Pre-proposal conference minutes signed 20200818.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

25 Aug 20

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Solicitation No. FA520920R0009, Multiple Award

IDIQ Japan-wide Furniture

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on 18 Aug 20 at 374th Contracting Squadron (CONS) Conference Room (#105), Yokota Air Base (AB) from 10:00 AM, Japan standard time (JST). Participants are as listed below:

Government:

374th Contracting Squadron/Specialized Flight (374 CONS/PKS) 2d Lt Tikalsky, Madison Contract Specialist/SSEB Member Ms Okamura, Kiyomi Chair SSEB

374 CES/CEOF – Mock Project Owner Project Manager/SSEB Member MSgt Brady, Adam M. Program Manager/SSEB Member

Prospective Offerors:

Local Offerors: (via Government Phone connected by Base ):

US Offerors: (via DCS)

Via Government Phone Via Government Phone Via DCS Knoll Japan Inc. Haworth Japan LLC. BIF New York, Inc.

Knoll Inc. Okamura Corporation Trade Products

Corporation Info-Gate Co., Ltd. AD Japan Co., Ltd. Steel Case, Inc.

Uchida Yoko Co., Ltd. T4 Logistics, LLC Herman Miller Japan, Ltd. *Dongyang Co., Ltd.

(Not attended but submitted questions)

NANCY’s Co., Ltd.

Seki Furniture Co., Ltd.

Nogawa Furniture Center, Y.K.

Kaneiri Co., Ltd.

2. The significant issues and essential requirements pertaining to this solicitation were presented along with the power point slides for the pre-proposal conference. This slides were posted to beta.SAM at https://beta.sam.gov/ (Official U.S. Government Business Website) and presented as follows:

2.1. Any questions from the solicitation package were instructed to submit by 18 Aug 2020, and all the questions & answers (Q&A) will be posted to beta.SAM together with the minutes of the pre-proposal conference.

2.2. Submission of proposals is required to one (1) original and one electronic copy (accepted by e-mail) or if necessary, “DoD SAFE” at https://safe.apps.mil/ (New Updated Site; Enter recipient address:

madison.tikalsky.1@us.af.mil and kiyomi.okamura.jp@us.af.mil). DoD SAFE (Secure Access File Exchange) is a service to make it easy for us to exchange unclassified files up to 8.0 GB that can’t be sent through e-mail.

2.3. The offer closing date is 8 September 2020, 10:00 hrs (local Japan Time), however Past Performance Survey/Questionnaire (PPQ) (Solicitation Attachment 4) shall be submitted by 28 Aug 2020. The PPQ is accepted by e-mail to madison.tikalsky.1@us.af.mil and kiyomi.okamura.jp@us.af.mil.

2.4. Contract type is Multiple Award Indefinite Delivery and Indefinite Quantity (IDIQ) Contract with the period of performance/ordering period of Oct 2020 thru Oct 2025 (effective date is subject to award plan).

Presently 374 CONS/PKS plan to award in Oct 2020 (FY21).

2.5. Scope of the requirements are described in the SOW (Attachment 1-1), paragraph 1.1 through 5.14.

2.6. Funds/budgets are allocated in individual customer’s funding documents/Task Order (TO). The guaranteed minimum amount for the life of the contract is $1,000.00 per Contractor and the maximum amount for the entire ordering periods (Oct 2020 thru Oct 2025) is $75M (but Not To Exceed $3M per order, referenced to FAR clause at 52.216-19 Order Limitations).

Focal points for in direct support of US Government operations are 374 CONS (Yokota AB), 18 CONS (Kadena AB) & 35 CONS (Misawa AB) for issuance of decentralized order (Task Order).

2.7. Mock Project (Attachment 2 through 2-3): New Office Furniture requirement of Bldg #838, 374 CES; Service Contract area, Geo Base area and Conference room tables & chairs included.

Program Manager advised that Conference room tables & chairs shall meet the Executive Furniture level of standards, thus it’s not necessarily required to match the same furniture (all leather-lined chairs) shown from the pictures but shall meet the Executive Furniture level standards (artificial leather would be acceptable, however it must meet the Executive Furniture level of standards). The pictures shown indicates solely the existing facility/room in a clarifying manner due to COVID-19 and we are unable to conduct the pre-proposal conference combined with the site visit to the facility on which the Mock Project is based.

2.8. Addenda to FAR 52.212-1: To complete the proposal package is referenced to Addenda to FAR 52.212-1 as follows:

a) Complete Standard Form (SF) 1449, Blocks 12 (usually it says “Net Days 30”), 17a (including “Cage Code”), 30a, 30b, and 30c. In doing so, the offeror accedes to the contract terms and conditions as written in the solicitation.

b) Complete the necessary fill-ins and certifications in provisions as follows: Complete the necessary fill-ins and the offerors are required to submit the pages, together with the proposals (due by 8 Sep 2020, 1000 hrs, local Japan Time) that require an offeror fill-in.

252.247-7023 Transportation of Supplies by Sea 252.204-7016 Covered Defense Telecommunications Equipment or Services-

Representation

252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

52.209-7 Information Regarding Responsibility Matters 52.212-3 Alternate 1 Offeror Representations and Certifications-Commercial Items

(this is in the on-line Reps&Certs at https://www.sam.gov/SAM/).

