2_NTO_19Q0006.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

07 Nov 2018

MEMORANDUM FOR PROSPECTIVE PROPOSER

FROM: 374 CONS/PKSB

Unit 5228, Bldg. 620, Yokota Air Base Fussa-shi, Tokyo 197-0001

SUBJECT: Notice to Offerors for Solicitation No. FA520919Q0006, FY19 Sidetrack Roadbed

Maintenance at U.S. Government Sidetrack No. 328 – Yokota Air Base

1. The following information is provided to you to supplement the subject solicitation:

a. Clauses or Provisions Incorporated by Reference. The solicitation and resultant contract incorporates one or more clauses or provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://farsite.hill.af.mil/vmfara.htm http://farsite.hill.af.mil/vmdfara.htm http://farsite.hill.af.mil/vmaffara.htm

b. The Government contemplates award of a Firm-Fixed-Price Purchase Order resulting from this solicitation. A single award is contemplated as a result of this solicitation; therefore, offerors must quote on all line items in the pricing schedule.

c. Authorization to Perform. This project will be performed in its entirety in the country of Japan;

therefore, the successful offerors must be licensed and registered to perform the business in the country of Japan. The Government requires, and the offerors certify that the offerors hold applicable authorization from the cognizant regulatory authority pursuant to applicable Japanese laws to perform the subject service. The offerors shall furnish to the Government, if requested, copies of the authorization.

d. Mobilization and Phase-In Period. In the event other than the incumbent contractor is the successful offeror, a period of three (3) calendar days is deemed sufficient for the new contractors to mobilize, phase-in, and complete preparation prior to the start of contract performance on the date specified in the contract. Expect all offerors to be fully aware of the above and consider the stated phase-in time in their planning and the pricing of their proposals. Mobilization and phase-in costs are not reimbursable under this contract.

e. Notice of Pre-Proposal Conference

(1) A pre-bid/pre-proposal conference will be conducted at the 374th Contracting Squadron, Bldg. 620 (subject to change), Yokota Air Base on 13 Nov 18 at 13:30 PM, JST for the purpose of answering questions regarding this solicitation. (Any changes to the pre-proposal conference will be noticed to the offerors.) Submit the names of all attendees (not to exceed 3 persons) to Ms. Ikumi Sato, Contract Specialist, by fax at 042-551-0973 or e-mail at ikumi.sato.jp@us.af.mil by 09 Nov 2018, 02:00 PM, JST. This information must be provided in advance in order to ensure access to the military base/conference site and adequate seating for the conference attendees.

(2) Bidders/Offerors are requested to submit questions to the point of contact noted above not later than 09 Nov 2018, 02:00 PM, JST. Information provided at this conference shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall apply. A record of the conference shall be made and furnished to all prospective bidders/offerors. The record should include minutes of the meeting, including questions and answers.

(3) Escorting for U.S. Installations. In order to gain access into the U.S. installation for participation in the pre-proposal conference, the offerors must possess an individual identification with a photo. The identification will be checked at the gate of the U.S. installation by Security Police prior to access to the U.S. installation. If the offerors uses their Japanese driver’s license as identification, the individuals must present their 8-digit password to gain access to the U.S. installation. If the password is not provided to Security personnel, the individual will not be permitted to enter the U.S. installation.

Escorting takes approximately 30 minutes; therefore, the offerors must arrive at the gate of the U.S.

installation at least 30 minutes earlier than the pre-proposal conference start-up time.

(4) Site Visit. A site visit will be conducted during the pre-proposal conference. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

f. Data Universal Numbering System (DUNS) Number (Applies to offers exceeding $3,500). The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "DUNS" followed by the DUNS number that identifies the offeror's name and address. If the offeror does not have a DUNS number, it should contact Dun and Bradstreet to obtain one. An offeror in Japan should contact Dun and Bradstreet TSR Ltd. office at Tel: 03-6910-3140, Fax: 03-5221-0712, or e-mail:

dunsreq@tsr-net.co.jp. The local offeror can search its DUNS number through the Internet home page of DUNS Number Search Service at https://duns-number-jp.dnb.com/search/jpn/find_jpn.asp (Japanese) or https://duns-number-jp.dnb.com/search/eng/login.asp (English). The offeror may obtain more information regarding the DUNS number, including locations of local Dun and Bradstreet Information Services offices for offerors located outside the United States, from the Internet home page at http://www.dnb.com/. If an offeror is unable to locate a local service center, it may send an e-mail to Dun and Bradstreet at globalinfo@mail.dnb.com.

g. Commercial And Government Entity (CAGE) Code Reporting. The offeror is requested to enter its CAGE code on its offer in the block with its name and address. The CAGE code entered must be for that name and address. Enter "CAGE" before the number. If the offeror does not have a CAGE code, it may ask the Contracting Officer to request one from the Defense Logistics Information Service (DLIS).

The Contracting Officer will-

(1) Ask the Contractor to complete section B of a DD Form 2051, Request for Assignment of a Commercial and Government Entity (CAGE) Code;

(2) Complete section A and forward the form to DLIS; and

(3) Notify the Contractor of its assigned CAGE code. Offerors may not delay submission of the offer pending receipt of a CAGE code. If your organization does not have a CAGE assigned yet, for most countries you can obtain one by connecting to https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx.

h. System for Award Management (SAM). Unless exempted by an addendum to the contract, the Contractor is responsible during performance and through final payment of any contract for the accuracy and completeness of the data within the SAM database and for any liability resulting from the government’s reliance on inaccurate or incomplete data. To remain registered in the SAM database after the initial registration, the contractor is required to review and update on an annual basis from the date of initial registration or subsequent updates its information in the SAM database to ensure it is current, accurate and complete. Updating information in the SAM does not alter the terms and conditions of the contract and is not a substitute for a properly executed contractual document. Offerors may obtain information on registration and annual confirmation requirements via the Internet at https://www.sam.gov/.

i. Submission of Offers. Offerors shall submit electronic copies of quotation via e-mail or AMRDEC SAFE https://safe.amrdec.army.mil/safe/ to upload the files in case that the total size of email is expected to exceed 5MB. In a circumstance that the offeror experiences technical issues on both email and the access to AMRDEC SAFE, the offeror may submit electronic copies of quotation via fax at 042- 551-0973 from inside Japan / +81 (country code)-42-551-0973 from outside Japan after notifying the POCs. Please refer to Standard Form (SF) 1449, Addenda to FAR 52.212-1(m).C. for details. The Government reserves the right to make award solely on the e-mailed or facsimile . However, if requested to do so by the Contracting Officer, the apparently successful offeror promptly shall submit the complete original signed offer.

2. Point of contact on this solicitation is Ms. Ikumi Sato, Contract Specialist, by phone at 042-552-3010 from inside Japan/011-81-42-552-3010 from U.S., fax at 042-551-0973 from inside Japan/011-81-42- 551-0973 from U.S., or e-mail at ikumi.sato.jp@us.af.mil or Ms. Sonomi Yoshihashi, Contracting Officer, by phone at the same number, fax at the same number, or e-mail at sonomi.yoshihashi.jp@us.af.mil.

SONOMI YOSHIHASHI

Contracting Officer