2_NoticeToOfferors_FA520916T0018.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

01 Mar 2016

MEMORANDUM FOR PROSPECTIVE PROPOSER

FROM: 374 CONS/LGCZ

Unit 5228, Bldg. 620, Yokota Air Base Fussa-shi, Tokyo 197-0001

SUBJECT: Notice to Offerors for Solicitation No. FA5209-16-T-0018, FY16 Sidetrack Roadbed

Maintenance at U.S. Government Sidetrack No. 342 and 343 – Tsurumi Fuel Terminal

1. The following information is provided to you to supplement the subject solicitation:

a. Clauses or Provisions Incorporated by Reference. The solicitation and resultant contract incorporates one or more clauses or provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://farsite.hill.af.mil/VFFARA.HTM http://farsite.hill.af.mil/VFDFARA.HTM http://farsite.hill.af.mil/vfaffara.htm

b. The Government contemplates award of a Firm-Fixed-Price Purchase Order resulting from this solicitation. A single award is contemplated as a result of this solicitation; therefore, offerors must quote on all line items in the pricing schedule.

c. Authorization to Perform. This project will be performed in its entirety in the country of Japan;

therefore, the successful offerors must be licensed and registered to perform the business in the country of Japan. The Government requires, and the offerors certify that the offerors hold applicable authorization from the cognizant regulatory authority pursuant to applicable Japanese laws to perform the subject service. The offerors shall furnish to the Government, if requested, copies of the authorization.

d. Mobilization and Phase-In Period. In the event other than the incumbent contractor is the successful offeror, a period of three (3) calendar days is deemed sufficient for the new contractors to mobilize, phase-in and complete preparation prior to the start of contract performance on the date specified in the contract. Expect all offerors to be fully aware of the above and consider the stated phase-in time in their planning and the pricing of their proposals. Mobilization and phase-in costs are not reimbursable under this contract.

e. Notice of Pre-Proposal Conference

(1) A pre-bid/pre-proposal conference will be conducted at NAVSUP FLC Yokosuka, Tsurumi Fuel Terminal, Sidetrack No. 342 & 343 on 08 Mar 2016, 10:00 AM, Japan Standard Time (JST) for the purpose of answering questions regarding this solicitation. Submit the names of all attendees to Mr. Yuma Kato, Contract Specialist, by e-mail at yuma.kato.jp@us.af.mil, prior to 03 Mar 2016, 03:00

PM, JST. This information must be provided in advance in order to ensure access to the military base/conference site and adequate seating for the conference attendees.

(2) Bidders/Offerors are requested to submit questions to the point of contact noted above not later than 07 Mar 2016, 11:30 AM, JST. Information provided at this conference shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall apply. A record of the conference shall be made and furnished to all prospective bidders/offerors. The record should include minutes of the meeting, including questions and answers.

(3) Gate Pass Request Form. To participate in the conference/site visit, the offerors shall submit a Gate Pass Request Form (Attachment) to Mr. Jiro Tomikawa, FLCY Tsurumi Fuel Terminal, by phone at 046-816-0807 (Fax 046-816-0800) or e-mail at Jiro.Tomikawa.JA@fe.navy.mil (TO:) AND yuma.kato.jp@us.af.mil (CC:) prior to 03 Mar 2016, 03:00 PM, JST. This information must be provided in advance in order to ensure that the access to the military base/conference site is approved.

(4) Escorting for U.S. Installations. In order to gain access into the U.S. installation for participation in the pre-proposal conference, the offerors must possess an individual identification with a photo (Attachment). The identification will be checked at the gate of the U.S. installation by Security Police prior to access to the U.S. installation. If the offerors uses their Japanese driver’s license as identification, the individuals must present their 8 digit password to gain access to the US installation. If the password is not provided to Security personnel, the individual will not be permitted to enter the U.S.

installation. Escorting takes approximately 20 minutes; therefore, the offerors must arrive at the gate of the U.S. installation at least 20 minutes earlier than the pre-proposal conference start-up time.

(5) Site Visit. A site visit will be conducted during the pre-proposal conference. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

f. Data Universal Numbering System (DUNS) Number (Applies to offers exceeding $3,000). The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "DUNS" followed by the DUNS number that identifies the offeror's name and address. If the offeror does not have a DUNS number, it should contact Dun and Bradstreet to obtain one. An offeror in Japan should contact Dun and Bradstreet TSR Ltd. office at Tel: 03-6910-3140, Fax: 03-5221-0712, or e-mail:

dunsreq@tsr-net.co.jp. The local offeror can search its DUNS number through the Internet home page of DUNS Number Search Service at https://duns-number-jp.dnb.com/search/jpn/find_jpn.asp (Japanese) or https://duns-number-jp.dnb.com/search/eng/login.asp (English). The offeror may obtain more information regarding the DUNS number, including locations of local Dun and Bradstreet Information Services offices for offerors located outside the United States, from the Internet home page at http://www.dnb.com/. If an offeror is unable to locate a local service center, it may send an e-mail to Dun and Bradstreet at globalinfo@mail.dnb.com.

g. Commercial And Government Entity (CAGE) Code Reporting. The offeror is requested to enter its CAGE code on its offer in the block with its name and address. The CAGE code entered must be for that name and address. Enter "CAGE" before the number. If the offeror does not have a CAGE code, it may ask the Contracting Officer to request one from the Defense Logistics Information Service (DLIS).

