Minutes_PreCon_FA520921Q0033.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Quotation (RFQ) No. FA520921Q0033, Household Goods Packing and Crating Services in Kanagawa

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at 1345 hours on 26 May 2021 at Bldg. 1848, Joint Personal Property Shipping Office (JPPSO)

Japan, NAVSUP Fleet Logistics Center, Yokosuka, followed by the site visit (Government Warehouse).

Participants are as listed below:

Government

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

Mr. Jacob Love Contracting Officer

Mr. Ken Sato Leader Buyer

Capt. Jinny Shen Contract Specialist

Mr. Kenji Urasaki Contract Specialist

Ms. Aya Tanaka Contract Specialist

Requiring Activity (RA):

Personal Property Shipment Office (PPSO) Japan:

Mr. John Hilaman Functional Director

Mr. Paul Bauer COR Supervisor

Mr. Louis Juers COR

Mr. Ichiro Honiden COR

Ms. Melinda Macaraeg COR

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

Prospective Quoters

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

2. 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 Exhibits: Pricing Schedule

e. RFQ Attachment: Performance Work Statement (PWS)

f. RFQ Attachment: Past Performance Questionnaire

g. RFQ Attachment: Present/Past Performance Reference List

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

a. Due Date of Questions/(Request for Information): 1 Jun 2021 by email to Capt Shen and Mr. Sato, (Ref:

Notice to Offerors)

b. Closing Date & Time: 14 Jun 2021, 02:00 PM by email to Capt Shen, Mr. Sato & Mr. Love. (Ref: Notice to Offeror, and RFQ Page 1 & Page 44 - 48)

c. The responses to the Past Performance Questionnaire (PPQ) shall be submitted from the Respondents

DIRECTLY to Capt Shen, Mr. Sato and Mr. Love, by the closing date & time.

d. IDIQ Contract Minimum and Maximum Value, and Period of Performance: (Ref: RFQ Page 3)

(1) Minimum Guaranteed: JPY100,000 to be obligated at the time of awarding the basic contract, by issuing a task order.

(2) Maximum Value, including options: JPY530,000,000

(3) Period of Performance

Basic Year: 1 Oct 2021 thru 30 Sep 2022

Option Year One: 1 Oct 2022 thru 30 Sep 2023

Option Year Two: 1 Oct 2023 thru 30 Sep 2024

(Ref: RFQ Page 23, 52.217-9 and 52.217-8 for the options)

e. Invoicing / Payment Method: SYNCADA (Ref: RFQ Page 9 and PWS Appendix G)

(1) Third Party Payment System (TPPS) provided by US Bank.

(2) A web-based invoicing system.

(3) Payments are made in three (3) business days after payment requests are certified by the

Transportation Officers (CORs).

(4) US Bank will impose a surcharge @ 1.63% on each amount paid.

(5) Utilizing SYNCADA requires obtaining Standard Carrier Alpha Code (SCAC) ($78.00 annual charge is required).

(6) Payments are made in Japanese yen. Japanese banks impose handling charges. The rates vary between the bank and the contractors.

f. Ordering

(1) Ordering: Task Orders (SF1449) are issued by 374 CONS/PKS, in accordance with 52.216-18, Ordering.

(2) Orders are placed by the designated Ordering Officers under the Task Orders.

(3) 52.216-9 Order Limitations (Ref: RFQ Page 22)

(a) Minimum order: 50 lbs.

(b) Maximum order. Offeror's Guaranteed Daily Capability (Pricing Schedules, "I. ESTIMATED

QUANTITIES“)

Note: Offeror's Guaranteed Daily Capability must equal or exceed the Government’s minimum acceptable daily capability: Zama: 135 NCWT Yokosuka: 700 NCWT (NCWT = Net

Hundredweight)

g. Fill-ins and Provisions, Instruction, and Evaluation

(1) Fill-ins & Provisions (RFQ Pages 1, 2, 4, 9, 28- 33, 41-43)

(2) Instruction (RFQ Page 44 ~ 48)

(3) Evaluation (RFQ Page 49)

h. Mr. Sato provided explanation on the PWS, focusing on the followings

(1) General Scope of Work (Ref: PWS, Para I.A). Preparation of personal property (including servicing of appliances) of Department of Defense (DOD) personnel for shipment, drayage and/or storage and related services through the Direct Procurement Method (DPM).

