Minutes-PreCon_FA520917T0012_20161129.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

05 Dec 2016

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Quotations (RFQ) No. FA5209-17-T-0012, Transport of International Organization for Standardization (ISO) Containers and Government-owned/ controlled Containers

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at 10:30 hours on 29 Nov 2016 at the Conference Room 105/106, 374th Contracting Squadron, Yokota Air Base (AB). Participants are as listed below:

Government

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

Ms. Maki Kodama Team Lead

Mr. Yuma Kato Contract Specialist

Movements Management Branch, Transportation Division (Trans. Div.), Logistics Readiness Center

Honshu (LRC Honshu) – Requiring Activity (RA)

Mr. Hisaki Nagai Supervisory Traffic Analyst/Contracting Officer’s

Representative

Mr. Daisuke Tanimura Traffic Analyst

Prospective Offerors

2. Introduction: The Government representatives introduced themselves, and Ms. Kodama made an opening statement.

3. Additional remarks such as facility information and attendance sheets were provided to the offerors.

4. Mr. Kato provided explanation of the following in the 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. Attachment 1: Performance Work Statement (PWS)

f. Attachment 2: Past Performance Questionnaire with Past Performance Evaluation Cover Letter

g. Attachment 3: Past Performance Reference List

h. Optional Form (OF) 17

5. The following supplementary explanations were provided:

a. Policies and Procedure for Doing Business with the U.S. Government: Mr. Kato requested that all offerors read the letter carefully before submitting their quotation.

b. Notice to Offerors: The following paragraphs were emphasized as especially important matters:

(1) Paragraph (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 of an Indefinite-Delivery Indefinite-Quantity (IDIQ) Type contract is contemplated as a result of this solicitation; therefore, offerors must quote on all line items in the pricing schedule.

(3) Para 1.c.: Authorization to Perform.

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

(5) Obtaining DUNS and CAGE (NCAGE) is required to register the 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 carefully read and understand the PWS requirements. Mr. Tanimura, Mr. Nagai, and Mr. Kato provided supplementary explanations on the following:

(1) Para 1.1. Area of Performance: Throughout Honshu, Kyushu, and Hokkaido and the Area Definition

IAW Government of Japan (GOJ) Tariff listed in the PWS Appendix A. Relatively short haul requirements may be common in the commercial market for transporting ISO containers, but some long haul requirements are expected under the subject requirements such as from Yokohama to

Iwakuni.

(2) Para 1.2. Transportation of Freight: Brief explanation of different types of freight, i.e., General, Dangerous, Hazardous, and Sensitive (Para 1.2.1. through Para 1.2.4.).

(3) Para 1.2.5. Dual Driver Protective Service (DDP) and Signature and Tally Record Service: This applies to any sensitive or hazardous freight.

(4) Para 1.2.7. Types of Containers: The Contractor is required to transport ISO containers, Flatrack

(platform) containers, and Government containers and MILVANs. MILVANs are 20 feet in length.

(5) Para 1.4. Safety Requirements: This must be complied when ammunition and explosives (AE) are transported.

(6) Para 1.5.1.: The Contractor shall perform services when scheduled by the Transportation Officer (TO) at any time during any calendar day including Japanese Holidays in order to meet the Government requirements.

(7) Para 1.5.2. Ordering/Bill of Lading: The following items were emphasized:

(a) Para (a): The TO will specify the loading and unloading points, reporting time and date at loading and unloading points, size and type of container, nature of freight, estimated weight/cubic including quantity, and round trip and ferry service if required.

(b) Para (d) Advance Notification: The TO will place an order prior to the time frame set forth under subparagraphs (1) through (3). The term “working days” means Monday through Friday excluding U.S. legal holidays.

(8) Para 1.5.3. Repetitive Orders of Items in Distance Table: When repetitive orders are required for a specific service under the rates indicated in the Table 1 in the Pricing Schedule, the said service shall be incorporated into the Pricing Schedule as a point-to-point route by way of a supplemental agreement to the contract.

