Site_Orientation_Minutes_12_May_17.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

12 May 17

MEMORANDUM FOR DISTRIBUTION

FROM: 374th CONS/LGCBA Yokota Air Base Fussa-shi, Tokyo 197-0001

Subject: Minutes of Site Orientation for Request for Quotation (RFQ) No. FA5209-17-T-0054, Preventive maintenance and Repair of Electronic Door Locks at Yokota Air Base, Japan

1. An escorted site orientation for the subject solicitation was conducted on 12 May 17, 1000 hours. All attendees met at the 374th Contracting Squadron, the Bldg. 620 and then moved to work sites, Bldg.125, Yokota Air Base, Japan.

2. Attachment 1 is a list of the participants from the prospective offerors. (Government Use Only) Government participants are listed as follows:

Mr. Macabalitao, 374 CES/CEIHH, CEIH Housing Manager Ms. Kaneko, 374 CONS/LGCB, Contracting Officer 1st Lt Muhlenberg, 374 CONS/LGCB, Contracting Officer Mr. Adachi, 374 CONS/LGCB, Contract Specialist

3. Mr. Adachi, Contract Specialist of 374 CONS/LGCBA opened the site orientation with introduction of Government attendees to the prospective offerors, and explained the following items.

(i) Submission Due Date & Time:

RFQ shall be submitted no later than 24 May 17, 1400 hours

(ii) Solicitation: SF 1449 Solicitation was briefed by Mr. Adachi. Following parts of the solicitation was emphasized:

1. The detail work of CLIN x0001 and CLIN x0002.

2. Condition of option exercise as shown on page 16.

3. FAR 52.212-18 - Availability of funds: No funds available at this moment.

3. FAR 52.212-2 - Evaluation – Factors: Price, as shown on page 24.

(iii) Performance Work Statement (PWS): The discussion primarily focused on the following three sections:

1. Paragraph 1.2. Annual Preventative Maintenance: Annual preventative maintenance shall be started during September and end within eight weeks. During this period, any replacement of parts or locks will be conducted by the contractor. After this period of eight weeks for ‘Annual Preventative Maintenance,’ the Government will perform all replacements. Portable devices and the batteries should be purchased by contractor.

2. Paragraph 1.3. Parts and Materials: Total of 10 electric door locks per year is an estimated total. There is no guaranteethe Government will require 10 locks per year.

3. Paragraph 1.4. Level II work: Any require work to the door locks as a result of a software update will be labeled as Level II work. In addition, the door frames have a customized door latch created by the lock installation contractor specifically for Yokota Air Base doors. In the event these door latchs need replacement as a result of severe damage, this work will be labeled asLevel II work.

The following questions were asked.

Q1. PWS. APPENDIX A Estimated Work Load Data: Why does PWS Appendix A say 5 weeks but also says 8 weeks in Paragraph 1.2.?

A.1 APPENDIX A is just estimated work time frame. The performance period must be within 8 weeks.

Q2. PWS Paragraph 1.2. : Does contractor have to purchase portable device to conduct the maintenance work?

A2. Yes.

4.. The site orientation was concluded at 1125 hours.

5. A copy of the minutes will be distributed to all attendees. The foregoing is a brief summary of the discussions held during orientation. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within five calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

Prepared by:

NOBUHISA ADACHI

Contract Specialist

Reviewed by:

BYRON H. MUHLENBERG

Contracting Officer

Distribution:

374 CES/CEOES

All prospective quoters

12 May 17