Precon_Minutes_20160928.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

28 Sep 16

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Proposals (RFP) No. FA5209-16-T-1011, Transportation of Tactical Vehicles and Other Freight for Camp Fuji

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 26 Sep 16 at Bldg 620, 374th Contracting Squadron, Yokota AB from 10:00 AM. Participants are listed below:

Government

374 CONS/LGCZ:

Ms. Maki Kodama Team Lead, Specialized Flight

Ms. Naotsugu Kono Contract Specialist

CATC Camp Fuji/S4:

Mr. Kazuyuki Kobayashi COR

Prospective Offerors

2. Introduction. Mr. Kono introduced the Government representatives at the conference, and Ms. Kodama made an opening statement.

3. Additional remarks such as for agenda, hands-out, facility information, and attendance sheets were provided to the offerors.

4. Mr Kono provided explanations of the following solicitation package:

a. Policies and Procedure for Doing Business with the U.S. Government

b. Notice to Offerors

c. Standard Form (SF) 1449

d. Exhibits – Pricing Schedule

e. SF1449, Attachment 1: Performance Work Statement (PWS)

f. SF1449, Attachment 2: Past Performance Questionnaires with Cover Letter

g. SF1449, Attachment 3: Past Performance Information

h. OF17, Offer Label

5. The following are where emphasized or supplementary explanations were provided:

A. Policies and Procedures for Doing Business with the U.S. Government

All offeror’s attentions were called for to read carefully especially paragraphs three (3) and four (4).

B. Notice to Offeror

All offeror’s attentions were called for to read it carefully, especially the following paragraphs:

(1) How to view on-line FAR/DFARS/AFFARS clauses/provisions.

(2) Para 1.c. Authorization to Perform.

(3) Para 1.d. Mobilization and Phase-in Period.

(4) Para 1.e.(2) Bidders/Offerors. Any changes made to this solicitation will be amended in writing. An amendment is expected to be issued.

(5) DUNS, CAGE and SAM. Obtaining DUNS, CAGE (NCAGE) are required to register System for

Award Management (SAM), which is required prior to award of the contract.

C. PWS

It was emphasized that it is the offeror’s responsibility to read and understand the PWS requirements.

Part I, Description of Services / General Information

Following items were briefed:

(1) Paragraph 1.1. Area of Performance

(2) Paragraph 1.2. Freight

Brief description of different types freight: General, Dangerous, Hazardous, Sensitive, Oversize.

(3) Paragraph 1.2.7. Dual Driver Protective Service:

Applies to hazardous and sensitive freight.

(4) Paragraph 1.4.2. Vehicle Inspection:

Transporting A&E must use DD FORM 626 as in the Appendix.

(5) Paragraph 1.5. Security Guards

Security guards or escorts may ride the contractors trucks.

(6) Paragraph 1.6. Forklift and Crane Services:

The Contractor shall provide forklifts and/or truck-mounted cranes with an operator(s) and slinging work crew as ordered by the Ordering Officer.

(7) Paragraph 1.7.1.:

Contractor shall perform the service when scheduled by the Ordering Officer at any time during any calendar day.

(8) Paragraph 1.7.2. Ordering:

Unless otherwise specified by the Ordering Officer, the Contractor may furnish vehicles that are of larger capacity than those ordered, however, the Contractor will be paid on the basis of the ordered size truck.

(9) Paragraph 1.7.3. Advance Notification:

Set time frames for ordering

(10) Paragraph 1.7.4. Loading and Unloading:

All freight shall be loaded and unloaded by the Government except for services by a forklift and/or a crane.

(11) Paragraph 1.7.5. Free time:

“A three (3) hours period” of free time is required at both loading and unloading points for trucking services.

(12) Paragraph 1.8.1. Demurrage:

The Contractor shall submit requests for demurrage to the Ordering Officer within thirty (30) days following incurrence of said changes.

(13) Paragraph 1.8.2. Morning, Evening, Midnight, and Winter Period Charges:

Brief description of time frames.

(14) Paragraph 1.8.3. Cancellation of Requirement:

Cancellation charge is calculated after deducting toll charges, and demurrage charges shall not be paid.

(15) Paragraph 1.10.4. Tax Exemption:

Obtaining Exemption from Japanese Taxes and Submission of Vehicles Listings for Tax Exemption

Certificate: Instruction will be provided to the contract awardee when necessary.

(16) Paragraph 1.10.8. Installation Base Passes:

Subparagraph b: Vehicle insurance certificate are required for (a) Bodily Injury - ¥30,000,000 per person per occurrence and (b) property damage - ¥3,000,000 per occurrence.

(17) Paragraph 1.10.9. Contractor’s Personnel:

(a) All contractors shall have available an English reading, speaking and writing employee, at least one person as a group leader, at all times during packing and unpacking services.

(b) Subparagraph a: The Contract Manager (CM) and alternate shall be individuals who are capable of conversing in, and comprehending English.

(c) Subparagraph d: Third Country Nationals (TCN): It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

(18) Paragraph 1.10.10. Subcontracting

The Contractor shall not use subcontractors without prior written coordination with the KO. The prime contractor is responsible for the performance of subcontractors.

