YNG Pre-Proposal Conference Minutes.docx.pdf

30 January, 2020

MEMORANDUM FOR OFFERORS TO SOLICITATION #FA520920R8001

FROM: 374 CONS/PKSA

SUBJECT: Meeting Minutes for Yokota Natural Gas Preproposal Conference

1. List of Attendees:

Name: Organization:

1st Lt Timothy Barbera 374 CONS

Ms. Kayoko Seta 374 CONS

Mr. Jackens Eugene 374 CES

Mr. Hisashi Hashimoto 374 CES

2. The preproposal conference commenced at approximately 1320. There was a delay to the start time due to the fact that the Pass and ID office to permit base entry was closed until 1300.

3. After introductions, the meeting began with a review of the solicitation.

a. The Government reviewed the overarching components of the requirement, the period of performance for the contract to be awarded.

b. The Government then reviewed the Attachment 1, Statement of Work (SOW). During this review, the Government noted that some of the language in Paragraph 1, Paragraph 1.3.2, Paragraph 1.8, and

1.8.1 would be removed, as the language concerning construction no longer applies to this solicitation. In addition to this, the Government noted that “paragraphs 1.2.1 and 1.2.2” in Paragraph 2.4.1 will be replaced with “Exhibit A.” These changes will be formally made in an amendment to the solicitation.

c. During the course of the review of the SOW, a couple of questions were raised. Questions (Q) are from contractors and Answers (A) are from the Government.

Q - Will the changes to the usage estimates from the Combined Heat and Power (CHP) Boiler be provided to contractors?

A – Yes, the government will provide this information as soon as possible.

Q – Could you clarify the language in Paragraph 1.4 of the SOW regarding the statement that

“Any debris and materials generated from the inspection at the site shall be cleaned and disposed of by the contractor?”

A – This simply refers to the fact that any tools or equipment that the contractor brings in order to conduct inspection and repairs must be picked up and taken back by the contractor.

Q – Regarding Paragraph 1.7, when will the annual Estimate Order be issued each year? Also, will the numbers be the same as those in the Attachment 3, Estimated Consumption

A – The government asked the contractors when they would prefer to receive it and all parties

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

agreed that February or March was an acceptable time to submit the annual Estimate Order.

Q – Regarding Paragraph 2.4.2, will the Hourly Max Flow Volume be a fixed amount over five years?

A – Yes it will be fixed, and we will have that number to you as soon as we can.

Q – Regarding the Yearly Load Factor in Paragraph 2.4.3, would that percentage be expected to change or would it be stable?

A – There will be two numbers. A first Load Factor, which will be stable across years 1 and 2, and a second Load Factor, which will be stable across years 3,4, and 5. We will submit these numbers to you as soon as we have finalized them.

Q – We understand that the usage amount will vary, but will the Minimum Order Amount change?

A – The number listed on the current sheet will be updated with an amendment to the solicitation.

After that, however, the Minimum Order Amount will not change and it will not change over the life of the contract.

d. At the conclusion of the review of the SOW, the Government continued with the review of the

Solicitation document. The Government emphasized a number of key points. The Government reviewed

Paragraph 16, which states that the Contractor shall submit all contract correspondence in English or with an English translation. The Government also reiterated the instructions in Paragraph 21.3 that submission of proposal may be made by either e-mail or facsimile. In addition, the Government reviewed the key documents specified in Paragraph 21.5 which compose a complete proposal. The Government also reaffirmed the submission deadline of 24 February, 2020 at 1000 Japan Standard Time. The Government also clarified that the original solicitation noted that the submission due date was 24 February, 2019 and that this was incorrect and would be fixed in a solicitation amendment. Finally, the Government noted that the basis of award for this contract would include price as the only evaluated factor, as noted in

Paragraph 24.2.1. Finally, the Government emphasized Parahraph 24.2.3, which states that the

Government reserves the right to make multiple awards.

e. When the Government clarified Paragraph 24.2.3, the Contractor raised concerns that Japanese

Gas Laws would not permit the contract to be broken up into multiple awards for each supply point. The

Government noted this concern and infomed them that we would review the rule in question and inform them as soon as we had made a determination on how we would proceed.

f. Finally, the Government noted that Exhibit A, Pricing Schedule and Attachment 3, Estimated

Consumption would need to be revised and that the finalized numbers would be submitted to the contractors as soon as possible.

4. After the review of the solicitation, the Government moved to begin answering questions submitted by the contractors. Unfortunately, due to time contraints, the Government was able to answer only a limited number of questions and informed the contractors that the rest would be submitted in writing.

Q – The incumbent contractor noted that they deliver invoices by hand and asked if that would continue.

A – Yes, because sometimes there are issues with the electronic system.

Q – Would the contractor have to monitor the usage at every individual housing unit?

A – No, they should only have to check the meter on each Supply Point. Individual meters are attached to housing units only for the Government to monitor usage for various accounting purposes and as a safety precaution to monitor for leaks.

Q – Does the Contractor have to invoice to individual housing units?

A – No, the contractor will only have to invoice based on the reading provided by the meter attached to each specific supply point.

Q – Which supply point are housing units connected under?

A – Currently, the housing units are connected under Supply Point 3, however, in the future there will also be housing units connected under Supply Point 1.

Q – How many housing units are there?

A – There are 30 active units, soon to be 40 active units, and 53 units targeted under Supply Point 3.

5. The meeting portion of the pre-proposal conference concluded at approximately 1510 and all relevant parties transitioned to a site visit to the supply points. The site visit consisted of a brief orientation of each supply point site.

6. The preproposal conference concluded at approximately 1540.

7. These minutes shall be posted on the Government Point of Entry and shall be submitted to all attendees. The foregoing is a brief summary of the pre-proposal conference and the site visits conducted for this acquisition. 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 the distribution date. Failing notification to the contrary, these minutes will stand for the record.

TIMOTHY M BARBERA, 1st Lt, USAF

Lead Buyer