Site_Orientation_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

8 Aug 18

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/PKBA

SUBJECT: Site Orientation Minutes for RFQ No. FA5209-18-Q-0116, Replace HVAC Drip Pans in Buildings 220 & 413

1. On 7 Aug 18, an escorted site orientation for subject project was conducted at 1400 hours at Bldg. 620 Yokota Air Base, Japan. Participants are listed below:

Government

374 CES/CEOE: MSgt Reno Cruz-Betancourt, Service Contracts, Section Chief 374 CES/CEOE: SSgt Karen Hampton, Service Contracts, Supervisor 374 CES/CEIHD: MSgt Christopher Bergstrom, Superintendent, Unaccompanied Housing 374 CES/CEIHD: TSgt Wayne Baxter, Airmen Dorm Leader 374 CONS/PKB: Mr. Setsuo Yamamoto, Contract Specialist

Contractor See attached Site Orientation Attendance Sheet. (This is only filed internally for the Government.)

2. Mr. Yamamoto made an opening statement and introduced the Government representatives.

3. 374th CES provided general explanation of the procurement schedule and process to the potential vendors.

MSgt Cruz-Betancourt provided a description of the requirements.

4. The parties moved to Bldg 413 to see the projected performance location. One room was selected by the Government to show two HVAC units. MSgt Cruz-Betancourt explained the detailed requirements in accordance with the Performance Work Statement (PWS). After the vendors took the photos, the parties moved to Bldg 220. One room was shown to the vendors.

(a) The contractor shall provide replacement drip pans for 360 HVAC units.

(b) The Contractor shall remove and dispose of all current drip pans every day.

(c) The Contractor shall clean and remove all build-up rust, soil, mold and foreign material from the drip pan bracket.

(d) The Contractor is responsible for thorough cleaning of all HVAC fan coils units.

5. Four questions were raised by the vendors:

(a) Is size of all HVACs the same?

The HVAC fan coil units in the living room are larger than the units located in the bedroom.

(b) Interior side of HVAC hatch shows its manufacture name and model. However, we cannot recognize the model since they are frayed. Do you know the model of HVACs?

The government will try to look for the models.

(c) Do you have any drawings of the buildings which include the HVAC fan coil units’ size and the model information?

The government will try to find them.

(d) Are all rooms empty?

Some rooms are occupied and some rooms are empty.

6. 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 (5) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

Prepared by: Reviewed by:

SETSUO YAAMOTO NAMIKO KANEKO

Contract Specialist Contracting Officer cc:

374 CES/CEOE

8 Aug 18

11.0.1.20130826.2.901444