Minutes_19Q0006_20181115.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

15 Nov 2018

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference for Requests for Quotations (RFQ) No. FA520919Q0006, FY19 Sidetrack Roadbed Maintenance at U.S. Government Sidetrack No. 328 – Yokota Air Base

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at 13:35 hours on 13 Nov 2018 at the Conference Room, JWA (Japanese Workers Association) and Sidetrack No. 328, Yokota Air Base (AB). Supplemental explanations on the solicitation package were provided followed by the escorted site visit for prospective offerors at Sidetrack No. 328 guided by the Government representatives and the technical advisors. Participants are listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/PKSB)

Mr. Keisuke Kiyotaka Contracting Officer Ms. Sonomi Yoshihashi Contracting Officer Ms. Ikumi Sato Contract Specialist

374th Civil Engineering Squadron/Operation Flight (374 CES/CEOES) – Requiring Activity (RA) Mr. Kazuhiro Ohno Contracting Officer’s Representative (COR)

Japan Freight Railway Company (JFRC) – Technical Advisor Mr. Kunihito Ishibashi Chief Engineer Mr. Norio Sekino Facility Technical Engineer

Prospective Offerors

2. Introduction: The Government representatives introduced themselves and confirmed that offerors at the conference received the following documents in a complete solicitation package:

a. Policies and Procedures for Doing Business with the U.S. Government (Government Policy Letter)

b. Notice to Offerors

c. Standard Form (SF) 1449

d. Attachment 1: Performance Work Statement (PWS)

e. To revise Attachments of PWS

3. Pre-proposal Conference

The following supplementary explanations were provided:

a. Government Policy Letter / Notice to Offerors: Ms. Sato requested that all offerors read the letters carefully before submitting their quotation. The followings in the Notice to Offerors were emphasized as especially important matters:

(1) Para 1.a. It is the offeror’s responsibility to fully understand the Clauses and Provisions incorporated by reference in the RFQ. Full texts of the Clauses and Provisions are available at the website listed in the paragraph.

(2) The registration/update for DUNS, CAGE, and SAM is required prior to awarding the contract.

b. PWS: It was emphasized that it is the offeror’s responsibility to read and understand the PWS requirements. The basic contents of the PWS were explained as follows:

(1) 1. Description of Services: The subject solicitation is for FY19 Maintenance and Repair work for

U.S. Government Sidetrack No. 328 at Yokota AB. Ms. Sato made a correction to the last sentence of this paragraph that the performance period should be The effective date in block 3 of Standard Form (SF) 1449 which was planned on 30 Nov 2018 for now through 30 Sep 2019.

(2) 1.1. Maintenance and Repair Services: The maintenance and repair service shall be IAW the

JFRC’s rules and regulations.

(3) 1.2.: The Contractor shall perform maintenance and repairs listed in Contract Line Item Numbers

(CLINs) 0001 through 0006.

(4) Mr. Ohno explained the details of what maintenance and repairs shall be performed in FY19 which was overall the same as last year.

(5) Mr. Ishibashi added more technical explanations of the maintenance direction and mentioned there was a change in Appendix A, C, D, E on PWS which was Replacement of switching device 11ties (Day time) to be corrected to 9 ties (Day time) & 2 ties (Night time). Also, FY19 maintenance was focused on working on Industrial track No.3.

Update: The solicitation amendment 0001 was issued to revised PWS Appendices and posted on Federal Business Opportunities (FBO) website on 14 Nov 2018.

(6) 1.8. Humanitarian Assistance and Disaster Relief (HADR)

(7) 1.9.4.1. Contract Manager (CM): The Contractor shall provide in writing a CM and an alternate or alternates who shall be responsible for the performance of the work and are capable of conversing in, and comprehending English.

(8) 1.9.4.4. Third Country Nationals (TCN): It is the Contractor’s responsibility to coordinate with

Security Forces at each base when a TCN requests an access to the base.

(9) 1.9.5. Subcontracting: The Contractor shall submit a list of subcontractors if any. The prime

Contractor is responsible for the performance of the subcontractors.

(10) 1.9.7.2. U.S. Legal Holidays

(11) 1.9.8. Reports of Damages, Destruction, Injury, or Death: The reports shall be submitted to the

Contracting Officer through the COR IAW 1.9.8.2.1. and 1.9.8.2.2.

(12) 2 Service Summary (SS): It was critical tasks in FY19 and they had to be Zero (0) defect.

