Site_Orientation_Minutes_7_Oct_16.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

7 Oct 16

MEMORANDUM FOR DISTRIBUTION

FROM: 374th CONS/LGCBA

Yokota Air Base

Fussa-shi, Tokyo 197-0001

Subject: Minutes of Site 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 site orientation for the subject solicitation was conducted on 5 Oct 16, 0930 hours. All attendees met at the 374th Contracting Squadron, the Bldg 620 and then moved to Bldg 920 (work site), Yokota Air Base, Japan.

2. Attachment 1 is a list of the participants from the prospective offerors. (Government Use Only)

Government participants are listed as follows:

Mr. Simonitsch, 374 CES/CEOES, Section Chief

Mr. Imura, 374 CES/CEOES, Contracting Officer’s Representative (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 site orientation with introduction of Government attendees to the prospective offerors, and explained the following items.

(i) Ms. Miyabayashi explained the Government plans on adding more items in Exhibits such as

Noise Absorber, Repainting, Insulation, Caulking and Puttying. Amendment 0001 will be issued after this site visit. (OPEN)

(ii) Past Performance Information (PPI) and Past Performance Survey (PPS) attached to the subject solicitation was briefed. The PP information has to be provided with the relevant service experience within the last three (3) years. Ms. Miyabayashi also emphasized that PPS has to be directly submitted from the assessment companies/organizations to 374 CONS. These PPI and

PPS are also submitted no later than the submission due date.

(iii) SF 1449 Solicitation was briefed and emphasized FAR 52.212-2 Evaluation – Commercial Items, Lowest Price with Acceptable Past Performance with the following determination factors: (1)

Price, (2) Past Performance, as shown on page 27 thru 30 of the Solicitation, SF1449. The Price will be calculated with all of the Base Year and Option 1 through Option 4.

4. All participants moved to Bldg. 920, which is the actual performance site of the seed project.

5. Mr. Imura, COR, briefed each of the items in the price exhibit and additional items to be included.

X001AA Supply Air Duct Cleaning / X001AB Return Air Duct Cleaning: These work includes all the chemicals and equipment to clean the duct per linear meter. Refer to Paragraph 1.2.1. of the Performance Work Statement, (PWS).

X001AC Outside Air & Exhaust Air Outlet Cleaning: Mr. Imura showed the outside air grills and exhaust air outlets in Bldg 920 and explained that contractor is responsible for cleaning them per this ELIN. Refer to Paragraph 1.2.3. of the PWS.

X001AD Dampers - (VAV) Variable Air Volume units Cleaning: Refer to Paragraph 1.2.4. of the PWS.

X001AE: Adding Access for Cleaning (4 ea per duct): Some ducts may not be accessible so the contractors will be allowed to cut the duct and make the access port. When cleaning operations are done, the contractor is responsible for closing and securing systems back to the original state.

The usage of spark/torch type cutter is not allowed. Refer to Paragraph 1.2.5. of the PWS.

X001AF Chemical Cleaning of A/C Coil: Refer to Paragraph 1.2.6. of the PWS.

X001AG Remove and Clean Supply Diffuser (25ea) / X001AH Remove and Clean Return

Diffuser (4): All diffusers (Anemo in Japanese) shall be cleaned.

X001AJ Portable A/C Unit: The work is usually performed while the A/C is turned off, therefore, portable A/C unit is needed to cool the server switches in the computer rooms. Refer to

Paragraph 1.2.10. of the PWS.

X001AK Scaffolding: Some buildings have higher ceilings which the contractor would need to use scaffoldings or a lift.

A001AL Generators: Some buildings may not have sufficient power for the contractor to use the equipment such as vacuum cleaner. Refer to Paragraph 1.2.9. of PWS.

Additional Items:

a. Noise Absorber: The contractor may be tasked to replace or reinstall the noise absorber due to deterioration.

b. Repainting: Painting may be tasked to match the existing paint color.

c. Duct Insulation: The contractor may be tasked to replace or reinstall duct insulation.

d. Caulking: The contractor may be tasked to fill in gaps around vents via caulking.

e. Puttying: The contractor may be tasked to remove or reinstall wall insulation to fill in gaps around vents.

The following questions were asked.

a. It was suggested that Repainting, Caulking and Puttying shall be a part of ELIN X001AA and

X001AB. Mr. Imura agreed and stated he would revise the PWS. (OPEN)

b. X001AE: Adding Access for Cleaning (4 ea per duct): It is difficult to estimate as each building has a different ceiling structure and duct sizes. (OPEN)

c. X001AJ Portable A/C Unit: The Government was asked to provide the size of the portable

A/C. (OPEN)

d. X001AK Scaffolding: It is difficult to estimate as each building is different. It is also up to the end user who should not be inconvenienced. (OPEN)

6. Ms. Kaneko explained that the Government will revise the PWS and Exhibits by Amendment 0001.

The Government may have to consider including the language in the PWS called “Non-Priced Items

(NPI)” where the Government includes NPI items in the exhibits to be negotiated for each project at the task order level. The Government will ensure to conduct another site visit if necessary to ensure the contractor’s understanding of the scope. (OPEN)

7. The Government will extend the question due date by Amendment 0001.

8. The site orientation was concluded at 1120 hours.

9. 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 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