(9) Para 1.5.4. Cost of Operation: Except those authorized in Para 1.5.11. Accessorial Services, all costs of operation that the Contractor incurs at its discretion shall be borne by the Contractor.

(10) Para 1.5.5. Round Trip Requirement: When the Contractor transports filled or empty containers from origin point to destination point and return filled or empty container to the origin point, this transportation cost will be calculated based on its accumulated total distance by applicable distance rate in the Table 1 in the Pricing Schedule.

(11) Para 1.5.9. Stuffing/Unstuffing and Mounting/Dismounting: Stuffing/Unstuffing and

Mounting/Dismounting will be performed by the Government.

(12) Para 1.5.10. Free Time: A two (2) hour period commencing from the time a truck-tractor is placed by the Contractor at the freight loading/unloading points. A twenty-four (24) hour period commencing from the time a container chassis is detached from truck-tractor and placed at a freight loading/unloading points.

(13) Para 1.5.11.(a) Demurrage (BAS): The Contractor shall submit a request to TO within thirty (30) days following incurrence of said charges.

(14) Para 1.5.11.(b) Loan of Contractor-owned Container Chassis (BAS): The Contractor shall provide 20ft or 40ft container chassis for the Government to place a Government-owned/controlled ISO container/MILVAN at the designated Government installation when requested by the TO on ordering.

Please note that there is a difference between demurrages and loans; loans are to be requested on ordering prior to loading of freight, while demurrages are required such as when unloading of freight is extended.

(15) Para 1.5.11.(c) Use of Toll Roads (BAS): The Contractor is responsible for submission of original toll road receipts in a timely manner to the TO.

(16) Para 1.5.11.(d) Midnight and Early Morning Charge (BAS): This is applied to the service that commences between the hours of 10:00 PM and 05:00 AM.

(17) Para 1.5.11.(e) Winter Periods/Charges (BL): This is applied to shipments “to/from or within

Tohoku/Hokuriku-Shin’etsu Area” and “to/from or within Hokkaido Area”. Please note that shipment date from origin must fall within the specified winter period. For example, when shipment from origin is 30 Nov and arrival at destination is 1 Dec, then the winter charge at Para 1.5.11.(e)(1) will not apply.

(18) Para 1.5.11.(f) Ferry Service (BL): Available for shipments to/from Hokkaido or Kyushu areas.

(19) Para 1.5.11.(g) Shipment for Non-Approriated Funds Activity (BL): When the shipment is performed for the Non-Appropriated Funds only, consumption tax is not exempted under the Status of Forces

Agreement (SOFA). The Contractor shall be compensated at the rate specified in ELIN A21J (and corresponding ELINs under Options) in the Pricing Schedule.

(20) Para 1.5.12. Cancellation of Requirement: The Contractor shall not be paid demurrage charge in addition to the cancellation charge.

(21) Para 1.5.15. Humanitarian Assistance and Disaster Relief (HADR): Includes services to respond to requirements in a contingency environment.

(22) Para 1.6.4.: Instructions regarding tax exemption will be provided to the contract awardee when necessary.

(23) Para 1.6.5.(a) Installation Base Passes: In order to obtain Base Passes at each U.S. facilities, the

Contractor is required to submit documents IAW each installation instruction. In order to obtain

Vehicle Passes, vehicle insurance certificate must cover the automobile liability insurance in the minimum amounts of (i) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the

Japanese Compulsory Insurance (JCI), and (ii) Property Damage - ¥3,000,000 per occurrence.

(24) Para 1.6.6.(a) Contract Manager (CM): A CM and an alternate who have who have good knowledge of English language communication skills must be designated in writing.

(25) Para 1.6.6.(d) Third Country Nationals (TCN): It is the Contractor’s responsibility to coordinate with the local Security Forces when there is a question about a particular circumstance.

(26) Para 1.6.7. Subcontracting: The Contractor must submit the list of use subcontractors.

