PreconMinutes-16R0019_161017.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

17 Oct 16

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Proposals (RFP) No. FA5209-16-R-0019, Household Goods Packing and Crating Services in Sasebo

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

11 Oct 16 at Bldg. 620, 374th Contracting Squadron at Yokota Air Base, from 1000 hours. Participants are as listed below:

Government

374 CONS/LGCZ:

Ms. Maki Kodama Team Lead, Specialized Flight

Ms. Emi Yasuda Contract Specialist

Personal Property Processing Office (PPPO), NAVSUP Fleet Logistics Center (FLC) Yokosuka Site

Sasebo:

Mr. John R. Knipple Products & Services Site Manager/Contracting Officer’s

Representative (COR) Supervisor

Mr. Hiroshi Ohshima COR

Mr. Satoshi Shimomura COR

Prospective Offerors

2. Introduction. Ms. Yasuda introduced the Government representatives at the conference, and Ms. Kodama made an opening statement.

3. Additional remarks such as for agenda, hands-out, facility information, and attendance sheets were provided to the offerors.

4. Ms. Yasuda provided explanations of the following solicitation package:

a. Policies and Procedure for Doing Business with the U.S. Government

b. Notice to Offerors

c. Standard Form (SF) 1449

d. Exhibits – Pricing Schedule for Schedules I, II, and III

e. Performance-based Work Statement (PWS) (Attachment 1 of SF1449)

f. Past Performance Evaluation Cover Letter and Past Performance Survey (Attachment 2 of SF1449)

g. List of Reference for Past Performance Information (Attachment 3 of SF1449)

5. CONS informed attendees that the Site Visit for Government Warehouse scheduled for 13 Oct 16 will not be conducted at this point since there was no request. However, CONS/PPPO confirmed that we are still accepting request for attendance.

6. Following are where emphasized or supplementary explanations were provided:

a. Policies and Procedures for Doing Business with the U.S. Government

All offerors’ attentions were called for to read carefully especially paragraphs b. c. and d.

b. Notice to Offeror

(1) Para 1.c. Authorization to Perform.

(2) Para 1.d. Mobilization and Phase-in Period.

(3) Para 1.e.(2) Bidders/Offerors. Any changes made to this solicitation will be amended in writing.

(4) DUNS, CAGE(NCAGE) and SAM. Obtaining DUNS, CAGE (NCAGE) are required to register

System for Award Management (SAM), which is required prior to award the contract.

c. PWS

Part I, Description of Services, Para A

(1) Para 1 Premove Survey: The member’s counseling will be conducted by PPPO when the member’s order is issued, then the Contractor will coordinate the date of premove survey with the member.

(2) Para 2 Weighing: The Government will provide scales as specified in Appendix H Office

Facility. When scales are not available, 7 pounds per cubic foot shall be used.

(3) Para 2. Subparagraph j. Billing Procedures: Japan is categorized as “Overseas” under this PWS.

Therefore, shipments are payable on the actual net weight shipped.

(4) Para 3 Time Requirements: Performance time schedule, workdays in the paragraph were emphasized. The Contractor’s representative must be available to receive orders from the

Government during hours of operation between 0800 and 1700. In the situation when the services are required before 0800 or after 1700 hours, prior approval is required by the Ordering Officers.

(Applicable to Additional Charges, Overtime Service Performed Other Than Regular Duty Hours or

Days). Containerization is normally performed at the member’s residence, however, if prior authorization is obtained from the Ordering Officer (OO), the contractor may perform containerization at Government-furnished facility (e.g., oversize items).

(5) Para 4 Preparations, Packing, Loading, and Containerization: The following key points were emphasized: (1) Packing, loading and containerization shall be performed at the member’s/employee’s residence; (2) the Contractor will inspect repack items already packed by the member/employee; (3) the Contractor shall arrange for third party servicing for unique items with prior authorization of the OO; (4) All containers shall be sealed in front of the members, and remove all debris accumulated incident to packing, unless specifically waived by the member/employee in writing.

(6) Para 5 Tagging, Inventorying, and Packing List: All tags, inventory, and Packing List must be written in English.

(7) Para 6 Appliance Servicing and Unservicing: The Contractor is responsible for assembling and disassembling appliances unless use of third party for servicing or unservicing is authorized by the

OO.

(8) Para 7 Containers and Vehicles: Subparagraph (2) was explained that all Government-Owned

Containers (GOCs) must conform to U.S. Department of Agriculture (USDA) requirements for wood packaging material (WPM) and all WPMs must be constructed from Heat Treated (HT) lumber and certified as specified in the PWS.

