Minutes_PreCon_FA520920Q0006_20191119.pdf

FOR OFFICIAL USE ONLY

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

26 Nov 2019

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Quotations (RFQ) No. FA520920Q0006, Movement of Government Furniture and Appliances at Naval Air Facility (NAF) Atsugi

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at 10:40 hours on 19 Nov 2019 at the Conference Room 105/106, 374th Contracting Squadron, Yokota Air Base AB. Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/PKSB) Ms. Maki Kodama Contracting Officer/Team Lead Mr. Yuma Kato Contract Specialist Mr. Ken Sato Contract Specialist Ms. Sawako Arioka Contract Specialist

Requiring Activity (RA): Atsugi Housing Service Center (AHSC) Mr. Toshiyuki Nakamura Furnishings Manager

Prospective Offerors

2. Introduction: The Government representatives introduced themselves.

3. Mr. Kato provided explanation of the following in the solicitation package:

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

b. Notice to Offerors

c. Standard Form (SF) 1449

d. Attachment 1: Performance Work Statement (PWS)

4. The following supplementary explanations were provided:

a. Policies and Procedure for Doing Business with the U.S. Government: Mr. Kato requested that all offerors read the letter carefully before submitting their quotation.

b. Notice to Offerors: The following paragraphs were emphasized as especially important matters:

(1) Paragraph (Para) 1.a.: It is the offeror’s responsibility to fully understand the Clauses and Provisions incorporated by reference in RFQ. Full texts of the Clauses and Provisions are available at the website listed in the paragraph.

(2) Para 1.b.: Award of a single Indefinite-Delivery Indefinite-Quantity (IDIQ) Type contract is contemplated as a result of this solicitation; therefore, offerors must quote on all line items in the SF 1449.

(3) Para 1.c.: Authorization to Perform.

(4) Para 1.d.: Mobilization and Phase-in Period.

(5) Para 1.h.: Registering the System for Award Management (SAM) is required prior to award of the contract.

c. PWS: It was emphasized that it is the offeror’s responsibility to carefully read and understand the PWS requirements. Mr. Nakamura and Mr. Kato provided supplementary explanations on the following:

(1) Para 1.1. Area of Performance: Area I, Area II, and Area III.

(2) Para 1.2. Types of Freight: Brief explanation of freight. See Appendix B for estimated dimensions.

(3) Para 1.3. General Pickup and/or Delivery Services; Para 1.4. Pickup; Para 1.5. Delivery; Para 1.6.

Cancellation Charges; and Para 1.7. Emergency Services.

(4) Para 1.6.1.: After the solicitation was issued, 374 CONS received a feedback from a prospective offeror that the Contractor would waste time if the resident would be available at a pickup/delivery point within 30 minutes after the Contractor notifies the Contracting Officer’s Representative (COR);

therefore, this would be an obvious reason for delaying the performance scheduled afterwards on the same day. This should not be a reason because the performance afterwards still has the two-hour time frame; the Contractor should be able to make next pickup/delivery within the time frame afterwards on the same day.

(5) Para 1.8. Humanitarian Assistance and Disaster Relief (HADR): Includes services to respond to requirements in an emergency situation.

(6) Para 1.9.3.: Instructions regarding tax exemption will be provided to the contract awardee when necessary.

(7) Para 1.9.4.1. Installation Base Passes: In order to obtain Base Passes, the Contractor is required to submit documents to AHSC IAW an instruction at NAF Atsugi. The instruction will be provided to the contract awardee.

(8) Para 1.9.5.1. Contract Manager (CM): A CM and an alternate who have who have good knowledge of

English language communication skills must be designated in writing.

(9) Para 1.9.5.5. Other Country Nationals (OCN): It is the Contractor’s responsibility to coordinate with the local Security Forces when there is a question about a particular circumstance.

(10) Para 1.9.6. Subcontracting: The Contractor must submit the list of subcontractors to use.

