Minutes_Pre-con_FA520917Q0005_20170329.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

03 Apr 2017

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference for Requests for Quotations (RFQ) No.

FA520917Q0005, FY17 Sidetrack Roadbed Maintenance at U.S. Government Sidetrack No.

342 and 343 – Tsurumi Fuel Terminal

1. In accordance with (IAW) the Notice to Offerors for the subject solicitation, the subject conference was conducted at 10:00 hours on 29 Mar 2017 at Operational Unit 1 (OU-1) and Operation Unit 2 (OU- 2), NAVSUP FLC Yokosuka, Tsurumi Fuel Terminal. Participants are listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/LGCZB)

Mr. Yuma Kato Contact Specialist

NAVSUP FLC Yokosuka Tsurumi Fuel Terminal – Requiring Activity (RA) Mr. Jiro Tomikawa Contracting Officer’s Representative (COR)

Japan Freight Railway Company (JFRC) – Technical Advisor Mr. Tomohiko Awazuhara Chief Engineer Mr. Norio Sekino Engineer

Prospective Offerors

2. Introduction: The Government Representatives and introduced themselves to prospective offerors.

3. The site visit was opened at 10:00 hours at OU-1 escorted by Mr. Tomikawa, the RA. Supplemental explanations were provided to offerors by Mr. Tomikawa and JFRC. Most of the work requirements scheduled at OU-1 are recurring works.

4. The escorted participants moved to OU-2 at 10:20 hours. All work items at OU-2 are recurring standard requirements. Since Track Alignment Correction work is scheduled at six (6) different location at OU-2, Mr. Tomikawa emphasized each location by walking along each track.

5. The site visit was concluded at 10:55 hours.

6. The meeting was conducted at 11:10 hours at the Conference Room, OU-2. Mr. Kato confirmed that offerors at the conference received the following documents in a complete solicitation package:

a. Policies and Procedures for Doing Business with the U.S. Government (Government Policy Letter)

b. Notice to Offerors

c. Standard Form (SF) 1449

d. Attachment 1: Performance Work Statement (PWS)

7. The following supplementary explanations were provided:

a. Government Policy Letter / Notice to Offerors: Mr. Kato requested that all offerors read the letters carefully before submitting their quotation. The following in the Notice to Offerors were emphasized as especially important matters:

(1) It is the offeror’s responsibility to fully understand the Clauses and Provisions incorporated by reference in RFQ. Full texts of the Clauses and Provisions are available at the website listed in Page 1, 1.a.

(2) The registration/update for DUNS, CAGE, and SAM are required prior to awarding the contract.

(3) Offerors shall submit electric copies of quotation via e-mail or fax only.

b. PWS: Mr. Kato and Mr. Tomikawa explained the basic contents of the PWS as follows:

(1) PWS Paragraph 1: Description of Service

(a) 1. Description of Services: The expected performance period is 20 Apr 2017 through 31 Mar 2018.

(b) 1.2.1.1. Material Safety Data Sheet (MSDS)/Safety Data Sheet (SDS): For chemical weed control, the offerors are required to submit MSDS/SDS of the planned pesticides as a part of technical proposals. For other chemical products rather than chemical weed control, a successful offeror shall MSDS/SDS both in English and Japanese with Contractor Hazardous Material Inventory Log immediately after contract award.

(c) 1.2.1.2. List of Pesticides: A list of pesticides planned to be used is required to be submitted as a part of technical proposal.

Update as of 03 Apr 2017: The list must include, but not limited to, (a) product name,

(b) a copy of the label or catalog of the pesticides (Japanese version is acceptable.), (c) estimated total quantity to be used under this contract, and (d) estimated quantity to be used per day. See Amendment 0001 for details.

(d) 1.2.1.3. through 1.2.1.6.: Work plan, list of key personnel for the pest control service, organization chart, and certificate for chemical weed control are required to be submitted immediately after contract award as indicated in the PWS.

(e) 1.2.3.3.: The Contractor shall be familiar with Environmental Management System (EMS) and complete the EMS Awareness Training prior to performance of the scheduled work on ECATTS website.

