1._Atch1_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

22 Mar 18

MEMORANDUM FOR DISTRIBUTION

Subject: Minutes of Pre-proposal Conference for Solicitation No. FA520918R0008, Grounds

Maintenance Services at Yokota Air Base and Geographically Separated Units (GSUs), Japan

1. An escorted Pre-proposal Conference for the subject solicitation was conducted on 19 Mar 18 through 21 Mar 18 as listed below:

Date Time Site Meeting Place 19 Mar 18 (Mon) 1300hrs- Tama Service Annex

Fuchu Radio Relay Site Tama Hills Main Gate

20 Mar 18 (Tue) 1000hrs- Tokorozawa Transmittal Site Owada Communication Station Momote Annex

Tokorozawa Main Gate

21 Mar 18 (Wed) 0900hrs- Yokota Air Base Bldg 620 (Room 109) Yokota Air Base

The attendees were as follows.

Government:

Office Name Title Date(s) of Attendance 374 CES/CEOES Mr. Simonitsch Chief, Service Contract 19, 20, and 21 374 CES/CEOES MSgt Cruz-Betancourt Section Chief, Service Contract 19, 20, and 21 374 CES/CEOES Mr. Yokomizo Primary COR 19, 20, and 21 374 CES/CEOES Mr. Hatano Alternate COR 19 374 CES/CEOES SSgt Little Observer 20 and 21 374 CES/CEOES TSgt Jones Observer 21 374 CES/CEOES SSgt Hampton Observer 21 374 CONS/PKB Ms. Kaneko Lead Buyer/Contracting Officer 21 374 CONS/PKB Mr. Uchino Contract Specialist 19, 20, and 21 374 CONS/PKB Mr. Kawasaki Observer 20 and 21

Prospective offerors:

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

2. The attendees visited to the sites as listed in paragraph 1 of this memorandum. Mr. Yokomizo briefed work scope based on the Performance-based Work Statement (PWS) attached with the solicitation package. He emphasized the followings:

A. Tama Service Annex:

The Contractor shall maintain the area as “Improved Grounds” and “Semi-Improved Grounds” as specified in Appendix D of the PWS.

The area is divided into two areas (Zone A and Zone B). The Contractor will be ordered to conduct Zone Maintenance at each zone. The Contractor will need to use vehicles with bucket/ lift capabilities if they need to trim/prune large trees located in the zones.

Power Outage: The Contractor shall coordinate with the Government in advance if the work needs power outage support.

The Contractor shall maintain the area nearby the perimeter fence around the area as “Semi-

Improved Area”. This includes areas outside of the fence. The vines on the fence shall be also removed by the Contractor.

Golf Course: The Government’s Staff will maintain the playground areas. However, the

Contractor will maintain the areas as indicated in Appendix D of the PWS.

Hours of Operation: As stated in paragraph 4.6, the Contractor shall coordinate with the

Government to schedule their work in advance. The working hours may be limited upon the Government’s request. During hot season, the working hours can be adjustable to avoid heat stressess to workers at the site.

B. Fuchu Radio Relay Site:

At this site, the Contractor shall maintain the area as only “Unimproved Grounds” as specified in

Appendix H of the PWS.

The area is not occupied by the Government person(s). Therefore, the Contractor will need to borrow the key from the Government.

Zone Maintenance will not be requested for this area. The Government may request the

Contractor to remove trees using Item No. 0011/1011/2011/3011/4011.

The vines on the fence shall be removed by the Contractor under the contract.

C. Tokorozawa Transmittal Site:

specified in Appendix F of the PWS.

The Contractor shall coordinate power outages with the Government prior to mowing the grasses near the antennas.

The Contractor may be limited to access the area due to current/future construction projects in the area.

Hours of Operation: As stated in paragraph 4.6.2, the Contractor shall coordinate with the

Government to schedule their work in advance. On the current contract, the Contractor perform work from 0630 to 1445 in the site, but the time may change due to Air Force mission requirements. No service will be performed on Saturday.

D. Owada Communication Station:

specified in Appendix E of the PWS.

Ginkgo’s leaves/nuts in the Improved Grounds area shall be removed and disposed as specified in paragraph 1.1.5 of the PWS.

Hours of Operation: As stated in paragraph 4.6.2, the Contractor shall coordinate with the

Government to schedule their work in advance. In the current contract, the Contractor is approved to conduct their work from 0700 to 1530 at the site, but the time may be change. No service will be performed on Saturday.

