00_PreCon_Minutes 210115_sig.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

15 Jan 2021

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Solicitation No. FA520921Q0017, Operation and Maintenance (O&M) of Defense Information Systems Network (DISN) Power Plants and Station Battery Systems

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on

14 Jan 2021 at the Contracting Squadron (Bldg 620), Yokota AB from 0900 hours. Due to a recent declaration of a state of emergency by the Government of Japan, the Notice of Offerors was revised on 12 Jan 2021 by removing site visits to Tokorozawa and Owada sites. Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/PKS) Ms. Izumi Ito Contracting Officer (KO) Ms. Sawako Arioka KO Mr. Naotsugu Kono Contract Specialist

374th Communications Squadron – Requiring Activity (RA) Mr. Marcus Snoddy Contracting Officer’s Repetitive (COR) Supervisor Mr. Akihiro Kobayashi COR

Prospective Offerors

2. Introduction. Ms. Ito made the opening statement. She addressed that all questions/information would be clarified here as much as possible for offerors’ better understanding toward the requirements.

3. Each Government representatives introduced themselves at the conference.

4. Additional remarks such as attachments of the solicitation and Covid-19 protection were provided to the offerors. All offerors confirmed that the complete solicitation package was certainly provided.

5. Ms. Ito provided explanation of the following in the solicitation package:

a. Policies and Procedure for Doing Business with the U.S. Government / Notice to Offerors

b. Standard Form (SF) 1449

c. Performance Work Statement (PWS) (Attachment 1 of SF1449)

d. Past Performance Reference List (Attachment 2 of SF1449)

e. Past Performance Questionnaire (Attachment 3 of SF1449)

6. The following supplementary explanations were provided:

a. Policies and Procedure for Doing Business with the U.S. Government / Notice to Offerors

(1) A letter of Policies and Procedure for Doing Business with the U.S. Government states mostly about Ethics.

(2) The following paragraphs in the Notice to Offeror were emphasized as especially important matters:

Para 1.b. The Offeror does not need to fill out CLINs x008 for Special Repair/Maintenance.

Para 1.c. The offeror needs to submit proposals to the 374th Contracting Squadron building by the closing date and time (and/or earlier) specified in the solicitation by Email or FAX.

Para 1.e.(8) Offerors were informed that 30 days will be provided as Mobilization and Phase-in Period if the successful offeror is other than the incumbent. Mobilization and phase-in costs are not reimbursable.

Para 1.e.(9)-(11) Offerors were advised to obtain and register Data Universal Numbering System (DUNS) Number, Commercial And Government Entry (CAGE), System for Award Management (SAM). These are necessary in order to do business with the U.S. Government. The offeror is required to be registered in SAM at the time an offer is submitted.

Para 1.e.(11) Offerors were advised to obtain an account in Wide Area Workflow (WAWF) for invoice submission. Use of electronic payment request is mandatory, and requests for payments must be submitted electronically via the internet through the WAWF system.

b. SF1449

(1) Advices and how to fill out pages 1 thru 11 of 80:

Page 1 of 80, Block 8. Offer Due Date/Time: Reminded to submit on time.

Page 1 of 80, Block 12. Discount Terms: The Government standard is “Net 30 Days”. Fill out the offeror’ s discount terms if applicable. If the offeror accepts the Government standard, this space could be blank.

Page 1 of 80, Block 17a. Contactor/Offeror: In addition to the company name and address, fill out the CAGE Code.

Page 1 of 80, Blocks 30a, 30b, and 30: Fill out the offeror’s signature, name, title, and a date signed.

Page 3 thru 8 of 80, Prices/Cost: Reminded to understand the Notes1 thru 4 and explained to input the “Unit Price” for each CLIN and multiply by the Quantity for “Amount”. Once again, offerors were informed not to input under Special Repair/Maintenance Services, CLIN 0008 and respective CLINs. “Non-Duty Services”, CLIN 0007 and the respective CLINs, are estimated for 144 hours.

Page 11 of 80, Remittance Address: State “N/A” if same as block 17b.

(2) Clauses/provisions: Offerors may go to the web site to read and understand the full text of these clauses and provisions.

DFAR 252.23-7006 Wide Area WorkFlow Payment Instructions (Page 40 of 80): Reminded to input the correct DoDAAC for invoice creation in WAWF, service acceptor as F4G3D5.

DFAR 252.232-7007 Limitations of Government’s Obligation (Page 41 of 80): This clause will be used when the funds are obtained incrementally and will be inputted later.

