Pre_Con_Minutes_170710_YI.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

10 Jul 2017

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/LGCZ

SUBJECT: Minutes of Preproposal Conference for Solicitation No. FA520917Q1008, General

Trucking Service between Yokosuka and Iwakuni for Carrier Air Wing Five

(CVW-5)

In accordance with the Notice of Offerors for the subject solicitation, the subject conferences were conducted at two venues as addressed below.

PART I: Yokosuka

1. Location/Date/Time: Commander Fleet Activities Yokosuka (Yokosuka), Bldg. 157, 23 Jun 2017, 12:30 PM, Japan Standard Time (JST).

2. Participants are as listed below:

Government

374th Contracting Squadron (374 CONS), Specialized Flight:

Ms. Maki Kodama Contracting Officer Ms. Masayo Inoue Contract Specialist

Naval Supply Systems Command Fleet Logistics Center Yokosuka (NAVSUPFLCY) Site Atsugi:

LT Jeffrey Eom Site Director LTJG Timothy Tan Deputy Site Director

NAVSUPFLCY:

LCDR Romeo Department Head for Regional Services Mr. Gordy Hansen Deputy Department Head for Regional Services Mr. Robert Brown Material Services Director LT Ryan Cram Transportation Officer LT Keith Anderson Logistics Support Officer Mr. Rey Delgado Lead LSR Mr. Koei Sugawara Administrative Management Office

Prospective Offerors

2. Introduction. The Government representatives introduced themselves. Administrative remarks such as facility information were provided to the offerors.

3. The Government addressed that the solicitation package consists of the following documents:

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

b. Notice to Offerors

c. Standard Form (SF) 1449, Solicitation

d. Exhibit A, Price List

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

Participants (Prospective Offerors) were advised that there are electronic versions available for the above Exhibit, Past Performance Questionnaires, and Past Performance Information upon request.

4. It was emphasized that it is the offeror’s responsibility to read and understand the solicitation requirements. The following are supplementary explanations provided for each document:

a. Policies and Procedures for Doing Business with the U.S. Government: Offerors were advised to read this document carefully and follow the requirements therein.

b. Notice to Offerors for Solicitation:

(1) Type of contract is BPA. The Government contemplates to establish about 10

BPAs.

(2) Offerors were advised to obtain Data Universal Numbering System (DUNS) Number, Commercial and Government Entity (CAGE) Code Reporting, and System for Award Management (SAM) registration at the time of submission of quotations.

Award cannot be made without the registrations.

c. PWS:

(1) The characteristics of the subject requirement are (1) one operation is to transport shipments by an estimated number of 65 each of 10-ton trucks during 2-day period for one-way from/to Yokosuka to/from Iwakuni; and (2) estimated transit time for a truck for one-way is 24 hours.

(2) Paragraph 1.1. Area of Performance: The fixed routes of this transportation are between Yokosuka and Iwakuni. Naval Air Station Atsugi (Atsugi) may become a via/loading/unloading location. In the event, Distance Table rates will be used.

(3) Paragraph 1.2. Type of Freight: The type of freight is mainly General Freight.

(4) Paragraph 1.6.2. (d) Advance Notification: The timeframes are different depending on the type of freight. For general freight, which is to be transported mainly, orders will be made not later than 02:00 PM on the two (2) working days prior to the day service is required.

(5) Paragraph 1.6.10. (b) and (c), Basis for Payment: The price for 6-ton truck on the distance table is used for the price purpose only. The Government will not place an order for 6-ton trucks.

(6) Paragraph 1.6.11. (c), Use of Pay Parking Lots and Toll Roads: The costs will be paid only when the Government specifically directs the Contractor to use toll roads.

Actual expenses will be paid based on presented receipts or records of expenditure from a credit card company when ETC (Electronic Toll Collection) System was used.

(7) Paragraph 1.7.5. Obtaining Exemption of Japanese Tax and Submission of Vehicle’s

Listing for Tax Exemption Certificate: Fuel taxes are exempt. The Government will issue tax exemption certificates when the Contractors submit requests properly as described therein.

(8) Paragraph 2. Services Summary (SS): The specified paragraph numbers are critical aspects of the requirement, which the Government will closely monitor the Contractor’s performance.

d. SF 1449, Solicitation:

(1) Page 1 of 31: Offerors must complete required fill-in blocks. Block 8, Offer Due Date/Local Time, 02:00 PM, 18 Jul 2017, was reminded. UPDATE AS OF 6 JUL 2017: Offer Due Date is extended to 02:00 PM, 21 Jul 2017.

(2) Page 3 of 31: Leave NET AMT at ITEM NO 0001 blank.

NET AMT (Please leave the field blank.)

(3) Page 5 of 31, Addenda to SF 1449, Block 17b of SF1449/Block 9 of DD Form 1155, Remittance Address: Insert the remittance address if they check in block 17b of SF1449, Page 1 of 31.

