Precon_Min.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

15 Apr 19

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/PKBA

SUBJECT: Minutes of Pre-proposal Conference for Solicitation No. FA520919QA020, Management, Operation and Maintenance of Refuse Incinerator Plant at Yokota Air Base

1. A pre-proposal conference for the subject solicitation was conducted on 15 Apr 19, 1000 hours. All attendees met in Room 109 in Bldg. 620 (374th Contracting Squadron), Yokota Air Base, Japan.

The attendees were as follows.

Government

374 CES/CEOES: Mr. Quevedo Contracting Officer’s Representative (COR) Supervisor 374 CES/CEOES: MSgt Brady Alternate COR Supervisor 374 CES/CEOES: Mr. Masuoka COR 374 CONS/PKBA: Ms. Kaneko Team Lead, Team A, Base Support Flight 374 CONS/PKBA: Ms. Shioda Lead Buyer 374 CONS/PKBA: MSgt White-Muldrow Contract Specialist 374 CONS/PKBA: Ms. Nemoto Contract Specialist/Buyer

Prospective offerors (listed in alphabetical order)

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

2. Ms. Nemoto made an opening statement and introduced the Government representatives at the conference.

3. An explanation of the solicitation package was provided. It was emphasized that the offerors are responsible to read and understand the solicitation requirement and was advised to complete all required sections of the solicitation as part of their offers. Ms. Nemoto advised the offerors that oral remarks made at the conference would not qualify the terms of the solicitation and specifications unless the solicitation is amended in writing. Ms. Nemoto asked all prospective offerors to ensure that their offers were received prior to the due date/time, 1600 hours on 3 May 19. The following was briefed with supplementary explanations as indicated below.

a. SF 1449: total of 40 pages, Blocks to be filled out on the cover page( 17a, 30a~30c and 12 if applicable).

b. CLIN exhibits : To be filled out with the vendors offer price. Further, CLIN’s ending in 0002 do not need to be filled out.

c. Fill in clauses: Pages 27, 29~33 and 36 shall be filled out if and when applicable.

d. Contract formatting: It was explained that due to a new contracting system, the formatting of the

SF1449 is different from what it was before. Caution shall be made.

e. Addendum to FAR 52.212-1, Instructions to offerors – Commercial Items: Ms. Nemoto briefly explained the contents of this provision. Attendees were advised to submit their proposal digitally and were informed that there were no page restrictions.

f. FAR 52.212-2, Evaluation: As stated in the solicitation, This is a competitive lowest price with acceptable past performance award conducted in accordance with (IAW) Federal Acquisition Regulation (FAR) Parts 12 and 13. By submission of its quote IAW the instructions provided in clause FAR 52.212-1, Instructions to Offerors - Commercial Items, the quoter accedes to all solicitation requirements, including terms and conditions and representations and certification.

Failure to meet a requirement may result in a quote being determined unacceptable. Award will be made to the lowest Total Evaluated Price (TEP) quote that is lowest price with acceptable past performance.

g. 52.212-4, Contract Terms and Conditions: It was explained that the offers submitted should not include sales tax.

h. 52.217-8 -- Option to Extend Services : It was explained that the contract can be extended for six

(6) months

i. 52.217-9 -- Option to Extend the Term of the Contract: It was explained that the US government has the right to exercise the option periods

4. Mr. Masuoka, COR , briefed work scope based on the PWS attached to the solicitation package. He emphasized the following:

a. The Contractor is required to conduct services according to the regulations stated in the PWS.

b. The operation and maintenance are to be conducted according to the provided manuals.

c. Reports for air, ash etc. are to be provided annually and semiannually as stated in the PWS.

d. Daily reports need to be provided to the COR regarding the output of burned trash.

e. Necessary materials (bench stock) will be provided by the US government. The contractor is to purchase the necessary goods themselves and will be reimbursed after submission of receipts.

Furthermore the contractor shall note that for purchases exceeding 100,000 Japanese yen will need to be approved by the COR before purchase and for purchases exceeding $3,000 USD a quotation must be submitted.

5. Ms.Shioda, Lead buyer supplemented that the offeror shall submit any questions in writing and in English.

6. All attendees were escorted outside of the building to show the following work site:

a. Incinerator Plant (Bldg. 1526):

All attendees were escorted to Bldg. 1526, incinerator plant. It was explained that the area will be transferred to the new Contractor in accordance with PWS paragraph 5, when the contract is awarded to new entity other than the incumbent contractor. The Government furnishes the Metal presser for the Contractor at the incinerator site, but other equipment such as power shovel were provided by the Contractor. The COR emphasized that the incinerator was built in 1984 thus very old and susceptible to breakdowns.

7. No questions were presented during the conference for record.

8. Ms. Nemoto briefed as follows as a closing remarks.

a. Prospective offerors were advised that they should submit any further questions in English (recommended) via e-mail to the Government by 17 Apr 19, noon. Questions and answers will be provided to all the offerors by distribution and posted on FedBizOpps (FBO) website (https://www.fbo.gov/).

b. Amendment(s) will be posted on the FBO website if issued. Also meeting minutes will be posted on the FBO when finalized. A copy of the minutes will be distributed to all attendees.

9. The site orientation was concluded at 1040 hours.

10. The foregoing is a brief summary of the discussions held during pre-proposal conference. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within five calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

Prepared: MIYA NEMOTO Contract Specialist

ONIQUA WHITE-MULDROW

Contracting Officer cc: 374 CES/CEOES

Distribution:

All prospective offerors