The Contracting Officer will-

(1) Ask the Contractor to complete section B of a DD Form 2051, Request for Assignment of a Commercial and Government Entity (CAGE) Code;

(2) Complete section A and forward the form to DLIS; and

(3) Notify the Contractor of its assigned CAGE code. Offerors may not delay submission of the offer pending receipt of a CAGE code. If your organization does not have a CAGE assigned yet, for most countries you can obtain one by connecting to http://www.logisticsinformationservice.dla.mil/nato/ObtainCAGE.aspx.

h. System for Award Management (SAM). Unless exempted by an addendum to the contract, the Contractor is responsible during performance and through final payment of any contract for the accuracy and completeness of the data within the SAM database and for any liability resulting from the government’s reliance on inaccurate or incomplete data. 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 or subsequent updates its information in the SAM database to ensure it is current, accurate and complete. Updating information in the SAM does not alter the terms and conditions of the contract and is not a substitute for a properly executed contractual document. Offerors may obtain information on registration and annual confirmation requirements via the Internet at https://www.sam.gov/.

i. Electronic Funds Transfer (EFT). If the awardee of the subject requirement will receive payment via electronic funds transfer (EFT) and the payment will be made to a Japanese bank account, the applicable bank will receive payment and a transaction fee shall be taken by the accepting bank for each transaction. The fee may vary depending on the accepting bank. The U. S. Government will not be responsible for repayment of this transaction fee; therefore, an offeror using a Japanese bank account must consider this bank fee when providing an offer in response to the subject solicitation.

2. Point of contact on this solicitation is Mr. Yuma Kato, Contract Specialist, phone at 042-552-3010 from inside Japan/011-81-42-552-3010 from U.S., fax at 042-551-0973 from inside Japan/011-81-42- 551-0973 from U.S., or e-mail at yuma.kato.jp@us.af.mil or Ms. Maki Kodama, Contracting Officer, by phone at the same number, fax at the same number, or e-mail at maki.kodama.jp@us.af.mil.

MAKI KODAMA

Contracting Officer Attachment:

One-Day Pass Request Form

KODAMA.MAKI.1

264923839

Digitally signed by KODAMA.MAKI.1264923839 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=OSD, cn=KODAMA.MAKI.1264923839 Date: 2016.03.01 15:47:52 +09'00'

From: Hakozaki / Tsurumi Fuel Terminal Supervisor, FLCY

SECOND ENDORSEMENT

Signature

1. Your request is approved. The Fleet Activities Civil Police will issue a gate pass to your employees after verifying their ID card.

To: __________________________________________________________________________________

1. All names have been screened.

POINT OF CONTACT

FIRST ENDORSEMENT

From: Industrial Security Officer, FAY To: Hakozaki / Tsurumi Fuel Terminal Supervisor, FLCY

Date: ___________________________

E-mail Address

REQUEST MUST BE SUBMITTED TO FACP AT HAKOZAKI OR TSURUMI 72 HOURS PRIOR TO YOUR VISIT!

Signature

Name (Last)

Signature

Via Subj:

Ref:

Industrial Security Office, Fleet Activities, Yokosuka (FAY)

REQUEST FOR BASE ACCESS (HAKOZAKI TSURUMI )

(a) FISCINST 5330.7B//(b) COMFLEACTINST 5530.3//(c) USFJINST 31-204

Date

From:

To: Hakozaki / Tsurumi Fuel Terminal Supervisor, Fleet Logistics Center Yokosuka (FLCY)

REQUEST FOR FUEL TERMINAL ACCESS HAKOZAKI TSURUMI

1. It is requested that the visitor listed on the back page be authorized access to HAKOZAKI / TSURUMI .

DATE/TIME

Purpose for Visit Time (From) Time (To)

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TSURUMI Ichiro 03-1234-5678

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REQUEST FOR FUEL TERMINAL ACCESS HAKOZAKI TSURUMI

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DATE/TIME

Purpose for Visit Time (From) Time (To)

Date

From:

To: Hakozaki / Tsurumi Fuel Terminal Supervisor, Fleet Logistics Center Yokosuka (FLCY) Via Subj:

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REQUEST FOR BASE ACCESS (HAKOZAKI TSURUMI )

(a) FISCINST 5330.7B//(b) COMFLEACTINST 5530.3//(c) USFJINST 31-204

Name (Last)

Signature

REQUEST MUST BE SUBMITTED TO FACP AT HAKOZAKI OR TSURUMI 72 HOURS PRIOR TO YOUR VISIT!

Signature

1. All names have been screened.

POINT OF CONTACT

FIRST ENDORSEMENT

From: Industrial Security Officer, FAY To: Hakozaki / Tsurumi Fuel Terminal Supervisor, FLCY

Date: ___________________________

E-mail Address

1. Your request is approved. The Fleet Activities Civil Police will issue a gate pass to your employees after verifying their ID card.

To: __________________________________________________________________________________ From: Hakozaki / Tsurumi Fuel Terminal Supervisor, FLCY

SECOND ENDORSEMENT

Signature

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