(27) Para 2. Services Summary (SS): Summarizes the critical tasks in the requirements and introduces the subject PWS paragraphs and performance threshold.

d. Exhibits, Pricing Schedule: In order to price reasonably with full understanding of the requirement, read the PWS paragraph specified in each item carefully. The Excel spreadsheet automatically calculates estimated amounts and estimated total amounts. However, offerors are not relieved from the responsibility to ensure accuracy of their proposed amount. Offerors were strongly advised to give full attention not to make calculation mistakes in their quotation. Offered prices shall exclude consumption tax since it is exempted. Diesel fuel oil is also exempted and will be returned to the awarded contractor upon proper request. Brief explanation of each line item in Base Year was given to the offerors.

(1) A010 through A120: All unit prices shall be per one way per container of general freight, except

A09B and A09C.

(2) A210 Accessorial Services, Cancellation Charges and Table Items: Carefully insert unit price or percentage.

(a) A21A through A21J: Insert percentage (%) by which all rates of general freight shall be increased for special circumstances indicated in each line item. Estimated amount of each line item is an additional charge that is added to a related general freight charge. For instance, if you increase a general freight rate by 50%, insert “50”, not “150”.

(b) A21K through A21S: Offerors must carefully ensure unit of issue for each line item when inserting unit prices to prevent calculation mistakes.

(c) A21T and Table 1: The table is to be used for unforeseen requirement only IAW the PWS para

1.5.3.; for round trip requirement IAW para 1.5.5.; and for allocation/return container chassis from/to the Contractor’s holding area IAW para 1.5.11.(b). Insert total amount of Table 1 into unit price of A21T.

(d) A21U and Table 2: The table is for one-way/round trip ferry charge per 20ft/40ft container chassis.

Insert total amount of Table 2 into unit price of A21U. Amendment 0001 will be issued in order to update Table 2. See Amendment 0001 for details.

(3) When an offered amount is the same for the base and option years, offerors may write down “Same as

Base Year” on applicable pages.

e. SF 1449:

(1) Offerors are notified to submit their quotation by the due date and time specified in block 8. The quotation must be submitted/arrived in 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 through 6 of 34:

(a) Block 17a: Offeror’s company name and address must be typed in English followed by

Telephone No. and DUNS No. (if available). (N)CAGE Code may be inserted into the square next to CODE.

(b) Block 17b: 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. The remittance address on page 6 will be used in the event the Government is unable to make the payment by Electronic Funds Transfer.

(c) Block 30a, 30b, and 30c: Insert signature of offeror, name and title of signer, and date signed.

(d) Page 3 of 34, CLIN 0001: Insert “Est. Grand Total Amount” of Exhibit A into “Estimated

Amount” of CLIN 0001, and corresponding items will follow for Option Years.

(e) Page 5 of 34, Estimated Grand Total Amount: Insert estimated grand total amount of CLINs 0001 through 4001.

(3) Page 5 of 34, Note 2: IDIQ Contract Minimum and Maximum Value: 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 ¥231,000. 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.

(b) The actual order amount under this contract will not exceed the maximum value ¥150,926,666 \ including all option years. This means that the Government will establish another contract for orders exceeding the maximum value and does not dictate that offered prices must be lower than the maximum amount in order to be considered.

(4) Page 5 of 34, 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 01 Mar 2017;

however, it is subject to change.

(5) Clauses/Provisions: Full sentences of the clauses/provisions incorporated by reference in SF1449 are available at the site listed in the memorandum “Notice to Offeror”.

(a) Addendum to FAR 52.212-4. (k) Taxes (Page 8 of 34): Offered prices shall exclude consumption tax and fuel tax such as diesel oil since they are exempted.

(b) FAR 52.216-19 Order Limitations (Pages 14 through 15 of 34): Offerors must meet the requirements. It was emphasized that the Contractor is recommended to honor any orders exceeding the maximum order limitation described in this paragraph.

(c) FAR 52.217-8 Option to Extend Services (Pages 15 through 16 of 34): 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.

(d) FAR 52.217-9 Option to Extend the Term of the Contract (Page 16 of 34): 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, which will be released not later than 15 days prior to the contract expiration.

