Precon_Min_E_Gate.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

30 Jul 19

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/PKBA

SUBJECT: Minutes of Pre-proposal Conference for Solicitation No. FA520919QA042, Inspection and Maintenance of Electric Gate Systems at Yokota Air Base, Japan

1. A pre-proposal conference for the subject solicitation was conducted on 29 Jul 19, 1400 hours at Bldg.

620, Rm 109. Followings are Government attendees and offerors are listed on the attachment.

Government

374 CES/CEOES: MSgt Cruz-Betancourt Contracting Officer’s Representative (COR) Supervisor 374 CES/CEOES: SrA Diven Alternate COR Supervisor 374 CES/CEOES: Mr. Masuoka COR 374 CONS/PKBA: Ms. Kimura Contract Specialist

Prospective offerors (listed in alphabetical order)

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

2. Ms. Kimura made an opening statement and confirmed that all attendees could download the entire solicitation package.

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 they were advised to complete all required sections of the solicitation as part of their offers. Ms. Kimura asked all prospective offerors to ensure that their offers were received prior to the due date/time, 1400 hours on 19 Aug 19. The following was briefed with supplementary explanations as indicated below.

a. The CLIN structure was explained: The offerors were briefed to fill in prices for CLIN 0001 and its corresponding option CLINs in SF 1449 and “amount per Trip per call/service” in Exhibit 1. The prices for CLIN 0002 & 0003 and their corresponding option CLINs will be determined by the government upon award of the basic contract and/or exercise of individual option period. Therefore, they were informed to leave 0002, 0003, and their corresponding option CLINs blank.

b. FAR 52.212-3 Alternate 1 Offeror Representations and Certifications-Commercial Items –

(Alternate 1): The government system was changed and it is very hard to read these clauses. Offerors can download the same clause from the FAR site and use it for submission of solicitation. Also, Page 44 and 49 shall be filled out if and when applicable.

c. Contract formatting: Due to a new contracting system, the format of the SF1449 is different from what it was before. Caution shall be taken.

d. Addendum to FAR 52.212-1, Instructions to offerors – Commercial Items: The period for Acceptance of offers: the offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers. Ms. Kimura briefly explained the contents of this provision.

Attendees were advised to submit a 1st class or 2nd class Electrician license valid throughout the period of contract performance.

e. 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. The prices of exhibit (amount per Trip per call/service, base and all options) will not include in the TEP, however, they will be examined for reasonableness for inclusion into the resulting contract, and offers including unreasonable rates may be excluded from consideration for award.

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

(6) months

g. 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 and briefed the notification period.

4. After briefing of solicitation package, Mr. Masuoka, COR, escorted all attendees to three areas to show the electric gates. The following questions were asked from the attendees and the information provided from the Government during the site visit.

a. The as-built drawings attached to the solicitation are small and hard to see. Are there as-built drawings which are bigger size and easy to see?

The Government prepared hard copy drawings and will ask the offerors to pick them up.

b. Some areas on the gates were missing paint. Is painting work included in the requirement?

Touch-up paint work is included in the subject requirement. However, re-paint of extensive area is not included in the monthly maintenance work. Such work might be ordered as a level II requirement.

c. Mr. Masuoka mentioned at the Fussa Gate that the order was issued to repair left side of Fussa Gate. The repair work will be completed before starting subject contract.

d. The Government informed that the inspection and maintenance work of two gates might be required during 24 hours instead of during a day time. However, in such a case, the Government will discuss with the contractor and issue a modification to change the working time. Therefore, please submit your offer as a day time work only for inspection and maintenance work. An amendment will be issued to delete the statement “except that services performed at Fussa gate and Supply gate are from 0000 to 2400 hours” in Paragraph 1.7.1.of PWS.

e. Standard Form 1449: An amendment to delete the statement “limited to two decimal places,” on

Page 47 of the solicitation will be issued. Price offer shall be whole numbers only.

f. Any question after this meeting shall be submitted to Ms. Kimura in writing and in English by 2 August 19 at 1400 hours.

5. After the above questions, no other question were presented and the pre-proposal conference was concluded at 1600 hours.

6. The foregoing is a brief summary of the discussions held during the 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: REIKO KIMURA Contract Specialist

NAMIKO KANEKO

Contracting Officer

Attachment: Attendance Sheet of offerors cc: 374 CES/CEOES

Distribution:

All prospective offerors