performance Factor. The government will evaluate recent and relevant performance information on all offerors based on (i) the references provided by the offeror, and (ii) any past performance information obtained from PPQ, and (iii) any data independently obtained by the government. The Government will follow up with the reference’s POC in case he/she delays submission of a questionnaire, but will not be responsible for the failure of a reference POC to respond to the questionnaire.

a) The provided information must be for the performance of on-going or completed projects within the last three (3) years from the issuance date of the solicitation.

b) Relevant contracts performance effort involved similar scope, magnitude of effort, and complexities to that required by this solicitation.

c) Ms Yoshihashi explained about ratings for past performance recency, quality assessment and integrated past performance evaluation respectively.

6. Para (d)(2) Price Evaluation. Offers will be ranked according to TEP, including option prices, if applicable. It was also addressed that the TEP will be computed as shown on SF1449, pages 20 and 21 of 29, using the formula for the Option to Extend Services amount for a maximum six-month extension.

1) Ms Yoshihashi explained that the Government anticipates the possible award scenarios from price proposal(s) combinations; one contract for both “Groups I + II” or two contracts, i.e., one for “Group I” and the other for “Group II” to different contractors.

2) The Government will use the Price Evaluation Tables to evaluate price. The tables shown are for Government evaluation purpose and the offerors reference only.

3) It was emphasized that award would be made to the lowest priced offer(s) of each TEP or the offeror who proposed the lowest offers for both TEPs.

FAR 52.212-3 Offeror Representations and Certifications – Commercial Items (Pages 31 thru

37 of 38) and DFARS 252.247-7022 Representation of Extent of Transportation by Sea (Page 38 of 38): Offerors must complete required fill-ins.

e. Ms Yoshihashi emphasized the closing date and time respectively for PP Reference List and PPQ.

The Government may contract the contracting activities or commercial activities to clarify the discrepancies in the past performance information of the reference list and questionnaire.

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

a. Question Does the minimum size of vehicle have to be 20KL? The 20KL tank truck is inconvenient for access to 374 CS Owada Communication Site. Furthermore, 20 KL tank trucks are not always equipped with pumps as required in the PWS, para 1.5.2.1.

(Area: PWS 1.5.1. Types of Vehicles)

Answer The minimum size 16KL is acceptable. An amendment will be issued to incorporate the change.

b. Question Will you provide the instruction to obtain base passes for all U.S. Military Installations under the contract? Instructions such as which base passes issued by certain bases are good for other bases would be helpful. We need a list of POCs for each base at least.

Our motor pools are located in Kanto area and do we have to obtain base passes in remote bases in Sasebo and Misawa as well?

(Area: PWS 1.16.5. Installation Base Passes)

Answer The Government will provide the awardee with a list of POCs for each base prior to the performance start date. The awardees are requested to obtain base passes for all U.S. Military Installations specified for point-to-point routes, however, for bases that has no historical record of services as indicated in the PWS, the Government employees intend to escort the Contractor.

7. Lastly, Ms. Yoshihashi advised the offerors as follows:

a. Any questions should be submitted in writing in English via e-mail to the Government. Additional questions and answers will be provided to all offerors and will be posted on FBO website.

b. Full attention should be given not to make calculation mistakes in the proposals. Depending on how many mistakes are made, the evaluation process may take extensive time.

c. Acknowledgement is required when a solicitation amendment is issued.

d. Offerors need to submit proposals to the 374th Contracting Squadron building by the closing date and time (and/or earlier) specified in the solicitation. Hand carried and mailed solicitations are acceptable.

e. PP Reference List and PPQ can be submitted by FAX as well as email, offerors should allow sufficient time to avoid late submittals.

8. The conference was concluded at 11:30 AM.

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 three (3) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

SONOMI YOSHIHASHI MAKI KODAMA

Contract Specialist Team Lead/Specialized Flight cc:

DLA Energy Japan

Distribution:

All prospective offerors

KODAMA.MAK

I.1264923839

Digitally signed by

KODAMA.MAKI.1264923839

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=OSD, cn=KODAMA.MAKI.1264923839 Date: 2016.04.14 10:40:49 +09'00'

YOSHIHASHI.SO

NOMI.12659943

Digitally signed by

YOSHIHASHI.SONOMI.1265994322

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=YOSHIHASHI.SONOMI.1265994322 Date: 2016.04.14 11:25:31 +09'00'