Minutes_PreCon_FA520918Q0046_20180821_FBO.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

28 Aug 2018

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Quotations (RFQ) No. FA520918Q0046, Transportation of Aircraft Engines by Air-Ride Vehicles

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at 11:00 hours on 21 Aug 2018 at the Conference Room 109, 374th Contracting Squadron, Yokota Air Base (AB). Participants are as listed below:

Government

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

Ms. Maki Kodama Team Lead Mr. Yuma Kato Contract Specialist Ms. Emi Yasuda Contract Specialist Ms. Ikumi Sato Contract Specialist

Requiring Activity (RA): United States Army Japan G4 (USARJ/G4)

Mr. Hisaki Nagai Supervisory Traffic Analyst Mr. Daisuke Tanimura Traffic Analyst Ms. Michiko Yamamoto Purchasing and Contract Assistant

374th Logistics Readiness Squadron (374 LRS)

Mr. Teruo Kitajima Traffic Analyst Mr. Yutaka Kurihara Packing and Crating

35th LRS (35 LRS)

Ms. Akiko Ogasawara Traffic Manager

Prospective Offerors

2. Introduction: The Government representatives introduced themselves.

3. 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

4. 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.: Award of up to two (2) Indefinite-Delivery Indefinite-Quantity (IDIQ) Type contracts 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. The Government Representatives provided supplementary explanations on the following:

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

(2) Para 1.2. Types of Freight: Brief explanation of freight and estimated dimensions.

(3) Para 1.3. Vehicle Requirements: The Contractor shall furnish proper vehicles specified in Para 1.3.1.

through Para 1.3.4.

(4) Para 1.4.1.: The Contractor shall perform services when scheduled by the Ordering Officer (OO) at any time during any calendar day including Japanese Holidays in order to meet the Government requirements.

(5) Para 1.4.2. Ordering/Bill of Lading: The following items were emphasized:

(a) Para 1.4.2.1.: The OO will specify the loading and unloading points, reporting time and date at loading and unloading points, including quantity. The OO will place an order after orally coordinating with the Contractor.

(b) Para 1.4.2.2.: Within 15 calendar days after the shipment is completed, the Transportation Officer (TO) will issue a Bill of Lading (BL), USFJ Form 334EJ, to the Contractor in exchange for the signed shipping documents, which are prepared by the Government.

(c) Para 1.4.2.3.: Certificate in Lieu of Lost Bill of Lading (USFJ Form 376EJ) shall be used when an original BL is known to have been lost, rendered unusable, or destroyed after the original BL is issued.

(d) Para 1.4.2.4. Multiple Award Contracts: See Appendix C for details.

(e) Para 1.4.2.5. 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.

(6) Para 1.4.4. Bracing & Tying Down: After the Government implemented the tying down methods specified in Para 1.4.4.1.3. and 1.4.4.1.4., the Contractor shall secure the freight in accordance with (IAW) Para 1.4.4.1. The Contractor provide at least four sets of chains and binders required for proper bracing and tying down IAW Para 1.4.4. and Appendix A.

(7) Para 1.4.5. Free Time: One (1) hour period for the Government to load and unload the freight.

(8) Para 1.4.6. Security Guards: In the event a security guard or escort is used, the Government will provide him/her.

(9) Para 1.4.8.1. Demurrage (BAS): The Contractor shall submit a request to the OO within thirty (30) days following incurrence of said charges.

(10) Para 1.4.8.2. Use of Toll Roads (BAS): Except for Exhibit Line Item Numbers (ELINs) x010 and x020.

(11) Para 1.4.8.3. Midnight and Early Morning Charge (BL): This charge is not applied to any shipments exceeding 200 kilometers one-way/any shipments with ferry services listed in the contract.

(12) Para 1.4.8.4. Winter Periods/Charges (BL): This is applied when the Contractor performs services for orders using Distance Table Rates specified in the Pricing Schedule.

(13) Para 1.4.8.5. Ferry Service (BL): Available for shipments to/from Hokkaido area.

