Pre-proposal_Conf_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

31 Jan 19

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference and Site Visit for Natural Gas at Yokosuka, Solicitation

No. FA520919R8000

1. A pre-proposal conference for the subject requirement was conducted on 30 Jan 19 at NAVFAC FE Yokosuka from 1000 hrs. A site visit of gas facilities followed after the conference. The Government participants are listed below.

Government:

NAVFAC FE PW6

NAVFAC FE PWDY

NAVFAC FE PWDY

NAVFAC FE PWDY

Mr. Peter Ly Ms. Masami Shinozaki Mr. Takehisa Hara Mr. Masatoshi Miura

Utility Mgt Product Line Coordinator Manager, Facility Management Div Utility Operation Specialist Heat Plant Operator

374 CONS/PKS

374 CONS/PKS

USAG-J DPW

USAG-J DPW

USAG-J DPW

Mr. Joshua Grubb Ms. Kayoko Seta Mr. Robert Starks

Mr. Noboru Kanzawa Ms. Yuko Adachihara

Contracting Officer Contract Specialist Chief, Contract Mgt Branch Electrical Engineer Contracting Officer Representative Administrative Specialist

2. After the opening remarks by Mr. Ly, and introduction of the Government members, the following explanations to the solicitation package were provided:

a. Attachment 1, Technical Description (TD): NAVFAC FE explained the requirements by going through the TD.

b. Notice to Offerors, Solicitation FA520919R8000, and Exhibit A, Pricing Schedule: 374 CONS explained the key points of the solicitation documents as follows:

(1) (Notice to Offerors). "Para h" in the Para “e” and “f” should read as "Para g" in the memorandum.

The revised memorandum will be issued.

(2) (Notice to Offerors). If you need an assistance for registration and update for SAM, please contact 374 CONS.

(3) (Solicitation) Page 1, Para 4.4 Gas Resource Base. The Gas Resource Base will be revised from ¥57,250/ton to ¥57,300/ton.

(4) (Solicitation) Page 4, Para 7. Taxes. All offer prices shall not include consumption tax.

(5) (Solicitation) Page 4, Para 8. Standard Form (SF) 1034, Payment and Invoices. SF1034 is a paid voucher form, and also is a tax exemption form.

(6) (Solicitation) Page 13, Para 23.4. Four submission documents were explained, signed proposal, Exhibit A, Pricing Schedule, Copy of the current financial statement (Japanese language version is acceptable), and acknowledgment of all solicitation amendments.

(7) (Solicitation) Page 13, Para 25, Closing Date for Receipt of Proposals. 374 CONS emphasized to submit the proposal earlier if possible to avoid any troubles such as network issues. 374 CONS also advised to make sure receiving a confirmation of receipt from 374 CONS.

(8) Page 21, FAR 52.212-2 Evaluation – Commercial Items: 374 CONS explained that the Government will award a contract resulting from this solicitation to the responsible offeror whose proposal conforming to the solicitation is evaluated to have the lowest and reasonable price.

(9) Exhibit A, Pricing Schedule: 374 CONS explained how to fill out the Schedule. and also explained that Fuel Expense Adjustment Cost and Renewable Energy Surcharge shall not be included in the prices, and assumes a power factor ±0 for evaluation purpose.

(10) The USG will accept additional questions from offerors. The questions shall be sent to Ms. Seta and Mr. Grubb no later than 4 Feb 19, 1100hrs.

c. Attachment 2, Estimated Consumption: Base on the historical data, the maximum usage is 52M cubic meter.

3. Questions from Offerors: The following questions were received:

See attached Q&A

4. The site visits were conducted at Bldg 3030 after the pre-proposal conference.

5. The pre-proposal conference and the site visit was adjourned at 1230 hrs.

6. These minutes shall be posted on the Government Point of Entry and shall be submitted to all attendees. The foregoing is a brief summary of the pre-proposal conference and the site visits conducted for this acquisition. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within five (5) calendar days from the distribution date. Failing notification to the contrary, these minutes will stand for the record.

KAYOKO SETA

Contract Specialist

JOSHUA GRUBB

Contracting Officer

Atch:

Q&A

Distribution:

Prospective Offerors in attendance Requesting Activity

374 CONS