PreconMinutes-18R0004.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

9 Apr 18

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Proposals (RFP) No. FA520918R0004, Household Goods Packing and Crating Services at Yokota Air Base

1. In accordance with the Notice of Offerors for subject solicitation, the subject conference was conducted on

5 Apr 18 at Bldg. 620, 374th Contracting Squadron at Yokota Air Base, from 1030 hours. Participants are as listed below:

Government

374 CONS/PKSB:

Ms. Maki Kodama Team Lead, Specialized Flight/Contracting Officer (KO)

Ms. Emi Yasuda Contract Specialist

374 LRS/LGRDF:

Ms. Harumi Nemoto Traffic Manager

Mr. Akira Moritani Contracting Officer’s Representative (COR)/Ordering Officer OO)

Ms. Keiko Hamasaki COR/OO

Prospective Offerors

2. Introduction. Mr. Brian Mentel, Director of Business Operations made an opening statement. Ms. Yasuda introduced the Government representatives at the conference.

3. Additional remarks such as for agenda, hands-out, facility information, and attendance sheets were provided to the offerors.

4. Ms. Yasuda provided explanations of the following solicitation package:

a. Policies and Procedure for Doing Business with the U.S. Government

b. Notice to Offerors

c. Standard Form (SF) 1449

d. Exhibits – Pricing Schedule for Schedules I, II, and III

e. Performance Work Statement (PWS) (Attachment 1 of SF1449)

f. Pre-Award Survey Guidelines (Attachment 2 of SF1449)

g. Past Performance Evaluation Cover Letter and Past Performance Survey (Attachment 3 of SF1449)

h. List of Reference for Past Performance Information (Attachment 4 of SF1449)

5. Following are where emphasized or supplementary explanations were provided:

a. Policies and Procedures for Doing Business with the U.S. Government

All offerors’ were instructed to carefully read the procedures but especially paragraphs b. c. and d.

b. Notice to Offeror

(1) Para 1b. Indefinite-Delivery Indefinite-Quantity (IDIQ) contract. A single award, therefore, offerors must propose all line items in pricing schedule.

(2) Para 1.c. Authorization to Perform.

(3) Para 1.d. Mobilization and Phase-in Period.

(4) Para 1.e.(2) Bidders/Offerors. Any changes made to this solicitation will be amended in writing.

(5) Para 1.f. thru h. DUNS, CAGE(NCAGE) and SAM. Obtaining DUNS, CAGE (NCAGE) are required to register System for Award Management (SAM), which is required prior to award the contract. There is a new requirement stated in SAM website regarding “Notarized Letter”. More information will follow at the end of the conference.

c. PWS

Part I, Description of Services, Para A

(1) PPSO/TMO provided workflow of each schedule. She emphasized that packing is the most important part of these services under this contract.

(a) Schedule I (Outbound): The member’s counseling will be conducted by PPSO/TMO when the member’s order is issued, then the Contractor will coordinate the date of premove survey with the member. The work order will be placed 2 days prior to the performance date.

(b) Schedule II (Inbound): Line-haul truck, ordered by the Government, will deliver the shipping containers to Contractor’s warehouse or the Contractor will pick-up containers at Air Mobility

Command (AMC) port/government facility at Yokota Air Base, ocean terminal in Yokohama, freight terminal at DDYJ, Yokosuka Naval Base.

(Note: The Contractor shall provide the actual weight and cube of each shipment for HHG/UB shipment picked up at the AMC aerial port at Yokota Air Base within two days after pickup.)

(c) Schedule III (Intra-City Intra-Area Moves: Called “Local Moves”. Containerization is not required. Regular local move within the performance areas specified at Exhibits. Normally, work will be done within a day or 2 days at a maximum, depending on the size of moves (e.g., Move between On-base housing to off-base housing, from dormitory to on/off-base housing, move due to building’s renovation, etc.)

(2) Para 3 Time Requirements: Performance time schedule, workdays in the paragraph were emphasized. The Contractor’s representative must be available to receive orders from the

Government during hours of operation between 0800 and 1700. In the situation when the services are required before 0800 or after 1700 hours, prior approval is required by the Ordering Officers.

