Minutes_31Aug2016.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

31 Aug 2016

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Preproposal Conference for Solicitation No. FA5209-16-T-0042, Movement of

Government Furniture and Appliances at Commander Fleet Activities (COMFLEACT ) Sasebo

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 18 Aug 2016 at the conference room, Bldg 200, COMFLEACT Sasebo from 09:10 AM.

Participants are listed below:

Government

374 Contracting Squadron Specialized Flight/LGCZ Ms Sonomi Yoshihashi Contract Specialist (By phone) Ms Masayo Inoue Contract Specialist

Sasebo Housing Service Center (SHSC) Mr Hiromasa Hara Contracting Officer’s Representative (COR) Mr Terunobu Nakamura COR

Prospective Offerors

2. Introduction. Ms Inoue made an opening statement and introduced the Government representatives at the conference.

3. Additional remarks such as facility information were provided to the offerors.

4. Ms Inoue ensured that the offerors brought 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, Solicitation

d. Performance Work Statement (PWS) (Attachment 1 to SF1449)

e. Past Performance Questionnaire (Attachment 2 to SF1449)

f. Past Performance Information (Attachment 3 to SF1449)

g. Optional Form-17

5. The following supplementary explanations were provided (the below is listed following the order at paragraph 4 above and not necessarily in the same order actually explained):

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

Offerors were advised to read this document carefully and follow the policies and procedures therein.

b. Notice to Offerors for Solicitation

(1) Offerors were advised to read this document carefully and follow the policies and procedures therein.

(2) The requirement at paragraphs 1.c, Authorization to Perform, f. Data Universal Numbering System (DUNS), g. Commercial And Government Entity (CAGE) Code Reporting, and h. System for Award Management (SAM), were emphasized.

c. SF1449

(1) Pages 1 and 3 thru 26 of 56.

(a) Block 8. OFFER DUE DATE/LOCAL TIME: 02:00 PM, 07 Sep 2016. Offerors were advised that Yokota AB will be closed on 5 Sep 2016 due to the legal holiday.

(b) UNIT PRICE for each Item: The offerors should insert the unit price without the consumption tax.

(c) Item numbers x001AG (Area I: Emergency Charges) and x001AH (Area II: Emergency

Charges): This amount to be added to the price at Items x001AA (Area I: General Pickup and/or Delivery Services) and x001AB (Area II: General Pickup and/or Delivery Services) respectively.

(d) Note 2: IDIQ Contract Minimum and Maximum Value.

(e) Note 5: CONTRACT PERIOD/PERFORMNCE PERIOD: The contract period/performance period is inserted at the time of contract award.

(f) Addenda to SF1449: Block 17b of SF 1449, Remittance Address:

If the offerors check in block 17b, offerors shall insert their remittance address in Page 26 of 56.

Payment should be made by Electronic Funds Transfer (EFT). Remittance charges in the amount of 735 yen will be deducted from the amount to be paid thru EFT.

(2) Clauses/provisions: It was emphasized that it was the offeror’s responsibility to read and understand the full text of these clauses and provisions.

(a) 52.216-19 ORDER LIMITATIONS (Page 34 of 56)

(b) 52.217-8 OPTION TO EXTEND SERVICES (Page 35 of 56)

(c) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (Page 35 of 56)

(d) 252.232-7003 ELECTORONIC SUBMISSION OF PAYMENT REQUESTS AND

RECEIVING REPORTS (Page 37 of 56)

(e) 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (Page 38 of 56)

(f) 52.209-7 INFORMATION REGARDIN G RESPONSIBILITY MATTERS (Page 41 of 56):

Offerors must complete required fill-ins.

(g) Addenda to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

(Pages 42 thru 45 of 56)

B.1.(d). If none proposed, submit an Affirmation of no Exceptions, Deviations, or Waivers. (Page 42 of 56)

D.1. Information regarding submission of proposals: Hand carried or mailed proposals must be delivered to the 374th Contracting (Bldg. 620) , by the offer due date and time (2:00 PM, 7 Sep 2016), therefore, offerors should allow sufficient time to submit an offer.

(h) 52.212-2 Evaluation – Commercial Items (Pages 45 thru 46 of 56)

(i) Addendum to FAR 52.212-2, Evaluation – Commercial Items (Pages 46 thru 48 of 56)

(d) BASIS FOR CONTRACT AWARD: The Lowest Price with Acceptable Past performance.

(1) Past Performance Factor: The evaluation will be performed based on the three (3) criteria (Recency, Relevancy, and Quality).

(2) Price Evaluation Factor

(j) FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATION – COMMERCIAL ITEMS (Pages 48 thru 55 of 56): Offerors must complete required fill-ins.

(k) 252.247-7022 REPRESENTATION OF EXTENT OF TRANSPORTATION BY SEA

(Page 56 of 56) : Offerors must complete required fill-ins.

d. PWS (Attachment 1 to SF1449):

(1) Paragraph 1.1. Area of Performance:

Area I: There are 216 units for COMFLEACT Sasebo and 532 units for Hario Village.

Area II: Hirado and Takeo, whose areas are under 30 km radius from COMFLEACT Sasebo in a straight line.