(4) Page 10 of 31, (58) 52.232-34, Payment by Electronic Funds Transfer: Payment will be made by Electronic Funds Transfer (EFT). Remittance charge in the amount of ¥735 will be deducted from the amount to be paid thru EFT.

(5) Pages 15 through 18 of 31, Addenda to FAR 52.212-1, Instructions to Offerors – Commercial Items:

(a) B.1. Part I - Summary and Miscellaneous Data: If none proposed, submit an affirmation of No Exceptions, Deviations, or Waivers. Offerors may specify the statement on page 3 of 31, SF1449.

(b) B.2. Part II - Price Proposal

(c) B.3. Part III - Past Performance Proposal:

i. Performance Surveys/Questionnaires: Offeror’s references must provide this document directly to 374 CONS.

ii. Past Performance Information

iii. Subcontractor Consent has to be provided if applicable because the past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without it.

iv. D. General Information, 1: Quotations must be hand carried or mailed.

Offers must consider adequate time to submit quotations to 374 CONS at Yokota Air Base by the offer due date and time.

(6) Page 18 of 31, 52.212-2, Evaluation - Commercial Items (Oct 2014), (a):

Evaluation factors are (1) Past Performance and (2) Price.

(7) Page 19 through 31 of 31, 52.212-3, Offeror Representations and Certifications – Commercial Items (Jan 2017): The paragraphs that offerors must complete were emphasized.

e. Exhibit A (Price List):

(1) A06A, A06B and A06C - Dangerous / Hazardous / Sensitive freight. It was emphasized that that offerors are requested to carefully pay attention to each PWS references/Estimated Quantity/formula, and insert offered unit prices or percentage (%) to prevent calculation mistakes. Example: If the additional charge to the regular prices is 20%, the 20%, NOT 120%, should be inserted for the underline (①).

(2) Page 3 of 3, “Estimated number of trucks that your company would be able to provide”: It was emphasized that this is information purposes only for the Government.

5. Questions and Answers:

a. Questions and Answers No. 1 thru 12, which were received and answered prior to the subject conference were addressed (See Attachment 1).

b. Question: PWS 1.7.10, Labilities. Please specify values of cargos so that the Contractor can carry adequate amount of cargo insurance or specify cargo insurance that the Contractors must carry.

Answer: Since there will be so many cargoes, it is unrealistic for the Government to specify values of cargos for each truck. No specific blanket cargo insurance coverage that the Contractors must have is specified. It is our understanding that transportation companies are required to carry a certain amount of cargo insurance to obtain a transportation business permit.

6. Site Visit. The site visit was conducted after the conference. The Government introduced attendees (1) an overview of the pier where loading/unloading would take place, and (2) an expected truck’s driving route for actual operation by taking them on a vehicle as follows: The Womble Gate → Nearby a loading/unloading pier → the Main Gate.

7. The conference with site visit adjourned at 04:00 PM.

PART II: Iwakuni

1. Location/Date/Time: Distribution Management Office (DMO) Iwakuni, Bldg. 100, 28 Jun

2017, 13:15 PM, JST.

Government

374 CONS:

Ms. Maki Kodama Contracting Officer Ms. Masayo Inoue Contract Specialist (on-line)

NAVSUPFLCY Site Atsugi:

LT Jeffrey Eom Site Director

DMO Iwakuni:

LCDR Wendell Stephens Logistics Officer MCPO Joel Bon Logistics Staff Non-Commissioned Officer in Charge (SNCOIC) CPO Brian Green DMO Freight SNCOIC Sgt Humphrey Riitho DMO Freight Non-Commissioned Officer in Charge (NCOIC) Mr. Tetsuya Okamoto Senior MLC DMO Freight

Prospective Offerors

2. Introduction. The Government representatives introduced themselves. Administrative remarks such as facility information were provided to the offerors.

3. The Government addressed that the solicitation package consists of the following documents:

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

b. Notice to Offerors

c. SF 1449, Solicitation

d. Exhibit A, Price List

e. SF1449, Attachment 1: PWS

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

g. SF1449, Attachment 3: Past Performance Information

h. OF17, Offer Label

4. The Government provided the following supplementary explanations:

a. Policies and Procedures for Doing Business with the U.S. Government: Offerors were advised to read this document carefully and follow the requirements therein.

b. Notice to Offerors for Solicitation:

(1) Type of contract is BPA. The Government contemplates to establish about 10

BPAs.

(2) Offerors were advised to obtain DUNS Number, CAGE Code, and SAM registration at the time of submission of quotations. Award cannot be made without the registrations.

c. PWS:

(1) The characteristics of the subject requirement are (1) a full operation is to transport shipments by an estimated number of 65 each of 10-ton trucks during 2-day period for one-way from/to Yokosuka to/from Iwakuni; and (2) estimated transit time for a truck for one-way is 24 hours.

