Third_Orientation_Minutes_2_Nov_16.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

2 Nov 16

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/LGCBA

Yokota Air Base

Fussa-shi, Tokyo 197-0001

Subject: Minutes of Third 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 third orientation for the subject solicitation was conducted on 28 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. This orientation basically explained the same substances as the first and second orientation.

Ms. Miyabayashi, Contract Specialist of 374 CONS/LGCBA opened the third orientation and explained the IDIQ Contract. 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 considers “one unit” for both outside and inside air outlet.

X001AD Dampers-(VAV) Variable Air Volume Unit Cleaning: All dampers including the VAVs unit will be cleaned.

X001AE Chemical Cleaning of A/C Coil (In/Out): 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.

X001AF Remove and Clean Supply Diffuser: All diffusers (Anemo in Japanese) shall be cleaned.

X001AG Remove and Clean Return Diffuser: All diffusers (Anemo in Japanese) shall be cleaned.

X001AH 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.

X001AJ 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.

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: Is it possible that the contractor uses chemical detergent and add neutralizer into waste water?

A1. No. The Contractor shall use a non hazardous type of cleaner such as neutral or bioenvironmental friendly detergent (中性洗剤).

Q2. One task order will combine two building or one task order will be for one building?

A2. It will be only one building per task order.

6. The third orientation was concluded at 1020 hours.

7. 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