(2) Paragraph 1.3.3.: There are two (2) SHSC warehouses, i.e., one located in COMFLEACT Sasebo and the other located in Hario Village.

(3) Paragraph 1.3.4.: There are no particular peak seasons for increase/decrease in the number of orders under this requirement. The number of orders will increase when vessels arrive in port for the COMFLEACT Sasebo.

(4) Paragraph 1.9.3.: Obtaining Exemption From Japanese Taxes and Submission of vehicles listings for Tax exemption certificates: Please refer to the instructions provided on the National Tax Agency.

http://www.nta.go.jp/shiraberu/ippanjoho/pamph/shohi/kokan/index.htm

e. Past Performance Questionnaire (Attachment 2 to SF1449):

Three referenced companies selected by the offeror must send this document directly to 374 CONS by fax or email, no later than 7 Sep 2016 which is the same due date for price offers (SF1449).

f. Past Performance Information (Attachment 3 to SF1449):

(1) The offerors shall send this form by email or fax directly to 374 CONS, no later than 7 Sep 2016, which is the same as the due date for price proposal.

(2) The offerors will submit three sets of the Past Performance Information for REFERENCE NUBER 1, 2, and 3.

g. OF-17: Offerors are requested to seal Offer Label on the envelope of an offer.

6. The following are questions and answers at the conference. They are not listed in the sequence actually asked in order to categorize them by the area:

SF 1449:

a. Question: What should be inserted under Item Numbers 0001, 1001, 2001, 3001, and 4001?

Answer: The offerors do not insert anything because these Item Numbers are information purposes only. Please insert offered unit prices and estimated amounts under the items with the letters, such as x001AA thru x001AH.

PWS:

b. Question: Do you have experiences that there were four (4) or five (5) orders for two hours’ schedule period?

Answer: Yes, we do. Workload increases during the time period of 03:00 PM ~ 05:00 PM

(Schedule 4). There were six (6) orders during the two hours in the past as in the historical data.

c. Question: Do you have experiences that the Contractor had to obtain permission from the local police department for using public road for parking vehicles for performance of pickup/delivery?

Answer: No, we don’t. The duration of performance is approximately 30 minutes per order, normally less than one (1) hour.

d. Question: How many floors were the highest building for the performance as the historical data?

Answer: 15 floors were the highest.

e. Question: What size of truck does the Contractor normally use under the current contract?

Answer: They use 3 ~ 5 ton truck.

The following questions were asked during the site visit of the Government warehouse, which was held subsequent to the conference.

f. Question: How do you inspect if delivered appliances have any damages?

Answer: The Contractor and the Government representatives inspect each item for any apparent damages or defects. When an item with any apparent damages or defects is identified, it should be indicated on the Request Order.

g. Question: What does the Contractor need to do with drain hoses of wash machines?

Answer: They need to place drain hoses into drain gutters. It is because the Contractor needs to verify condition of delivered items. If the Contractor finds a clogged drain gutter, they need to contact the COR.

h. Question: Where do you attach barcodes on appliances?

Answer: It depends on the shape of the appliances. Normally, we attach them on the side or back of them.

i. Question: If the Contactor finds damages or defects of the appliances at residences after delivery, which is not caused by delivery service, how should they do?

Answer: The SHSC is responsible to check if appliances function properly prior to delivery, therefore, we will take care of the items. The Contractor must contact the COR.

j. Question: (Pointing the appliances) What are these?

Answer: These are items for satellite broadcast for residents who live off base. However, these items are not for the subject requirement, therefore, the Contractor won’t deliver them.

k. Question: Does it happen that orders with large quantities are placed at the last minute of the due time for advance notification, i.e., 4:30 PM?

Answer: Yes, it does.

l. Question: Should crewmembers speak English?

Answer: Yes, it is efficient if crewmembers could communicate with residents.

m. Question: How does the Contractor load new appliances in boxes?

Answer: The Contractor take them out from boxes at the Government warehouse, not at residences, before they load them onto their truck. The Contractor places empty boxes at the garbage area in the Government warehouse.

n. Question: Do customers (residents) visit the Government warehouse to choose furniture and appliances they need?

Answer: No, the Government representative prepares furniture and appliances based on customers’ request forms.

7. Ms Inoue advised the offerors that full attention should be given (1) not to make calculation mistakes in the offers and (2) meet the due time and date for offers. The offeror need to submit proposals to the 374th Contracting Squadron building by the closing date and time (and/or earlier) specified in the solicitation.

8. The conference was concluded at 11:00 PM. After the conference, a site visit at the Government

Warehouse was conducted. The offeror visited the area with the Government Representatives.

9. The foregoing is a brief summary of the discussions held during 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 three (3) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

MASAYO INOUE MAKI KODAMA

Contract Specialist Contracting Officer cc:

SHSC

Distribution: All prospective offerors

KODAMA.MAK

I.1264923839

Digitally signed by

KODAMA.MAKI.1264923839

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=OSD, cn=KODAMA.MAKI.1264923839 Date: 2016.08.31 11:44:09 +09'00'

INOUE.MASAY

O.1264992113

Digitally signed by

INOUE.MASAYO.1264992113

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=INOUE.MASAYO.1264992113 Date: 2016.08.31 12:40:44 +09'00'