Minutes_Pre-con_FA520916T0018_20160308.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

09 Mar 2016

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference for Requests for Quotations (RFQ) No. FA5209-16-T-0018, FY16 Sidetrack Roadbed Maintenance at U.S. Government Sidetrack No. 342 and 343 – Tsurumi

Fuel Terminal

1. In accordance with (IAW) the Notice to Offerors for the subject solicitation, the subject conference was conducted at 10:00 hours on 08 Mar 2016 at Operational Unit 1 (OU-1) and Operation Unit 2 (OU-2), NAVSUP FLC Yokosuka Tsurumi Fuel Terminal. Participants are listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/LGCZB)

Mr. Yuma Kato Contact Specialist

NAVSUP FLC Yokosuka Tsurumi Fuel Terminal – Requiring Activity (RA) Mr. Jiro Tomikawa Contracting Officer’s Representative (COR)

MM1 John Armendariz Safety

Japan Freight Railway Company (JFRC) – Technical Advisor

Mr. Tomohiko Awazuhara Chief Engineer

Mr. Norio Sekino Engineer

Prospective Offerors

2. Introduction: The Government Representatives and the technical advisors introduced themselves to prospective offerors.

3. The site visit was opened at 10:00 hours at OU-1 escorted by Mr. Tomikawa, the RA. Supplemental explanations were provided to offerors by Mr. Tomikawa and JFRC. Most of the work requirements scheduled at OU-1 are recurring works. The following requirements were emphasized:

a. Mr. Tomikawa requested that oiling switching points be scheduled after the typhoon season in order to prevent the oil from washing off due to heavy rain.

b. Chemical weed control shall be done along the trackage between the Car Stops on Track-3/Track-4 and the public road outside the security fence.

c. Replacement of Asphalt Paving: After three (3) regular ties outside the gate are replaced, asphalt paving shall be replaced as well. Asphalt cutter shall be used when the asphalt is removed.

4. The escorted participants moved to Anzen Station (Track-8/Track-9) at 10:35 hours followed by OU-2 at 11:05 hours. All work items at Anzen Station (Track-8/Track-9) are recurring standard requirements.

With regard to the work requirements scheduled at OU-2, the followings were emphasized:

a. Oiling switching points shall be schedule after the typhoon season in order to prevent the oil from washing off due to heavy rain.

b. Chemical spray for termites shall be done at Track-2/3/4/5 once a year between Autumn and Spring.

5. The site visit was concluded at 11:25 hours.

6. The meeting was conducted at 11:35 hours at the Conference Room, OU-2. Mr. Kato confirmed that offerors at the conference received the following documents in a complete solicitation package:

a. Policies and Procedures for Doing Business with the U.S. Government (Government Policy Letter)

b. Notice to Offerors

c. Standard Form (SF) 1449

d. Attachment 1: Performance Work Statement (PWS)

e. Optional Form (OF) 17

7. The following supplementary explanations were provided:

a. Government Policy Letter / Notice to Offerors: Mr. Kato requested that all offerors read the letters carefully before submitting their quotation. The following in the Notice to Offerors were emphasized as especially important matters:

(1) It is the offeror’s responsibility to fully understand the Clauses and Provisions incorporated by reference in RFQ. Full texts of the Clauses and Provisions are available at the website listed in Page 1, 1.a.

(2) The registration/update for DUNS, CAGE, and SAM are required prior to awarding the contract.

b. PWS: Mr. Kato explained the basic contents of the PWS as follows:

(1) PWS Paragraph 1: Description of Service

(a) 1. Description of Services: The subject solicitation is for FY16 Maintenance and Repair work for U.S. Government Sidetrack No. 342 and 343 at Tsurumi Fuel Terminal. The performance period is 01 Apr 2016 through 31 Mar 2017.

(b) 1.2.1. Material Safety Data Sheet (MSDS): The Contractor is required to submit MSDS for chemical weed control and chemical spray for termites both in English and Japanese to the

Contracting Officer (KO) and the COR before starting the performance.

