MFR_s_visit.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

13 Aug 18

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/PKBA

SUBJECT: Minutes of Site Orientation for RFQ FA5209-18-Q-0126, REPAIR ROOF ON BLDG 4084, Yokota AB, Japan

1. On 10 Aug 18, an escorted site orientation for the subject project was conducted at 1400 hours at Bldg

4084, Yokota Air Base, Japan. Participants are listed below:

Government

374 CES/CEOES: TSgt Steven Jones, Civil Engineer

374 CES/CEOHS: A1C Matthew Byce, Structure Journeyman

374 CONS/PKBA Ms. Yoshie Okumura Contract Administrator

Contractor

See attached Site Orientation Attendance Sheet. (Information only for the Government)

2. Ms. Okumura made an opening statement, introduced the Government representatives, and then provided explanation of the following information in the solicitation package.

a. Contract: This is a Service (Commercial) solicitation with the certified funds, and the Government intends to award a purchase order within this month.

b. Contract Specialist provided following keywords. (Yen rate: ¥111.3365/$1.00)

*Note: Amendment 0001 issued on 10 Aug 18 has changed the Offer Due date from 22 Aug 18, 1400 to 24 Aug 18, 1400 hrs.

3. TSgt Jones explained the summary of the Statement of Work (SOW), then helped the contractors climb the ladders onto the roof top, and showed the projected construction points.

a. The Requesting Activity anticipates temporary repair service under this requirement. The gutters currently hold water running from the roofs and drain it into strainers installed in the gutters. When too much rain falls, the overflowing water leaks into the gaps between the upper edge of the vertical walls of the gutters and the roof ends. The requirement is to fill the gaps, which is the cause of leakage, by water proof membrane in accordance with the SOW w/attachments. The performance period is 90 calendar days (c/d).

Keywords FA5209-18-Q-0126

Contracting Officer Mr. Sato

Contract Specialist Ms. Okumura

Requesting Activity TSgt Jones

Offer Due Date *24 Aug 2018, 1400 hours

Evaluation Criteria Lowest Price (LP)

b. Questions raised from the participating contractors, and the Government provided the responses as follows:

- The contractors assume waterproofing is required to the ends of the roofs in addition to the gutter area to prevent the leakage. The SOW, however, does not describe the specific work required on the roof ends.

The Government responded that roof ends water proofing is necessary, and the required area is 6 inches

(15cm) upward from the end of roofs.

- There are very many waterproof membrane materials in the market. The prices vary from very low;

such as waterproof paint spray or tape, to very high; multiple layer materials (Base/Membrane/Top

Coatings). The SOW does not specify the quality standard. The contractors requested for reference/information on the standard the Government anticipates so that the contractors would be able to quote based on the same standard work.

The Government promised to provide the response ASAP.

RESPONSE: Refer to SOW Attachment 2 (As-Built Drawing of Contract FA5209-14-C-0045), the materials used for the contract is specified. Any equivalent materials (same standard or higher) to the written is acceptable to the Government.

- The contractors expressed their desire the Government to extend the offer due date/time, explaining the

Obon Holidays from 11 to 19 Aug 18 does not allow the contractors to obtain material information or prices from the local manufacturers/agencies; research is feasible only from 20 Aug 18. One day or two extension will help the contractors do good price research.

RESPONSE: The Contracting Officer granted the request and issued Amendment 0001 on 10 Aug 18 to extend the offer due date from 22 Aug 18, 1400 hrs to 24 Aug 18, 1400 hrs.

4. Ms. Okumura dismissed the parties at Bldg 4084 at 1440 hrs.

5. 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:

YOSHIE OKUMURA TOMOKO SHIODA

Contract Specialist Contracting Officer

Attachment: Attendance Sheet cc:

374 CES/CEOES

374 CES/CEOHS