(11) Para 2. Services Summary (SS): Summarizes the critical tasks in the requirements and introduces the subject PWS paragraphs and performance threshold.

d. SF 1449:

(1) Offerors are notified to submit their quotation by the due date and time specified in block 8. The quotation must be submitted via email. Refer to Addenda to FAR 52.212-1(m).D.1. for details.

(2) How to fill out pages 1, 3 through 11, and 64 of 94:

(a) Block 12: The discount terms shall be inserted if applicable. It will not be a part of evaluation.

(b) Block 17a: Offeror’s company name and address must be typed in English followed by Telephone

No. and DUNS No. (if available). (N)CAGE Code may be inserted into the square next to CODE.

(c) Block 17b: If the remittance address is different from the one at block 17a, check block 17b and specify the remittance address on page 64. The remittance address on page 64 will be used in the event the Government is unable to make the payment by Electronic Funds Transfer.

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

(e) Pages 3 through 11 of 94, CLINs 0001 through 4012: Insert “Unit Price” and “Amount” for each item. Brief explanation of each line item in Ordering Period One was given to the offerors. When offered unit prices/amounts are the same for Ordering Period One and subsequent Ordering Periods, offerors may write down “Same as Ordering Period One” on applicable pages. Offerors were strongly advised to give full attention not to make calculation mistakes in their quotation.

Offered prices shall exclude consumption tax since it is exempted.

Note: Each item indicates “Family Housing (FH)” or “Unaccompanied Housing (UH)”, which distinguishes the types of funds to be used under each item.

(f) Page 64 of 94, Estimated Total Amount: Insert estimated total amount of each Ordering Period

(CLINs x001 through x012) and estimated grand total amount (Ordering Periods One through Five).

(3) Page 64 of 94, Note 2: IDIQ Contract Minimum and Maximum Value: Type of contract is “IDIQ”;

therefore, minimum and maximum values are listed in this section. The minimum amount for the life of the contract including options is ¥100,000. The total amount of task order to be issued at the time of awarding the base contract will be at least the minimum amount. The actual order amount under this contract will not exceed the maximum value ¥146,233,750 including all ordering periods. This means that the Government will establish another contract for orders exceeding the maximum value and does not dictate that offered prices must be lower than the maximum amount in order to be considered.

(4) Page 64 of 94, Note 5: Contract Period/Performance Period: Contract period will be inserted at the time of contract award. The anticipated performance start date is 01 Jan 2020; however, it is subject to change.

(5) Page 64 of 94, Note 6: The Ordering Period is automatically extended for a successive one-year period upon expiration of a then-current period.

(6) Clauses/Provisions: Full sentences of the clauses and provisions incorporated by reference in SF1449 are available at the website listed in the memorandum “Notice to Offerors”, Para 1.a.

(a) DFARS 252.232-7006 Wide Area Work Flow Payment Instructions (Page 65 of 94): Monthly invoices shall be submitted electronically through Wide Area Work Flow (WAWF). The instruction will be provided to the contract awardee.

(b) Addendum to FAR 52.212-4. (k) Taxes (Page 68 of 94): Offered prices shall exclude consumption tax and fuel tax such as diesel oil since they are exempted.

(c) FAR 52.216-19 Order Limitations (Page 74 of 94): Offerors must meet the requirements. It was emphasized that the Contractor is recommended to honor any orders exceeding the maximum order limitation described in the paragraph.

(d) FAR 52.217-8 Option to Extend Services (Pages 75 of 94): The Contracting Officer may exercise the option up to six (6) months by written notice to the Contractor at least 15 days before the contract expires.

(e) FAR 52.212-1 Instructions to Offerors – Commercial Items (Page 62 of 94): This provision explains how to submit quotations.

(f) Addenda to FAR 52.212-1 Instructions to Offerors – Commercial Items (Pages 89 through 91 of 94): Each Part I, II, and III shall be submitted via email.

(i) Para B.1. Part I – Summary and Miscellaneous Data: Para (d) was emphasized. If none proposed, offerors must state “No Exceptions, Deviations, or Waivers” somewhere in the offer (e.g., above items in page 3 of 94).