(9) Para 8 Marking Exterior Shipping Containers:

(a) Subparagraph, h, Overflow Containers: The Contractor shall provide overflow containers constructed in accordance with (IAW) ASTM-D4169-14 or SDDC Pamphlet 55-12 for those items that accumulate over and above that which can be packed into the containers mentioned above.

(b) Subparagraph, i, Oversize Containers: Oversize containers shall be limited to use for a single item that exceeds the dimension of and cannot be accommodated in the regular sized containers. (e.g., two large sized sofa require constructing two oversize containers.)

(c) Subparagraph j, Other Shipments: Shipments that could not be packed in a regular container will be categorized as “Overflow Shipments” and packed in a smaller container. “Other

Shipments” will be applied for small shipments that require a lesser size box than the regular sized container as defined in the PWS.

(10) Para 12 Cargo Insurance: The minimum cargo liability coverage for both Domestic and

International shipments are $50,000.00 (or its equivalent yen amount) per shipment. The

Contractor will provide the Contracting Officer, a 30-day written notice of any changes, expiration or cancellation of said policy.

(11) Para 14 Claims: The maximum liability on all shipments must be the greater of $5,000.00 per shipment, or $4.00 times either the net weight of the HHG shipment or the gross weight of

UB shipment, in pounds, not to exceed $50,000.00. For detailed claims and liability procedures see PWS Appendix F.

(12) Part II, Government-Furnished Property and Services: Removed list from this paragraph and moved under the Appendix H, Office Facility.

(13) Part III, General Requirements

(a) Para 2. Personnel: All contractors shall have available an English reading, speaking and writing employee, at least one person as a group leader, at all times during packing and unpacking services.

(1) Subparagraph a: The Contract Manager (CM) and alternate shall be individuals who are capable of conversing in, and comprehending English.

(2) Subparagraph d: Third Country Nationals (TCN): It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

(b) Para 3. Materials: The Contractor shall provide materials described in this paragraph.

(c) Para b. Installation Base Passes:

(1) Subparagraph b: Vehicle insurance certificate are required for (a) Bodily Injury -

¥30,000,000 per person per occurrence and (b) property damage - ¥3,000,000 per occurrence.

(d) Para 13. Subcontracting: The Contractor shall not use subcontractors without prior written coordination with the Contracting Officer. The prime contractor is responsible for the performance of subcontractors.

(e) Obtaining Exemption from Japanese Taxes and Submission of Vehicles Listings for Tax

Exemption Certificate: Instruction will be provided to the contract awardee when necessary.

(14) Part IV Appendices

(a) PWS Appendix C, Contractor Documents Requirement List (CDRL):

- CDRL describes what report shall be submitted to whom.

- It describes details of each report required by each Data Item No.

(b) PWS Appendix F, Direct Procurement Method (DPM) Claims and Liability Procedures:

Offerors are cautioned to read carefully how to process claims between the Contractor and the member.

(c) PWS Appendix H, Office Facility: Forms, envelops are not listed on the list, however, the

Government will continue providing those items that are incidental to each move.

(d) PWS Appendix I, Historical Workload Data: The actual net weight/number of moves for the past three (3) years are listed in the table.

d. Exhibits, Pricing Schedule for Schedules I, II, and III

(1) I. Estimated Quantity: “Offeror’s Guaranteed Daily Capability”, “Government’s Minimum

Acceptable Daily Capability” and “Offeror’s Guaranteed Daily Capability” are all “240 NCWT”

(Unit of issue is NCWT (Net hundredweight)) which is equal for all items under the Schedules I, II, and III.

(2) II. Contract Areas of Performance: Area within a radius of 30 km and drayage beyond the contract areas of performance not-to-exceed 800 kilometers. The drayage exceeded performance area of 30 kms will be paid under the item “Drayage beyond contract areas of performance” under the each schedule.

(3) III. Supplies or Services and Prices/Costs

(a) Unit of Pricing Schedule: Offerors shall carefully ensure unit of issue for each line item when preparing proposals so that there will be no calculation mistakes. For items under the additional services, Extra Labor Charge for Auxiliary Service (Long Distance Carry), A014AJ/A029AJ/A034AF (and all corresponding items in options), unlike other items, percentage shall be inserted in order to automatically calculate estimated amount. An Excel spreadsheet which automatically calculates extended and total amounts is provided upon request from offerors, however, it is the offeror’s responsibility to ensure accuracy of their own proposed amount. As this spreadsheet contains functions in all items, it is recommended that all items in Base and Option Years be filled. Offeror are advised to notify the Contract

Specialist of errors in the spreadsheet if they find any.

