Pre-proposal_Conf_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

19 Oct 16

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference and Site Visit for Commercial Power for the Mission

Support Area at Kyogamisaki Communication Site, Solicitation No. FA5209-16-R-0018

1. A pre-proposal conference for the subject requirement was conducted on12 Sep 16 at Kyogamisaki Communication Site (KCS) from 1300 hrs. A site visit of commercial power connection point followed after the conference. The Government participants are listed below.

Government:

USAGJ DPW

USAGJ DPW

USAGJ DPW

Mr. Robert Starks Mr. Kenji Watanabe Mr. Noboru Kanzawa

Chief, Contract Management Branch Electrical Engineer Contracting Officer Representative

374 CONS/LGCZ

374 CONS/LGCZ

374 CONS/LGCZ

Mr. Thomas Reese Ms. Izumi Sugimoto Ms. Kayoko Seta

Contracting Officer, LGCZ Lead Buyer, LGCZ Contract Specialist

2. The following explanations to the solicitation package were provided:

a. Attachment 1, Statement of Work (SOW): Mr. Watanabe explained the requirements and emphasized the following paragraphs:

(1) Para 1.1.7 Estimated Electricity Consumption: Average consumption Kilo Watts per hour showing in the paragraph is estimate. Since KCS doesn’t have commercial power connection, actual records are not available.

(2) Para 1.2.1 Meter Reading: KCS is a military base. Prior notice is required to access the base. In addition, there is a limitation to items to bring in to KCS. Some items, equipment or tools may need to obtain the Government’s permission in advance.

(3) Para 2.2 Electricity price shall be calculated as follows: In accordance with commercial standard of General Electricity Business such as Tokyo Electric Power Company, Kyushu Electric Power Company etc., the calculation for electricity price will be changed as follows, and an Amendment for this change will be issued shortly. (Comment was added by Ms. Seta):

From:

Electricity Price = (Usage x (Unit Price ± Fuel Expense Adjustment Cost + Renewable Energy Power Surcharge)) + (Contract Power Demand x Unit Price per Power Demand x (185-Power Factor)/100).

To:

Electricity Price = Basic Monthly Charge + Usage Price

Basic Monthly Charge = Contract Power Demand x Unit Price per Power Demand x (185-Power Factor)/100

Usage Charge = (Usage x Unit Price) ± (Usage x Fuel Expense Adjustment Cost) + (Usage x Renewable Energy Power Surcharge)

(4) Para 3.2 Contractor Information: The Contractor POC in this paragraph means the contactor’s personnel who can be reached by the US Government regarding the actual operation matters for electricity.

b. Solicitation SF1449, Exhibit A, and Exhibit B: 374 CONS explained the key points of the solicitation documents as follows:

(1) All offer prices shall not include consumption tax.

(2) Page 4, Note 2 and Page 13, FAR 52.216-19, Order Limitations: The unit will be corrected from

“kW” to “kWh” by an Amendment.

(3) Page 5, Para 2: Mr. Kanzawa showed a sample of the Government invoice forms and added the comment that a monthly invoice can be sent by mail or email. Detailed information will be provided to an awarded contactor.

(4) Page 14, FAR 52.217-9, Option to Extend the Term of the Contract: This contract is not for 3-year contract but basic year plus two one-year options. The Government will give the Contractor a preliminary notice of its intent to extend at least 60 days before the contract expires, and issue a modification for extension no later than 30 days prior to the contract expiration if option is exercised.

(5) Page15, DFAR 252.216-7006 Ordering: This solicitation is a basic contract. Actual official request will be done by issuing a Delivery Order with funds. Period of a Delivery Order will be one year or shorter.

(6) Page 17, Addenda to FAR 52.212-1, Instructions to Offerors: The Government accepts offer by not only mail but also email. Submit your offer earlier if possible. After your submission of offer, make sure to receive confirmation of receipt from 374 CONS.

(7) Page 18, Para 3, Part III: To demonstrate offeror’s performance of quality, letters, independent surveys, etc., are acceptable.

(8) Page 19: It is offeror’s responsibility to make sure their customer(s) fill-out the Past Performance Questionnaire and send it directly to 374 CONS by the due date. No more than three (3) past performance questionnaire’s shall be submitted.

(9) Page 21, FAR 52.212-2 Evaluation – Commercial Items: The following evaluation factors were explained:

- Basis for contract award (Lowest Price Acceptable Performance)

- Acceptable Performance is evaluated by Recency, Relevancy, and Quality.