(ii) Para B.2. Part II – Technical Offer: Offerors shall provide proof that they possess valid authorization as specified in the paragraph.

(iii) Para B.3. Part III – Price Quotation: Offerors were strongly advised to give full attention not to make calculation mistakes.

(iv) Para D.1.: Offerors shall submit electronic copies of quotation via email by following the instructions specified in the paragraph.

(g) FAR 52.212-2 Evaluation – Commercial Items (Pages 93 through 94 of 94): The following were emphasized:

(i) Para (d) Basis for Contract Award: The method of evaluation would be the Lowest Price

Technically Acceptable (LPTA). Award will be made to the lowest Total Evaluated Price (TEP) offeror that meets the technical acceptability.

(ii) Para (d)(1), Technical Acceptability Factor: In case the technical offer is considered unacceptable or not submitted, price quotation will not be evaluated. See the paragraph for details.

(iii) Para (d)(2), Price Evaluation Factor: Price Evaluation Factor (Total Evaluated Price (TEP)) includes extension period. The price evaluation will document the fairness and reasonableness. See the paragraph for details.

(h) FAR 52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law (Page 71 of 94): Offerors are advised to fill in Para (b).

(i) FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Page 78 of 94): Offerors are advised to fill in Para (c).

(j) FAR 52.209-7 Information Regarding Responsibility Matters (Page 79 of 94): Offerors are advised to fill in Para (b).

(k) FAR 52.212-3 Offeror Representations and Certifications – Commercial Items (Pages 79 through 88 of 94): Offerors must complete Para (h) through Para (t).

(l) DFARS 252.247-7022 Representation of Extent of Transportation by Sea (Page 88 of 94):

Offerors must complete Para (b).

(m) FAR 52.223-22 Public Disclosure of Greenhouse Gas Emissions and Reduction Goals- Representation (Page 91 of 94): Offerors must complete Para (b).

5. Questions & Answers: The following are questions and answers at the conference. They are not listed in the sequence actually asked:

a. Question 1: SF 1449, Page 78 of 94, FAR 52.204-24 Representation Regarding Certain

Telecommunications and Video Surveillance Services or Equipment: What is the definition of covered telecommunications equipment or services? Do they include mobile phones that drivers/crew members use to contact their office?

Answer 1: Below is the definition of “covered telecommunications equipment or services” IAW FAR

52.204-25(a) (Pages 69 through 70 of 94):

(1) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities);

(2) For the purpose of public safety, security of Government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities);

(3) Telecommunications or video surveillance services provided by such entities or using such equipment; or

(4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.

This applies when the solicitation requirement is for the Contractor to provide such equipment or services. Anything incidental to perform the service under the subject solicitation, e.g., crew members’ use of such mobile phones to contact AHSC staff, is not applicable.

b. Question 2: What is the payment cycle?

Answer 2: Payment will be made within 30 calendar days from the date a monthly invoice is received and accepted by an acceptor in the Government.

c. Question 3: How will the Contractor submit a monthly invoice?

Answer 3: A monthly invoice shall be submitted electronically through WAWF IAW DFARS

252.232-7003 and DFARS 252.232-7006 (Page 65 of 94).

6. Mr. Kato advised the offerors that full attention should be given not to make calculation mistakes in the quotations. The quotation must be submitted via email by the offer due date/time. The offeror should give sufficient time prior to the due date/time in case of experiencing any technical issues. Offerors were advised that they should submit any questions in writing via e-mail or other methods in English to the Government.

Additional questions and answers will be provided to all offerors and will be posted on the Government Point of Entry (GPE).

Update: The “Federal Business Opportunities (FedBizOpps (FBO))” was moved to the “beta.SAM.gov” on 12 Nov 2019.

7. The conference was concluded at 12:25 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.

YUMA KATO MAKI KODAMA

Contract Specialist Contracting Officer cc: AHSC Distribution: All prospective offerors