Final_Minutes_20190319.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

19 Mar 19

MEMORANDUM FOR DISTRIBUTION

Subject: Minutes of Site Orientation for Solicitation No. FA520919Q0014, Septic Tank Collection, inspection, and Maintenance Service at Yokota AB and Tama Service Annex

1. An escorted site orientation for subject projects was conducted on 18 Mar 19 at 1000 hours at 374th

Contracting Squadron, Yokota Air Base, Japan. Participants are listed below:

Government

374 CES/CEOES: MSgt Brady, Adam NCOIC, Service Contract

374 CES/CEOES: Mr. Imura, Yoshitaka Contract Officer Representative

374 CONS/PKBA: Ms. Shioda, Tomoko Contracting Officer

374 CONS/PKBA: Ms. Kimura, Reiko Contract Specialist

Contractor

See attached Site Orientation Attendance Sheet. (This is only filed internally for the Government.)

2. Ms. Kimura, Contract Specialist opened the site orientation with introduction of Government attendees to the prospective offerors, and explained the following items.

(i) The contract administrator briefed the offer due date (10 Apr 19) and any questions regarding subject project shall be provided to Ms. Kimura in writing in English not later than 1400 hours, 22 Mar 19.

(ii) SF 1449 Solicitation was briefed and emphasized following price schedule and exhibits: There are item numbers from 0001 thru 4001 at Page 3 through 4. Please fill in total amount of each year and the total amount of base period and all option years. Also, there is an exhibit which shows Line Numbers by requirement and the place of service required. Please fill in unit prices and amounts by each Line Number.

Please provide all prices (Base Period and all options periods). Please submit offers in whole numbers only, no fractions less than one (1) yen. Also FAR 52.212-2 Evaluation – Commercial Items, Lowest Price

Technically Acceptable with Acceptable Past Performance source selection was emphasized and explained that Technical, Price, and Past Performance will be evaluated.

(iii) Addenda to 52.212-1 Instructions to Offerors – Commercial Item were briefed.

(iv) Past Performance Information (PPI) and Past Performance Survey (PPS) attached to the subject solicitation was briefed. The Past Performance information has to be provided with the relevant service experience within the last three (3) years. The contract administrator emphasized that PPS has to be directly submitted from the assessment companies/organizations to 374 CONS. These PPI and PPS shall be submitted to 374 CONS no later than 3 Apr 19.

(v) The contract administrator stated that the due date of the table summarized the proposal submission on

Page 28 are wrong and an amendment to correct the due dates will be issued. An acknowledgement of the solicitation amendment shall be submitted to Ms. Kimura with the solicitation package.

(vi) Mr. Imura briefed the Government requirements of the subject project.

(vii) One question regarding Paragraph 1.2.2. “Monthly Inspection and Maintenance Report.” of PWS was asked by a participant. The paragraph states that the septic tanks at 1351 and 1359 shall be inspected and maintained twice per year. Also the table of septic tank collection data on Appendix A shows “once a year” at Bldg. 1351 and 1359. The requirement looks like conflict. The Government explained that Paragraph

1.2.2. states the requirement of an inspection and maintenance. The table of Appendix A states the requirement of a septic tank collection. Therefore, they are different requirements. A participant understood the requirements.

3. All participants moved to Bldg. 1544 and 1300 which were newly added to the project and showed the sites after the Government briefing. All participants didn’t request the Government to show other areas since they know all other places well.

4. All participants were asked if there was any questions however, there wasn’t any questions brought up. The site orientation was concluded at 1100 hours.

5. A copy of these minutes will be distributed to all participants. 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 two (2) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

Prepared by:

REIKO KIMURA

Contract Specialist

Reviewed by:

TOMOKO SHIOKA

Contracting Officer cc: 374 CES/CEOES

Attachment:

Site Orientation Attendance Sheet: (This is only for internal filing.)