Minutes_PreCon_FA520919RA005_Signed.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

16 Aug 2019

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Proposals (RFP) No. FA520919RA005, Leasing

Railway Tank Cars (RTCs)

1. In accordance with (IAW) the notice made on Federal Business Opportunities (FBO), the subject conference was conducted at 15:00 hours on 6 Aug 2019 Japan Standard Time (JST) at the Conference Room 109, 374th Contracting Squadron, Yokota Air Base (AB). Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/PKSB)

Mr. Joshua B. Grubb Contracting Officer/Chief, Specialized Flight Ms. Maki Kodama Team Lead, Specialized Flight

Requiring Activity (RA): Defense Logistics Agency (DLA) Energy, Japan

Mr. Takashi Uechi Administrative Officer

Prospective Offeror

Japan Oil Transportation Co., Ltd.

2. Introduction: The Government representatives introduced themselves.

3. It was ensured that the solicitation package includes the following:

a. Policies and Procedure for Doing Business with the U.S. Government

b. Notice to Offerors

c. Standard Form (SF) 1449

d. SF1449 Attachment 1: Performance Work Statement (PWS)

4. The following supplementary explanations were provided:

a. SF 1449

(1) Page 1:

(a) Block 8: The proposals are due 30 Aug 2019, 2:00 PM, JST.

(b) Block 12: The discount terms shall be inserted here if applicable.

(c) Block 17a: An offeror’s company name and address must be typed in English followed by

Telephone No. (N)CAGE Code may be inserted into the square next to “CODE”.

(d) Block 17b: If the remittance address is different from the one at block 17a, check block 17b and specify the remittance address in page 6. The remittance address on page 6 will be used in the event the Government is unable to make the payment by Electronic Funds Transfer (EFT). The remittance charge through EFT will be deducted from the payment amount.

(e) Blocks 30a, 30b, and 30c: Insert signature of offeror, name and title of signer, and date signed.

(2) Page 3 of 57, Supplies or Service and Prices/Costs:

(a) Contract Line Item (CLIN) 0001 through 9001: A total of 10 years are specified including options. Insert a monthly lease price under “Unit Price” and a yearly price under “Amount” for each Item. Corresponding CLINs will follow for a total of nine (9) Option Years.

(b) Page 4 of 57, Grand Total Amount: Please specify a grand total amount of CLINs 0001 through

9001 in the blank space on page 4.

(3) Page 5 of 57, Description/Specifications/Statement of Work: Self-explanatory.

(4) Page 7 of 57, Inspection and Acceptance: Self-explanatory.

(5) Page 14 of 57, 252.247-7023, Transportation of Supplies by Sea: The Contractor shall use U.S.-flag vessels when transporting any supplies by sea. Such supplies include those incidental to provide lease under the resulting contract. Please read the requirements of the clause carefully.

(6) Pages 17 of 57, Contract Administration Data: Performance period will be inserted at the time of award for Base Year and all Option Years.

(7) Clauses/Provisions Incorporated by Reference/Full Text

(a) Page 17 of 57, 252.232-7006, Wide Area Work Flow Payment Instructions: The Contractor will be required to invoice electronically through Wide Area Work Flow (WAWF).

(b) Page 19 of 57, 22.232-7007, Limitation of Government Obligation: The Government may fund the resulting contract incrementally IAW the clause. The offeror must carefully read the clause.

(c) Page 21 of 57, 252.212-7003, Item Unique Identification and Valuation: Please read the clause carefully.

(d) Page 26 of 57, 256.229-7000, Invoices Exclusive of Taxes or Duties: Offered prices shall exclude consumption tax.

(e) Page 35 of 57, 52.209-7, Information Regarding Responsibilities Matters: The offeror is required to fill in para (b).

(f) Page 48 of 57, 252.247-7022 Representation of Extent of Transportation by Sea: The offeror shall complete its representation at par a(b). The term “supplies” is defined in the clause at 252.247- 7023 Transportation of Supplies by Sea.

(13) Instr., Conds., and Notices to Offerors

(a) Page 49 of 57, Addenda to FAR 52.212-1, Instruction to Offerors – Commercial Items: Proposals must be submitted IAW the proposal submission requirements specified in the solicitation. Refer to Addenda to FAR 52.212-1(m).B for details. This provision explains how to prepare proposals.

(i) PART I – SUMMARY AND MISCELLANEOUS DATA. Submit an original hard copy plus one (1) electronic copy. The offeror may specify an affirmation of no Exception, Deviations, or Waivers per Para (m).B.1.(f) by using the blank space on Page 4 or by a separate letter.

(ii) PART II – PRICE PROPOSAL. Limited to no more than 20 pages. Submit an original hard copy plus one (1) electronic copy. An emphasis was made on para (f). The offeror shall provide data which include, but are not limited to, those specified therein. The Government has the right to request further data as necessary. (Note: The term “Information Other Than

Certificate Cost and Pricing Data” should read “Data Other Than Certified Cost and Pricing Data.”)

(iii) PART III – TECHNICAL PROPOSAL. Limited to no more than 20 pages. Submit an original hard copy plus one (1) electronic copy.

