Site_Ori_Min_Calibration.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

21 Aug 18

MEMORANDUM FOR DISTRIBUTION

Subject: Minutes of Site Orientation for Solicitation No.: FA5209-18-Q-0141, To Inspect and Provide Certified Calibration Charts For Fuel Tanks at Yokota Air Base and Tama Service Annex

1. An escorted site orientation for subject project was conducted on 21 Aug 18 at 0900 hours at Bldg. 620 at Yokota Air Base, Japan. Participants are listed below:

Government 374 CES/CEIEC: Mr. Mitsuki Kitajima Government representative (GR) 374 CONS/PKB: Ms. Mio Miyabayashi Contract Specialist

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

2. Ms. Miyabayashi made an opening statement and introduced the GR at the site.

3. Contract Specialist provided explanation of the following information in the Performance Work Statement

(PWS):

a. Contract Specialist provided following keywords.

4. We started site visit at Bldg 1010, Tank No. 1012 at Tama Service Annex, then Bldg 210, Tank No. 2482, Bldg 445, Tank No.2418, Bldg 71, Tank No. 2442, Bldg 85, Tank No. 86, Bldg 570, Tank No. 570 and 2435, Bldg 4125, Tank No. 4132, Bldg 4127, Tank No. 4126, Bldg 1586, Tank No. 2408, Bldg 714, Tank No. 705A and 705B, and Bldg 720, Tank No. 720. Ms. Miyabayashi emphasized that the questions shall be provided in writing in English by e-mail and followings were discussed at the site.

a. Bldg 1010, Tank No. 1012, the Government will provide estimate thickness of tank. No need to consider for errors between level indicator and actual chart.

b. After inspection of the tanks, the fuel will be back to the original tank. If there are large difference in the volume of tank between before and after the work, the Contractor will let the GR know immediately.

c. All the square tanks will be double walls except Bldg 720, Tank No. 720.

d. Bldg 750, Tank No. 2435 might have as-built drawing. If so, the Government will provide those drawings when the responses to the contractors questionnaire are provided.

Solicitation No. FA5209-18-Q-0141 Contract Specialist Ms. Miyabayashi

GR Mr. Kitajima Acceptance of Questions 24 Aug 18, 1400 hours

Quote Due Date 7 Sep 2018, 1400 hours Performance Period 200 Calendar Days after award

Warranty 1 year Evaluation Criteria Lowest Price (LP)

e. Bldg 714, Tank No.705 A and 705 B, both of the tanks are double walls with Fiberglass Reinforced

Plastic (FRP). Therefore installation of manhole will be difficult without as-built drawings or detailed tank information, otherwise quote will be high including all the unknown performance risks. The Government will check with CES and USFJ if they have as-built or tank information or not and let the contractor knows for next course of action.

f. Contractors were reminded that the information provided in this site orientation is only for preliminary information purpose only and an amendment will be issued if revised and/or additional documentation associated with this solicitation is officially released for establishing price quote.

5. A copy of these minutes will be distributed to all attendees. 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:

MIO MIYABAYASHI TOMOKO SHIODA

Contract Specialist Contracting Officer cc:

374 CES/CEIEC

374 CES/CEOES

Attachment:

Site Orientation Attendance Sheet: (This is only for internal filing.)

21 Aug 18