(3) Para 4 Preparations, Packing, Loading, and Containerization: The following key points were emphasized:

(a) Packing, loading and containerization shall be performed at the member’s residence;

(b) The Contractor will inspect repack items already packed by the member;

(c) The Contractor shall arrange for third party servicing for unique items with prior authorization of the OO;

(d) All containers shall be sealed in front of the members, and remove all debris accumulated incident to packing.

(4) Para 5 Tagging, Inventorying, and Packing List: All tags, inventory, and Packing List must be written in English.

(5) Para 6 Appliance Servicing and Unservicing: The Contractor is responsible for assembling and disassembling appliances unless use of third party for servicing or unservicing is authorized by the

OO.

(6) Para 7 Containers and Vehicles: Subparagraph (2) was explained that all Government-Owned

Containers (GOCs) and Contractor-furnished containers must conform to U.S. Department of

Agriculture (USDA) requirements for wood packaging material (WPM) and all WPMs must be constructed from Heat Treated (HT) lumber and certified as specified in the PWS.

(7) Para 8 Marking Exterior Shipping Containers:

(a) Subparagraph, h, Overflow Containers: The Contractor shall provide overflow containers for those items that accumulate over and above that which can be packed into the regular sized containers.

(b) Subparagraph, i, Oversize Containers: Oversize containers shall be limited to use for a single item that exceeds the dimension of and cannot be accommodated in the regular sized containers.

(c) Subparagraph j, Other Shipments: Shipments that could not be packed in a regular sized container will be categorized as “Overflow Shipments” and packed in a smaller container.

“Other Shipments” will be applied for small shipments that require a lesser size box than the regular sized container as defined in the PWS.

(d) Size of regular containers (HHGs Type II) are as follows:

(i) 213cm (L) × 113cm (W) × 215cm (H)

(ii) 113cm (L) × 110cm (W) × 210cn (H)

(8) Para 10. Subparagraph f. Storage Charges. Charges shall not commence earlier than the sixth workday, and shall apply for each 30-days period.

(9) Para 11. Facilities. Contractor’s facilities shall meet the guidelines outlined in PWS Appendix H.

The Contractor’s facility will be initially inspected upon receipt of offer (See Pre-award Survey

Guidelines in Solicitation Attachment 2). After award, inspection will be on a quarterly basis.

(10) Para 12 Cargo Insurance: The minimum cargo liability coverage for both domestic and international shipments are $50,000.00 (or its equivalent yen amount) per shipment. The

Contractor will provide the Contracting Officer, a 30-day written notice of any changes, expiration or cancellation of said policy.

(11) Para 14 Claims: The maximum liability on all shipments must be the greater of $5,000.00 per shipment, or $4.00 times either the net weight of the HHG shipment or the gross weight of

UB shipment, in pounds, not to exceed $50,000.00. For detailed claims and liability procedures see PWS Appendix F.

(12) Part II, Government-Furnished Property and Services: Removed list from this paragraph and moved under the Appendix H, Office Facility.

(13) Part III, General Requirements

(a) Para 2. Personnel: All contractors shall have available an English reading, speaking and writing employee, at least one person as a group leader, at all times during packing and unpacking services.

(i) Subparagraph a: The Contract Manager (CM) and alternate shall be individuals who are capable of conversing in, and comprehending English.

(ii) Subparagraph d: Third Country Nationals (TCN): It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

(b) Para 3. Materials: The Contractor shall provide materials described in this paragraph.

(c) Para 10. Installation Base Passes:

(i) Subparagraph b: Vehicle insurance certificate are required for (a) Bodily Injury -

¥30,000,000 per person per occurrence and (b) property damage - ¥3,000,000 per occurrence.

(d) Para 13. Subcontracting: The Contractor shall not use subcontractors without prior written coordination with the Contracting Officer. The prime contractor is responsible for the performance of subcontractors.

(e) Obtaining Exemption from Japanese Taxes and Submission of Vehicles Listings for Tax

Exemption Certificate: Instruction will be provided to the contract awardee when necessary.

(14) Part IV Appendices

(a) PWS Appendix C, Contractor Documents Requirement List (CDRL):

- CDRL describes what report shall be submitted to whom.

- It describes details of each report required by each Data Item No.