E. Momote Annex:

specified in Appendix G of the PWS.

There are gutters from the building to the antenna in the area. Electrical lines are placed in the gutters and the Contractor shall NOT leave the grass after they mow the grounds.

The area located outside the North perimeter fence, facing to the RIKAGAKU KENKYUJYO, the semi-improved grounds maintenance area is extended to the edge of ditch. The Contractor will need to borrow the key from the Government on site if they need access to this area.

The area will be occupied by the Government person(s) only every Wednesday. Therefore, the

Contractor will need to borrow the key from the Government in advance if they need access to the site.

After the daily work is completed, the Contractor shall secure the gate and notify the site manager that the gate is secured and they will leave the site.

F. Yokota Air Base:

The Contractor shall maintain the area as “Improved Grounds”, “Semi-Improved Grounds” and

“AF Semi-Improved Ares” as specified in Appendix B of the PWS. As shown in the map, there is an extensive field areas which will be maintained by the Contractor as “Improved Grounds” and thus, the Contractor needs to employ enough personnel and have applicable equipment to fulfill the Government’s requirement.

Storage Area: The Contractor would be allowed to use the site in west areas as their storage area.

Airfield Area: The Contractor will maintain the airfield area as “Semi-Improved Area”. The access to the airfield areas may be limited or may require heightened awareness, therefore the Contractor will need to strictly focus on safety and security during airfield work operations.

All personnel who drive on the flight line will need to take the flight line driver’s training course.

There are huge number of personnel who work and live at Yokota Air Base and thus, the

Contractor shall pay more attention to personnel and their surroundings. Especially, areas located near housing and school areas.

The area is divided into six areas (Zone A through Zone F). The Contractor will be ordered to conduct Zone Tree Maintenance at each zone. The Contractor shall coordinate with the Government in advance when they need to trim/prune large trees near electrical lines. The contractor shall provide the equipment such as high reach truck (KOUSHOSAGYOUSHA/高所

作業車) within the cost of Zone Tree Maintenance.

The Contractor shall provide tree pruning or trimming service in accordance with the applicable commercial practice. The Government expectation for tree trimming service is generally as same level as the regular/standard trimming (通常剪定) in local commercial practice; however, the contractor will cut back branches to the level as shown in paragraph 1.7.1.1. of the PWS in case of safety and security clearance.

Leaf Removal: Leaf removal under Improved Grounds shall be removed in accordance with paragraph 1.1.5 of the PWS. However, during the autumn season (for two months) the leaf removal in Yokota Air Base will be ordered in accordance with paragraph 1.1.6 of the PWS.

Snow Removal: The Contractor will be ordered to remove snow and ice only at GOQ area as stated in paragraph 1.6 of the PWS.

G. Itazuke Air Base:

At this site, the Contractor shall maintain the area as “Unimproved Grounds” as specified in

Appendix I of the PWS.

The Contractor needs to coordinate with the Government in advance to access the site since the site is located in Fukuoka Airport.

H. Other items mentioned by Mr. Yokomizo:

Mowing in Improved Grounds: As stated in paragraph 1.1.1 of the PWS, the Contractor shall maintain grass heights in Improved Grounds areas between 2 inches (51mm) and 4 inches (102mm).

Herbicides: The approved herbicides are listed in Appendix J. If the Contractor would like to utilize the herbicide(s) not listed in Appendix J, the Contractor shall obtain the Government approval in accordance with paragraph 1.1.8.1 of the PWS.

Edging: As stated in paragraph 1.1.2 of the PWS, the Contractor shall edge sidewalks, driveways, street edges, curbs, and other hard surfaced areas located within the Improved Grounds areas.

Remove Debris/Police Grounds: After typhoons or local storms under Improved Grounds, the

Contractor will be requested to clean areas ASAP in accordance with paragraph 1.1.5. Many times tree branches will drop after rain storms which will need to be cleared as soon as possible to prevent pedestrian or traffic safety.

Removal of dead trees under Zone Tree Maintenance: The Contractor shall remove dead trees when the estimated labor cost does not exceed 10 man-hours per tree in accordance with paragraph 1.7.1.1.2.

The Government may order the Contractor to trim/prune trees if they are not covered by Zone

Tree Maintenance in accordance with paragraph 1.7.1.1.2 and 1.7.1.1.3.

