Site Vist Conf Minutes 20200630 final.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

30 Jun 20

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKB

Bldg. 620, Yokota Air Base

Fussa-shi, Tokyo 197-0001, Japan

Subject: Pro-Proposal Conference and Site Visit Minutes for Request for Quote (RFQ) No.

FA520920Q0028 Cleaning and Inspection of Kitchen Hoods and Exhaust Systems at

Yokota Air Base and Tama Service Annex, Japan

1. An escorted pre-proposal conference for subject RFQ was conducted on 30 Jun 20 at

1230 hours to explain the requirement to all interested quoters. All attendees gathered in

Room 105 and 106 at Bldg. 620 (374th Contracting Squadron), Yokota Air Base, Japan.

The following personnel were in attendance:

Government:

MSgt Wong W. Wayland, Contracting Officer’s Representative (COR) Supervisor, 374

CES/CEOES

Mr. Toshiyuki Koyano, COR, 374 CES/CEOES

Ms. Tomoko Shioda, Contracting Officer, 374 CONS/PKB

Mr. Yuki Watabe, Contract Specialist. 374 CONS/PKB

Ms. Shoko Saito, Contract Specialist/Buyer, 374 CONS/PKB

Prospective Quoters:

See Attachment 1 (The list will be disclosed only to the Government)

2. The pre-proposal conference was started by Ms. Saito by introducing the Government members to the prospective quoters.

3. An explanation of the RFQ package was provided. It was advised to complete all required section of the RFQ as part of their submission. The followings were briefed with supplementary explanations as indicated below:

a. Performance Period: Basic period of 1 with 4 one-year options. Total 5 years contract.

b. SF 1449: Complete blocks 12,17a, 30a, 30b, and 30c. Return the provisions

FAR 52.209-7, FAR 52.212-3, and DFARS 252.247-7022.

c. Price Schedule (Attachment 2): Insert unit price including all option periods in the attachment 2. It can be edited only the cells in orange. Ms. Saito remind that

FAR 52.212-1(c) is tailored “The offeror agrees to hold the price in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitaion”

d. Operational Capability (Attachment 3): The listings are existing fire-extinguishing system. Quoter will mark “X” if applicable.

e. Past Performance Information: Provide a list of no more than three. PPI includes contract performed and/being performed for any customer within this last 3 years prior to the issuance date of the RFQ (RFQ issued 23 Jun 20).

f. Past Performance Questionnaire (Attachment 5): Send out the questionnaire to each of the POCs of the service acceptance identified in the Past Performance

Information. The POCs shall sent completed PPQ directly to 374 CONS, Due date for this document is 24 Jul 20, 1000 hours. Ms. Saito emphasized that PPQ shall not send back to the quoter.

g. Quote due date for this RFQ is 24 Jul 20, 1400 hours. It should be submitted by electronic paper via email or bring into bldg. 620.

h. Questions regard to this pre-proposal conference and site visit shall be submit to POC not later than 7 Jul 20.

i. Any change is to be effective when the official amendment is issued.

j. Invoice must be submitted via WAWF so quoter are required to make sure their account for SAM/WAWF is active.

4. Mr. Koyano, Contracting Officer Representative, briefed overall content of Performance-based Work Statement (PWS). He explained that the contractor would establish schedule based on appendix A of the PWS after award. He also stated that personnel who has knowledge of building and fire-extinguishing system needs to be at the site during the performance.

5. Mr. Koyano also stated that the contractor is desired to conduct schedule coordination with facility managers during the contract period.

6. Mr. Watabe stated that contractor shall provide all equipment necessary to perform required service; Government Furnished Property is not available for this requirement.

7. After the pre-proposal conference, Mr. Koyano escorted all attendees to the Bldg. 2066, Enlisted Club, for showing the kitchen area where the contractor will perform the cleaning service.

8. Questions and Answers exchanged between the Government and attendees are stated as below (Question 4, 5 and 6 were received in writing after the conference):

Q1. Did Mendel Elementary School change name to West Elementary School?

A1. Both are the same.

Q2. Shall contractor take pictures of before/after service for the work completion report?

A2. Pictures must be available on the work completion report whenever the Government requests. I recommend you to take pictures before/after the service in order to correspond to the request.

Q3. Can we have drawings?

A3. We only have rough drawings that is only available for the contractor. Please refer to

Appendix A of PWS for your price estimation.

Q4. What is the unit in Dimension in Appendix A of PWS?

A4. ’ stands for foot and ” stands for inch.

Q5. Where can I find SF1449?

A5. It has been uploaded to beta. SAM on 1 Jul 20.

Q6. There are some mismatching between Price Schedule and Appendix A. For example, bldg. 335 Samurai Café is missing.

A6. It will be updated as amendment 0001 upon confirmation.

9. The pre-proposal conference and site visit was adjourned at 1315 hours on 30 Jun 20.

TOMOKO SHIODA

Contracting Officer

Attachment:

1. Attendance sheet (for the Government use only)

Cc:

374 CES/CEOES

Prospective Quoters