Site_Orientation_Minutes_(16R0008).pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR DISTRIBUTION

16 Mar 16

Subject: Minutes of Site Orientation for Request for Proposal (RFP) No. FA5209-16-R-0008, Multiple- Awards Indefinite-Delivery Indefinite-Quantity (IDIQ) Contracts for Maintenance & Repair Road/Airfield Pavements, Yokota Air Base and Off-base Sites, Japan

1. An escorted site orientation for the subject RFP was conducted on 15 Mar 16, 1000 hours. The Contractors listed below met in the conference room of Bldg. 937 (374th Civil F.nginccr Squadron), Yokota Air Base.

Japan.

The attendees were as follows.

Government:

374 CES/CENMP:

374 CES/CENMP:

374 CONS/LGCB:

374 CONS/LGCB:

374 CONS/LGCB:

374 CONS/LGCB:

374 CONS/LGCB:

374 CONS/LGCB:

Mr. I layashi Mr. Numata

Ms. Fukushima

Ms. Shioda

Mr. Adachi

Ms. Kawasaki

Ms. Miyabayashi Ms. Owada

Government Project Engineer Government Project Engineer Contracting Officer Contract Specialist/Buyer Contract Specialist/Observer Contract Specialist/Observer Contract Specialist/Observer Contract Specialist/Observer

Prospective Offerors: (listed in alphabetical order)

Maeda Road Construction Co., Ltd.

Nippi Kosan Co., Ltd.

Nippo Corporation Y.K. Nishiko Kogyo

2. Ms. Shioda made an opening statement and introduced the Government representatives at the conference.

Attendance sheets were provided to the prospective offerors.

3. Anexplanation of the solicitation package was provided. It was emphasized that the offerors are responsible to read and understand the solicitation requirement and was advised to complete all required section of the solicitation as part of their offers. Ms. Shioda advised the offerors that oral remarks made at the conference would not qualify the termsof thesolicitation and specifications unless the solicitation is amended in writing. Ms. Shioda asked all prospective offerors to ensure that their offers were received prior to the due date/time, 1400 hours on 30 Mar 16attaching OF17 on the closed envelope. The following was briefed with supplementary explanations as indicated below.

• All participants were reminded that they shouldacknowledge the amendment if it is issued.

• SF1442: Blocks to be filled out on the Section A, cover page. Total value of this contract is Not-to

Exceed S10 Million (or Yen equivalent). The Government intends to award up to three (3) contracts.

However, the Government reserves the right to award fewer or more than three (3) contracts. (SF1442.

Page 1 and 2)

• Section B: Offerors were advised to read carefully about Foreign Currency Fluctuation Defense budget rate. (SFI442, Page 6)

I of 2

• Section E: Designation of Government Inspector (SFI442, Page 8)

• Section F: FAR 52.211-12, Liquidated Damages (SF1442. Page 9)

• Section II: YCH005, Performance Bond (SF1442, Page 15), YCH009, Task Orders (SF1442, Page

16)

• FAR 52.21-19, Ordering (SF1442, Page 22)

• Section J: Attachment 4 through 8 will not be a part of the contract. (SF 1442, Page 32)

• Section K: All fill-ins should be marked. (SF1442, Page 33 through 39)

• Section L: YCL007 Proposal Preparation Instructions (SF1442, Page 43)

• Section M: YCM007 Basis for Contract Award. Contracts will be award to Lowest Price Technically

Acceptable. (SF1442, Page 48)

4. Mr. Mayashi, the project engineer briefly explained work scope of the mock project and Mr. Numata explained for seed project basedon the Statement of Work (SOW)attached to thesolicitation package.

5. Transportation to each site was provided by the Government. Before visiting the site, all participants were advised to follow the directions given by the Government, especially whilevisitingrestricted areas. All participants visited the actual sites,TaxiwayB and Fussa-gate, and observed the actual site conditions.

6. Ms. Shioda briefed as follows as a closing remarks:

• Prospective offcros were advised that they should submit any further questions in writing viae-mail or fax to the Government by Close of Business, 23 May 16. Question and answers will be provided to all participants by distribution and posted on FedBizOpps (FBO) website.

7. The site orientation was concluded at 1230 hours.

8. A copyof the minutes will be distributed to all attendees. The foregoing is a briefsummary of the discussions held during orientation. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within five calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

Prepared by:

cc: 374 CES/CENMP

Distribution:

All prospective offerors

Reviewed by:

TOMOKOSHIODA

Contract Specialist

ERIKO FUKUSHIMA

Contracting Officer