Site_Orientation_Minutes_(16T0058).pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR DISTRIBUTION

14 Jun 16

Subject: Minutes of Site Orientation for Request for Quotes (RFQ) No. FA5209-16-T-0058,Prisoner ofWar (POW)/Missing in Action (MIA) Memorial Grounds Maintenance and PondCleaningat Facility 706 on Yokota Air Base, Japan

1. An escorted site orientation for the subject solicitation was conducted on 14 Jun 16,0900 hours. AH attendees met at Room 105/106, 374th Contracting Squadron (Building 620), Yokota Air Base, Japan.

The attendees were as follows.

Government:

374 CES/CEOES: Mr. Simonitsch

374 CES/CEOES: Mr. Yokomizo

374 CONS/LGCB: Ms. Kaneko

374CONS/LGCB: Ms. Shioda

374 OSS/OSAA: Mr. Odain

3740SS/OSAA: MSgt Larson

Prospective Ouoters: (listed in alphabetical order)

Asama Zohen Doboku KK

Bright Co., Ltd.

Eight Co., Ltd.

Kanto Ryokuka Co., Ltd.

Nishiko Sangyo Ltd.

Tokyo Business Service Co., Ltd.

2. Explanationofthe solicitation package was provided by Ms. Shioda. Followings were explained:

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

Solicitation number and offer due date on 5 Jul 16,1400hours (SF1449, Page 1). Offer should be submitted by this date and time using OF17 (See Attachment).

Item No 0001 through 4001, offeror should fill out lump sum amount for the year and were reminded that to fill out grandtotal amount below Contract Line Item Number (CLIN) 4001.

FAR 52.217-9, OPTION TO EXTEND THE TEM OF THE CONTRACT (SF1449, Page 14).

DFARS 252.232-7003, ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND

RECEIVING REPORTS (SF14449, Page 15).

Addenda to FAR 52.212-1, Instruction to Offerors - Commercial Items (SF144-, Page 21).

Addendum to FAR 52.212, Evaluation - Commercial items (SF1449,Page 26).

Chief, Requiring Activity Contracting Officer's Representative Contracting Officer Contract Specialist User/Airfield Manager User lof3

• FAR 52.212-3, OFFEROR REPRESENTATIONS AND CERTIFICATIONS - COMMERCIAL

ITEMS (SF1449, Page 28)

• DFARS 252.247-7022, REPRESENTATION OFEXTENT OF TRANSPORTATION BY SEA

(SF1449,Page43)

3. Mr. Simonitsh and Mr. Yokomizo briefly explained workscopeof the requirement.

• The Contractor is remindedthat this area is very important for the Governmentand one ofthe most high-visibility facility on base. The Government's expectation tothe quality ofContractor's work is very high and this isthe reason why this requirement issegregated from the regular ground maintenance contract.

4. All participants moved tofacility 706, which is the actual performance site. The following were briefed withsupplementary explanations by Mr.Yokomizo:

• As stated in the Performance WorkStatement (PWS), the Contractor should inspectand maintain the cleanliness of thegarden. Thepond should befree of algae, leaves andother debris.

• Frequencies for the grass cutare notidentified inthePWS since they vary depending onthe seasons.

As statedin the PWS,the Contractor should maintain grassheightat two (2) inches (51mm) at all times. Frequency for pond cleaning isonce a week asspecified at paragraph 1.2.12. inthePWS.

Current contractor is doingpondcleaning every Fridays unless otherwise re-scheduled due to DV visits or other situations.

• The Contractorshouldvisit the site at leastoncea day in order to keepcleanlinessof the garden.

Debris andwastefrom the workshould be removed from the site promptly so as not to be blown off sincethisgardenis located rightnextto the helicopter landing area.

• Trees in thegarden should betrimmed neatly inorder to match theatmosphere of thegarden in accordance withJapanese commercial standards. Vines anddead branches should be removed from the trees.

• Thearea for snowremoval is from the edgeof the stonepathto the end of red carpet.

• Pump at thesiteshould be maintained and if something is found during thework, theContractor should submit the report to the Government. Level II workmaybe required based onthe report.

5. During thebriefing/site surveys, thefollowing were confirmed based onthequestions from theparticipants:

• TheGovernment will rely on theContractor's expertize to keep the fish andturtles healthy during the pond cleaning. Currently, thesize of thefish isabout 80centimeters. Fish (carp) may beadded.

• Work hours in the PWS will be revised consideringwork during extremely hot seasons or sudden DV visit.

• It will take about three (3) hours to drain and about four (4) hours to fill the pond.

• If and offeror cannotfindthree (3)past performance, theycan submitonlytwo(2) pastperformance for evaluation. Not recent and/or Not relevant past performance informationwill not be considered.

Please don't forget to address rationale supporting yourassertion of relevance and identify aspects of the contracts deemed relevant and how they relate to the proposed effort.

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6. Ms. Shioda briefed as follows as a closing remarks:

• Prospective offerors were advised that they should submit any further questions inwriting via e-mail or faxto theGovernment by Close of Business, 28Jun 16. Question and answers willbe provided to all participants by distribution and posted on FedBizOpps (FBO) website.

7. The site orientation was concluded at 1100 hours.

8. A copy of theminutes willbedistributed to all attendees. The foregoing isabriefsummary of the discussions held during orientation. Those present should advise theundersigned ofanyadditional information, clarifications, orcorrections that they feel should be made to the minutes within five calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

Attachment:

OF 17

cc: 374 CES/CEOES

Distribution:

All prospective quoters

Prepared by:

TOMOKO SHIODA

Contract Specialist

Reviewed by:

ERIKO FUKUSHIMA

Contracting Officer r