Site Orientation Minutes CPTS signed.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

29 Jun 2020

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference/Site Orientation for Solicitation No. FA520920U0023, New Office Furniture Install Bldg 314 Room 125, Yokota Air Base, Japan

1. A pre-proposal conference was conducted in Bldg 314, Room 125, followed by an escorted site orientation, on 26 Jun 20 at 09:00 hours, Yokota Air Base, Japan.

The attendees were as follows.

Government:

Requiring Activity - 374th Comptroller Squadron SMSgt Tiffany Robinson, Superintendent (374 CPTS/FMD)

Contracting Office - 374th Contracting Squadron, Airlift Wing Acquisition Flight Ms. Sonomi Yoshihashi, Contracting Officer (CO) (374 CONS/PKBB) Ms. Mio Miyabayashi, Contract Specialist (CS) (374 CONS/PKBB)

Prospective offerors

2. CS ensured all participants obtained all documents of subject solicitation and provided an explanation of the following information in the solicitation package.

a. The closing date for quotation submission is 12 Jul 20, 1600 hours, Japan Standard Time

(JST).

b. During the site visit, a following clerical error was found on page 19 in the solicitation and corrected to read: Quotes due date should read 12 Jul 2020, not 12 Jun 2020

c. Evaluation criteria will be “Lowest Price with Technically Acceptability”.

d. Awarded company must submit “EFT form” to the Contracting Office prior to the payment.

e. The Government’s desired delivery period will be within 60 days after date of award.

f. Questions will be accepted no later than 30 Jun 20. The answers will be posted on BetaSAM.

3. An explanation of the Statement of Work (SOW) was provided by SMSgt Robinson, Superintendent, 374 CPTS/FMD. It was emphasized that the offerors are responsible for reading and understanding the requirement. The following supplementary explanations were provided:

a. Both of Conference and CSS room will be empty by the time the new furniture installation starts.

b. The offeror shall provide a specification or item description if offer item is “equal” item but not need to be exact item.

c. Customer Service Counter at CSS room shall be covered one side and the other side should be opened (no door, no shelf) with room for printer underneath.

d. Partition walls and doors will be required for Superintendent office and 3 cube offices. Partition walls and doors should be same height but the safety requirements must meet the Air Force Manual 91-203.

e. Push/pull door or slide door will be acceptable.

f. L-shaped desk shall come with drawer underneath the desk.

g. Conference room table does not have to be an executive style.

h. Layouts and products catalog/brochures shall be attached to the quotation. Layouts should be considered outlets location as well.

4. The meeting was concluded at 10:35 hours.

5. The foregoing is a brief summary of the discussions held during orientation. 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 distribution date. Failing notification to the contrary, these minutes will stand for the record.

Prepared by: Reviewed by:

MIO MIYABAYASHI SONOMI YOSHIHASHI

Contract Specialist Contracting Officer cc:

374 CPTS/FMD

Distribution:

All prospective offerors

29 Jun 2020