(10) Page 27, the fill-in blocks at FAR 52.212-3, Offeror Representations and Certifications –

Commercial Items (with Alternate I): Indicates where offerors should check off in the provision.

(11) Exhibit A, Pricing Schedule: For evaluation purpose, Fuel Expense Adjustment Cost and Renewable Energy Surcharge shall not be included in the prices, and assumes a power factor ±0.

(12) An amendment to the Solicitation will be issued to make changes to the solicitation and the SOW, and the closing date will be extended.

3. Questions from Offerors: The following questions were received:

Q1. SOW para 3.6: Some offeror is a licensed company as “Electric Business (EB)” under the former “Electric Business Act”. In this case, EB doesn’t possess actual permission document issued by the Government of Japan (GOJ). Under the new “Electric Business Act”, electric retail business receives a registration number, such as “A0111”, but doesn’t receive any documents from GOJ. In the commercial bid, EB submits a MFR mentioned above instead of an actual permission document. Is this acceptable?

A1. Yes, it is acceptable as long as the Government can receive a document to verify the offeror is a registered company.

Q2. Is it mandatory to attend the pre-proposal conference and site visit for submission of proposal?

A2. No, it is not mandatory to attend the pre-proposal conference and site visit for submission of proposal.

Q3. Is there any calculation rules for less than one yen (e.g. rounding up/down)?

A3. No, there are no rules. The calculation for less than one yen can be IAW commercial practice and your corporate standard.

Q4. SOW para 1.1.8, Service Interruptions and 1.2 Meter Reading: KEPCO is one company, however, two independent departments exist; one is a power transmission and distribution business department and the other is a retail business department. At KCS, KEPCO’s power transmission and distribution business department (the Dept.) has right and responsibility for power transmission and meter devices, including schedule of interruption of service, and installation and maintenance of meter devices. Since the Dept. is a neutral positioned organization, any electric retail business companies are not allowed to communicate before commercial power contract is established. Electric retail business companies are also not allowed to ask the Dept. for special treatment. Therefore, any electric retail companies are not able to accept the terms for the transmission and distribution department. In the commercial market, electric retail companies follow the rules of the local transmission and distribution department/company.

A4. The Government will confirm the General Supply Provision for Transmission and Distribution and modify the terms for the power transmission and distribution department IAW the commercial practice.

Q5. SOW para 3.7: SOW specifies submittals shall be in English. Does this apply to all documents includes proposals and contract documents? Does a contractor’s representative in this paragraph means a POC for the Government?

A5. Yes. The submittals in this paragraph includes proposals and contract documents. A contractor’s representative in this paragraph means a POC for the Government.

Q6. Past Performance Reference List: Any restriction regarding the reference company to be chosen for the past performance reference? Is an affiliate company or group company acceptable as a reference company?

A6. Currently, we are checking with our legal office. The answer will be provided as soon as we hear from them.

Q7. Any formal procedure for not submitting proposal?

A7. No. It would appreciate if you provide us the reason for nonparticipation.

Q8. The Contractor is planning to outsource translation work to an outsourcing company who has agreed a Non-Disclosure Agreement with the Contractor. Is this acceptable?

A8. Yes, it is acceptable.

Q9. Can you provide a single-line connection diagram (Tansen Kessenzu in Japanese)?

A9. A single-line connection diagram is not available at this time.

Q10. There are some facilities besides a mission equipment (a radar) in MSA

A10. Yes. Main purpose for this contract is to provide commercial power to the radar. Majority of power is used for the mission equipment. Other facilities exist to support the mission equipment.

Electricity category for MSA will be “Industrial Purpose”, not “Admin Purpose”, accordingly.

4. The site visits were conducted on all the supply points after the pre-proposal conference.

5. The pre-proposal conference and the site visit was adjourned at 1600 hrs.

6. These minutes shall be posted on the Government Point of Entry and shall be submitted to all attendees. The foregoing is a brief summary of the pre-proposal conference and the site visits conducted for this acquisition. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within five (5) calendar days from the distribution date. Failing notification to the contrary, these minutes will stand for the record.

KAYOKO SETA

Contract Specialist

THOMAS L. REESE

Contracting Officer

Distribution:

Prospective Offerors in attendance Requesting Activity

374 CONS