Pre_Proposal_and_SV_Conf_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

11 Sep 19

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKAB

SUBJECT: Pre-Proposal Conference and Site Visit Minutes for RFQ No. FA520919Q008A, Replacing the Water Quality Monitoring System (WQMS) Devices and Providing Inspection, Maintenance, and Repair Services at Akizuki Ammunition Depot (AD), Hiro AD, Kawakami AD, and Kure Pier 6, Hiroshima Japan

1.0. Pre-proposal conference and site visit were conducted on 30 Aug and 4 Sep 2019 respectively.

1.1 Pre-proposal conference was conducted at 374th Contracting Squadron, Yokota Air Base at 1000 hours on 30 Aug 19 to explain and clarify the government’s requirement to the prospective offerors and assist them in submitting their offers with a full understanding.

2.0. The important and essential requirements pertaining to this RFQ in each section were presented by Ms. Sumiyo Ohi, Contract Specialist as follows:

2.1. The closing date and time of this RFQ is 18 Sep 2019 at 1400 hours. The offerors are recommended to provide questions regarding this RFQ no later than 9 Sep 2019.

2.2. Submission of quotations will be accepted by e-mail or fascimile to the Contract Specialist and Contracting Officer. Government will confirm receipt of their submission via email reply.

2.3. The offeror is required to register with SAM prior to submission of their quotation.

In addition, the awardee is required to register in Wide-Area Workflow (WAWF), a web-based invoicing system, to submit their invoice.

2.4. 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.

2.5. The outline of this requirement was explained:

-This requirement is replacing the existing WQMS and providing inspection, maintenance, repair services to new system.

-Inspection and maintenance for new WQMS shall be performed based on the manufacture’s specification.

2.6. Explained allocation of pricing for each CLIN IAW Attachment 1. Offeror is required quote all required CLINs.

2.7. Explained FAR 52.212-2, Evaluation Factor for Award-Commercial Items: Basis for award was explained and expressed; each quote will be evaluated for price and technical factors and subfactors.

2.8. Technical factors: Offerors are required to submit technical factors (Sub-factor 1 thru 4) with submission of their quote. Especially Sub-factor 3 and 4 are mentioned as follows;

2.8.1. Sub-factor 3. Maintenance Plan. The offeror shall provide an inspection & maintenance plan and its frequency of offered WQMS.

2.8.2. Sub-factor 4. Hourly rate. The offeror shall provide an hourly rate for on-call service and repair service, once the contract is awarded.

3.0. The following items are clarified between the government and the offerors;

3.1. Inspection and maintenance service for existing system is not including under subject requirement.

3.2. The offeror shall include required replacement parts costs in the Pricing Schedule (CLIN X0001) for offered WQMS. Replacement parts are required to be replaced by manufacture’s specifications during inspection, maintenance service. Other parts costs will be incurred on an as-needed basis during repair and on-call services, and will be invoiced under CLIN X0002.

3.3. Period of Performance for the base year (CLIN 0001 thru 0004). In the Pricing Schedule, base year is established as 1 Nov 2019 thru 31 Oct 2020 (or date of award whichever comes later through 31 2020). Replacement of WQMS shall be completed within 180 days after receipt of the order, then, inspection and maintenance services will start for the new system. The offeror shall submit price for 186 days (366 days in 2020, 366-180=186 days) for CLIN 0001. The performance period will be adjusted in case of contract award is delayed.

4.0. Briefed detailed task information from the PWS and outline of the Appendices to all of the prospective offerors.

4.1. The new WQMS and computer shall meet the specifications listed in paragraph 1.2.1 and

1.2.2 in the PWS.

4.2. Appendix D of PWS. As mentioned at paragraph 2.5 above, the inspection and maintenance will be performed based on the manufacturer’s specification. The offeror shall submit a “Balanced Price” for the description and quantity of inspection/maintenance. This sheet will be used for the government to inspect the services provided by the contractor.

4.3. Appendix E of PWS. “Fully-burdened Labor Rate” is used for on-call and repair services.

5.0. The pre-proposal conference was closed at 1130 hours.

6.0. Site Visit was conducted on 4 Sep 2019 at the Hiroshima areas in the week following the pre-proposal conference. The technical engineer of DPW, Mr. Morishita, briefed detail task information of the PWS to the prospective offerors.

6.1. Site visits were started from Kawakami Ammunition Depot (AD) from 0930 hours and moved to Hiro AD, and ended at Akizuki AD at 1430 hours.

7.0. 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. Ohi for any additional questions or information as needed.

SUMIYO OHI

Contract Specialist

JOHN M. FREELING, MSgt, USAF Contracting Officer

OHI.SUMIYO

.1265140374

Digitally signed by

OHI.SUMIYO.1265140374

Date: 2019.09.11 16:38:17 +09'00'

FREELING.JOH

N.MICHAEL.12

86801621

Digitally signed by

FREELING.JOHN.MICHA

EL.1286801621

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