(14) Para 1.4.8.6. Cancellation of Requirement (BAS): The Contractor shall not be paid demurrage charge in addition to the cancellation charge.

(15) Para 1.4.10. Table of Distances: Military Traffic Management Bulletin (MTMB) No. 2, entitled

“Official Table of Highway Distances, Japan” as revised, will be provided to the Contractor after award of the contract.

(16) Para 1.4.11. Humanitarian Assistance and Disaster Relief (HADR): Includes services to respond to requirements in an emergency situation.

(17) Para 1.5.5.: Instructions regarding tax exemption will be provided to the contract awardee when necessary.

(18) Para 1.5.6.1. 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.

(19) Para 1.5.7.1. Contract Manager (CM): A CM and an alternate who have who have good knowledge of

English language communication skills must be designated in writing.

(20) Para 1.5.7.4. Other Country Nationals (OCN): It is the Contractor’s responsibility to coordinate with the local Security Forces when there is a question about a particular circumstance.

(21) Para 1.5.8. Subcontracting: The Contractor must submit the list of use subcontractors.

(22) 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 and A020 (and corresponding items under Options): “Midnight and Early Morning Charge

(A030B)” and “Winter Periods/Charges (A03C through A03F)” will not be separately paid for these items. Therefore, those additional charges must be reflected/included in all unit prices for items x010 and x020.

(2) A030 Additional Charges and Table 1 (and corresponding items under Options): Carefully insert unit price or percentage.

(a) A03A, A03G through A03N, and A03R through A03S: Offerors must carefully ensure unit of issue for each line item when inserting unit prices per each to prevent calculation mistakes.

(b) A03B through A03F and A03P through A03Q: Insert percentage (%) by which Table Rates shall be increased for special circumstances indicated in each line item. Estimated amount of each line item is an additional charge that will be added to Table Rates. For instance, if you increase a general freight rate by 50%, insert “50”, not “150”.

(c) A03T and Table 1: Insert total amount of Table 1 into unit price of A03T.

(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 must submit their quotations by the due date and time specified in block 8. The quotation must be submitted via email. Refer to Addenda to FAR 52.212-1(m).D.1. for details.

(2) How to fill out pages 1 and 3 through 6 of 37:

(a) Block 12: The discount terms shall be inserted here if applicable.

(b) 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.

(c) 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 address on page 6 will be used in the event the Government is unable to make the payment by Electronic Funds Transfer (EFT). The remittance charge through EFT will be deducted from the payment amount.

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

(e) Page 3 of 37, CLIN (Contract Line Item) 0001: Insert “Est. Grand Total Amount (A) + (B)” of

Exhibit A into “Estimated Amount” of CLIN 0001. Corresponding CLINs will follow for Option Years.

(f) Page 5 of 37, Estimated Grand Total Amount: Insert estimated grand total amount of CLINs 0001 through 4001.

(3) Page 5 of 37, Note 2: IDIQ (Indefinite-Delivery Indefinite-Quantity) 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 ¥200,000. 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 in the amount of

¥135,000,000 including all option years. This means that the Government will establish another contract for orders exceeding the maximum value. This does not dictate that offered prices must be lower than the maximum amount in order to be considered.

(4) Pages 5 through 6 of 37, Note 5: Contract Period/Performance Period: Performance period will be inserted at the time of award for Base Year and all Option Years. The anticipated performance start date is 01 Dec 2018.

(5) Clauses/Provisions: Full sentences of the clauses and provisions incorporated by reference in SF1449 are available at the website listed in the memorandum “Notice to Offeror”, Para 1.a.

(a) Addendum to FAR 52.212-4. (k) Taxes (Page 7 of 37): Offered prices shall exclude consumption tax and fuel taxes such as diesel oil since they are exempted.

(b) FAR 52.216-19 Order Limitations (Page 15 of 37): Offerors must meet the requirements. It was emphasized that the Contractor may be requested to honor any orders exceeding the maximum order limitation described in the paragraph.

