Site Vist Conf Minutes 20 Nov 19.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

21 Nov 19

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKB

Bldg. 620, Yokota Air Base

Fussa-shi, Tokyo 197-0001, Japan

Subject: Site Visit Minutes for RFP No. FA520920R0001, Base-wide Custodial Services at

Yokota Air Base and Geographically Separated Units (Tama, Tokorozawa, Owada, and Momote), Japan

I. Opening Remarks of Pre-proposal Conference

A. An escorted site orientation for subject projects was conducted on 20 Nov 19 at 1330 hours to explain the requirement to all interested offerors.

The following personnel were in attendance:

Government:

Ms. Caitlin I. Frost, Procuring Contracting Officer (PCO), 374 CONS/PKB

Ms. Namiko Kaneko, Team Lead, 374 CONS/PKBA

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

Mr. Nobuhiro Nakajima, Contracting Officer’s Representative (COR), 374 CES/CEOES

MSgt Wong W. Wayland, COR Supervisor, 374 CES/CEOFP

Prospective Offerors:

(Names are intentionally left blank)

B. All attendees gathered in front of the building 689, Samurai Fitness Center at 1330 hours.

C. The site visit was started by Mr. Yuki Watabe by introducing the Government members.

Further, Mr. Yuki Watabe emphasized that the Q&A session will be conducted at the contracting office after the site visit therefore all attendees should hold any questions until then so that everyone would be on the same page.

D. Mr. Nakajima escorted all prospective offerors to several primary facilities# 1 through #4 on the attached MAP.

E. All attendees walked through those facilities and seeing actual site providing the custodial service. Following table shows time schedule of the moving location during the site visit:

Time MAP# Bldg. # Facility Name Checked Location/ Items

1330 1 689 Samurai Fitness Center Hallway, Locker room, gym, and sauna room, running room/ ELIN: X00C

1350 2 3015 Child Development

Center (CDC)

Hallway, Administrative area, nursery room, rest room / ELIN: X00C

1410 3 3000 Military Family Housing

(MFH) tower 3000

Outside of the facility/ ELIN: X00F

1430 4 1239 DoDDS (School) 1st Floor Hallway, 2nd Floor Hallway, Administrative area/ ELIN: X00E

1450 5 620 Contracting Squadron Briefing of General Term and Condition of the RFP, Q&A session

II. General Briefing of RFP and Requirement

A. Mr. Yuki Watabe, re-stated the general terms & conditions of the subject requirement such as the general requirement, minimum and maximum life of contract value, and performance period. He also referred to the Price Schedule and Past Performance

Information (PPI) and Past Performance Questionnaires (PPQ) sheet attached to the RFP.

B. RFP Explanation of Scope and Requirements (Remarks / Filling Instruction)

1. Mr. Nakajima briefed the outline of the work scope of the project.

2. All solicitation requirements/clauses/provisions were re-stated by Mr. Watabe and Ms.

Kaneko. Following items were emphasized:

a. Block 30a, 30b, and 30c on the Solicitation must be filled-in by offerors.

b. Supplies and Services and Prices: Price fill-in is required by Exhibit - Price

Schedule for FA520920R0001, attachment 8 of the RFP.

c. Contract Clauses: Incentive Option Clause, Order Limitations, Option to

Extend the Terms of the Contract.

d. Addenda to FAR 52.212-1 Instruction to Offerors - Commercial Items

(October 2018):

e. This section is to describe specific process of how the Government proceed with evaluation process. As stated in the Basis for Contract Award, Past

Performance Information (PPI) will be evaluated on a basis significantly more important than Price. The government reserves the right to award a contract to other than the lowest Price, if the difference in the Past Performance Confidence

Rating of another offeror justifies the higher price premium. In that event, the

Source Selection Authority will make an integrated assessment best value award decision using the Price and the Past Performance Confidence Rating.

f. The Government will evaluate recent and relevant performance information on all offerors as stated in pages 42, Para B of the RFP. Mr. Watabe explained that the relevant contract may include 2 combination of custodial (Janitorial) service, Level IV experience in the basis of AFCOLS, and the performance that required background checks/ immunizations with a project value ranging from

JPY 555,771,000 to JPY 1,111,542,000 as anticipated under this contract.

Therefore, the Government needs the respondents to the Past Performance

Questionnaire (PPQ) to describe this information.

3. In case the RFP is amended, the Contracting Officer will release the document and it will be posted on the beta.SAM. Therefore all offerors should check the site carefully to be on the same page.

III. Questions and Answers:

Prior to the pre-proposal conference, questions pertaining to the RFP were received.

Subsequent Amendment with the Question and Answer (Q&A) will be incorporated in the solicitation and the resultant contract. The Amendment inclusive of the Q&A will be posted on beta.SAM to provide the Government answer/clarification.

A. Followings are questions and answers exchanged between the attendees and the

Government:

No. Question Answer

1 Does the Government accept

CPARS instead of Past

Performance Questionnaires

(PPQ) filled out by the service acceptor?

The Government already has an access to the system and it is utilized for further research of the Past Performance Information (PPI) when needed. Therefore it would be the best if the offerors try to obtain the PPI, corresponding to the PPQ.

2 Is what past performance regarded as "Recency" on this

RFP?

IAW Addendum to FAR 52.212-2, Evaluation

- Commercial Items, Paragraph B(1), it is within the last three (3) years prior to the issuance of the solicitation.

3 Are the "AFCOLS Level IV" facilities only applicable to the military installations?

No, if the custodial service were provided to the commercial facility, it still would be regarded as Level IV experiences. An amendment will be issued for applying this condition to the RFP.

4 What is the annual pricing average of the incumbent contract?

Incumbent contract award information that was posted on the FBO in 2015 is available for your review at beta.SAM; total contract value is $7,834,655.44 in 5 years.

5 Would PPI/PPQs that were completed more than three (3) years ago be acceptable for the

Government?

It is the offeror's discretion what past performance should be submitted to this RFP;

all received PPI/PPQs will be evaluated based on the Addendum to FAR 52.212-2, Evaluation - Commercial Items. However, older than 3 years would be considered “not recent”.

6 Do we need bonding for this project?

No, bond is not required for this RFP.

B. Closing Pre-Proposal Conference/Site Visit:

1. During and after the conference, Offerors who have any questions on the RFP are requested to submit the questions in English to the POCs not later than 12 Dec 19 at

1600 hours (JST).

2. Offerors were informed that the pre-proposal/site visit minutes would be posted on the beta.SAM.

3. The pre-proposal conference/site visit was adjourned at 1120 hours.

4. The foregoing is a brief summary of the discussion held during subject site visit.

Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within seven

(7) calendar days after the date of the published on beta.SAM. Failing notification to the contrary, these minutes will stand for the record.

CAITLIN I. FROST

Contracting Officer

Attachments:

1. Base Map for showing the visited place

2. Q&As for the RFP# FA520920R0001 as of 20 Nov 19

Cc:

374 CONS/PKBA

374 CES/CEOFP

374 CES/CEOE

Eight Co., Ltd.

Entourage Consulting

Hovers Co., Ltd.

Nihon Highway Service Co., Ltd.

PAE Design & Facility Management

Tokyo Business Service Co., Ltd.