Minutes_Pre-con_FA520917T0009_20161031.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

02 Nov 2016

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference for Requests for Quotations (RFQ) No. FA5209-17-T-0009, FY17

Sidetrack Roadbed Maintenance at U.S. Government Sidetrack No. 328 – Yokota Air Base

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at 10:30 hours on 31 Oct 2016 at the Conference Room 109, 374th Contracting Squadron and Sidetrack

No. 328, Yokota Air Base (AB). Mr. Kato provided supplemental explanations on the solicitation package followed by the escorted site visit for prospective offerors at Sidetrack No. 328 guided by the Government representatives and the technical advisors. Participants are listed below:

Government

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

Mr. Yuma Kato Contact Specialist

374th Civil Engineering Squadron/Operation Flight (374 CES/CEOES) – Requiring Activity (RA)

Mr. Kazuhiro Ohno 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 the technical advisors introduced themselves at the

Conference Room 109, 374th Contracting Squadron (374 CONS), Yokota AB.

3. 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)

e. Optional Form (OF) 17

4. 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 followings in the Notice to Offerors were emphasized as especially important matters:

(1) Para 1.a. 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 the paragraph.

(2) Para 1.b. A single award is contemplated as a result of this solicitation; therefore, offerors must quote on all line items in the pricing schedule.

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

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

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

The basic contents of the PWS were explained as follows:

(1) PWS Paragraph 1: Description of Service

(a) 1. Description of Services: The subject solicitation is for FY17 Maintenance and Repair work for

U.S. Government Sidetrack No. 328 at Yokota AB. The performance period is 01 Dec 2016 through 30

Sep 2017.

(b) 1.1. Maintenance and Repair Services: The maintenance and repair service shall be IAW the JFRC’s rules and regulations.

(c) 1.2.: The Contractor shall perform maintenance and repairs listed in Sub Contract Line Item

Number (SubCLIN)s 0001AA through 0001AF. Mr. Ohno explained the details of what maintenance and repairs shall be performed in FY17. (See Appendix C in the PWS.)

(d) 1.3. Emergency Repair: In an urgent and unforeseen situation which requires actions to correct the situation or to protect lives and/or properties, the Contracting Officer (KO) or COR may verbally instruct the Contractor to proceed with the emergency repairs.

(e) 1.6. Waste Disposal: Mr. Ohno explained that the Contractor is required to submit waste manifests to the COR.

(f) 1.7. Hazardous Materials: Mr. Ohno explained the Contractor is required to submit the AF Form

3000 along with Safety Data Sheet/Material Safety Data Sheet (SDS/MSDS) for weed killers both in

English and Japanese to the KO before starting the chemical weed control. The Contractor shall submit the DD Form 1532 for monthly reports and a final report. The COR will provide the forms to a successful offeror. For the pesticide/herbicide management, the personnel certified as a Pesticide

Management Instructor (Nouyaku Kanri Shidoushi農薬管理指導士) or equivalent shall be on site to supervise the workers.

(g) 1.8. Humanitarian Assistance and Disaster Relief (HADR)

(h) 1.9.4.1. Contract Manager (CM): The Contractor shall provide in writing a contract manager and an alternate who shall be responsible for the performance of the work.

(i) 1.9.4.4. Third Country Nationals (TCN): It is the Contractor’s responsibility to coordinate with

Security Forces at each base when a TCN requests an access to the base.

(j) 1.9.5. Subcontracting: The Contractor shall submit a list of subcontractors if any.

(k) 1.9.6. Installation Base Passes: A vehicle insurance certificate is required to obtain Vehicle Passes and must cover the automobile liability insurance in the types and the minimum amount of (a) Bodily

Injury - ¥30,000,000 per person per occurrence and (b) property damage - ¥3,000,000 per occurrence.

(l) 1.9.8. Reports of Damages, Destruction, Injury, or Death

(2) PWS Paragraph 2: Services Summary

(a) 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 page 1 through page 7 of SF 1449:

(a) Page 1, Block 8: The offer due date is 18 Nov 2016, 14:00 hours.