(b) PWS Appendix F, Direct Procurement Method (DPM) Claims and Liability Procedures:

Offerors are cautioned to read carefully how to process claims between the Contractor and the member.

(c) (i) PWS Appendix H. Warehouse Inspection Guide and Instruction for Preparation of the

Warehouse Inspection Report (DD Form 1812).

(ii) PWS Appendix H 1. Fire Prevention and Warehouse Standards.

CONS requested offerors to read carefully in order to meet all warehouse requirements specified in Appendix H, H 1 and Solicitation Attachment 2, Pre-Award Survey Guidelines.

(d) PWS Appendix I, Office Facility: Truck scale located at Yokota Air Base is available from

0730 to 1600 hrs.

(e) PWS Appendix J, Historical Workload Data: The actual net weight/number of moves for the past three (3) years are listed in the table. A copy of workload data in 2017 was provided to all attendees. (See Attachment)

d. Solicitation Attachment 2: Pre-Award Survey Guidelines

(1) Upon receipt of proposals, Government will coordinate with offerors to conduct pre-award survey of Contractor’s Facility and Equipment specified in Solicitation Attachment 2, Pre-Award Survey

Guidelines.

(2) Attachment 2, Para 2. Warehouse Construction And Utilization. d.

Approval of the Contractor’s “Flood proofing plan” is required prior to award, in accordance with applicable Japanese laws, if the proposed warehouse is located in an area that is subject to flooding.

(3) DD Form 1811, Pre-Award Survey of Contractor’s/Carrier’s Facilities and Equipment

Lower left corner, “I certify that I have reviewed this survey and □ APPROVE, □ REJECT the facility for storage of household goods.” The block must be checked in “APPROVE” box by

Contracting Officer/Trans. Officer as a result of Pre-Award Survey.

e. Exhibits, Pricing Schedule for Schedules I, II, and III

(1) I. Estimated Quantity: “Offeror’s Guaranteed Daily Capability”, “Government’s Minimum

Acceptable Daily Capability” and “Offeror’s Guaranteed Daily Capability” are all “300 NCWT”

(30,000 lbs) (Unit of issue is NCWT (Net hundredweight)) which is equal for all items under the

Schedules I, II, and III.

(2) II. Contract Areas of Performance: Area within a radius of 30 km from Ushihama Gate (Supply

Gate/Gate No. 5). The drayage exceeded performance area of 30 kms will be paid under the item

“Drayage beyond contract areas of performance” under the each schedule.

(3) III. Supplies or Services and Prices/Costs

(a) Unit of Pricing Schedule: Offerors shall carefully ensure unit of issue for each line item when preparing proposals so that there will be no calculation mistakes. For items under the additional services, Extra Labor Charge for Auxiliary Service (Long Distance Carry), A014AJ/A029AJ/A034AF (and all corresponding items in options), unlike other items, percentage shall be inserted in order to automatically calculate estimated amount. An Excel spreadsheet which automatically calculates extended and total amounts is provided upon request from offerors, however, it is the offeror’s responsibility to ensure accuracy of their own proposed amount. As this spreadsheet contains functions in all items, it is recommended that all items in Base and Option Years be filled.

(b) The amount for Recapitulation of Schedules I, II and III of Base Year for Items shall be inserted under the ESTIMATED AMOUNT for CLIN 0001 (and any corresponding items in

Options) in SF1449. Offerors are requested to pay full attention to insert correct total amounts from Exhibits into the SF1449.

f. SF1449

(1) How to fill out pages 1 and 3 thru 6 of 40:

(a) In Block 17a, Offeror’s company name, address must be typed here in English followed by

Telephone No., DUNS No., and (N)CAGE Code.

(b) If the remittance address is different from the one at block 17a, check block 17b and specify the remittance address in page 6.

(Additional Note: The remittance charge will be deducted from the payment amount.

Furthermore, some Japanese banks could charge additional surcharge for each remittance from the Bank of America as a non-residential financial institutions and it is the offeror’s responsibility to ensure the amount in preparing proposals.)

(c) Full attention shall be given not to make calculation mistakes in the offers. Total amount for each year shall be inserted on Page 5 of 40 (The same amount for TOTAL OF SCHEDULES

I, II AND III FOR BASE YEAR (12 months) in Exhibits-Pricing Schedule), and OPTION

One through Four.

