Site_Orientation_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

17 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. An escorted site orientation for subject project was conducted on 10 Aug 18 at 1000 hours at 374th Contracting Squadron, Yokota Air Base, Japan.

The attendees were as follows.

Government:

374 CES/CEOES SSgt Hampton, Karen 374 CONS/PKBA Ms. Kimura, Reiko, Contract Administrator

Prospective offerors

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

2. Contract Specialist (CS) opened the pre-proposal conference by introducing the Government personnel. Also she asked all participants to ensure if they could obtain all documents of subject solicitation.

3. An explanation of the solicitation package was provided. It was emphasized that the offerors are responsible to read and understand the solicitation requirement. The followings were briefed with supplementary explanations as indicated below.

a. Amendment 0001 to extend the proposal due date was issued and uploaded to FfedBizOpps.Cov (https;//www.fbo.gov/) on 7 Aug 18.

b. Question regarding subject project shall be submitted in writing to Ms. Kimura

(reiko.kimura.2.jp@us.af.mil) by 20 Jun 18 at 1600 hours.

b. The closing date of solicitation submission is 24 Aug 185, 1600 hours.

c. Acceptance period of the offeror’s proposal is 60 calendar days form the closing date of solicitation submission.

d. Evaluation factor is “Price”.

e. The requirements of subject project were briefed.

4. The Government personnel escorted all participants to the site and showed the site area. During the site visit, following questions were brought up.

1Q: There are two kinds of Japanese standard sod. One is cheap such as “noshiba” and the other one is not so cheap such as “koraishiba”. Currently, other areas in Yokota Air Base covered in Koraishiba. Do you require “Koraishiba” to be planted?

1A: Recommend Noshiba.

2Q: There are elevations of surface in the site. Please specify details for grounds level.

2A: To help define the area a little more, we created to sections. Section A is expected to remove dirt up to 4”, remove large rocks (5cm and up), and re-sod back to ground level to existing curb or sidewalk. In Section B, we understand there is a hill and it also needs to same amount of dirt removed as stated above, but the expectation will be have a gradual grade to curbs or sidewalks.

3Q: Performance Period: 15 days for removing soil and placement of sod is too short. One offeror asked the Government that they needs at least 2 month without watering and maintaining sod period.

3A: Performance Period should be 90 days from mid-September to mid-December. The whole work performance should occur within that time frame. The goal is to have the dirt removed and grass placed by 1 November to allow the grass to grow well enough before it goes into dormant stage in December.

4Q: Please provide the definition of maintain.

4A: Maintaining of this sod was removed for clarification. The only requirement after placing sod is watering up to six weeks.

5Q: Shall a construction fence be placed during the performance? Can we block all cars out during the performance period or do you request us to divide area for several phasing works?

5A: We recommend the contractor used barricade A type fencing. The parking spaces are still required by the Wing; therefore, a Phasing/Scheduling process is recommended.

6Q: The grass area at the parking lots in Appendix A which is marked white. Are these areas included in the project?

6A: Yes, they are included in the project. Appendix A will be revised by Amendment 002.

7Q: It is very hard to make a price estimate since it is difficult to make an estimate amount of ground that the contractor have to remove. Can the Government provide a number of ground amount to remove and add? Or can you change to requirement type of contract?

7A: We will rely on the contractor’s expertise to price out the areas based on the site visit. The contractor price for this contract should include the cost for labor, man-hours, fuel, transportation, equipment, etc… needed to remove the soil.

8Q: Do you request us to provide a manifestos of all dirt, rocks and debris which are moved out from the base?

8A: After reviewing the requirements, the excessive debris or soil can be placed at the Yokota Air Base 43rd yard for disposal. There will be no need to provide a manifest.

5. The site orientation was concluded at 1120 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

17 Aug 18