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

(c) Page 1, Block 17a: Offerors shall insert the Contractor’s name, address, and phone number, including DUNS number and CAGE code 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 7, Addenda to SF 1449. The remittance charge and additional surcharge may be deducted from the payment amount.

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

(f) Pages 3 through 6, Item No. 0001 and 0001AA through 0001AF: Offerors shall enter the amount in

0001AA through 0001AE, except 0001 and 0001AF. Item No. 0001 is an Information Only CLIN. The

Government will determine and fund the total amount of Item No. 0001AF (Emergency Repair) at the time of awarding the contract. Full attention shall be given to avoid any calculation mistakes in the quotation.

(g) Page 6, Grand Total Amount: Offerors shall enter the grand total amount of Item No. 0001AA through Item No. 0001AE.

(2) Clauses and Provisions - Brief explanations were provided regarding the following items:

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

(b) Page 8, Addendum to FAR 52.212-4. (k)Taxes: Proposed prices shall exclude consumption tax since it is exempted.

(c) Page 9, FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive

Orders – Commercial Items

(d) Page 15, DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving

Reports, and Page 16, 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 provided to a successful offeror.

(e) Page 19, FAR 52.212-1, Instructions to Offerors – Commercial Items: This provision explains how to fill in and submit a quotation.

(f) Page 19, Addenda to FAR 52.212-1, (m).B.3.: Offerors shall submit a copy of the valid certificate of “Supervisor of Railway Construction/Maintenance Work (“Kidoukou Kouji Kanrisha” in Japanese)” with their quotation.

(g) Page 21, FAR 52.212-2, Evaluation – Commercial Items: The evaluation criteria would be (1)

Technical and (2) Price.

(h) Page 22, FAR 52.212-3, Offeror Representations and Certifications – Commercial Items: Offerors are instructed to check the following fill-in areas appropriately:

(i) Page 25, (h), (1) through (4)

(ii) Page 26, (l), (3) Taxpayer Identification Number (TIN)

(iii) Page 27, (l), (4) Type of Organization

(iv) Page 27, (l), (5) Common Parent

(v) Page 27, (n), (2) Representation

(vi) Page 28, (p) Ownership or Control of Offeror

(vii) Page 29, (q), (2), (i) and (ii)

(viii) Page 29, (r) Predecessor of Offeror

d. OF-17: The label shall be pasted on the upper left corner of the envelope when a quotation is submitted.

5. 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 via e-mail or other matters to the Government (preferable in English). Offerors shall submit their quotation to the 374

CONS building by the offer due date and time specified in the solicitation.

6. The conference was concluded at 11:30 hours.

7. The site visit started at Sidetrack No. 328 in Yokota AB at 11:55 hours based on the PWS and the JFRC’s instructions. Most of the work requirements scheduled for FY17 are recurring works. During the site visit, the

Government representatives and the technical advisors emphasized the following requirements:

a. All ties that shall be replaced during FY17 are marked with a white letter in a circle.

b. Replacement of Regular Ties:

(1) The quantity of regular tie will be revised from eight (8) to twelve (12) in the track No. 9. The total quantity will be revised from sixteen (16) to twenty (20).

(2) Three (3) jobs, to which is revised from four (4) jobs, of replacement of regular ties in the track No.

3 require temporary removal and restoration of a derailment prevention guard. This information will be incorporated in Appendix C and Appendix E in the PWS.

c. Replacement of Steel Ties: It was emphasized by Mr. Awazuhara that replacing one of steel ties in the track

No. 7 require temporary removal and restoration of fuel pan.

d. Alignment of Track: The quantity of alignment of track in the track No. 9 will be revised from 20 m to 10 m.

e. Replacement of Brace: The quantity of replacement of brace will be revised from one (1) to two (2).

f. Replacement of Bridge Tie Bottom Packing: Temporary removal and restoration of a rail are required when the work is performed. This information will be incorporated in Appendix C in the PWS.

g. Amendment 0001 will be released in order to reflect the above revisions to the PWS.

8. The site visit was concluded at 13:40 hours.

9. 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.

YUMA KATO MAKI KODAMA

Contract Specialist Contracting Officer cc:

374 CES/CEOES

Distribution:

All prospective offerors