(b) Page 51 of 57, para E, << ELECTRONIC OPY >>. The terms “ARL SAFE” should read

“AMRDEC SAFE”.

(15) Page 52 of 57, 252.215-7008, Only One Offer. After initial submission of offers, the offeror agrees to submit any subsequently requested additional data if the Contracting Officer requests to do so. An emphasis was added to read para (b)(2)(ii) on Page 53.

(16) Page 54 of 57, 252.215-7010, Alternate I, Requirements for Certified Cost or Pricing Data and Data

Other Than Certified Cost or Pricing Data. An emphasis was made to carefully read para (a), (b)(1)(ii) and (d)(3).

b. PWS

(1) It was emphasized that it is the offeror’s responsibility to carefully read and understand the PWS requirements. The Government Representatives provided supplementary explanations on the following:

(2) Para 1.2. Required TANK CARS: RTCs to be provided are 45-ton RTCs for a total of 48 by providing four (4) sets with 12 cars per one (1) set.

(3) Para 1.3. Maintenance and Repair Services: Emphasized the requirement.

5. Questions & Answers

The following are questions and answers at the conference. They are listed based on the documents referred to and not in the sequence actually asked:

SF1449

a. Question 1: Page 7, Inspection and Acceptance. The offeror intends to provide the same RTCs that are already provided to the Government. Would the Government still intend to conduct inspections for the RTCs?

Answer 1: Yes.

b. Question 2: Page 17, para 4, Contract Period/Performance Period. We understand that each contract period will be specified by the Government at the time of award. Is there any anticipated start date for Base Year?

Answer 2: The Government anticipates to award the resulting contract around Dec 2019.

c. Question 3: Page 21, 252.212-7003, Item Unique Identification and Valuation. How do we report it?

Answer 3: It shall be reported using the receiving report capability in WAWF per para (f)(1) on page 24.

d. Question 4: Page 32, 52.217-9, Option to Extend the Term of the Contract. The offeror understands that it is the Government unilateral right to exercise options. Currently, the Japan Freight Railway Company (JFRC), inspects RTCs at no cost. If in the event that the JFRC determines to charge fees for inspections in the future, would there be any way that the Contractor could request for an adjustment in the lease price? It would be beyond the control of a leasing company.

Answer 4: Please refer to the clause at 252.243-7002, Request for Equitable Adjustment, on Page

27. It is the Contractor’s responsibility to prove why such costs incurred should be considered by the Government IAW the clause.

c. Question 5: Page 38, Offeror Representations and Certifications-Commercial Items. The offeror is not required to submit a completed representation in a hard copy but request the Government to refer to the System for Award Management (SAM). Is it correct understanding?

Answer 5: That is correct. Please ensure that the representation in SAM is updated and accurate.

d. Question 6: Page 50, Addenda to FAR 52.212-1, Instruction to Offerors – Commercial Items, para

(m) Proposal Preparation Instructions, sub-para B.3.(b), Factor 2 – Maintenance Schedule of RTCs. Please explain what is required for an “alternate plan” at the sentence “In addition, specify alternate plan to maintain total RTCs offered during the inspection.” We intend to provide all available 48 RTCs, therefore, maintenance schedule for General Inspection for each car is fixed. No extra car is available, therefore, there will be no alternate plan. Please clarify.

Answer 6: The Government will provide clarification in writing.

PWS

e. Question 7: PWS, page 2, para 1.2.3.1. It reads “The Contractor shall provide RTCs that have passed JFRC General Inspection within 12 calendar months prior to the beginning of the leasing period for the contract.” Since General Inspection is required every five years, this requirement is questionable. Please clarify.

Answer 7: The Government will provide clarification in writing.

f. Question 8: PWS, page 3, para 1.3.3. The paragraph reads in part “The Contractor shall provide a replacement car within 30 calendar days to replace those becoming due for JFRC General Inspection. No more than two RTCs will be out of delivery service due to mandatory inspection requirements on a monthly basis.” JOT is capable of returning the same RTCs within 30 calendar days from the date pulled for General Inspection without providing a replacement car. However, there are other inspections such as every 2.5-yr and quarterly inspections in addition to General Inspections. While durations of 2.5-yr or quarterly inspections are shorter than General Inspections, there could be more than two RTCs pulled out when all mandatory inspections are considered. Please clarify.

Answer 8: The Government will provide clarification in writing.

6. The offeror was advised to provide full attention not to make calculation mistakes in the proposal. The proposal must be submitted as specified in the solicitation. The offeror was advised that they should submit any questions in writing via e-mail or other methods. Additional questions and answers will be posted on the FBO site.

7. The conference was concluded at 17:30 hours.

8. The foregoing is a brief summary of the discussions held during the subject conference. If there should be any discrepancies between the requirements in the solicitation and verbal explanations in the conference, written requirements in the solicitation prevail unless the solicitation is amended. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within three (3) working days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

MAKI KODAMA

Team Lead, Specialized Flight cc:

DLA Energy Japan

Distribution:

The prospective offeror