(2) Paragraph 1.1. Area of Performance: The main route of this requirement is between

Yokosuka and Iwakuni. Atsugi may be required as a via/loading/unloading point. In the event, Distance Table rates will be used.

(3) Paragraph 1.2. Type of Freight: The main type of freight is General Freight such as gears, tools and equipment used to maintain aircraft.

(4) Paragraph 1.6.2. (d) Advance Notification: Different timeframes are set based on the type of freight.

(5) Paragraphs 1.6.10. (b) and (c), Basis for Payment: The price for 6-ton truck on the distance table is used for the price purpose only. The Government will not place an order for a 6-ton truck.

(6) Paragraph 1.6.11. (c): Use of Pay Parking Lots and Toll Roads: The costs will be paid only when the Government specifically directed the Contractor to use toll roads.

The actual expenses will be paid based on presented actual receipts or records of expenditure from a credit card company when ETC System was used.

(7) Paragraph 1.7.5. Obtaining Exemption of Japanese Tax and Submission of Vehicle’s Listing for Tax Exemption Certificate: Fuel taxes are exempt. The Government will issue tax exemption certificates when the Contractors submit requests properly as described therein.

(8) Paragraph 2. Services Summary (SS): The critical aspects where the Government will closely monitor the Contractor’s performance are specified therein.

(9) Appendix A, Estimated Workload. An amendment will be issued to correct Item

Number x010 to read from Yokosuka to Iwakuni.

d. SF 1449, Solicitation:

(1) Page 1 of 31: Offerors must complete required fill-in. Block 8, Offer Due Date/Local Time is 02:00 PM, 18 Jul 2017. UPDATE AS OF 6 JUL 2017: Offer Due Date is extended to 02:00 PM, 21 Jul 2017.

(2) Pages 3 of 31: NET AMT at ITEM NO 0001 will be blank.

NET AMT Please leave the field blank.

(3) Page 5 of 31, Addenda to SF 1449, Block 17b of SF1449/Block 9 of DD Form 1155, Remittance Address: Insert the remittance address if they check in block 17b of SF1449, Page 1 of 31.

(4) Pages 15 through 18 of 31, Addenda to FAR 52.212-1 Instructions to Offerors – Commercial Items:

(a) B.1. Part I - Summary and Miscellaneous Data: If no exception, deviations, or waivers are proposed, offerors must clearly specify “No Exceptions, Deviations, or Waivers” in the offer. Suggested to do so on page 3 of 31, SF1449.

(b) B.2. Part II - Price Proposal

(c) B.3. Part III - Past Performance Proposal:

i. Performance Surveys/Questionnaires: Offeror’s references must provide this document directly to 374 CONS.

ii. Subcontractor Consent has to be provided if applicable because the past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without it.

iii. Quotations must be hand carried or mailed. Offers must consider adequate time to submit quotations to 374 CONS at Yokota Air Base by the offer due date and time.

(5) Page 18 of 31, 52.212-2, Evaluation - Commercial Items (Oct 2014), (a):

Evaluation factors are (1) Past Performance and (2) Price.

(6) Pages 19 through 31 of 31, 52.212-3, Offeror Representations and Certifications – Commercial Items (Jan 2017): Paragraphs that offerors must complete were emphasized.

e. Exhibit A (Price List):

(1) A06A, A06B and A06C - Dangerous / Hazardous / Sensitive freight. It was emphasized that that offerors are requested to carefully pay attention to each PWS references/Estimated Quantity/formula, and insert offered unit prices or percentage (%) to prevent calculation mistakes. Example: If the additional charge to the regular prices is 20%, the 20%, NOT 120%, should be inserted for the underlined (①).

(2) Page 3 of 3, “Estimated number of trucks that your company would be able to provide”: Emphasis was added that this is information purposes only for the Government. An amendment will be issued to indicate that the information is for 10-ton trucks.

5. Questions and Answers: Questions and Answers No. 1 thru 12, which were received and answered prior to the conference at Yokosuka, and No. 13 thru 21, which were received prior to the conference at Iwakuni, were addressed (See Attachment 1).

6. Site Visit: The site visit was conducted after the pre-proposal conference. The Government introduced attendees an expected truck driving route for actual operations by taking them on a vehicle as follows: The Contractor’s Gate → Truck Scale Point → Hangers where loading/unloading will be accomplished → Truck Scale Point → to the Contractor’s Gate.

7. The conference with site visit adjourned at 16:00 PM.

(See continuation page)

The foregoing is a brief summary of the discussions held during the 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 the 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.

MAKI KODAMA

Contracting Officer

Attachment:

Questions and Answers As of 3 Jul 2017 cc:

CVW-5

Distribution:

All prospective offerors