(19) Part II, Service Summary:

Four (4) major aspects specified in the Service Summary objectives were briefed.

(20) Part IV Appendix

(a) DD FORM 626 was briefly introduced.

(b) HISTORICAL WORKLOAD DATA: The actual number of trucks for the past five (5) years are listed in the table.

D. Exhibits, Pricing Schedule

(1) Consumption Tax: Proposed prices shall exclude consumption tax since it is exempted.

(2) III. Supplies or Services and Prices/Costs

(a) Unit of Pricing Schedule: Offerors shall carefully ensure unit of issue for each line item when preparing proposals so that there will be no calculation mistakes. An Excel spreadsheet which automatically calculates extended and total amounts is available upon request from offerors, however, it is the offeror’s responsibility to ensure accuracy of proposed amount. As this spreadsheet contains functions in all items, it is recommended that all items in Base and

Option Years be filled. Offeror are advised to notify the Contract Specialist of errors in the spreadsheet if they find any. If offerors propose the same prices for Base and all Option

Years, offerors may clearly indicate so by specifying a statement to the extent that all prices are the same as Base Year.

(b) Total amount for Base Year for Items shall be inserted under the ESTIMATED AMOUNT for

CLIN 0001 (and any corresponding items in Options) in SF1449. Offerors are requested to pay full attention to insert correct total amounts from Exhibits into the SF1449.

(3) It was emphasized that the offeror’s proposed price should include, but are not limited to, tolls, licenses, escort vehicles services, or any other operational costs that are not listed in the Pricing

Schedule.

E. SF1449

(1) Offerors are notified to submit the offer by the due date and time specified in block 8. The offer must be submitted/arrived in the Bldg. 620, Yokota Air Base, and digitally date stamped by the reception prior to the due date and time.

(2) How to fill out pages 1 and 3 thru 6 of 33:

(a) In Block 17a, next to CODE (square), insert CAGE code. Offeror’s company name, address must be typed here in English followed by Telephone No. and DUNS No.

(b) If the remittance address is different from the one at block 17a, check block 17b and specify the remittance address in page 6. The remittance charge will be deducted from the payment amount.

Additional Information as of 27 Sep 16: Furthermore, some Japanese banks could charge additional surcharge for each remittance from the Bank of America as a non-residential financial institutions and it is the offeror’s responsibility to ensure the amount in preparing proposals.

Information in blocks 17b and remittance address on page 6 will be used in the event the

Government is unable to make the payment by Electronic Funds Transfer.

(c) Full attention shall be given not to make calculation mistakes in the offers. Total amount for each year shall be inserted on Pages 3 thru 5 of 33 (The same amount for RECAPITULATION

OF SCHEDULE I, II and III in Exhibits-Pricing Schedule).

(3) Indefinite-Delivery Indefinite-Quantity (IDIQ) Contract Minimum and Maximum Value: (Page 5 of

33) Type of contract is “IDIQ”, therefore, minimum and maximum values are listed in this section.

(a) The minimum amount for the life of the contract including options is ¥43,200, and the initial task order will be issued for the minimum guaranteed amount at the time of awarding the base contract. As soon as the actual orders reach the minimum guaranteed amount, the initial task order will be cancelled.

(4) Note 5: CONTRACT PERIOD/PERFORMANCE PERIOD

Contract period will be inserted at the time of award for Base Year and all Option Years.

The anticipated performance start date is 1 Dec 16, however, it is subject to change.

(5) Clauses/provisions:

(a) Full sentences of the Clauses/Provisions incorporated by reference in SF1449, full sentences are available at the site listed in the memorandum “Notice to Offeror”.

(b) FAR 52.216-19 Order Limitations (Page 14 of 33): Offerors must meet the requirements. It was emphasized the Contractor is recommended to honor any order exceeding the maximum order limitation described in this paragraph. If the contractor returns the order in writing within one day, the Government may acquire the services from other sources.

(c) FAR 52.216-22 Indefinite Quantity (Pages 14 of 33): Type of Contract is “IDIQ”.

(d) FAR 52.217-8 Option to Extend Services (Page 15 of 33): The Contracting Officer may exercise the option up to six months by written notice to the Contractor at least 15 days before the contract expires.

(e) FAR 52.217-9 Option to Extend the Term of the Contract (Pages 15 of 33): Para (a) a preliminary written notice of its intent to extend will be issued at least 60 days before the contract expires. However, the preliminary notice does not commit the Government to an extension. The

Government may extend the term of this contract only by the contract modification. Para (c), the total duration of this contract shall not exceed 66 months.

(f) FAR 52.209-7 Information Regarding Responsibility Matters (Page 18 of 33): Offerors are advised to fill in paragraph (b).

(g) Addenda to FAR 52.212-1 (Pages 19 thru 23 of 33): Each Part I, II , and III must be submitted in paper copy and electronic copy.

(1) Paragraph (a): The offeror agrees to hold the prices in its offer for 150 calendar days from the date specified for receipt of offers.

