Preproposal_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

25 Jun 2018

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKAB

SUBJECT: Pre-Proposal Conference and Site Visit Minutes for RFQ FA5209-18-Q-0057, Inspection, Maintenance, and Repair of Elevators at Camp Zama (CZ), Akasaka

Press Center (APC), Sagamihara Family Housing Area (SFHA) and Sagami General

Depot (SGD), Japan.

1. A pre-proposal site visit was conducted at CZ from 0900 hours on 30 May 2018, at SFHA and SGD from 1100 hours on 31 May 2018, and at APC from 1100 hours on 1 Jun 2018 to explain and clarify the Government’s requirement to the prospective offerors and assist them in submitting their quotations with a full understanding.

2. The important and essential requirements pertaining to this RFQ in each section were presented as follows:

2.1. Submission of quotations will be accepted by e-mail or fax machine to the contract specialist (Mr. Ishikawa) and contracting officer (Mr. Thomas). The Government will confirm receipt of their submission via email reply.

2.2 The solicitation had not yet been released, therefore all attendees brought the Performance

Work Statement (PWS) only.

3. The outline of the PWS was briefed to all offerors. The functional expert, Mr. Kato and

Contractring Officer’s Representative, Mr. Takahashi, explained the details of each elevators within each location.

4. Some questions arose from the offerors:

Question 1: Is this a new requirement or is there an incumbent. If so, who is the incumbent?

Answer 1: This is an incumbent and Nippon Building Care Limited is the contractor.

Question 2: If this is not a new requirement, what was the total value of the previous contract, all option years included?

Answer 2: The contract price is Y75,780,000, all 4 option years included.

Question 3: When will the solicitation be issued?

Answer 3: It will be issued aroud the middle of June.

Question 4: Do offerors need to quote the repair work and on-call service as estimate for

Contract Line Item Number (CLIN) X002?

Answer 4: No. CLIN X002 will be estimated by the Government for basic and each option period then the contract award or exercised option.

Question 5: Will repair work and on-call service will be combined for one-CLIN?

Answer 5: Yes. Both of them will be one-CLIN and on call service will be a fixed price, not to exceed amount.

<PWS>

Question 6: Section 1.2.3 says the following: "The contractor shall respond to the work location within three (3) hours the same business day..." By respond, does that mean physically be on site to troubleshoot the issue?

Answer 6: Not everything but yes, the contractor shall respond physically on site, if needed.

Question 7: Section 1.2.5. Does this mean that any repairs beyond routine maintenance will be billed to the contracting office?

Answer 7: It describes the procedure of repairs beyond routine maintenance, not the payment.

The COR approve the repair work below $5,000, but over $5,000 repair work needs the approval by the contracting officer.

5. Site visits ended 1200 hours at APC on 1 Jun 2018.

6. Offerors were informed that they should not submit a quotation without a full understanding of the PWS as it will cause problems in the future. Offerors were advised to contact 374

CONS/PKAB, Mr. Ishikawa, at Commercial Tel: 042-551-6120 or DSN 225-3639, for any additional questions or information as needed.

GO ISHIKAWA STEVEN M. THOMAS

Contract Specialist Contracting Officer