Minutes_PreCon_FA520921Q0002_20201125.pdf

Controlled Unclassified Information

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Quotation (RFQ) No. FA520921Q0002, Movement of Government Furniture and Appliances at Yokota Air Base, Japan

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at 1330 hours on 25 Nov 2020 at the Conference Room 109, Bldg. 620, 374th Contracting Squadron, Yokota Air Base. Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/PKSB)

Ms. Kiyomi Okamura Contracting Officer

Mr. Ken Sato Contract Specialist

Mr. Yuma Kato Contract Specialist

Mr. Kenji Urasaki Contract Specialist

Requiring Activity (RA):

374th Civil Engineering Squadron/Furnishings Management Section (FMS)

Mr. Michael J. Griego COR Supervisor

Mr. Yoshihito Kaneko Primary COR

Mr. Hirokazu Yamakata COR/Inspector

Ms. Noriko Akiba Administrative Clerk

Note: COR stands for “Contracting Officer’s Representative”.

Prospective Offerors

2. Mr. Sato opened the conference by introducing the attendees of the Government’s representatives.

3. The following documents that were posted on betaSAM and distributed to the prospective offerors in advance:

a. Policies and Procedure for Doing Business with the U.S. Government

b. Notice to Offerors

c. Standard Form (SF) 1449, Solicitation, Request for Quotation (RFQ)

d. RFQ Attachment: Performance Work Statement (PWS)

4. Mr. Sato requested the prospective offerors to read through the above documents, and then provided explanation focusing on the important matters.

a. Offer due date, method and attention of offers:

No later than 9 Dec 2020, 1400 hours via email attending Mr. Sato and Ms. Okamura. Offerors may use DoD SAFE when the offeror is incapable of submission via email, and may use fax if the offeror has technical issued on both email and DoD SAFE.

(See RFQ Page 1, Block 8 & Page 56, Addendum to FAR 52.212-1(m).D.1.)

b. Documents to submit:

(1) Completed RFQ, from Page 1 thru 59 (Part I & Part III as indicated in RFQ Page 54, Addenda to

FAR 52.212-1). The offered prices will be agreed to be held for 120 calendar days from the date specified for receipt of offers.

(2) Required licenses as the technical offer (Part II as indicated in RFQ Page 54, Addenda to FAR

52.212-1.B.)

(3) (Optional not Required) An Excel file to ensure the calculations of the total amounts in RFQ Pages 3 thru 7 are accurate is recommended.

c. Instruction of Completing the RFQ:

(1) Follow RFQ Page 54, Addendum to FAR 52.212-1(b).

(2) In Page 1, Fill Blocks 12, 17a, 30a, 30b and 30c. Block 12 (Discount Term), “Net 30 days” should be filled unless the offeror would discount the amounts to be paid in the event the Government makes earlier payment than 30 days.

(3) In Page 3, fill the Estimated Total Amounts for the five (5) Ordering Periods and Estimated Grand

Total Amount.

(4) In Pages 4 thru 7, fill the Unit Prices and Amounts (Quantity x Unit Price) in all the 40 SLINs

(0001AA, 0001AB, etc.)

(5) At the bottom of Page 7, the offeror should write “No exceptions, deviations, or waiver” in order to meet RFQ Page 54, Addendum to FAR 52.212-1(b).B.(d).

(6) RFQ Page 19: Addenda to SF1449: Only if the remittance address to receive payment checks is different from the mailing address, the offeror shall fill the remittance address. Otherwise, fill “N/A” or leave it blank. Regular payments will actually be made with EFT for the invoices submitted via

WAWF system.

(7) RFQ Page 36, FAR 52.204-24(d): Refer to FAR 52.204-25 (https://www.acquisition.gov/far/part-

52#FAR_52_204_25) for definition of the “covered telecommunication equipment or services”, and select applicable checks.

(8) RFQ Page 37, FAR 52.209-7(d): Select either “has” or “does not have”. It is common that Japanese vendors select “does not have”.

(9) RFQ Page 38 thru 53, FAR 52.212-3: If the Offeror has completed the annual representations in

System for Award Management (SAM), this provision does not have to be filled. Only if the cases in

Para (b) are applicable, please fill this paragraph.

(10) RFQ Page 53, DFARS 252.247-7022: For this service requirement, there is no supply to be transported by sea.

d. Mobilization and Phase-in Period (See Notice to Offerors, Para 1.d.)

