Site_Orientation_Minutes_(9Aug16).pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR DISTRIBUTION

9 Aug 16

Subject: Minutes of 2nd Site Orientation for Request for Quotes (RFQ) Amendment No. FA5209-16-T-0058- 0005, Prisoner of War (POW)/Missing in Action (MIA) Memorial Grounds Maintenance and Pond Cleaning at Facility 706 on Yokota Air Base, Japan

I. A site orientation for the subject solicitation amendment was conducted on 9 Aug 16, 1000 hours. All attendees met at Room 109. 374th Contracting Squadron (Building 620). Yokota Air Base. Japan.

The attendees were as follows.

Government:

374 CES/CF.OES:

374 CES/CEOES:

374 CES/CEOES:

374 CES/CEOES:

374 CONS/LGCB:

374 CONS/I.GCB:

Mr. Simonitsch

SSgt Quibar TSgt Kropog Mr. Yokomizo

Ms. Kaneko

Ms. Shioda

Chief, Requiring Activity Service Contract Supervisor, Requiring Activity Service Contract Supervisor, Requiring Activity Contracting Officer's Representative Lead Buyer Contract Specialist

Prospective Quotcrs: (listed in alphabetical order)

Asama Zohen Doboku KK

Bright Co.. Ltd.

Eight Co., Ltd.

Kanto Ryokuka Co., Ltd.

Tokyo Business Service Co., Ltd.

2. Explanation of the solicitation amendment package was provided by Ms. Shioda. Followings were explained:

• The requirement for pond cleaning wasde-scoped and otherambiguities wereeliminated by this amendment. Purpose of this meeting is to explain about the changes from the previous amendment to enhance maximum participation to the solicitation. Details will be presented from Mr. Yokomizo later in this meeting.

• This solicitation was originally closed last month, however, revised offer due date was determined as 12 Aug 16, 1400hours.

• Due to system defect. Amendment number 0001 and 0004 do not exist. First amendment issued on 16 Jun is numbered as "0002", the second one issued on 29 Jun is numbered as "0003" and "0005" is assigned to the latest amendment issued on 4 Aug 16.

• Those who did not participate last month, but would like to submit your proposal this time, following documents should be submitted by the due date and time:

Price proposal Technical proposal Complete SF1449 (miscellaneous data should be completed)

I of 3

Acknowledgements to previous amendments

- Past performance information

3. Mr. Simonitsh andMr. Yokomizo brieflyexplained changes to work scopeof the requirement.

• Paragraph 1.2. On-seasonand Off-season is specified to identify peak seasons for the service.

• Paragraph 1.2.6. General Cleaning was added to clarifythe daily cleaning service, such as wiping down the bridgerail, cleaning on the red painted area and pondskimming.

• Paragraph 1.2.13. Emergency/unscheduled tree removal/trimming work and pond cleaning are added to Level II work.

• Paragraph 2.3.1. Saturday was removed from normal work hours. Also, please do not consider this time frame is actual working hours, this is considered as an allowable working time zone and the Contractor may leave the work site upon completion of the daily work.

• Appendix A shows the estimated workload. These numbers are the Government's estimatesanddoes not show the required number of man-hours. For example, the quantity of Maintain GroundsOn-season shows "22", however, it does not mean the Government is expecting the Contractor to cut grass every day. The Governmentis rely on the Contractor's expertize to determine frequencies ofthe grass cutting to maintainheight at two (2) inches(51mm) fromthe ground.

• The tablebelow the sheet is the required work frequencies for eachwork items. If the Government ask the Contractor to perform morethan this numbers, it wouldbe considered as Level II work and the Contractorcan ask additional funds to perform the work.

4. During thebriefing, the following were confirmed based on thequestions from the participants:

• Pump system inspection should beconducted quarterly. The work include inspection and oiling tothe system. Cost for repairing and repair parts should not beincluded inthe proposal since itwould be considered as Level II work.

• Pond cleaning should bedone not to damage the pond itself(by hand brushing orpressure wash). As stated in the PWS, pond should be free of algae, trash and debris.

• Herbicides willbe used for grass areas in thegarden. Those herbicides should be listed inthe attachment of thePWS and will beused upon theGovernment approval. Pesticides willnotbe used underthis contract. The Contractor will notify the Government COR ifneeded.

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

• Prospective offerors were advised that they should submit any further questions in writing via e-mail orfax to the Government by0900hours, 12 Aug 16. Question and answers will be provided toall participants bydistribution and posted onFedBizOpps (FBO) website.

6. The site orientation was concluded at 1100 hours.

7. A copy of the minutes will bedistributed toall attendees. The foregoing is abrief summary of the discussions held during orientation. Those present should advise the undersigned of any additional information, clarifications, orcorrections that they feel should bemade to the minutes within five calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

2 of3 cc: 374 CES/CEOES

Distribution:

All prospective quoters

Prepared by:

3 of3

T0M0K0 SHIODA

Contract Specialist

Reviewed by:

ERIKO FUKUSHIMA

Contracting Officer