Precon Minutes Ash Transportation SV.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

15 Apr 20

MEMORANDUM FOR DISTRIBUTION

FROM: 374 CONS/PKBA

SUBJECT: Minutes of Pre-proposal Conference for Solicitation No. FA520920Q0020, Ash

Transportation Service for Yokota Air Base, Japan

1. A pre-proposal conference for the subject solicitation was conducted on 13 Apr 20, 1400 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: MSgt Wong COR Supervisor

374 CES/CEOES: Mr. Koyano COR

374 CES/CEOES: Ms. Suto Environmental Specialist

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. He also said that the conference should be shortened to avoid closed spaces, crowded places and close-contact settings for preventing COVID-19.

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 would be received prior to the due date/time, 1300 hours on 8 May 20. The following was briefed with supplementary explanations as indicated below.

a. SF 1449: Blocks to be filled out on the cover page.

b. Pricing Schedule and Period of Performance:

Pricing Schedule; Fill in Page 3-5 of the Solicitation

Performance Period; 1 Jul 2020 – 30 Jun 2025 (Base and Four option periods)

c. 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.

d. FAR 52.212-2, Evaluation: As stated in the solicitation, this is a competitive lowest price technically acceptable 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 technically acceptable with acceptable past performance.

e. Addendum to FAR 52.212-4, Contract Terms and Conditions: It was explained that the offers submitted should not include consumption tax.

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

(6) months

g. 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. Ms.Shioda, the Contracting Officer supplemented that the offeror shall submit any questions in writing and in English by 21 Apr 2020, 1400 hours and price, technical and past performance will be used to evaluate quotes.

5. All attendees were escorted to the Incinerator Plant (Bldg. 1526).

6. Mr. Koyano, COR, briefed work scope based on the PWS attached with the solicitation package.

He also explained the following:

a. Two (2) of the three ash outlets are broken.

b. The Contractor shall set up a container under the ash outlets. The incumbent contractor sets up 4-ton container under the ash outlets and reloads ashes to 10-ton vehicle from the 4-ton container.

The incumbent contractor also levels ash in the container in order to prevent ash spillage.

If prospective offerers have other ideas, please apply them.

7. Two (2) questions were presented during the conference for record.

Q1. How much ash does the incinerator generate per day?

A1. It depends on the amount of wastes. Please refer to the estimated workload data in the PWS.

Additionally, it is recommended to coordinate with the operator of the incinerator plant facility if needed.

Q2.Why are there four CLINs yearly?

A2. Four divisions cover the cost of ash transportation service, since wastes are collected from the four divisions.

8. The meeting was concluded at 1450 hours.

9. 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