20160526_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

26 May 2016

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Solicitation No. FA5209-16-R-0005, Reefer Trucking

Services in Japan

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 25 May 2016 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

Movements Management Office, Transportation Division (Trans Div), Logistics Readiness Center

Honshu (LRC Honshu) – Requiring Activity (RA) Mr. Hisaki Nagai Supervisory Traffic Analyst/COR

Ms. Aoi Sakamoto Traffic Analyst

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, attendance sheet and hands-out (solicitation package) 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 for Group I and II

d. SF1449

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

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

g. Optional Form 17

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 the resultant contract.

Para 1.f through 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.

b. PWS: Ms. Sakamoto explained paragraphs 1.1. through 1.4. Ms. Yoshihashi briefed paragraph 1.5 with supplementary explanations as shown below:

(1) 1.3. REEFER TRUCKS.

1.3.1. Specifications for Reefer Trucks and Temperature Requirement: Ms. Sakamoto emphasized that, in case a mixed loading shipment is ordered, the Contractor shall confirm that an endorsed shipping document (e.g., DD Form 1384, Transportation Control and

Movement Document/Supporting Document) specifies the cargo unit temperature to maintain.

The proper pre-cooling shall be accomplished before loading time.

1.3.3. Cargo Compartment: The Contractor shall maintain the interior of the cargo compartment in good condition, kept clean, sanitary and free of rust and odors such as perishables like fish.

(2) 1.4. OPERATIONAL REQUIREMENTS.

1.4.1.(d) Advance Notification: The Transportation Officer (TO) will place an order for services with the Contractor prior to the time frame of the “working days” used herein with covers Monday through Friday excluding U.S. legal holidays and the Contractor shall perform services at any time during any calendar days including Japanese Holidays.

1.4.5. Free Time: The Contractor is required to report in a timely manner. Pre-cooling time for loading shall not be included in the free time.

1.4.8.(b) Demurrage: The Contractor shall submit a request for demurrage to the TO within thirty (30) days following incurrence of said charges. As to additional charges including demurrages, the Contractor must notify the TO in a timely manner in order to issue Bill for

Accessorial Services (BAS).

1.4.8.(d) Use of Toll Roads: The Contractor is responsible for the submission of toll road receipts in a timely manner to the TO. If an electronic toll collection system (ETC) is used, the Government will accept a credit card company’s invoice as proof of payment.

1.4.8.(g) Shipment for Non-Appropriated Funds Activity: For shipments consisting of freight to be paid by combination of appropriated and non-appropriated funds, this additional charges shall not be applied.

1.4.11. Table of Distances. The distances do not include those within the Government installations.

1.4.12. Humanitarian Assistance and Disaster Relief (HADR). The scope of this contract includes services to respond to requirements in a contingency environment including humanitarian assistance and disaster relief.

Appendix B, Historical Workload Data. For the route at Item x040 from Yokohama

North Dock to Sagamihara via Camp Zama or to Camp Zama via Sagamihara, more shipments were ordered via Camp Zama. For Items x0C0, the route from Iwakuni to

Hario via Sasebo or to Sasebo via Hario, more shipments were ordered via Sasebo.

(3) 1.5. GENERAL INFORMATION.

1.5.6.(a) Installation Base Passes: In order for the Contractor to operate smoothly, the

Contractor is requested to obtain base passes at respective U.S. facilities at his/her own responsibility with no exception. Each installation’s pass office issue gate passes for entry to the base. The POC and the procedure for obtaining base passes for main U.S. military installations will be provided to the awardee.

1.5.6.(b) Report of Damage, Destruction, Injury or Death: A preliminary report shall be made to both the Contracting Officer and COR as soon as practicable after the time the incident occurs by either verbal or facsimile followed by a complete written report within 96 hours after the incident.

1.5.7.(d) 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.

(4) 2. Services Summary (SS): The importance of this paragraph was explained.

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) Updated as of 26 May 2016 Exhibit Line Item Numbers (ELINs) F08A through F08D (and corresponding ELINs under options) are deleted in its entirety and replaced with “Reserved” by an amendment.

(4) Table 1 & 3 Distance Table Rates for ELINs A09U & F08U, are to be used for unforeseen requirements only in accordance with the PWS para 1.4.6.(c). Insert the Estimated Total Amount of these Tables at ELIN A09U and F08U (and corresponding ELINs under options), then the Estimated

Amount will be automatically calculated with the formulas given.

(5) Table 2 Ferry Route/Round Trip Ferry Charge per Truck for ELIN A09V. Insert the Estimated

Total Amount of this Table at ELIN A09V (and corresponding ELINs under options), then the

Estimated Amount will be automatically calculated with the formula given.

(6) Insert respective EST. GRAND TOTAL AMOUNT for Group I and II in Contract Line Item

Numbers (CLIN) in SF1449 appropriately.

(7) 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 through 8 of 35.

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

Fill in CLIN 0001 with Estimated Amount calculated by Exhibits, Pricing Schedule of

SF1449 for Group I and CLIN 0002 with the one for Group II (and the corresponding Items under options). If an offeror proposes CLIN 0001 for Group I only, then enter zero (0) in

CLIN 0002 for Group II (and the corresponding Items under options), and vice versa.

Be sure to fill in ESTIMATED GRAND TOTAL (CLINs) 0001 ~ 4002.

(2) Page 8 of 35, Notes 1 through 5 were explained:

Note 5: Contract Period/Performance Period. The anticipated performance date for Base

Year is from 1 Feb 2017 to 31 Jan 2018, 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 (Pages 10 through 11 of 35). 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 (Page 17 of 35). 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 (Page 18 of 35).

FAR 52.217-9 Option to Extend the Term of the Contract (Page 18 of 35).

FAR 52.212-1 Instructions to Offerors – Commercial Items (Pages 21 through 25 of 35). 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 210 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 so 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 14 Jun 2016, 02:00 PM by email or FAX.

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 7 Jun

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. Updated as of 26 May 2016 Format for proposal Parts I and III.

The electronic version of the solicitation such as the SF1449, Exhibits: Pricing Schedule –

Group I & II, and Attachment 3, Past Performance Reference List, shall be submitted on a compact disc (CD). For those pages of the proposal that cannot be submitted using

Microsoft Office, such as SF1449, offerors shall include those pages electronically using

Adobe Acrobat portable document files (.pdf) format. Make sure to indicate on each CD the Part number and title. Refer to Para C.4.(g)., page 23 of 35 for details.

8. 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 25 through 28 of 35): 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 (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).

4. 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 addressed that offerors will receive an integrated past performance rating of “Acceptable” or “Unacceptable” as a result of the past performance recency, relevancy, and quality assessment.

5. 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 27 through 28 of 35, 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 28 through 35 of 35) and DFARS 252.247-7022 Representation of Extent of Transportation by Sea

(Page 35 of 35): 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 clarify discrepancies in the past performance information between the reference list and questionnaires.

f. Ms. Yoshihashi additionally addressed about Remittance Address, Pages 1, 8, and 9 of 35, Block 17b of SF1449 as follows: ¥735 of the remittance charge would be deducted from the payment amount.

Some Japanese banks may charge additional surcharge on each remittance since the payment will be made from a bank in the United States. Supplemental as of 26 May 2016 Foreign banks such as

Bank of America will be considered as a non-residential financial institution in Japan. It is the offerors’ responsibility to verify information regarding these administrative charges with their banks.

6. 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, offerors should allow sufficient time to avoid late submittals.

7. The conference was concluded at 11:20 AM.

8. 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 Contracting Officer cc:

Movements Management Office, Trans. Div., LRC Honshu

Distribution:

All prospective offerors