(2) Note 2. Indefinite-Delivery Indefinite-Quantity (IDIQ) Contract Minimum and Maximum Value:

(Page 5 of 40) Type of contract is “IDIQ”, therefore, minimum and maximum values are listed in this section.

(a) The minimum amount for the life of the contract including options is ¥100,000, and the initial task order will be issued for the minimum guaranteed amount at the time of awarding the base contract. As soon as the actual orders reach the minimum guaranteed amount, the initial task order will be cancelled.

(b) The actual order amount under this contract will not exceed the maximum value

¥260,000,000 including all option years. This means that the Government will establish another contract for orders exceeding the Maximum Value and does not dictate that offered prices must be lower than the amount to be considered.

(3) Note 5: CONTRACT PERIOD/PERFORMANCE PERIOD

Contract period will be inserted at the time of award for Base Year and all Option Years.

(4) Clauses/provisions - Brief explanations were given for the following items:

(a) Full texts of the Clauses and Provisions incorporated by reference are available at the website listed in Notice to Offerors, Paragraph 1.a.

(b) Addendum to FAR 52.212-4. (k)Taxes (Page 8 of 40): Proposed prices shall exclude consumption tax since it is exempted.

(c) FAR 52.216-19 Order Limitations (Page 15 of 40): Offerors must meet the requirements specified in Exhibits: Pricing Schedule, I. ESTIMATED QUANTITIES (Page 1 of 81). It was emphasized the Contractor is obligated to accept any orders within the maximum order limitation described in this paragraph as much as possible. The Contractor may coordinate with Ordering Officer to reschedule the performance day if necessary during the peak move seasons.

(d) FAR 52.217-8 Option to Extend Services (Page 16 of 40): The Contracting Officer may exercise the option up to 6 months by written notice to the Contractor at least 15 days before the contract expires.

(e) AFFARS 5352.201-9101 (Pages 18 of 40): Ombudsman to contact to resolve concerns.

(f) FAR 52.209-7 Information Regarding Responsibility Matters (Page 20 of 40): Offerors are advised to fill in paragraph (b).

(g) Addenda to FAR 52.212-1 Instructions to Offerors – Commercial Items (Pages 21 thru 26 of

40):

(i) Para (a): The offeror agrees to hold the prices in its offer for 180 calendar days from the date specified for receipt of offers.

(ii) Para B. 1. PART I – Summary and Miscellaneous Data (d): If none proposed, offeror must state in the offer, “No Exceptions, Deviations, or Waivers” in letter format.

(iii) Para B. 2. PART II - Price Proposal (Page 21 through 22 of 40): Exhibits-Pricing

Schedule must be submitted in Excel format saved in CD-R/RW (USB, Floppy Disk or zip format are not acceptable.) as an electrical copy in addition to the hard copy (in A4 or Letter sized paper).

(iv) Para B. 3. PART III - Technical Proposal (Page 22 of 40) – Ensured submittals specified in Factor 1. (a) thru (d).

(v) Para B. 4. PART IV - Past Performance Proposal (Page 20 through 24 of 40):

(i) Subparagraph (a) Offerors were advised to submit any information currently available (i.e., letters, metrics, customer surveys, independent surveys, etc.) such as letters of appreciation that demonstrates customer satisfaction with the offeror’s performance and quality of contracts.

(ii) Subparagraph (c) Performance Survey/Questionnaires (Attachment 3): Offerors were advised to send Past Performance Questionnaire with Cover Letter to each of their reference, and advise them to add any reason/comment to support ratings.

(iii) Subparagraph (f) Subcontractor’s Consent: Submit subcontractor’s consent if the offeror submits subcontractor’s past performance.

(5) Para C.4.(g) Format for proposal Part I and IV (Pages 24 thru 25 of 40): It was emphasized that the USB flash drives, floppy disks and zip disks are not acceptable as an electronic copy. Part II, Price (Exhibits) in Excel format, Part III. Technical and Part

IV, Past Performance Proposal must be saved in CD-R/RW as an electronic copy.

Submission of Past Performance Surveys via fax or email sent to the Government POC will be treated as an electronic copy.