(b) The amount for Recapitulation of Schedules I, II and III of Base Year for Items shall be inserted under the ESTIMATED AMOUNT for CLIN 0001 (and any corresponding items in

Options) in SF1449. Offerors are requested to pay full attention to insert correct total amounts from Exhibits into the SF1449.

e. SF1449

(1) How to fill out pages 1 and 3 thru 6 of 34:

(a) In Block 17a, Offeror’s company name, address must be typed here in English followed by

Telephone No., DUNS No., and (N)CAGE Code .

(b) If the remittance address is different from the one at block 17a, check block 17b and specify the remittance address in page 6. The remittance charge will be deducted from the payment amount. Furthermore, some Japanese banks could charge additional surcharge for each remittance from the Bank of America as a non-residential financial institutions and it is the offeror’s responsibility to ensure the amount in preparing proposals.

(c) Full attention shall be given not to make calculation mistakes in the offers. Total amount for each year shall be inserted on Pages 3 thru 5 of 34 (The same amount for

RECAPITULATION OF SCHEDULE I, II and III in Exhibits-Pricing Schedule).

(2) Note 2. Indefinite-Delivery Indefinite-Quantity (IDIQ) Contract Minimum and Maximum Value:

(Page 5 of 34) Type of contract is “IDIQ”, therefore, minimum and maximum values are listed in this section.

(a) The minimum amount for the life of the contract including options is ¥100,000, and the initial task order will be issued for the minimum guaranteed amount at the time of awarding the base contract. As soon as the actual orders reach the minimum guaranteed amount, the initial task order will be cancelled.

(b) The actual order amount under this contract will not exceed the maximum value

¥308,760,310 including all option years. This means that the Government will establish another contract for orders exceeding the Maximum Value and does not dictate that offered prices must be lower than the amount to be considered.

(3) Note 5: CONTRACT PERIOD/PERFORMANCE PERIOD

Contract period will be inserted at the time of award for Base Year and all Option Years.

(4) Clauses/provisions:

(a) Addendum to FAR 52.212-4. (k)Taxes (Page 7 of 34): Proposed prices shall exclude consumption tax since it is exempted.

(b) FAR 52.216-19 Order Limitations (Page 14 of 34): Offerors must meet the requirements specified in Exhibits: Pricing Schedule, I. ESTIMATED QUANTITIES (Page 1 of 76). It was emphasized the Contractor would be requested to honor any order exceeding the maximum order limitation described in this paragraph as much as possible. The Contractor may coordinate with Ordering Officer to reschedule the performance day if possible.

(c) FAR 52.217-8 Option to Extend Services (Page 15 of 34): The Contracting Officer may exercise the option up to 6 months by written notice to the Contractor at least 15 days before the contract expires.

(d) FAR 52.217-9 Option to Extend the Term of the Contract (Pages 16 of 34): Para (a) a preliminary written notice of its intent to extend will be issued at least 60 days before the contract expires. However, the preliminary notice does not commit the Government to an extension. The Government may extend the term of this contract only by the contract modification.

(e) AFFARS 5352.201-9101 (Pages 17 of 34): Ombudsman to contact to resolve concerns.

(f) FAR 52.209-7 Information Regarding Responsibility Matters (Page 18 of 34): Offerors are advised to fill in paragraph (b).

(g) Addenda to FAR 52.212-1 (Pages 19 thru 23 of 34):

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

(2) Para A: Amendment 0001 will be issued to correct the word “four (4)” to “three (3)” at the last sentence to read “The response shall consist of three (3) separate parts; Part I –

Summary and Miscellaneous Data, Part II – Price Proposal, and Part III – Past

Performance Proposal.”

(3) Para B. 1. PART I (d): If none proposed, offeror must state in the offer, “No

Exceptions, Deviations, or Waivers” somewhere in the offer (e.g., on the top page of the

Exhibits)

(4) Para B. 2. PART II. Price Proposal (Page 20 of 34): Exhibits-Pricing Schedule must be submitted in Excel format saved in CD-R/RW (USB, Floppy Disk or zip format are not acceptable.) as an electrical copy in addition to the hard copy (in A4 or Letter sized paper).