252.247-7022 Representation of Extent of Transportation by Sea

c) If the Solicitation Amendments are issued, submit an acknowledgement of the all solicitation Amendments (SF30)

d) Price Proposal: Submit one (1) original plus one (1) electrical copy via e-mail to madison.tikalsky.1@us.af.mil and kiyomi.okamura.jp@us.af.mil. If “DoD Safe” at https://safe.apps.mil/ is used, offerors are required to inform us in advance.

Further, the price proposal is located in Mock Pricing Schedule (Attachment 2-1). In order to prepare the price proposal, SOW (Attachment 2) for the Mock Project and two (2) Drawings (Attachment 2-2 & 2-3) MUST be greatly referenced.

*Notes: * DO NOT include the disposal cost of the existing furniture (Mock Project) in your price proposal because of the Mock Project as non-awardable and solely used for evaluation purposes. The disposal of the existing furniture will be instructed in individual Task Order upon award of the contracts.

* No design tasks as a part of the price proposal is required, thus DO NOT include the design cost in your proposal because of the Mock Project as non-awardable and solely used for evaluation purposes. (Offerors’ technical capabilities such as “design tasks”, “Space Planning and Programming”, “Delivery Schedule/Installation Plan”, are evaluated in the Past Performance Survey/Questionnaire (Questions f/g/h of the paragraph 4 of Questionnaire).

* If offers are submitted in US dollar, the total amount will be converted in Japanese Yen in the rate of exchange at $1 = ¥111.1542 (US Government FY20 exchange rate) for evaluation purpose (referenced to Note 5 of the solicitation, page 3)

e) Past Performance Proposal: Submit one (1) original plus one (1) electrical copy vial e-mail to the aforementioned POCs (2nd Lt Madison Tikalsky and Kiyomi Okamura). If “DoD Safe” at https://safe.apps.mil/ is used, offeroers are required to inform us in advance. Submit one (1) Past Performance Information (PPI) (Attachment 3) related to “Office or Executive Furniture” or “Housing/Dorm Furniture” together with the price proposal (due by 8 Sep 2020, 1000 hrs, local Japan Time).

Further, Past Performance Surveys/Questionnaire (PPQ) (Attachment 4) is required to submit to the aforementioned POCs (2nd Lt Madison Tikalsky and Kiyomi Okamura) due by 28 Aug 2020 via e-mail. The Government requires all offerors to send out the PPQ to each of the Points of Contact (POCs of the PPI listing), prior to the solicitation closing date.

The responsibility to send out the past performance questionnaire rests solely with the offeror. Pls provide two (2) focal points.

If offerors do not possess the relevant past performance, the Government will take into account past performance regarding predecessor companies, past performance of key personnel (key personnel is referenced to para 5.3 of the SOW), and/or past performance regarding subcontractors that will perform major or critical aspects of the requirements (para 1.1 – 5.4 of the SOW), consenting to the release of its past performance information to the prime Contractor. Provide with proposal a letter, “Subcontractor

Consent” letter (Attachment 5) from subcontractor that will perform major or critical aspects of the requirements. Pls keep page limit 1 page, otherwise excessive pages will not be evaluated.

2.9. Addendum to FAR 52.212-2, Evaluation – Commercial Items;

a) Basis for Contract Award: This is a competitive Lowest Price with Acceptable Past Performance (LPAPP) source selection. Award will be made to the lowest total proposed price offer that meets the acceptability standards for non-pricing factors (Past Performance)

b) Past Performance Factor:

Recent Past Performance: Submit one (1) Past Performance within the last three (3) years prior to the issuance date of the solicitation.

Relevancy: “Office or Executive Furniture” or “Housing/Dorm Furniture” based upon

Solicitation Attachment 3 (Past Performance List (PPI)). The relevancy rating is either by “Relevant” or “Not Relevant”.

Quality: The Quality of PPI will be assessed by Attachment 4 of the Survey/Questionnaire. The quality rating is either by “Satisfactory” or “Unsatisfactory”.

The past performance evaluation is an assessment of the offeror’s probability of meeting the solicitation requirements. Integrated past performance rating from above recent, relevancy and quality is either by “Acceptable” or “Unacceptable”.

Offerors must receive a past performance rating of “Acceptable” to be eligible for award.

Offerors in a teaming arrangement including a partnership or joint venture (JV): For a JV at least one partner must be rated “Acceptable”, and for prime-subcontractor, the prime must be rated “Acceptable” for the partnership to be rated “Acceptable”.

c) The Government will rank all offers by total proposed price from the Mock Project (Attachment 2 through 2-3). Price evaluation will document the fairness and reasonableness of the total proposed price. If the Government elects to perform a price realism analysis and finds a proposal unrealistic, the Government may withhold award to that offeror.

d) The Contracting Officer reserves the right to award a contract without the opportunity for proposal revision. The Government intends to award a contract without discussions with respective offerors. The Government, however reserves the right to conduct discussions if deemed in its best interest.

e) Award will be made to the lowest price offer, based on total proposed price from the Mock Project (Attachment 2 through 2-3) that meets the acceptability standards for non-pricing factors (Past Performance).

f) The Contracting Officer intends to award ten (10) contracts but reserves the right to award as many or as few as the Government needs.

g) The Mock Project is non-awardable and solely used for “offeror” proposal evaluation purposes.

3.0 All the Questions received and Answers prepared by Program Manager (SSEB member) are consolidated to the attachment of this conference minutes.

The conference was concluded at 11:30 AM.

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 three (3) calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

JOSHUA B. GRUBB, GS-14, DAF

Director of Specialized Contracting 374th Contracting Squadron

Attachment:

Questions & Answers