3. After the briefing of the work scope, an explanation of the solicitation package was provided from Mr. Uchino, 374 CONS/PKB. He asked all prospective offerors to ensure that their proposals are received and stamped prior to the due date/time, 1400 hours on 10 Apr 18, attaching OF17 on their sealed envelopes. It was emphasized that the offerors are responsible to read and understand the solicitation requirement and was advised to complete all required sections of the solicitation as part of their submission. Mr. Uchino advised the offerors that oral remarks made at the conference would not qualify the terms of the solicitation unless the solicitation is amended in writing. The followings were briefed with supplementary explanations as indicated below.

a. Standard Form SF1449: Blocks to be filled out on the cover page.

b. Pricing Schedule: Mr. Uchino explained that offerors need to insert the unit price, amount, and Net amount of all of the CLINs (0001 through 4011) and total aggregated amount for base and all options. He also reminded that the offerors shall offer the unit prices for all of the Exhibit AA thru EL and submit them to the Government.

c. Contract Period of Performance: One (1) year with four (4) option years.

d. Addenda to SF 1449. Remittance Address: The offerors were advised to enter the remittance address if the address is different from the mailing address on 17a of SF 1449 with check on 17b of the form.

e. FAR 52.217-8, Option to Extend Services

f. FAR 52.217-9, Option to Extend the Term of the Contract

g. FAR 52.209-7, Information Regarding Responsibility Matters: Offerors were emphasized not to forget to check paragraph (b) before submitting proposals.

h. Addendum to FAR 52.212-1, Instructions to offerors – Commercial Items: The response shall consists of four (4) parts and should be submitted to the Government in accordance with (IAW) the requirement stated in this section. Period for acceptance of offers is 270 calendar days from the offer due date of 5 Jan 19 was confirmed.

PART I – SUMMARY AND MISCELLANEOUS DATA: Offerors shall complete block 12, 17a, 30a, 30b, and 30c of SF1449 and submit to the Government. They also are required to submit the pages that require an offeror fill-in. If amendments are issued, submit an acknowledgement of all the amendments will be required.

PART II – PRICE PROPOSAL: Offerors shall submit the pricing schedule as explained at paragraph 3.b of this memorandum.

PART III – TECHNICAL PROPOSAL: Offerors shall submit an equipment plan, Staffing Plan and Mobilization plan as stated at paragraph (d)(1), Addendum to FAR 52.212, Evaluation- Commercial Items. They are advised to read the paragraph (Page 58 through 61 of SF1449) carefully before submit the proposal.

PART IV – PAST PERFORMANCE PROPOSAL: Offerors shall submit (a) Quality and

Satisfaction Rating of Contracts, (b) Performance Surveys/Questionnaires (Attachment 14 of the solicitation), and (c) Past Performance Information (Attachment 13 of the solicitation). The performance surveys shall be sent directly to 374 CONS/PKB by evaluators.

Offerors were advised to submit their proposal to meet the following table on page 57 of

SF 1449. They are reminded that the due date of PART IV (3 Apr 18) is different from others (10 Apr 18).

PART TITLE

ELECTRONIC

COPY

PAPER

COPY

PAGE LIMIT DUE DATE

I Summary and

Misc Data 1 1 N/A 10 Apr 2018

II

Price 1 1 N/A 10 Apr 2018

III

Technical 1 2 10 pages 10 Apr 2018

IV

Present/Past Performance

(Either Electronic or Paper)

10 pages per contract

3 Apr 2018

i. FAR 52.212-2, Evaluation: The offerors were confirmed that Technical Past Performance, and Price factors shall be used to evaluate offers and Past Performance and Technical Acceptability combined are significantly more important than price.

j. DFARS 252.247-7022, Representation of Extend of Transportation by Sea: Offerors were emphasized not to forget to check paragraph (b) prior to submitting their proposals.

4. Before closing the site visit, Mr. Uchino reiterated the following:

a. Prospective offerors were advised they should submit any further questions in writing via e-mail in English to 374CONS/LGCB by 23 Feb 18, 1400 hours. Additional questions and answers will be provided to all the offerors by posting on FedBizOpps (FBO) website.

b. Amendment, if issued, will be posted on the FBO website as well. Meeting minutes will also be posted on the FBO when finalized. A copy of the minutes will be distributed to all attendees.

5. The site orientation was concluded at 1450 hours.

6. A copy of the 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 calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

Prepared: MAKOTO UCHINO Contract Specialist

Reviewed: NAMIKO KANEKO Contracting Officer, Base Support Flight

Attachments:

Attendance Sheets cc: 374 CES/CEOES

Distribution:

All prospective offerors