(h) FAR 52.212-2 Evaluation (Page 26 thru 29 of 40). The following were emphasized:

(1) Evaluation factors: Subjective Tradeoff (STO) best value source selection with

Technical Acceptability.

“(1) Technical (2) Past Performance (3) Price”

Past Performance Information and Technical “acceptability” combined are approximately equal to Price.

(2) Past Performance information must be contracts performed/being performed within the last three years from the issuance date of the solicitation.

(3) CONS briefed the following:

(i) Table 1. Relevancy Ratings;

Table 2. Quality Assessment Ratings; and Table 3. Past Performance Evaluation Ratings

As a result, integrated technical proposal must be rated as “Acceptable” as a whole in order to be eligible for award.

(ii) Price Evaluation Factor (Total Evaluated Price (TEP)) including extension period.

The price evaluation will document the fairness and reasonableness. The government reserves the right to perform price realism analysis.

(i) FAR 52.212-3 Offeror Presentations and Certifications – Commercial Items (Pages 29 thru

39 of 40): Offerors must complete Para (h) thru (t).

(j) DFARS 252.247-7022 Representation of Extent of Transportation by Sea (Page 39 of 40):

Offerors must complete Para (b).

(4) Offerors are notified to submit the offer by the due date and time specified in block 8.

The offer must be submitted/arrived in the Bldg. 620, Yokota Air Base, and digitally date stamped by the reception prior to the due date and time.

g. Past Performance Survey

Procedures on how to obtain Past Performance Information from references were explained and emphasized that offerors were requested to select three (3) contracting or commercial activities to respond to the survey. The information should be sent directly from the referenced entity to the

Government by the due date/time indicated in SF1449. Offerors were advised to submit information on relevant contracts that can demonstrate offeror’s ability to perform the proposed effort.

h. List of Reference for Past Performance Information

Submit the list of reference by email, fax or include in the offer by the due date and time.

6. Questions &Answers

PWS:

Q1: Order Limitation. Should the Contractor accept all orders within the daily requirements specified in

Exhibits I. Estimated Quantities?

A1: PPSO will coordinate with the Contractor as much as possible, however, the Maximum Daily

Requirement/Minimum Daily Capability is 300 NCWT (30,000 lbs) primarily to handle requirements during a peak season.

SF1449:

Q2: 252.247-7022 Representation of Extent of Transportation by Sea

We purchase calking materials directly from overseas. Should we check para (1) if we import supplies to be used to perform the subject requirement?

A2: Please select (1) “Does” if your company directly purchase any items (materials) from overseas.

Also, please refer to following provision/clause for further clarifications:

DFARS Provision at 252.247-7022 Representation of Extent of Transportation by Sea.

DFARS Clause at 252.247-7023 Transportation of Supplies by Sea.

7. SAM Registration (New requirement was added on the SAM website). SAM requires Notarized Letter is necessary when:

① New Registration;

② Reactivation after registration was deactivated; or

③ Entity Administrator is changed.

Update as of 11 Apr 2018: Please note that Notarized Letter is NOT required unless you change Entity

Administrator as long as you have already SAM registration which is active.

8. Ms. Yasuda advised the offerors that full attention should be given not to make calculation mistakes in the proposals. The offer must arrive at Bldg 620, 374th Contracting Squadron at Yokota Air Base by the offer due date/time. The parcel delivery service’s delivery trucks will come to Supply Gate No. 5 and our office needs to pick up the parcel at the gate. Therefore, the offeror should give sufficient time prior to the due date/time for either hand delivery or parcel delivery service. Offerors were advised that they should submit any questions in writing via e-mail or other methods in English to the Government. Additional questions and answers will be provided to all offerors and will be posted on the Federal Business

Opportunities (FBO) website.

9. The conference was concluded at 1300 hrs.

10. The foregoing is a brief summary of the discussions held during subject conference. If there should be any discrepancies between the requirements in the solicitation and verbal explanations in the conference, written requirements in the solicitation prevail unless solicitation is amended. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within three (3) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

EMI YASUDA THOMAS L. REESE

Contract Specialist Contracting Officer cc:

374 LRS/LGRDF

Distribution: All prospective offerors

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