(5) Para B. 3. PART III Past Performance Proposal (Part 20 of 34):

i. The limited number of pages for PART III Past Performance Proposal was corrected from 20 to 10 pages by Amendment 0001 to be consistent with the table on page 22 of 34.

ii. Offerors were advised to submit any information currently available (i.e., letters, metrics, customer surveys, independent surveys, etc.) such as letters of appreciation that demonstrates customer satisfaction with the offeror’s performance and quality of contracts.

iii Performance Survey/Questionnaires (Attachment 3): Offerors were advised to send

Past Performance Questionnaire with Cover Letter to each of their reference, and advise them to add any reason/comment to support ratings. CONS may contact their reference companies if there are any questions.

iv. Subcontractor’s Consent: Submit subcontractor’s consent if the offeror submits subcontractor’s past performance.

v. Both cases are acceptable for PPQ: Referenced contract performed as a subcontractor or as a prime contractor.

(6) Para C.4.(g) Format for proposal Part I and III (Pages 22 thru 23 of 34): It was emphasized that the USB flash drives, floppy disks and zip disks are not acceptable as an electronic copy. Part II, Price (Exhibits) in Excel format and Part III, Past

Performance Proposal must be saved in CD-R/RW as an electronic copy. Submission of

Past Performance Surveys via fax or email sent to the Government POC will be treated as an electronic copy.

(h) FAR 52.212-2 Evaluation (Page 23 thru 26 of 34). The following were emphasized:

(1) Evaluation factors: The Lowest Price with Acceptable Past Performance

“(1) Price (Lowest Price) (2) Past Performance”

(2) Past Performance information must be contracts performed/being performed within the last three years from the issuance date of the solicitation.

(3) CONS briefed the following:

(i) Table 1. Relevancy Ratings;

Table 2. Quality Assessment Ratings; and

Table 3. Past Performance Evaluation Ratings

As a result, integrated past performance ratings must be rated as “Acceptable” as a whole in order to be eligible for award.

(ii) Price Evaluation Factor (Total Evaluated Price (TEP)) including extension period.

The price evaluation will document the fairness and reasonableness. The government reserves the right to perform price realism analysis.

(i) FAR 52.212-3 Offeror Presentations and Certifications – Commercial Items (Pages 26 thru

33 of 34): Offerors must complete Para (h) thru (r).

(j) DFARS 252.247-7022 Representation of Extent of Transportation by Sea (Page 34 of 34):

Offerors must complete Para (b).

(5) Offerors are notified to submit the offer by the due date and time specified in block 8. The offer must be submitted/arrived in the Bldg. 620, Yokota Air Base, and digitally date stamped by the reception prior to the due date and time.

f. Past Performance Survey

Procedures on how to obtain Past Performance Information from references were explained and emphasized that offerors were requested to select three (3) contracting or commercial activities to respond to the survey. The information should be sent directly from the referenced entity to the

Government by the due date/time indicated in SF1449. Offerors were advised to submit information on relevant contracts that can demonstrate offeror’s ability to perform the proposed effort.

g. List of Reference for Past Performance Information

Submit the list of reference by email, fax or include in the offer by the due date and time.

7. Questions &Answers

PWS:

Q1: Forms DD1840/1840R. Is it the responsibility for the Contractor to purchase the forms or the Government?

A1: The Government will continue to provide the forms.

Past Performance Information (Reference List):

Q2: Please explain what needs to be written in Row “x”, i.e., “Rationale supporting your assertion of relevance and identify aspects of the contracts deemed relevant and how they relate to the proposed effort.”

A2: Please describe relevancy of your referenced past performance information compared to the scope, magnitude, and complexity of our requirement. In addition, you may add how knowledgeable your company is to perform these services.

Q3: Can a document provided by customers by e-mails be included in Past Performance Proposal as described in Addenda to FAR 52.212-1, Page 20, PART III – PAST PERFORMANCE PROPOSAL, Para (a)?

A3: Yes. Please note that the page limitation is “no more than 10 pages” per referenced contract.

8. Ms. Yasuda advised the offerors that full attention should be given not to make calculation mistakes in the proposals. The offer must arrive at Bldg 620, 374th Contracting Squadron at Yokota Air Base by the offer due date/time. The parcel delivery service’s delivery trucks will come to Supply Gate No. 5 and our office needs to pick up the parcel at the gate. Therefore, the offeror should give sufficient time prior to the due date/time for either hand delivery or parcel delivery service. Offerors were advised that they should submit any questions in writing via e-mail or other methods in English to the Government. Additional questions and answers will be provided to all offerors and will be posted on the Federal Business

Opportunities (FBO) website.

9. The conference was concluded at 1150 hrs.

10. The foregoing is a brief summary of the discussions held during subject conference. If there should be any discrepancies between the requirements in the solicitation and verbal explanations in the conference, written requirements in the solicitation prevail unless solicitation is amended. 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.

EMI YASUDA MAKI KODAMA

Contract Specialist Contracting Officer cc:

PPPO Sasebo

Distribution: All prospective offerors