Minutes_for_ZNRE_17-0925 _Shop_Rags_Rentel_SV.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR DISTRIBUTION

8 Jul 16

Subject: Minutes of Site Orientation for Request for Quotes (RFQ) No. FA5209-16-T-0030, ZNRE 17-0925, Shop Rags Rental Service at Yokota Air Base and Tokorozawa site, Japan

I. An escorted site orientation for the subject solicitation was conducted on 7 Jul 16, 1400 hours. All attendees met at Room/Commander's Conference. 374th Contracting Squadron (Building 620), Yokota Air Base, Japan.

The attendees were as follows.

Government:

374 CES/CEOES

374 CES/CEOES

374 CES/CEOES

374 CES/CEOFE

Mr. Simonitsch

Mr. Ohno

SSgt Quibar SrA Guyton

374 CONS/LGCB: Mr. Yamamolo

Chief, Requiring Activity Contracting Officer's Representative (COR) Contracting Officer's Representative (COR) Contracting Officer's Representative (COR) Contract Specialist (CS)

Prospective Quoters: (listed in alphabetical order)

Eight Co., Ltd.

Nac Co., Ltd.

Nippon Nex Co., Ltd.

2. Explanation of the solicitation package was provided by Mr. Yamamoto. Followings were explained:

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

• Solicitation number and offer due date on 1 Aug 16, 1400hours (SF1449, Page 1). Offer should be submitted by this date and time using OF 17 (See Attachment).

• Items No 0001 through 6002, offerors should fill out total amount for the year and were reminded them to fill out the total aggregate amount of base and all options (SF 1449, Page 10). This contract is a firm fixed price and monthly fixed payment will be adopted.

• FAR 52.217-9, OPTION TO EXTEND THE TEM OF THE CONTRACT (SFI449, Page 14).

• FAR 52.232-18, AVAILABILITY OF FUNDS (SF1449, Page 19).

• Addendum to FAR 52.212. Evaluation - Commercial items (SF 1449, Page 31).

• Tax-exempt or Not tax-exempt. (SF1449, Page 38). Voucher (Standard Form 1034) is a certificate of exemption in accordance with the homepage of National 'fax Agency.

3. Mr.Ohno briefly explained work scope of the requirement.

• The Contractor shall provideragsand furnish containers owned by the contractor and the service shall meet the requirements described in Paragraph 1.1.and 1.2.of the PWS.

• If difficulty to access shopsis expected due to exercise oranyotherreasons, notification for change of delivery date to the contractorshall be made by 374 CES/CEOES in advance. (PWS Para 1.3.1.)

• The numberofragsat a shop could increase or decrease in accordance with mission requirement through coordination between 374 CES/CEOES, 374 CES/CEIE and the contractor. Substantial increase in quantitiesor delivery schedule in this contract will be implemented by a modification issued by the Contracting Officer. (PWS Para 1.8.)

• The Contractorshall replaceonly dirty ragswith clean rags. As an example: when one bundle ofclean rags is dirtied at a delivery locationkeeping two bundles, the Contractor shalldeliver one bundle of clean rags and pick up the dirty bundle. If both bundles ofrags are dirty, the Contractor shall replace both with two bundles ofclean rags.

• If the first delivery date is Oct 1st and the last delivery date is Sep 30th, the number of pick-ups may be at most 53 and the total bundles per year may be more than 2,692. (PWS Page 7)

4. The COR, the CS and the prospected quotersmoved to Building 530, which is one of the delivery locations.

The following were briefed with supplementary explanations by Mr. Ohno:

• Metal containers should be recutangular prism like the existing one. Cylindrical containers should not be used since installation locations ofcontainers are narrow. If one container cannot contain all necessary rags, a largercontainer should be placed or one container should be added.

• Some users make sure the numbers of ragsdelivered and picked up by the Contractorat five or six delivery locations. Other users may do the same thing without prior notice.

5. During the briefing/site surveys, the following were confirmed based on the questions from the participants:

• 374 CONS/LGCB will assistthe Contractor in obtaininggate passesand provide it with instructions ofWAWF registration after issuing a notice of award. Gate passes are not issued for the Contractor's employees who enterYokota Air Base a fewtime a month,even though the purpose is surveillance.

Thye have to be escorted by the Government COR instead.

• Yokota Air Base has no regulations regarding the colorofrags. The currentrag's color is orange.

The Government prefers not be black or white.

• PWS doesn't specify the day of the week as a deliverydate. The deliverydateof the current contract is Thursday. The Contractor will schedule the delivery day and cooridane with the.COR.

• PWS describes about missing rags in Paragraph 7.1. as mentioned:The Government will pay forany rags thatare lostduring this contract performance. Charge ofone lost rag will be negotiated and agreed by the contract modification.

• The usershave never left ragswrappedwith a lump ofgrease oil or hazardous waste into the containers. However, metalchips attached to rags are put into the containers at the locations of machine work.

6. Mr. Yamamoto briefed as follows as a closing remarks:

• Prospective offerors were advised that they should submitany further questions in writing viae-mail or fax to the Government by Close of Business, 25 Jun 16. Question and answerswill be providedto all participants by distribution and postedon FedBizOpps (FBO) website.

7. The site orientation was concluded at 1530 hours.

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

cc: 374 CES/CEOES

Distribution:

All prospective quoters

Prepared by:

Reviewed by:

sETSUO YAM«MOTO

Contract Specialist

ERIKO FUKUSHIMA

Contracting Officer

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