Site_Orien_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

27 Aug 18

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference for Solicitation No. FA520918Q0121, DFAS Parking Lot Grounds Repair at Yokota Air Base, Japan

1. The Government held 2nd pre-proposal meeting on 27 Aug 18, 930 hours at Bldg. 620, Yokota Air Base, Japan

The attendees were as follows.

Government:

374 CES/CEOES SSgt Hampton, Karen Service, Contracts Supervisor 374 CES/CEOES TSgt Jones, Steven B. Jr. NCOIC Service Contract 374 CES/CEOES 1st Lt. Califano, Joseph A. Service Contract 374 CONS/PKB Ms. Kaneko Namiko Contracting Officer 374 CONS/PKBA Ms. Kimura, Reiko Contract Administrator

Prospective offerors

See Attachment 1 (The list will be disclosed only to the Government)

2. The purpose of this meeting is to brief changes in subject solicitation. Followings are items the Government briefed.

a. The solicitation due date is extended to 31 Aug 18.

b. Performance period is 90 calendar days excluding a watering sod period. The watering sod work shall be coordinated with the Government. (Amend 0003 will be issued)

c. Scope of Work was explained. See Para 1.1.1. of PWS dated 27 Aug 18.

d. Paragraph of Warranty of Services was added. See Para 1.1.3 of PWS dated 27 Aug 18.

e. Paragraph of Work Clearance was added. See Para 1.1.8 of PWS dated 27 Aug 18.

3. Following question were asked during the meeting.

a. The Government answered “Noshiba” for kinds of sod on 1st site orientation meeting minutes.

An offeror asked if the government accept “Koraishiba” instead of “Noshiba” since there are “Koraishiba” in other areas on Yokota Base. The Government accepted “Koraishiba”, too.

b. An offeror asked the government if they can use the Government’s loading shovel. A contractor shall use their own equipment.

c. The grounds level in Section A shall be consider for manhole, base of street light or other items and re-sod back to a gradual grade to each point. Trees and bushes identified in Section A of Appendix A shall be removed. (See Appendix A)

d. A stub shall be cut and removed up to 4” from the surface.

e. A type barricade was explained. A contractor shall coordinate with the Government and provide phase work schedule to the Government.

f. Any kinds of soil are acceptable as long as it is suitable sod.

g. A contractor are permitted to use the water sources on base, however, it is contractor’s responsibility to bring an equipment of watering in order to be able to water all required areas sufficiently.

The place of water supply will be coordinate with a Government Representative (GR) after awarding a contract. A contractor are permitted to use the restrooms on base and shall coordinate which restroom can be used with GR. Or, a contractor can set up a temporary toilet if they want. The place of a toilet shall be coordinate with a GR.

h. The GR will conduct a final inspection.

i. A solicitation can be received through E-mail if an offeror wants do so. However, please make sure if the Government received your solicitation. All amendment shall be submitted with your solicitation.

5. The meeting was concluded at 1030 hours.

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:

REIKO KIMURA NAMIKO KANEKO

Contract Specialist Contracting Officer

Attachments:

Attendance Sheet cc: 374 CES/CEOHS

Distribution:

All prospective offerors