Pre-Quote_Conference_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

30 Jul 2018

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKBA

SUBJECT: Pre-Proposal Conference Minutes for RFQ No. FA5209-18-R-0012, Tree Trimming and Removal Yokota Air Base and Geographically Separated Units, Japan

1. A site visit was conducted at TAMA Service Annex and Yokota Air Base 0930 hours on 26

July 2018 prior to the pre-proposal conference commenced.

2. Pre-proposal conference was conducted at Building No. 620 Yokota Air Base at 1445 hours on the same day to explain and clarify the government’s requirement to the prospective offerors and assist them in submitting their offers with a full understanding.

3. The important and essential requirements pertaining to this RFQ in each section were presented as follows:

3.1. The closing date and time of this RFQ is 10 Aug 18 at 1400 hours. Any questions regarding this project will be responded to by the closing date of this project, and the offerors are recommended to provide questions as early as possible.

3.2. Submission of quotes will be accepted by e-mail or hand-carried to the Contracting Office at Yokota AB. Offerors are responsible to insure they submit the proposal by the closing date and time of the RFQ.

3.3. SF 1449 – Continuation Sheet. The offeror needs to ensure that the Max Amount in each year and Total Amount must match with the Total Extended Amount on the attached Exhibit.

3.4. The guaranteed minimum amount for the life of the contract is JPY100,000, and the maximum amount for the life of the contract is JPY330,000,000. The maximum amount is not guaranteed, rather it is an amount that cannot be exceeded for this contract.

3.5. The performance period of the contract is expected to be from 1 Aug 18 or the award date if subsequent thereto up to 365 days for the base and option years with an exception of the leap year of 366 days.

3.6. Explained FAR 52.212-2, Evaluation Factor for Award-Commercial Items: Basis for award was explained and expressed; each quotes will be evaluated for price, technical and present/past performance information (Government’s Data, PP Information and PP Survey).

3.6.1. Past Performance Survey (PPS): Offerors are required to submit PPS that filled by the offeror’s customer. The PPS shall be sent directly to 374th CONS, not from the offerors.

4. The buyer and the Contracting Officer’s Representative (COR), Mr. Yokomizo, briefed the outline of the PWS to all of the attendee.

4.1. Description of Services (PWS Para 1.): The Contractor shall accomplish all services in the following locations to meet the requirements of this Performance Work Statement (PWS) at

Yokota Air Base (YAB), Tama Service Annex (TAMA), Tokorozawa Transmitter Site (TKZ), Owada Communication Station (OWD), Momote Annex (MOMOTE), and Fuchu Radio Relay site (FUCHU).

4.2. Tree Sizes (PWS Para 1.1.1): Trees identified for trimming or removal shall be considered, based on trunk circumference, within the following categories: small, medium and large.

4.3. Tree and Root Removal (PWS Para 1.1.2): The Contractor shall cut down trees that have been identified by the Contracting Officer Representative (COR). The Contractor shall grind exposed stumps and roots to twenty (20) centimeters or eight (8) inches below ground level.

4.4. Grounds Vegetation Clearance (PWS1.1.3): The Contractor will remove all vegetation, weeds, bamboo, vines and sapling trees (less that twenty (20) centimeters in circumference) as directed by the COR.

4.5. Repair Grounds (PWS 1.1.4): From November 1st until April 30th seeding or sodding will not take place unless specifically directed by the COR. Seeding or sodding operations will resume May 1st until October 31st or as directed by the COR.

4.6. Tree Trimming (PWS1.1.6): Trees shall be trimmed to remove 40% to 50% of branches in accordance with commercial practices to include applying tree wound dressing or prune paint.

4.7. Bush Removal (PWS 1.1.7): The bush shall be completely removed, flush to the ground with no trunks or roots exposed. Bush shall be measured by square meter and identified by type

(isolated or complex) and height (over six (6) feet and under six (6) feet).

4.8. Crane Truck Support (PWS 1.1.9): The Contractor will provide a crane truck to support tree removal operations as directed by the COR.

4.9. Non-Priced Items (PWS 1.1.10 and 10.1): The Contractor shall base the proposal of NPI, by submitting the direct cost estimates for material, labor and equipment. The contractor shall perform NPI at the negotiated price.

4.10. Joint Site Survey (PWS 2.1): The Contractor shall conduct a site survey jointly with the

COR, at no additional cost to the Government. The COR will issue a notice of joint site survey to the Contractor. A joint site survey will then be conducted to determine the scope of required work in terms of each applicable contract line item and quantity.

5. Offerors were informed that the questions and its responses that the Government received would be prepared in an official letter and distributed to the attendee and posted on FedBizOpps to announce potential offerors.

6. The pre-proposal conference and site visit concluded at 1640 hours.

7. Offerors were informed that any changes regarding this solicitation should be informed as an amendment issued by the Contracting Officer. The oferors shall submit the quotes with acknowledgement of the amendment. Offerors were advised to contact 374 CONS/PKBA, Mr.

Kawasaki for any additional questions or information as needed.

DAISUKE KAWASAKI

Buyer

Reviewed

DAVID.J WRIGHT, MSgt, USAF

Contracting Officer