FAR 52.217-8 Option to Extend Services (Page 51 of 80): The Government may extend services up to 6 months. In case of extension, the Contractor will receive a written notification at least 30 days before the contract expires.

FAR 52.217-9 Option to Extend the Term of the Contract (Page 51 of 80): The Government has the authority to exercise options unilaterally. The Government will provide a written notice not later than 15 calendar days prior to the contract expiration.

AFFARS 5352.242-9001 Common Access Cards (CAC) (Page 55 of 80): CAC will be issued for Project Manager specified in the PWS, and requires background check.

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Page 57 of 80): Reminded to check the applicable blocks and also to be reflected in registered SAM account.

FAR 52.212-3 Alternate I Offeror Representations and Certifications-Commercial Items. – (Alternate I) (Page 59 thru 72 of 80): Reminded to check the applicable blocks and also to be reflected in registered SAM account. FAR & DFARS report is acceptable for this purpose.

For other provisions and clauses in the solicitation, the offeror is required to check the applicable blocks. (e.g. FAR 52.209-7 Information Regarding Responsibility Matter (Page 58 of 80), FAR 52.229-11 Tax on Certain Foreign Procurements-Notice and Representation (Page 72 of 80).

Addenda to FAR 52.212-1 Instructions to Offerors – Commercial Items (Page 74 thru 76 of 80), and FAR 52.212-2 Evaluation – Commercial Items (Pages 37 thru 40 of 47): The following were emphasized:

1. Emphasized items to be filled in.

2. Acknowledgement is required when a solicitation amendment is issued.

3. Relevant contracts selected for Past Performance Reference List must be from within 3 years.

Send to the selected customers the past performance questionnaire.

4. Past Performance Questionnaire shall be submitted directly to the Contracting Squadron from contracting activities or commercial activities specified on the Past Performance Reference List by either Email or FAX, by 25 Jan 2021.

5. Subcontractor Consent: Offerors shall provide the quotation with a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor.

6. The Government will evaluate offered prices and past performance.

7. Addendum to FAR 52.212-2, Evaluation - Commercial Items. Paragraph (d) of the provision:

(d) BASIS FOR CONTRACT AWARD: This is a competitive best value source selection conducted in accordance with Federal Acquisition Regulation (FAR) Parts 12 and 13.

8. Price Evaluation Factor. The government will rank all offers by price, including all option prices.

The price evaluation will document the fairness and reasonableness of the total evaluated price (TEP). Options: The government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Total Evaluated Price: The price of a six-month extension authorized by 52.217-8, Option to Extend Services, will be added to the proposed price for each potential contract performance period.

9. The Government performs a comprehensive evaluation of the past performance factor which are recency, relevancy, and quality.

10. Past Performance Survey: The purpose of the past performance evaluation is to allow the Government to assess the offeror’s performance risk.

• The procedures how to obtain Past Performance Questionnaire for the reference was emphasized that the information should be sent directly from the referenced company to the

Government. The provided information must be for the performance for on-going projects or past performances within 3 years.

• Offerors were advised to submit information on relevant contracts as much as possible that can demonstrate offeror’s ability to perform the proposed effort.

c. PWS: Mr. Kobayashi explained following paragraphs in the PWS:

(1) 1.1 General: The general information on this requirement.

(2) 1.2. Basic Service: Major equipment, site locations, and frequencies of the required preventive maintenance. That the contractor shall bear the cost for 32 hours or fewer hours labor and/or $1,500.00 or less in materials per repair/maintenance except Metropolitan Area Network (MAN) shelter. Reminded that Amendment will be issued to correct the wording on the PWS, to be consistent with Para 1.4. Special Maintenance Services.

1.2.1. Power Plants and Station Battery System Operation Procedures: The contractor shall comply with manufacturer instructions, available technical data and commercial practices IAW Air Force Instruction (AFI) 32-1062, Electrical Systems, Power Plants, and Generators, and DISA Circular (DISAC) 350-195-2, Electric Power Systems for the DODIN Facilities.

1.2.1.2. Power Plants: The contractor will insure that the power plants are maintained and function as required to meet electric load requirements with proper voltage (+/- 2%) and frequency (+/- 0.5Hz), as specified in technical data at each facility.

1.2.1.4. Fuel Requirements: The contractor shall be responsible for requesting, coordinating and accepting fuel delivery for all sites.

