Precon Min.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

23 Jan 19

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/PKBA

SUBJECT: Minutes of Pre-proposal Conference for Solicitation No. FA520920Q0018, Ash Recycling for Yokota Air Base, Japan

1. A pre-proposal conference for the subject solicitation was conducted on 17 Jan 19, 1430 hours. All attendees met in Room 105 in Bldg. 620 (374th Contracting Squadron), Yokota Air Base, Japan.

The attendees were as follows.

Government

374 CES/CEOES: Ms. Suto Alternate COR Supervisor 374 CONS/PKBA: Ms. Shioda Lead Buyer, Team A/Contracting Officer 374 CONS/PKBA: Mr. Yamamoto Contract Specialist/Buyer

Prospective offerors (listed in alphabetical order)

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

2. Mr. Yamamoto made an opening statement and introduced the Government representatives at the conference.

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 was advised to complete all required sections of the solicitation as part of their offers. Mr. Yamamoto advised the offerors that oral remarks made at the conference would not qualify the terms of the solicitation and specifications unless the solicitation is amended in writing. Mr. Yamamoto asked all prospective offerors to ensure that their offers were received prior to the due date/time, 1400 hours on 10 Feb 20. The following was briefed with supplementary explanations as indicated below.

a. SF 1449: total of 40 pages, Blocks to be filled out on the cover page( 17a, 30a~30c and 12 if applicable).

b. CLIN exhibits : To be filled out with the vendors offer price. Further, CLIN’s ending in 0002 do not need to be filled out.

c. Fill in clauses: Pages 27, 29~33 and 36 shall be filled out if and when applicable.

d. Contract formatting: It was explained that due to a new contracting system, the formatting of the

SF1449 is different from what it was before. Caution shall be made.

e. Addendum to FAR 52.212-1, Instructions to offerors – Commercial Items: Mr. Yamamoto briefly explained the contents of this provision. Attendees were advised to submit their proposal digitally and were informed that there were no page restrictions.

f. 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.

g. 52.212-4, Contract Terms and Conditions: It was explained that the offers submitted should not include sales tax.

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

(6) months

i. 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

4. Mr. Yamamoto briefed work scope based on the PWS attached to the solicitation package.

5. Ms.Shioda, Lead buyer supplemented that the offeror shall submit any questions in writing and in English.

6. No questions were presented during the conference for record.

7. The meeting was concluded at 1500 hours.

8. The foregoing is a brief summary of the discussions held during 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 by:

SETSUO YAMAMOTO

Contract Specialist

Reviewed by:

TOMOKO SHIODA

Contracting Officer cc: 374 CES/CEOES

Distribution:

All prospective offerors

23 Jan 19