(13) 3. Government-furnished Properties and Services

(14) 4. Appendices: Ms. Sato provided them in Japanese.

c. SF 1449 (RFQ): Ms. Sato explained how to fill out the RFQ with brief explanations of Clauses and Provisions.

(1) Explanations for page 1 through page 7 of SF 1449:

(a) Page 1, Block 8: The offer due date is 19 Nov 18, 02:00 PM.

(b) Page 1, Block 12: The discount terms shall be inserted if applicable. However, it wouldn’t be applied for evaluation.

(c) Page 1, Block 17a: Offerors shall insert the Contractor’s name, address, and phone number, including DUNS number and CAGE code if available. The remittance charge (¥735) would be deducted from the payment amount.

(d) Page 1, Blocks 30a through 30c: Signature of offeror, name and title of signer, and date signed.

(e) Pages 3 through 5, Item No. 0001 through 0006: Offerors shall enter the amount in 0001 through 0005, except 0006. For Item No. 0006 (Emergency Repair), the Government will determine and fund the total amount at the time of awarding the contract. Mr. Kiyotaka called an attention to offerors that Item No. 0006 that needs to be revised by a solicitation amendment in order to be corrected 2019 from 2018.

Update: The solicitation amendment 0001 was issued to correct the performance period of CLIN0006 and posted on Federal Business Opportunities (FBO) website on 14 Nov 2018.

(f) Page 5, Grand Total Amount: Offerors shall enter the grand total amount of Item No. 0001 through Item No. 0005.

(2) Clauses and Provisions - Brief explanations were provided regarding the following items:

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

(b) Page 7 through 8, Addendum to FAR 52.212-4, Contract Terms and Conditions – Commercial Items (Jan 2017)

(c) Page 10 through 17, FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items

(d) Page 15 through 17, DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, and DFARS 252.232-7006, Wide Area Workflow Payment Instruction: The details of how to submit invoices online and how to use the online system will be provided to a successful offeror.

(e) Page 19, AFFARS 5352.201-9101, Ombudsman (Jun 2016)

(f) Page 19, AFFARS 5352.242-9000, Contractor Access To Air Force Installations (Nov 2012)

(g) Page 20, FAR 52.212-1, Instructions to Offerors – Commercial Items: This provision explains how to fill in and submit a quotation.

(h) Page 21, Addenda to FAR 52.212-1, (m).B.3.: Offerors shall submit a copy of the valid certificate of “Supervisor of Railway Construction/Maintenance Work (“Kidoukou Kouji Kanrisha” in Japanese)” with their quotation.

(i) Page 22, FAR 52.212-2, Evaluation – Commercial Items: The evaluation criteria would be (1) Technical and (2) Price.

(j) Page 23 through 33, FAR 52.212-3, Offeror Representations and Certifications – Commercial Items: Offerors are instructed to check the following fill-in areas appropriately:

(i) Page 28, (h), (1) through (4)

(ii) Page 29, (l), (3) Taxpayer Identification Number (TIN)

(iii) Page 29, (l), (4) Type of Organization

(iv) Page 30, (l), (5) Common Parent

(v) Page 31, (p) Ownership or Control of Offeror

(vi) Page 32, (r) Predecessor of Offeror

4. There were no question at the conference.

5. Lastly, Ms. Sato advised the offerors as follows:

a. The minutes will be distributed to all offerors and will be posted on the FBO website.

b. Offerors are advised that full attention should be given to avoid any calculation mistakes and missing information in their quotation.

c. Offerors should submit any questions in writing via e-mail or other matters to the Government (preferable in English).

d. Offerors shall submit their quotation by the offer due date and time specified in the solicitation.

Responding to this solicitation by fax or email is subject to the same rules as a response via postal mail or hand-carry. E-mail address is ikumi.sato.jp@us.af.mil.

e. Acknowledgement is required when a solicitation amendment is issued.

6. The conference was concluded at 14:15 hours.

7. Site Visit. The site visit started at Sidetrack No. 328 in Yokota AB at 14:30 hours based on the PWS and the JFRC’s instructions. The Government representatives and the technical advisors emphasized “Industrial track No.3” which will be the main services under FY19.

8. The site visit was concluded at 15:00 hours. The foregoing is a brief summary of the discussions held during the subject conference. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within two (2) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

IKUMI SATO Keisuke Kiyotaka Contract Specialist Contracting Officer cc: 374 CES/CEOES

Distribution: All prospective offerors