Site_Orient_Minutes_17T0059.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

28 Apr 17

MEMORANDUM FOR DISTRIBUTION

Subject: Minutes of Site Orientation for Request for Quotes (RFQ) No. FA5209-17-T-0059, Military Family

Housing (MFH) Shed Transportation and Assembly Service, ZNRE 17-0944, Japan

1. An escorted site orientation for the subject solicitation was conducted on 28 Apr 17, 0900 hours. All attendees met at Room 109, 374th Contracting Squadron (Building 620), Yokota Air Base, Japan.

The attendees were as follows.

Government:

374 CES/CEIHH: Mr. Rosa Government Representative (GR), Requiring Activity 374 CES/CEOES: Mr. Simonitsch Chief, Service Contracts 374 CES/CEOES: TSgt Kropog NCOIC, Service Contracts 374 CONS/LGCB: Ms. Kaneko Contracting Officer 374 CONS/LGCB: Ms. Shioda Contract Specialist

Prospective Quoters: (listed in alphabetical order)

Bright Co., Ltd.

Eight Co., Ltd.

Nihon Highway Service Co., Ltd.

TECC Corporation TESCO Co., Ltd.

Tokyo Business Service Co., Ltd.

2. Explanation of the solicitation package was provided by Ms. Shioda. Followings were explained:

Solicitation number and offer due date on 10 May 16, 1400hours (SF1449, Page 1). Offer should be submitted by this date and time using OF17 (See Attachment).

Since this contract type is a Blanket Purchase Agreement (BPA), the offeror is not required to fill out the prices in the pricing schedule at Page 3 of Standard Form (SF) 1449. All attendees were reminded to submit pricelist (Solicitation Attachment 2) and Proposal sheet (Solicitation Attachment 4) with SF1449. In addition, Ms. Shioda emphasized the attendees that all required fill-ins at FAR 52.212-3 should be marked.

Pre-priced BPA is not a contract but an acquisition method of filling anticipated repetitive need for the service. Pricelist submitted by the vendor will be reviewed carefully and approved by the Contracting Officer. Pricelist will be reviewed annually at a minimum.

As stated in FAR 52.212-2, award to this BPA will be made to the lowest offer based on total price of first order.

3. Ms. Shioda briefly explained work scope of the requirement.

The attendees were advised that it is the vendors responsibility to read the assembly manual to understand the requirement. In order to all the sheds being warranted, they should be assembled and installed in accordance with the manual.

The vendor should submit the documents in accordance with PWS such as Performance schedule (Paragraph 1.9.), Disposal Receipts (Paragraph 2.2.) and other documentations as required by the

PWS.

If resident asked questions regarding sheds, advise them to contact housing office directly.

Wood platform should be placed on pier blocks or footing as specified in the manual.

4. All participants moved to the parking area next to tower 3005, Bldg 4401 and 4649 to examine the actual work sites. During the briefing/site surveys, the following were confirmed based on the questions from the participants:

The vendor may use the parking lot where the sheds will be staged as material staging area and/or temporary working area. Fence will be installed to cover all parking lot from end to end.

Fence should be secured with a lock. Open entrance for accessing large vehicle will not be considered for installation.

The vendor is required to communicate closely with the GR to determine the place where the sheds will be installed prior to work. The location will be moved over a little from the dots in the location map due to examination of the piping or lining buried underground.

5. Ms. Shioda briefed as follows as a closing remarks:

Prospective quoters were advised that they should submit any further questions in writing via e-mail or fax to the Government. Question and answers will be provided to all participants by distribution and posted on FedBizOpps (FBO) website.

6. The site orientation was concluded at 1100 hours.

7. The followings are answers that could not be provided in the site orientation.

Q1: What kind of wood should be used for wood platform?

A1: As specified in the assembly manual, please use exterior grade wood. Or you shall apply antiseptic paint such as using for the private fence on the residents’ yards.

Q2: Should foundation ground be flat and leveled?

A2: Yes.

8. 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.

(continue to next page)

NAMIKO KANEKO

Contracting Officer

Attachment:

OF 17

cc: 374 CES/CEIHH

374 CES/CEOES

Distribution:

All prospective quoters

Attachment