In the event other than the incumbent contractor is the successful offeror, a period of 30 calendar days will be considered for the mobilization and phase-in.

e. Period of Performance (See RFQ Page 3 and 11 thru 18):

Ordering Period One: 1 Apr 2021 thru 31 Mar 2022

Ordering Period Two: 1 Apr 2022 thru 31 Mar 2023

Ordering Period Three: 1 Apr 2023 thru 31 Mar 2024

Ordering Period Four: 1 Apr 2024 thru 31 Mar 2025

Ordering Period Five: 1 Apr 2025 thru 31 Mar 2026

Note: Unlike contracts that have “Basic Period plus Option Years”, this requirement has five (5) ordering periods. The period of performance is automatically extended for a successive one-year period upon expiration of a then current period.

https://www.acquisition.gov/far/part-52#FAR_52_204_25 https://www.acquisition.gov/far/part-52#FAR_52_204_25

Controlled Unclassfied Information

f. RFQ Page 28, FAR 52.216-19:

(1) Minimum Order per movement: 100 lbs

(2) Maximum Order per movement: 10,000 lbs

(3) Maximum Order per day: 30,000 lbs

(4) For the maximum orders, unless the Contractor returns the orders to the ordering office within four (4) hours after issuance, the Contractor shall honor any order exceeding the order limitations.

g. RFQ Page 29, FAR 52.217-8:

The Government has a right to exercise an option to extend the performance of the service for the period not exceeding 6 months.

h. RFQ Page 30, DFARS 252.216-7006:

Services to be furnished under the contract will be ordered by issuance of task orders by the Contracting

Officer (CO) with funding. For the imbuement contract, the task orders are issued covering the period for either 3 months or 6 months. The actual orders for movements will be placed by the Contracting Officer

Representatives (CORs).

i. RFQ Page 35, FAR 52.204-7:

The offerors are required to be active in SAM at the time of submitting the quotes.

j. Evaluation Factors for Award (See RFQ Page 58 thru 59):

(1) Basis for Contract award is Lowest Price Technically Acceptable (LPTA). Award will be made to the lowest Total Evaluated Price (TEP) offer that meets the acceptability standards for non-price factors.

(2) The Government will evaluated the technical offers on a pass/fail basis and assign Acceptable or

Unacceptable rating. Technical acceptability will be achieved when the offeror provides proof of possessing valid authorization of the Trucking Business Law (“Kamotsu Jidosha Unso Jigyo Hou” and/or the Freight Carrier-Using Transport Business Law (“Kamotsu Riyo Unso Jigyo Hou”).

(3) The Government will rank all offers by TEP. The price of a six-month extension authorized by FAR

52.217-8, Option to Extend Services, will be added to the quoted price for Ordering Period 5.

The Government reserves the right to perform price realism analysis.

5. Mr. Sato and Mr. Kaneko provided explanation on the PWS, focusing on the followings

a. Area of Performance (Para 1.1):

Area I & Area II as defined.

b. Performance Time Scheduling (Para 1.3.1 thru 1.3.3) :

(1) Regular schedule appointments are made every 30 minutes between 0800 hours and 1600 hours.

(2) The Contractor shall make off-base pick-up/delivery within 30 minutes from the time scheduled in the order, and make on-base pick-up/delivery within 15 minutes from the time scheduled in the order.

c. Contractor Personnel (Para 1.8.7):

The Contractor will be required to provide the Contract Manger (CM) who shall be responsible for the performance of the work immediately after award of the contract. The CA and alternate(s) must be able to communicate in English as required by the Government.

d. Service Summary (Section 2):

The performance thresholds in this section describe the minimum acceptable levels of service required for each requirement, which is “No more than 2 defects per month” for General Pickup/Delivery Service (Para

1.3), Pickup (Para 1.4) and Delivery (Para 1.5). These thresholds are critical to mission success.

e. Government-Furnished Property & Services (Section 3):

As listed in the table.

6. All the attendees were relocated to the main project site, Bldg. 4145 after the meeting at Bldg. 620 was concluded. Mr. Kaneko showed the attendees the typical furniture and appliances, parking area, loading zone, digital platform scale, and the incumbent contractor’s office.

7. Questions asked through the pre-proposal conference:

No. Question Answer

1 Are the weights of each furniture and appliance pre-determined?

Yes. Please refer to PWS, Para 1.3.9.

The list includes weight and dimensions of each item. For any item(s) not in the list, the weight and dimensions will be determined by the COR in coronation with the Contractor.

2 What are typical items and weights for the minimum order?

Gas ranges are for typical minimum order and they weigh about 100 lbs.

3 What is the most frequently ordered volume in one movement?

Estimated to be 1,000 lbs. (not a firm answer)

8. Mr. Sato advised the offerors that they should submit any questions via e-mail to Mr. Sato and Ms. Okamura.

The desired due dated of the questions is 2 Dec 2020 or as soon as possible after this date, in consideration of the offer closing date of 9 Dec 2020.

9. The conference was concluded at 1500 hours.

10. The foregoing is a brief summary of the discussions held during the subject conference. If there should be any discrepancies between the requirements in the solicitation and verbal explanations in the conference, written requirements in the solicitation prevail unless the solicitation is amended. 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) working days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

11. If you have any questions regarding this matter please contact Mr. Ken Sato at 042-552-3010 or DSN 225-7663 or email at ken.sato.jp@us.af.mil or the undersigned at 042-552-3010 or DSN 225-6089 or email at kiyomi.okamura.jp@us.af.mil.

KIYOMI OKAMURA

Contracting Officer cc: 374 CES/FMS

Distribution: All prospective offerors mailto:ken.sato.jp@us.af.mil mailto:kiyomi.okamura.jp@us.af.mil