(c) 1.3. Emergency Repair: In an urgent and unforeseen situation which requires actions to correct the situation or to protect lives and/or properties, the KO or the COR may verbally instruct the

Contractor to proceed with the emergency repairs.

(d) 1.5. Interference with Government Operations: The Contractor shall submit annual work schedules to the COR by performance start date and monthly work schedules by the beginning of each month.

(e) 1.7.4.(d) Third Country Nationals (TCN)

(2) PWS Paragraph 2: Services Summary

(a) Mr. Kato briefly summarized the critical tasks in the requirements and introduced the subject

PWS paragraphs and performance threshold.

c. SF 1449 (RFQ): Mr. Kato explained how to fill out the RFQ with brief explanations of Clauses and

Provisions.

(1) Explanations for page 1 through page 5 of SF 1449:

(b) Page 1, Block 8: The offer due date is 16 Mar 2016, 14:00 hours.

(c) Page 1, Block 12: The discount terms shall be inserted if applicable.

(d) Page 1, Block 17a: Offerors insert the Contractor’s name, address, and phone number. CAGE code and DUNS number can be inserted in this block if available.

(e) Page 1, Block 17b: If the remittance address is different from that in block 17a, check block

17b and specify the remittance address in page 5, Addenda to SF 1449.

(f) Page 1, Blocks 30a through 30c: Signature of offeror, name and title of signer, and date signed.

(g) Pages 3 and 4, Item No. 0001 and Item No. 0002: Offerors shall enter the amount in Item No.

0001 and Item No. 0002. The Government will determine and fund the total amount of Item No.

0003 (Emergency Repair Work) at the time of awarding the contract. Full attention shall be given to avoid any calculation mistakes in the quotation.

(h) Page 4, Grand Total Amount: Offerors shall enter the grand total amount of Item No. 0001 and

Item No. 0002.

(2) Clauses and Provisions – Brief explanations were given for the following items:

(a) Full texts of the Clauses and Provisions incorporated by reference are available at the website listed in Notice to Offerors, 1.a.

(b) Page 13, DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving

Reports and Page 14, DFARS 252.232-7006, Wide Area Workflow Payment Instruction: The details of how to submit invoices online and how to use Wide Area Workflow (WAWF) system will be given to a successful offeror.

(c) Page 17, FAR 52.212-1, Instructions to Offerors – Commercial Items: This provision explains how to submit quotations.

(d) Page 17, Addenda to FAR 52.212-1, (m).B.2.: Offerors shall submit a copy of the valid certificate of “Supervisor of Railway Construction/Maintenance Work (“Kidoukou Kouji Kanrisha” in Japanese)” with their quotation.

(f) Page 19, FAR 52.212-2, Evaluation – Commercial Items: The evaluation criteria would be (1)

Technical and (2) Price.

(g) Page 20, FAR 52.212-3, Offeror Representations and Certifications – Commercial Items:

Offerors are instructed to check the following fill-in areas appropriately:

(i) Page 23, (h), (1) through (4)

(ii) Page 24, (j) Place of Manufacture

(iii) Page 24, (l), (3) Taxpayer Identification Number (TIN)

(iv) Page 25, (l), (4) Type of Organization

(v) Page 25, (l), (5) Common Parent

(vi) Page 26, (p) Ownership or Control of Offeror

d. OF-17: The label can be pasted on the upper left corner of the envelope when the quotation is submitted.

8. Mr. Kato emphasized that the minutes will be distributed to all offerors and will be posted on the Federal

Business Opportunities (FBO) website. Offerors are advised that full attention should be given to avoid any calculation mistakes and missing information in their quotation. Offerors should submit any questions in writing to the Government (preferable in English). Offerors shall submit their quotation to the 374 CONS building by the offer due date and time specified in the solicitation.

9. The conference was concluded at 12:10 hours.

10. The foregoing is a brief summary of the discussions held during the 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 two (2) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

YUMA KATO MAKI KODAMA

Contract Specialist Contracting Officer cc:

NAVSUP FLC Yokosuka Tsurumi Fuel Terminal

Distribution:

All prospective offerors