Pre-Proposal_Minutes-Grease.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKAB

SUBJECT: Minutes of Preproposal Conference for RFQ No. FA520920Q001A, Collection, Transportation and Disposal of Grease, Waste Oil and Sludge at U.S. Army Garrison Japan Installations in Kanto Plain, Japan

1. A preproposal conference for subject Request for Quotation (RFQ) was conducted on 28 Oct 2019 at Bldg. 646, Camp Zama, from 0900 hours.

2. Chairperson for the meeting was Ms. Tomoko Harashima, Contract Specialist. Ms. Harashima opened the meeting with introduction of the Government personnel.

3. The following topics were presented by Ms. Harashima:

a. The purpose of this conference was to explain and clarify the Government requirements to the prospective offerors and assist them in submitting their offer with full understanding of the requirements.

b. The important and essential requirements on the RFQ were presented as follows:

(1) Combined Synopsis/Notice to Offerors.

(a) The full text of FAR is available on the web site addresses on page 1 of Notice to Offerors.

(b) Page 2, the closing date and time is 7 Jul 19, 1400 hours. Quotations should be submitted via email.

(c) Page 3. Taxes such as consumption tax, gasoline/diesel tax or liquefied as tax should not be included in quotations.

(d) Page 13. FAR 52.217-8 OPTION TO EXTEND SERVICES (refer to FAR 37.111).

Extension of services will be done unilaterally by the contract modification. The maximum extension of performance is 6 months.

(e) Page 13. FAR 52.217-9 OPTION TO EXTEND THE TERMS OF THE CONTRACT. The exercise of option will be done unilaterally by the contract modifications, when the Government determined that the exercise of option is the best interest of the Government based on the fair and reasonable policy, considering the contractor’s performance evaluation, availability of funds, market condition or etc.

(f) Page 11. AFFARS 5352.201-9101 OMBUDSMAN. The ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors. When you are in need of this service, first address your concerns, issues, disagreements, and/or recommendations to the contracting officer (contract administrator) for resolution.

(h) Page 14. ADDENDA TO 52.212-1, INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS. The contractor shall submit (1) a current copy of their licenses to perform services in Japan, as indicated in the performance work statement paragraph 1.2.1. , (2) Pricing schedule,

(3) FAR 52.212-3 and (4) Past Performance Information

(i) Page 16. ADDENDUM TO FAR 52.212-2, EVALUATION - COMMERCIAL ITEMS. The award will be made to the responsible offeror with acceptable past performance, whose quote is the lowest among responsible offerors.

(j) Page 17. ADDENDUM TO FAR 52.212-2, EVALUATION - COMMERCIAL ITEMS. The past performance shall be evaluated based on (1) Recency (within 3 years) (2) Relevancy (similar scope) and (3) Quality.

(k) Page 14. FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS --

COMMERCIAL ITEMS. If you have completed “Representations and Certifications” in SAM, just fill out paragraph (b) for submission.

(2) Attachment 2, Pricing Schedule

(a) The unit price and amount of CLIN 0001, 1001, 2001, 3001 and 4001 shall be completed by offerors. In addition, sub CLINs in Pricing Exhibit, A001 through E011shall be filled out. The sub-CLIN, x001 through x003, transportation shall be evenly divided into 12 months.

(3) PWS

(a) Para 1. The contractor shall collect and transport grease, waste oil and sludge from Camp Zama (CZ), Sagamihara Housing Area (SFHA), Sagami General Depot (SGD), Yokohama North Dock (YND), and Akasaka Press Center (APC) to the contractor’s intermediate disposal/treatment facilities.

(b) Para 1.2. The contractor shall submit the followings in accordance with the Japanese applicable law.

(1) License (Para 1.2.1)

(2) Manifest (Para 1.2.2)

(3) Flow Chart (Para 1.2.3)

c. SITE VISIT. Immediately after the conference, the site visit to the following buildings was followed.

Sites were chosen from every kind of each characters. The sites at SFHA were skipped because they were similar to the ones at CZ. The site visit at SGD started at 1400 after lunch break.

(1) CZ

Bldg. 425, Food Court (Grease in Drum) Bldg. 457, Community Club (Grease) Bldg. 1024-1, Incinerator Plant (Sludge) Bldg. 1032, Ash Pit (Sludge) Bldg. 645-1 & 2, Car Wash (Waste Oil)

(2) SGD

Bldg. 135-2, Sagami Lounge (**Grease in Drums) Bldg. 154-6, Laundry Waste Water Treatment Plant (*Sludge) Bldg. 154-7, Laundry Boiler Plant (Waste Oil –Kerosene Oil) Bldg. 157-17, Swage Plant (Sludge in Drums) Bldg. 161-1, DPW (Waste Oil including fermented turf) Bldg. 175-27, Industrial Waste Water Treatment Plant (*Sludge/ **Waste Oil in Drums)

* High polymer is added to harden the sludge.

**Unic crane is preferable.

4. The pre-proposal conference/site visit adjourned at 1530.

5. A copy of these minutes will be submitted to all attendees. The foregoing is a brief summary of the discussions held during subject 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 (5) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

TOMOKO HARASHIMA

Contract specialist

GARY S. SCULLIN

Contracting Officer cc: DPW