Pre-Pro_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

30 Oct 2018

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKAB

SUBJECT: Pre-Proposal Conference and Site Visit Minutes for RFQ No. FA520919Q0003, Pick up, Transportation and Disposal Services of Expired Merchandise for the Kanto Distribution Plain (CDC), Sagami General Depot (SGD), Yokohama North Dock (YND) and Sagamihara Commissary, Japan

1. Pre-proposal conference was conducted at building 161-1, Sagami General Depot from 1000 hours on 24 Oct 2018 to explain and clarify the government’s requirement to the prospective offerors and assist them in submitting their quotations with a full understanding.

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

2.1. The closing date and time of this RFQ is 6 Nov 2018 at 1100 hours. Any questions regarding this RFQ will be responded to by the closing date of this project, and the offerors are recommended to provide questions as early as possible.

2.2. Submission of quotations will be accepted by e-mail to the Contracting Office at Yokota AB. Offerors are responsible to insure they submit the quotations by the closing date and time of the RFQ.

2.3. SF 1449. Block 12, 17a, 30a, 30b and 30c must be completed by each offeror.

2.4. Total amount for CLIN No. 0001 and 0002 inclusive of all four (4) option years must be completed. Performance Period of basic and each option year is specified on SF1449 CLIN No.

0001 thru No. 4002 respectively. Pricing exhibit must be completed to support CLIN No. 0001 thru No. 4002 and be submitted as a part of their quotations in accordance with paragraph (m)(2) Part II (b) of Addendum to FAR 52.212-1 on page 23 of the RFQ.

2.5. Explained paragraph (m)(2) Part I (d) of Addendum to FAR 52.212-1 on page 22 of the RFQ: All offerors shall submit copies of the licenses as required at paragraph 1.4.1 of the Performance Work Statement (PWS), with their quotations. The contractor must possess the required licenses to be determined “Responsible” in accordance with FAR 9.104-1.

2.6. Explained FAR 52.212-2, Evaluation Factor for Award-Commercial Items: Basis for award was explained and expressed; each quotation will be evaluated for price only. Present/past performance information (PPI) is not evaluation factor.

2.7. FAR 52.212-3 Offeror Representations and Certifications – Commercial Items: All prospective offerors are required to complete all applicable information. The buyer explained specific sections to fill in at the pre-proposal conference.

2.8. System for Award Management (SAM): The awardee shall be registered at SAM.

Instructions will be provided from the buyer if offeror is not registered at SAM.

3. The outline of the Performance Work Statement (PWS) was briefed to all of the offerors.

During the pre-proposal conference, it is found that some changes will be necessary. Following changes will be accomplished via issuance of amendment 0001 to the solicitation:

3.1. The minimum number of pallets required to pick up at Sagamihara Commissary is six (6) pallets per pick up. The PWS will be modified (see modified paragraph 1.2. of the PWS for details).

3.2. The hours of services (paragraph 2.7.1. and 2.7.2.) does not fully meet the DeCA operating hours. The PWS will be modified to accommodate DeCA operating hours via issuance of amendment 0001 to the solicitation (see modified paragraphs 2.7.1. and 2.7.2. of the PWS for details).

3.3. Chilled/Frozen Food (Meat, Ice Cream, Quick Lunch/Dinner Pack) is generate from Kanto CDC, Sagami General Depot. Chilled/Frozen Food will be removed from Section 3, Appendix and pricing exhibit.

3.4. Kanto Plain CDC, YND might be moved to Sagami General Depot. If the YND CDC movement happens, the “Chilled/Frozen Food” generated by YND will be picked up at SGD.

Currently SGD has only dry regular items. The offerors pointed out unit price per pallet differ between dry and frozen items. Frozen items weight more than dry items, which will also cause higher costs than dry items. The YND CDC movement is currently planning only; therefore no changes made to the current PWS. When the YND CDC movement is taken place in the contract periods, the modification will be issued to incorporate the change as well as adjustment to the unit price due to inclusion of the “Chilled/Frozen Food” at SGD.

4. Notice to Offeror was explained to all offerors by the buyer.

5. The pre-proposal conference closed at 1115 hours.

6. Site visits at Bldgs 129S-1 and 139S-1 (Kanto CDC) were conducted after the pre-proposal conference and the site visit ended at 1200 hours.

7. Offerors were informed that they should not submit a quotation without a full understanding of the PWS as it will cause problems in the future. Offerors were advised to contact 374 CONS/PKAB, Ms. Chiba, for any additional questions or information as needed.

NAOMI CHIBA

Buyer

Reviewed

STEVEN M. THOMAS

Contracting Officer