Pre-proposal_Site_Visit_Conf_Min_2_&_3_Jul_19.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

5 Jul 19

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKB

Bldg 620, Yokota Air Base Fussa-shi, Tokyo 197-0001, Japan

Subject: Site Visit Minutes for RFP No. FA520919RA010, Design and Installation of Energy

Management Control System (EMCS) and Direct Digital Control Panels for 11 facilities at Yokota Air Base, Japan

I. Opening Remarks of Pre-proposal Conference

A. An escorted site orientation for subject projects was conducted on 2 Jul 19 at 0900 hours and 3 Jul 19 at 0900 hours in accordance with FAR 52.236-27 in Section L of the RFP.

Participants are listed below:

The following personnel were in attendance:

Government:

Mr. Ken Sato, Lead Buyer, 374 CONS/PKBA Mr. Yuki Watabe, Buyer/Administrator, 374 CONS/PKBA Mr. Jackens Eugene, Chief, Engineer Manager, 374 CES/CENMP Mr. Masahiko Ohta, Project Engineer (Mechanical), 374 CES/CENMP

Prospective Offerors:

(Names are intentionally left blank.)

B. Mr. Yuki Watabe, Contract Specialist of 374th Contracting Squadron (CONS), welcomed all attendees and announced that Mr. Ken Sato will be the Lead Buyer for this requirement, and all other Government representatives were introduced.

C. Mr. Ken Sato requested attendees to submit all questions to the POCs of the CONS by e-mail so that all prospective offerors would be able to share the information related to the subject RFP fairly. All questions shall be submitted to the Government within 7 calendar days after the site visit is completed. Also, the Q&As will be recorded and stated in the Amendment upon completion of all internal reviews.

II. General Briefing of RFP and Requirement

A. Mr. Yuki Watabe, re-stated the general terms & conditions of the subject project based on the RFP such as the general requirement, magnitude of construction, and performance period. He also referred to the Price Schedule (Section B, Attachment 2), and Reference documents of the EMCS project (Attachment 4 &5 of RFP).

B. RFP Explanation of Scope and Requirements (Remarks / Filling Instruction)

All solicitation requirements/clauses/provisions were re-stated by Mr. Watabe and Mr.

Sato. Following items were emphasized:

1. Section A (Standard Form 1442), Solicitation, Offer, and Award: Blocks to be filled-in by offerors.

2. Section B, Supplies and Services and Prices: Price fill-in is required both Section B and Attachment 2 - Price Schedule for FA520919RA010.

3. Sections F thru J: The contract requirements, clauses and others as necessary.

4. Sections K: Complete the necessary fill-ins. Attachment 3, Other Contract

Requirements, K003 (Exemption From Japanese Customs Duties And Taxes Pursuant To Status Of Forces Agreement) is a part of Section K, and thus required to be filled out and submitted.

5. Section L: The offerors shall submit the proposals in compliance to Proposal

Preparation Instructions in Pages 28 thru 35.

6. Section M:

a. This section is details to describe specific process of how the Government proceed with evaluation process. As stated in the Basis for Contract Award, Past Performance Information (PPI) will be evaluated on a basis approximately equal to Price. The government reserves the right to award a contract to other than the lowest Price, if the difference in the Past Performance Confidence Rating of another offeror justifies the higher price premium. In that event, the Source Selection Authority will make an integrated assessment best value award decision using the Price and the Past Performance Confidence Rating.

b. The Government will evaluate recent and relevant performance information on all offerors as stated in pages 33, Para B. Mr. Sato explained “Square Footages” and “Number of facilities managed under the same project” of the contracts which the offerors submit as PPI will be evaluated to determine complexity. Therefore, the Government needs the respondents to the Past Performance Questionnaire (PPQ) to describe this information. The Government will provide the revised PPQ by an amendment. Because there were offerors who had already sent the PPQ requests to the respondents, Mr. Sato requested them to inform this additional information is necessary.

7. Due date of the RFP will be extended when the Amendment 0001 is released by the Contracting Officer. Offerors should check FBO status carefully since all amendment will be posted on the site.

8. As mentioned on Section I, C of this minutes, all questions in terms of the subject requirement will be due on 10 Jul 19, 1400 hours, 7 calendar days from the completion date of the site visit.

C. 374 CES project engineer team briefed the outline of the work scope of the project. Mr.

Ohta, Civilian Engineering of 374th Civilian Engineering Squadron

1. After the requirement briefing, all attendees were escorted to each project site. The

374 CES project engineer team re-stated the work scope of the EMCS project and all technical requirements of the Design-Build project.

2. Prospective offerors visited following facilities:

Day 1 (2 Jul 19)

Time Bldg. # Facility Name Checked Location/ Items 0900 620 Contracting Squadron N/A (RFP Briefing)

1000 602 Squadron Operations 1st Floor Mechanical Room

Exterior, Chiller (Roof Exhaust Fan)

VAV

1100 316 Base Operation Office 1st Floor Mechanical Room 2nd Floor Mechanical Room Penthouse Mechanical Room Package AC System Convector HEX Heat Exchange Units

1300 315 Headquarters Wing 1st Floor Mechanical Room Basement Mechanical Room Penthouse Mechanical Room

VAV

Package AC System

1345 314 Headquarters Group 1st Floor Mechanical Room Penthouse Mechanical Room*

1415 313 Air Conditioning Plant Building Mechanical Room

1500 410 Post Office 1st Floor Mechanical Room Roof (5 VAV)

1550 445 University Education Center 1st Floor Mechanical Room Exterior, Cooling tower Penthouse (Smoke exhaust) 8 Toilet for fan-convector

1620 345 West Chapel Mechanical Room for Classroom Mechanical Room for Nave Exterior, Chiller Roof

* Penthouse at the rooftop on the Bldg. 314 were not available during Site Visit. 374 CES will provide pictures of Penthouse when it is available.

Day 2 (3 Jul 19) Time Bldg. # Facility Name Checked Location/ Items

0900 920 Base Supply Admin 1st Floor Mechanical Room

Exterior, Chiller

VAV

2 Data Processing Rooms for Package AC

1000 820 Squadron Operations Mechanical Room for Original Area Exterior, Cooling Tower Package AC System New Shop Area Mechanical Room 3 Toilet for Fan-convector

1100 907 Base Operation Office 1st Floor Mechanical Room

Penthouse Mechanical Room

III. Questions and Answers:

A. Closing Pre-Proposal Conference/Site Visit:

1. Prior to the pre-proposal conference, questions pertaining to the RFP were received.

By subsequent Amendment, the Question and Answer (Q&A) will be incorporated in the solicitation and the resultant contract. The Amendment inclusive of the Q&A will be posted on Federal Business Opportunities (FBO) to provide the Government answer/clarification.

2. During and after the conference, Offerors who have any questions on the RFP are requested to submit the questions to the POCs not later than 10 Jul 19 at 1600 hours.

B. Closing Pre-Proposal Conference/Site Visit:

1. Offerors were informed that the pre-proposal/site visit minutes would be posted on the FBO.

2. The pre-proposal conference/site visit was adjourned at 1120 hours.

Contracting Officer

Attachments:

1. Q&As for the RFP# FA520919RA010 as of 5 Jul 19

Cc:

374 CONS/PKBA

374 CES/CENMP

American Engineering Corporation Nishikawa Keisoku Co., Ltd.

Schneider Co., Ltd.

Tokyo Business Service

NAMIKO KANEKO