(c) FAR 52.217-8 Option to Extend Services (Pages 16 of 37): The Contracting Officer may exercise the option up to six (6) months by a 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 37): 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 60 days prior to the contract expiration.

(e) AFFARS 5352.201-9101 Ombudsman (Pages 17 through 18 of 37): Ombudsman to contact to resolve concerns as identified therein.

(f) FAR 52.212-1 Instructions to Offerors – Commercial Items (Page 18 of 37): This provision explains how to submit quotations.

(g) FAR 52.209-7 Information Regarding Responsibility Matters (Pages 18 through 19 of 37):

Offerors are advised to fill in Para (b).

(h) Addenda to FAR 52.212-1 Instructions to Offerors – Commercial Items (Pages 20 through 24 of

37): Each Part I, II, and III shall be submitted via email.

(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 37).

(iii) Para B.2. Part II – Price Quotation: Exhibits-Pricing Schedule shall be submitted in Excel format via email.

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

Subparagraph (a): Offerors were advised to submit any information currently available (e.g., 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.

Subparagraph (b), Past Performance Questionnaire (PPQ) (SF 1449, Attachment 2):

Offerors were advised to send PPQ 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.

Subparagraph (f), Subcontractor Consent: Submit subcontractor’s consent if the offeror submit subcontractor’s past performance.

(v) Para D.1.: Offerors shall submit electronic copies of quotation via email by following the instructions specified in the paragraph.

(i) FAR 52.212-2 Evaluation – Commercial Items (Pages 24 through 26 of 37): The following were emphasized:

(i) Para (d) Basis for Contract Award: The method of evaluation would be the Lowest Price with

Acceptable Past Performance (LPAPP). 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) 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)(1) on pages 24 through 25 of 37 for details.

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

(j) FAR 52.212-3 Offeror Representations and Certifications – Commercial Items (Pages 26 through 36 of 37): Offerors must complete Para (h) through Para (t).

(k) DFARS 252.247-7022 Representation of Extent of Transportation by Sea (Page 37 of 37):

Offerors must complete Para (b).

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.

h. OF 17: This label is not required when a quotation is submitted via email.

(See continuation sheet)

5. Questions & Answers: The following are questions and answers at the conference. They are not listed in the sequence actually asked:

PWS

a. Question 1: Who is responsible to issue a “shipping document”, identified in PWS, Para 1.4.2.2., such as “Statement of Delivery” and “Statement of Receipt”?

Answer 1: The Government will provide the shipping document to a driver.

b. Question 2: Would it be possible to make the advance notification period (PWS, Para 1.4.2.5.)

longer than “at least 48 hours”?

Answer 2: No. This requirement will remain as is. This is based on historical records.

c. Question 3: Who will load and unload a freight? And how?

Answer 3: The Government staff will by pushing it onto the truck from the warehouse ramp.

d. Question 4: Regarding bracing and tying down, would the Contractor be allowed to use chains only?

Answer 4: Yes. PWS, Para 1.4.4., and Appendix A indicate that the Contractor shall provide at least four (4) chains and four (4) binders.

e. Question 5: Does cancellation occur frequently?

Answer 5: Please refer to PWS, Appendix E, Historical Workload Data.

f. Question 6: Does a “highway” stated in the PWS, Para 1.4.10.(1), mean a toll road?

Answer 6: No. A highway means an arterial road that includes a national road and a local road, excluding a toll road.

g. Question 7: Does an engine to be transported include oil inside?

Answer 7: No, it does not. Oil will be removed from engines.

h. Question 8: Will the Contractor be unexpectedly requested to deliver any freight, other than an engine on an engine trailer, in a vacant space on the vehicle?

Answer 8: No. The Contractor shall not perform and the Government shall not require the

Contractor to perform any service that are not specified in the PWS without coordination through the Contracting Officer.

i. Question 9: Is a rear-door panel van type truck acceptable?