(2) Paragraph B. 1. PART I Summary and Miscellaneous Data (19 of 33):

The following paragraph was emphasized: (d) If none proposed, submit an Affirmation of no Exceptions, Deviations, or Waivers.

(3) Paragraph B. 2. PART II Price Proposal (Page 19 of 33):

Exhibits-Pricing Schedule must be submitted in Excel format saved in CD-R/RW (USB, Floppy Disk or zip format are not acceptable.) as an electrical copy in addition to the original

Exhibits (in A4 or Letter sized paper).

(4) Paragraph B. 3. PART III Past Performance Proposal

i. Offerors were advised to submit any information currently available (i.e., letters, metrics, customer surveys, independent surveys, etc.) such as letters of appreciation that demonstrates customer satisfaction with the offeror’s performance and quality of contracts.

ii. Past Performance Information (Attachment 3): Reason/comment must be filled in order to support relevancy of the contract performance.

iii. Subcontractor’s Consent: Submit subcontractor’s consent if the offeror submit subcontractor’s past performance.

(6) Paragraph C.4. Format for proposal Part I, Part II, and III (Page 21 thru 23 of 33):

Paragraph (g). It was emphasized that the USB flash drives, floppy disks and zip disks are not acceptable as an electronic version. Part II, Price (Exhibits) must be saved in CD-R/RW in Excel format as an electronic copy. Part III, submission of Past Performance via fax or email sent to the

POC will be treated as an electronic copy.

(7) FAR 52.212-2 Evaluation (Page 23 thru 25 of 33). The following were emphasized:

(a) The method of evaluation would be the Lowest Price with Acceptable Past Performance. Award will be made to the lowest priced offeror with acceptable past performance. The Government reserves the right to award a contract to other than the lowest price offer if the Past Performance is unacceptable.

(b) Contracts that are similar to the subject requirement may contribute to an overall higher relevancy score.

(c) Recent past performance information within the last three years, and relevant contract.

(8) FAR 52.212-3 Offeror Presentations and Certifications – Commercial Items (Pages 25 thru 33 of 33):

Offerors must complete Para (h) thru (p).

(9) DFARS 252.247-7022 Representation of Extent of Transportation by Sea (Page 33 of 33): Offerors must complete Para (b) (2).

F. Past Performance Survey

Procedures on how to obtain Past Performance Information from the references were explained and emphasized that offerors were requested to select three (3) contracting or commercial activities to respond to the survey. The information should be sent directly from the referenced entity to the Government by the due date/time indicated in SF1449. Offerors were advised to submit information on relevant contracts that can demonstrate offeror’s ability to perform the proposed effort.

G. List of Reference for Past Performance Information

Submit the list of reference by email, fax or include in the offer by the due date and time.

6. Questions & Answers

The following are questions and answers at the conference. They are not listed in the sequence actually asked in order to categorize them by the area:

Q1: How long does it take to complete the vehicle inspection? (PWS 1.4.3. Loading Incoming Vehicle

Inspection)

A1: Vehicle inspection will be conducted on the day of performance, using the DD Form 626 as in the appendix. The approximate inspection time will be less than one (1) hour.

Q2: Other than Camp Fuji, where would be performance locations that forklift and/or crane services are required?

A2: Based on historical records, they were required at Japanese Defense Forces’ bilateral exercise sites and

Yokohama North Dock.

Q3: How early would advance notification be when performance is scheduled outside of Camp Fuji? (PWS

1.7.3.)

A3: Normally, approximately two (2) days advance notices are given. We tend to provide as much as possible.

Q4: Is the free time same for Trucks and Trailers? (PWS 1.7.5. )

A4: Yes, free time for both Trucks and Trailers are the same, i.e., three (3) hours.

Q5: How often does the cancellation occur? (PWS 1.8.3. Cancellation of Requirement)

A5: Please refer to the Historical Workload data in PWS page 13 of 13.

Q6: Does the Past Performance Information have to be from Government contracts? (SF1449, page 19, Addenda to FAR 52.212-1, para B.3.(c))

A6: No, the Past Performance Information may be from any other performances outside of Government contracts.

7. Mr Kono advised the offerors that full attention should be given not to make calculation mistakes in the proposals. The offer must arrive at Bldg 620, 374th Contracting Squadron at Yokota Air Base by the offer due date/time. The parcel delivery service’s delivery trucks will come to Supply Gate No. 5 and our office needs to pick up the parcel at the gate. Therefore, the offeror should give sufficient time prior to the due date/time for either hand delivery or parcel delivery service. Offerors were advised that they should submit any questions in writing via e-mail or other methods in English to the Government. Additional questions and answers will be provided to all offerors and will be posted on the Federal Business Opportunities (FBO) website.

8. The conference was concluded at 12:00 hrs.

9. The foregoing is a brief summary of the discussions held during subject conference. If there should be any discrepancies between the requirements in the solicitation and verbal explanations in the conference, written requirements in the solicitation prevail unless solicitation is amended. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within three (3) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

NAOTSUGU KONO MAKI KODAMA

Contract Specialist Team Lead cc:

S4, CATC Camp Fuji

Distribution:

All prospective offerors