(e) FAR 52.209-7 Information Regarding Responsibility Matters (Pages 18 through 19 of 34):

Offerors are advised to fill in para (b).

(f) Addenda to FAR 52.212-1 Instructions to Offerors – Commercial Items (Pages 19 thru 23 of 34):

Each Part I, II , and III must be submitted in paper copy and electronic copy.

(i) Para (b): The offeror agrees to hold the prices in its offer for 210 calendar days from the date specified for receipt of offers.

(ii) Para B.1. Part I - Summary and Miscellaneous Data: Para (d) was emphasized. If none proposed, offerors must state “No Exceptions, Deviations, or Waivers” somewhere in the offer (e.g., above/below estimated grand total amount in page 5 of 34).

(iii) Para B.2. Part II – Price Proposal: Exhibits-Pricing Schedule must be submitted in Excel format saved in CD-R/RW as an electrical copy in addition to a hard copy. USB, Floppy

Disk, or zip format are not acceptable.

(iv) Para B.3. Part III – Past Performance Proposal:

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.

Past Performance Questionnaire (Attachment 2): Offerors were advised to send Past

Performance Questionnaire with Cover Letter to each of their references, and advise them to add any reasons/comments to support ratings. CONS may contact their reference companies if there are any questions.

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

(v) Para C.4.(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.

(g) FAR 52.212-2 Evaluation – Commercial Items (Pages 23 through 26 of 34): The following were emphasized:

(i) Para (d) Basis for Contract Award: 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.

(ii) Past Performance information must be contracts performed/being performed within the last three (3) years. Relevancy for each contract will also be assessed as described in this provision.

(iii) Price Evaluation Factor (Total Evaluated Price (TEP)) includes extension period. The price evaluation will document the fairness and reasonableness. The government reserves the right to perform price realism analysis. See para (d)(2) on page 25 of 34 for details.

(h) FAR 52.212-3 Offeror Representations and Certifications – Commercial Items (Pages 26 through

33 of 34): Offerors must complete Para (h) thru (r).

(i) DFARS 252.247-7022 Representation of Extent of Transportation by Sea (Page 34 of 34): Offerors must complete Para (b)(2).

f. Past Performance Questionnaire with Cover Letter: Procedures on how to obtain Past Performance

Information from the references were explained and emphasized that offerors were requested to select up to 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. Past Performance Reference List: 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:

a. Question: Are the prices in Table 1 of Exhibits for transportation services of general freight?

Answer: Yes, they are per container of general freight.

b. Question: Is there any restriction to appoint subcontractors?

Answer: Subcontractors who are in the list of vendors that are restricted from entering into a contract with the U.S. Government will not be allowed. The list is available on the web.

c. Question: Is a fillable version of Exhibits available?

Answer: Yes, EXCEL version of Exhibits is available upon request.

d. Question: Is Yokohama North Dock one of the U.S. Government installations?

Answer: Yes, it is.

e. Question: Is a round trip requirement applied when a filled/empty container is transported from a commercial port to a destination point and from the destination point to the commercial port with a filled/empty container, even though the same one-way route is included in the point-to-point routes?

Answer: Yes, in that event the Distance Rate Table (Table 1) is applied based on the round revenue distance. Please refer to the PWS para 1.5.5.

f. Question: We understand that drivers for transporting ammunition and explosives must be experienced and physically healthy. Is there any other requirements for drivers including background check?

Answer: If there is any criminal records, gate passes may not be issued.

7. Mr. Kato advised the offerors as follows:

a. Amendment 0001 will be issued in order to update Table 2 of Exhibits: Pricing Schedule. See Amendment

0001 for details. The offerors shall submit all amendments, if any, with required information in block 8 and block 15 of SF 30.

b. The offerors were advised that full attention should be given not to make calculation mistakes in the quotations. The quotation 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 12:45 hours.

9. 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.

YUMA KATO MAKI KODAMA

Contract Specialist Team Lead cc:

Movements Management Branch, Trans. Div., LRC Honshu

Distribution:

All prospective offerors