Answer 9: Yes. It must be equipped with rings for tying down.

j. Question 10: Orders should be made in writing, not only verbally. Will the Government issue any document to the Contractor prior to performance for each shipment?

Answer 10: The Government will issue a shipping document to a driver at the time of loading freight. The driver will obtain signature from the Government to confirm receipt of freight at a unloading point. The TO will provide an original Bill of Lading (BL) to the Contractor in exchange for the signed receipt of shipping document within 15 calendar days after the Contractor submits the said shipping document. Please refer to para 1.4.2.2.

k. Question 11: Is the Contractor required to prepare tarps if a flatbed truck is used?

Answer 11: Yes. (Please refer to para 1.4.4.3.)

l. Qusstion 12: PWS para 1.3.3. Would a “gull wing” type vehicle acceptable?

m. Answer 12: Yes, as long as the rear door can be open.

n. Question 13: PWS 1.4.1. Would this mean 7 days x 24 hours operation throughout a year?

Answer 13: Yes.

o. Question 14: PWS 1.4.2.1. How does the Ordering Officer communicate with the Contractor? Is it verbally or in writing? Would it be in English or Japanese? If it is verbal, what action is taken not to cause misunderstanding? If it is in writing, what document is provided from a shipper to the Contractor?

Answer 14: Both verbally and in writing through emails for ordering. Japanese staff will be

Ordering Officers and they can communicate in Japanese over the phone to avoid misunderstanding. Orders verbally made will be confirmed in writing in English, usually by emails. A shipping document will be provided to a driver at the time of loading freight.

p. Question 15: PWS 1.4.2.1. What does “Reporting Time” mean?

Answer 15: It is the time that a truck is required to report at loading or unloading point.

q. Question 16: PWS 1.4.2.3. When a BL or another document in lieu of BL is issued, with whom does the Contractor confirm verbally ordered shipments?

Answer 16: A BL will be issued in exchange for the signed shipping document confirming receipt of freight.

r. Question 17: PWS 1.4.2.5, Advance Notification. Who in the Government will be placing orders with the Contractor?

Answer 17: Ordering Officers. (Please refer to PWS 1.5.4.)

s. Question 18: PWS 1.4.6. What and how does no armed security guard escort does?

Answer 18: To ensure secure transportation of freight.

t. Question 19: PWS 1.4.8.2. Unless otherwise Ordering Officer does not direct to use toll roads, would a driver not be able to use toll roads for any reason?

Answer 19: Tolls will be paid to the Contractor when the Ordering Officer directs to use toll roads.

Tolls will not be paid if drivers use toll roads at their discretion.

u. Question 20: PWS 1.4.8.3. Please explain the reason(s) why Midnight and Early Morning Charge do not apply to shipments exceeding 200 kilometers one-way/any shipments with ferry services stated in the contract.

Answer 20: For shipments exceeding 200 kilometers, driving hours would fall between the timeframe, therefore, the additional charge does not apply.

SF1449

v. Question 21: What is “with four (4) one-year option period which may be exercised at the discretion of the Government” stated at Not 5 on page 5?

Answer 21: Please refer to FAR Page 16, FAR 52.217-9 Option to Extend the Term of the Contract.

The Government has a unilateral right to exercise each option year in accordance with the clause. The Government may or may not exercise the option.

w. Question 22: Can a subcontractor of the offeror be a reference for the offeror’s Past Performance

Questionnaire?

Answer 22: No. The references should be offeror’s customers who is in a position to rate the offeror’s performance objectively.

6. Mr. Kato advised the offerors that full attention should be given not to make calculation mistakes in the quotations. The quotation must be submitted via email by the offer due date/time. The offeror should give sufficient time prior to the due date/time in case of experiencing any technical issues. 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.

7. The conference was concluded at 13:10 hours.

8. 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) working days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

MAKI KODAMA

Team Lead, Specialized Flight cc:

USARJ/G4

35 LRS/LGRD

374 LRS/LGRDDC

Distribution:

All prospective offerors