(f) 1.9.4.(a) Contract Manager (CM) and (d) Third Country Nationals (TCN)

(2) PWS Paragraph 2: Services Summary: Mr. Kato briefly summarized the critical tasks in the requirements and introduced the subject PWS paragraphs and performance threshold.

c. SF 1449 (RFQ): Mr. Kato explained how to fill out the RFQ with brief explanations of Clauses and Provisions.

(1) Explanations for pages 1 through 5 of SF 1449:

(a) Page 1, Block 8: The offer due date is 07 Apr 2017, 14:00 hours.

(b) Page 1, Block 12: The discount terms shall be inserted if applicable.

(c) Page 1, Block 17a: Offerors insert the offeror’s name, address, and phone number.

CAGE code and DUNS number can be inserted in this block if available.

(d) Page 1, Block 17b: If the remittance address is different from that in block 17a, check block 17b and specify the remittance address in page 5, Addenda to SF 1449.

(e) Page 1, Blocks 30a through 30c: Signature of offeror, name and title of signer, and date signed.

(f) Pages 3 and 4, Item No. 0001 and Item No. 0002: Offerors shall enter the amount in Item No. 0001 and Item No. 0002. The Government will determine and fund the total amount of Item No. 0003 (Emergency Repair Work) at the time of contract award. Full attention shall be given to avoid any calculation mistakes in the quotation.

(g) Page 4, Grand Total Amount: Offerors shall enter the grand total amount of Item No.

0001 and Item No. 0002.

(2) Clauses and Provisions – Brief explanations were given for the following items:

(a) Full texts of the Clauses and Provisions incorporated by reference are available at the website listed in Notice to Offerors, Paragraph 1.a.

(b) Page 14, DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, and Page 15, DFARS 252.232-7006, Wide Area Workflow Payment Instruction: The details of how to submit invoices online and how to use Wide Area Workflow (WAWF) system will be given to a successful offeror.

(c) Page 18, FAR 52.212-1, Instructions to Offerors – Commercial Items: This provision explains how to submit quotations.

(d) Update as of 03 Apr 2017: Page 19, Addenda to FAR 52.212-1, (m).B.2.: Offerors shall submit the following items with their quotation: (i) a copy of the valid certificate of “Supervisor of Railway Construction/Maintenance Work (“Kidou Kouji Kanrisha” in Japanese)” and (ii) a list of pesticides along with MSDS/SDS. Please see Amendment 0001 for details.

(e) Update as of 03 Apr 2017: Page 20, FAR 52.212-2, Evaluation – Commercial Items:

The evaluation criteria would be (1) Technical and (2) Price. Please see Amendment 0001 for details.

(f) Page 21, FAR 52.212-3, Offeror Representations and Certifications – Commercial Items:

Offerors are instructed to check the following fill-in areas appropriately:

(i) Page 24, (h), (1) through (4)

(ii) Page 25, (l), (3) Taxpayer Identification Number (TIN)

(iii) Page 25, (l), (4) Type of Organization

(iv) Page 25, (l), (5) Common Parent

(v) Page 25, (n), (2) Representation

(vi) Page 26, (p) Ownership or Control of Offeror

(vii) Page 27, (q), (2)

(viii) Page 27, (r) Predecessor of Offeror

8. Mr. Kato emphasized that the minutes will be distributed to all offerors and will be posted on the Federal Business Opportunities (FBO) website. Offerors are advised that full attention should be given to avoid any calculation mistakes and missing information in their quotation. Offerors should submit any questions in writing to the Government (preferable in English). Offerors shall submit electronic copies of quotation via e-mail or fax by the offer due date and time specified in the solicitation.

9. The conference was concluded at 12:40 hours.

10. The foregoing is a brief summary of the discussions held during the subject conference. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within two (2) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

11. Amendment 0001 is released. Offerors are requested to submit an acknowledgement of the solicitation amendment by the offer due date and time specified in the solicitation.

YUMA KATO MAKI KODAMA

Contract Specialist Contracting Officer cc:

NAVSUP FLC Yokosuka, Tsurumi Fuel Terminal

Distribution:

All prospective offerors