1.2.1.5. Hazardous Material (HAZMAT)/Waste: The contractor shall properly dispose at Yokota Hazardous Wastes (HAZWASTE) Management Office, all HAZWASTE associated with this O&M contract. The contractor shall transport HAZWASTE from applicable sites to the HAZWASTE Management In Accordance With (IAW) Japan Environmental Governing Standard

(JEGS).

1.2.4. Preventive Maintenance Inspection (PMI) Program: Must be submitted within 30 days after award. To perform maintenance inspections on the Camp Zama UPS and Yokota Bldg 714 UPS the contractor will be required to open a HAZCON with the FCO.

1.2.4.1. PMI Schedule: The contractor shall perform PMIs according to the COR approved schedule.

1.2.4.1.1. Exercise of Back Up Power Generator: The contractor shall perform readiness test including automatic start and remote operational exercise of back up power generators. Each unit shall be exercised under actual emergency load. The contractor shall submit the monthly generator exercise schedule to the FCO within 30 calendar days after contract award.

1.2.5. Corrective Maintenance and Repair: The contractor shall perform corrective maintenance on a routine basis (operator maintenance), as a result of PMI, or as a result of service calls. When the contractor’s maintenance technician is on site, the contractor shall respond to equipment malfunctions when they occur and immediately begin fault isolation and restoration actions.

1.2.6. Service Calls: Service calls are defined as the contractor’s on site support requirements that are called in by the Facility Control Office (FCO). The contractor shall respond to any service calls made by the FCO and be on-site within five (5) hours after notification, and within 8 hours after notification for Sasebo. This call itself is not subject for extra charge.

1.2.7.1. Reports: The contractor shall submit to the COR the monthly report by monthly and morning report not later than 1000 hours local each day, Monday through Friday, except US holidays.

(3) 1.4. Special Maintenance Services: All repairs/maintenance that are not covered within the scope of the basic services under Para 1.2 and 1.3 and are determined by the Contracting Officer to exceed either or both thresholds, 32 hours labor or $1,500.00 in materials, fall under this “Special Repair/Maintenance services” except MAN shelter AC units.

1.4.1. Non-Duty Services: When power outages are scheduled by the US Government outside the normal duty hours specified in Para 1.6.3 of the PWS the contractor will be required to be on duty (CLIN x007).

(4) 1.5.3. Contingency Training: The contractor shall, upon request by the KO, provide on-the-job training for Government contingency personnel.

(5) 1.5.7. HVAC maintenance: The contractor shall provide maintenance of HVAC units at Yokota, to include semi-annual PMI and on call maintenance for system outages.

(6) 1.6. General Information.

1.6.3. Hours of Operation: From 0730 until 1630 Monday through Friday. US holidays are not normal duty days.

1.6.5. Performance of Services during Crisis or Emergency: In the event of a crisis or an emergency, as defined by the 374 CS Commander, and regardless of the duration, the contractor shall remain onsite with the running generators and perform normal maintenance as long as the situation does not present imminent direct personal hazards to the employee.

(7) 1.7. Contractor Personnel. The contractor shall submit a manning plan for maintenance requirements and a copy of each required license (para 1.7.2.a. i and ii) to the COR not later than 15 calendar days from the start of the contract.

1.7.1. Project Manager: The contractor shall appoint a project manager who shall have the overall responsibility for directing and managing the contract. The Project Manager must be able to communicate in English well, to include spoken and written communication as indicated in paragraph

1.7.4. The Contractor must submit a key person change request in writing, along with the proposed replacement candidate's resume, at least 30 calendar days prior to the effective date of the change.

1.7.2. License Requirement: The contractor shall ensure that at least one on site technician has the following licenses: i) Dai3shu Denki shunin Gijyutsusha (license of electric chief engineer (Third Class)) ii) Otsushu dai4rui Kikenbutsu Toriatsukaisha (license of treatment of dangerous substance (Otsu Class)). The contractor should have necessary skills and equipment for (unassisted by outside contractor) installation of fuel and power line in support of generators.

1.7.3. Training Certificates: U.S Government will provide the following training after award. The contractor shall obtain all the certificates.

i. Information Assurance

ii. Hazardous Materials (HAZMAT) Management

iii. Hazardous Waste Management

iv. Controlled Area Monitor

v. Fuel Tank Custodian vi Facility Protection Level III training

1.7.4. English Capability: The contractor shall ensure that the Project Manager possesses good communication skills in English. When a non- native English speaker is appointed as a Project Manager, one of the following English certifications must be obtained:

1. TOEFL (PBT: score 550 or above, CBT: score 213 or above)

2. TOEIC (score 730 or above)

3. STEP Test (provided only in Japan) (Level semi-1 or above)

1.7.5. Other Country Nationals: The contractor shall not employee other country nationals.

1.8. Removed Parts and Materials: The contractor shall obtain approval from the COR prior to final disposition on Base of any replacement item removed from equipment or facilities including HAZMAT waste.

