Second_Orientation_Minutes_19_Oct_16.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

19 Oct 16

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/LGCBA

Yokota Air Base

Fussa-shi, Tokyo 197-0001

Subject: Minutes of Second Orientation for Request for Quotation (RFQ) No. FA5209-16-T-

0076, HVAC Duct System Cleaning Services, Yokota Air Base and Remote Sites, Japan

1. An escorted second orientation for the subject solicitation was conducted on 17 Oct 16, 0930 hours. All attendees met at the 374th Contracting Squadron, the Bldg 620, Yokota Air Base, Japan.

2. Government participants are listed as follows:

Mr. Simonitsch, 374 CES/CEOES, Section Chief

Mr. Imura, 374 CES/CEOES, Contracting Officer’s Representative (Primary COR)

MSgt Cruzbetancourt, 374 CES/CEOES, Contracting Officer’s Representative (Alternate

COR)

Ms. Kaneko, 374 CONS/LGCB, Contracting Officer

Ms. Miyabayashi, 374 CONS/LGCB, Contract Specialist

3. Ms. Miyabayashi, Contract Specialist of 374 CONS/LGCBA opened the second orientation and explained the IDIQ Contract which the Government may not have explained clearly in the last site orientation. This is an indefinite delivery, indefinite quantity contract in which the

Government places task orders against a basic contract for individual requirements. The minimum order is covered as Task Order 0001 (Bldg 920) which will be issued after award.

Quantities of Pricing Exhibit are estimates only and are not purchased by this contract.

4. Mr. Imura, COR, briefed each of the items in the price exhibit.

X001AA Supply Air Duct Cleaning / X001AB Return Air Duct Cleaning: This work includes Repainting, Caulking, and Puttying. Paragraph 1.2.1., and 1.2.2. of the

Performance Work Statement (PWS), has been changed as well.

X001AC Outside Air & Exhaust Air Outlet Cleaning: Unit of Measure has been changed from Lot to Unit. The cleaning is included not only outside but inside. The Government consider “one unit” for both outside and inside air outlet.

X001AD through X001AH: No change.

X001AK Noise Absorber and X001AL Duct Insulation: These items require minimum

5cm thickness. Paragraph 1.2.11., and 1.2.12. of the Performance Work Statement

(PWS), has been changed as well.

X001AM Air Handling Unit/Chamber Box Cleaning: Unit of Measure has been changed from Lot to Unit.

X001AN Adding Access for Cleaning, X001AP Scaffolding/Scissors Lift, and X001AQ

Remove/Reinstall Lights: These items are all Non-Priced Items. Price(s) will be negotiated per Task Order on as needed basis.

5. The following questions were asked by those in attendance:

Q1. X001AE and X001AM: These items are located both inside and outside, do we need to be cleaning both?

A1. Yes. The Price Exhibit X001AE states “In/Out,” X111AM said “Unit.” Please clean both sides or entire unit.

Q2. A001AN: If adding access for cleaning, the Contractor needs to create permanent access port or close and secure systems back to the original state?

A2. It will be up to each task order, this is why the Government chose NPI for this item.

Joint survey will be held for each task order and discuss what type of access port is required.

Q3. Where can we include site protection, or disposal fees?

A3. These fees will be included into X001AA and X001AB. The Government will revise the PWS and issue an Amendment 0002.

Q4. X001AE: If the Contractor uses chemical detergent for cleaning, they won’t be able to drain into sewage?

A4. The chemical must be a non-hazardous type of cleaner such as neutral or bioenvironmental friendly detergent (中性洗剤), so that it can be drained into sewage.

The Government will revise the PWS and issue an Amendment 0002.

Q5. X001AM: Does this item include to replace Noise Absorber?

A5. No. The contractor may be tasked to replace or reinstall the noise absorber due to deterioration (Minimum 5cm thickness) in accordance with PWS 1.2.11, by using the

Item X001AK.

6. Final question due date is 27 Oct 16, 1600 Japan Standard Time.

7. The second orientation was concluded at 1030 hours.

8. A copy of the minutes will be distributed to all attendees and posted with the solicitation on www.fbo.gov. The foregoing is a brief summary of the discussions held during orientation.

Those present should advise the undersigned of any additional information, clarifications, or corrections 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.

Prepared by:

MIO MIYABAYASHI

Contract Specialist

Reviewed by:

BRIAN J. MENTEL

Contracting Officer

Distribution:

374 CES/CEOES

All prospective quoters