(8) 2. Services Summary.

Services Summaries SS1 thru SS4 were briefed. Explained performance threshold and method of assessments for SS items.

(9) 3. Government Furnished Property and Services.

3.1. The Government will furnish the contractor with the office space in bldg 650 at Yokota.

Approximately 1,000 square feet.

3.3. The Government will furnish the contractor with the following service: a. Real Property (RP), and Real Property Installed Equipment (RPIE) Systems. At USAF-owned sites the local BCE will provide repair and maintenance of all Real Property (RP) and Real Property Investment Equipment (RPIE) excluding power production and auxiliary systems.

3.4. The Government will furnish the contractor with the following:

a. Fuel and HAZMAT Items (i.e. antifreeze and POL projects)

b. Telephone Service (DSN)

c. Local Access Network (LAN) connection.

d. Other Utilities

e. Contractor Passes

(10) Others.

Mr. Kobayashi briefed the Major Equipment stated in Appendix A and explained the site information at Owada, Sasebo, Tokorozawa, Zama and Yokota sites.

Ms Ito informed the offeors that amendment will be issued to correct the PWS.

7. The following are questions received prior and/or at the conference were answered. They are not listed in the sequence actually asked in order to categorize them by the area:

a. Question: PWS para 1.7 and 1.7.1., for Contractor Personnel reporting. With consideration COVID-

19, what are the procedures to appoint and alternate personnel in emergency situations.

Answer: Amendment will be issued later to revise the applicable paragraphs in PWS.

b. Question: If the power outage happens during the weekend or holiday, do we need to work on that day?

Answer: Yes. Most of the scheduled power outages are weekend. The Government will pay for

Non duty hours payment to the contractor.(PWS:1.4.1. Non-Duty Services)

c. Question: If we need to work on weekends or holidays for emergency cases, will it be any separate payments for work costs and expenses?

Answer: The contractor has a Service call responsibility for 24hours a day, 7days a week including

U.S. and Japanese holidays.(REF: PWS 1.2.6. Service calls). As a result of service call support, if repairs that correspond to the Special Maintenance are required (PWS:1.4.

Special Repair/Maintenance Services), the Government will pay for the cost; however, service call support itself is already included in the contract amount, and no additional payment will not be paid for a service call.

d. Question: Will the fuel refueling and the refueling work of the generator be supplied by the US military?

Answer: Yes, we will. The contractor shall be responsible for requesting, coordinating and accepting fuel delivery for all sites per PWS para 1.2.1.4.

e. Question: Does the test run of the generator also involve a power outage?

Answer: Yes, monthly generator on load test involved a momentary power outage.

f. Question: Does the inspection content of the work range include inspections such as manufacturer inspections other than daily inspections and visual inspections? If so, could it be more specific with the inspection content?

Answer: The contractor shall comply with manufacture instructions (PWS:1.2.1. Power Plants and

Station Battery System Operation Procedures) for routine maintenance. For example, when the instruction requires inspection by the manufacturer every few years, the contractor needs to follow the requirements. The contents of the inspection depend on the instructions.

g. Question: Access to Sasebo base.

Answer: US military member will escort a contractor at Sasebo.

h. Question: Are the exhaust fans at MAN Shelters included for maintenance?

Answer: No, the exhaust fans at MAN Shelters are not included for maintenance.

8. After the pre-proposal conference, the site visits were conducted as follows:

• 1030 hrs ~ 1110 hrs: Yokota AB, Bldg 650

• 1115 hrs ~ 1120 hrs: Yokota AB, Bldg 714

• 1125 hrs ~ 1130 hrs: Yokota AB, MAN shelter 817

9. The conference included site visits was concluded at 1130 hrs

Ms. Ito advised to ensure the offerors to submit proposals to the 374th Contracting Squadron by the closing date and time (and/or earlier) specified in the solicitation.

10. 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) business days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

NAOTSUGU KONO IZUMI ITO

Contract Specialist Contracting Officer cc:

374 CS/SCXP

Distribution:

All prospective offerors

15 Jan 2021