(2) Types of Service (Ref: Pricing Schedule)

Schedule I, Outbound Services (Items A/B/C001 thru A/B/C014)

Schedule II, Inbound Services (Items A/B/C015 thru A/B/C030)

Schedule III, Intra-city & Intra-Area Moves (Items A/B/C/031 thru A/B/C034)

(3) Areas of Performance (Ref: Pricing Schedule & RFQ Page 3 & 4)

Zama (CLINs 0001/1001/2001) within 50km from the Main Gate.

Yokosuka Naval Base (CLINs 0002/1002/2002) within 100 km (incl. Atsugi)

(4) Drayage beyond the contract areas: NTE 600 km

4. All the attendees were relocated to the Government Warehouse at Bldg. 5013 after the meeting at Bldg. 1848 was concluded. Mr. Bauer showed the attendees the warehouse, forklifts, loading zone, carpenter’s workshop, digital platform scale, and the incumbent contractor’s office.

5. Questions asked through the pre-proposal conference:

No. Question: Answer:

1 In case of rapid inflations, significant increase of prices like materials used for the packing & crating services, etc., it may be difficult to request revision of the unit prices in the contract. However, will there are be any way for the Contractor to drop off from continuing providing the service?

The awarded will be a firm-fixed price type contract. The quotes are required to estimate and quote the prices with full consideration of the future trend during the contract period. Variable factors should be factored into your pricing for the duration of the contract.

2 What is the lead time of receiving the orders?

(Re: PWS, Page 4, Para I.A.3. Time Requirements)

The ordering officer will normally give the contractor notice to commence services ordered herein at least 1 full workday prior to the date specified.

Oral orders will be confirmed in writing within 2 workdays following order acceptance by the contractor.

The contractor shall be available to receive orders between the hours 0800 and 1700. While 1 full workday prior to the date specified is the minimum lead time, ordering officers may give the contractor notice to commence services more than 1 full workday prior to the date specified.

3 PWS, Page 21, Para III.2 Personnel says, “All contractors shall have available an

English reading, speaking, and writing employee at all times during packing and unpacking services.”

Will a third-party personnel (not the regular employee of the Contractor) who has the

English capability be counted as a member of the crew?

Per the PWS, typically the Crew Chief being the senior representative is the person who is able to speak, read and write English to property commute with all parties.

These same requirements apply if hiring a sub-contractor however, as long as there is contractor or sub-contractor personnel that is physically on-site with English reading, speaking, and writing capabilities this PWS requirement will be considered fulfilled.

4 What work will the Contractor be required to do for crating along with the Government-

Owned-Containers (GOCs)?

The Contractor is required to meet and perform all requirements as stated in the PWS, PART I –

DESCRIPTION OF WORK, A. SCOPE OF WORK,

7. Container and Vehicles.

a. Government-Owned Containers (GOCs).

b. Containers for articles…..(Special Crating)

8. Marking Exterior Shipping Containers

h. Overflow Containers

i. Oversized Containers

5 Are there templates for marking on the containers?

PWS, PART I – DESCRIPTION OF WORK, A. SCOPE

OF WORK, Paragraph 8., a-g.

6 What are the Government-provide forklifts like?

PWS PART II - GOVERNMENT-FURNISHED

“Two (2) forklifts with fuel excluding operator (One (1) electric and one (1) gas), all 6,000 lbs lift capacity.”

7 What are the actions the Contractor is required to do before crating at the warehouse?

The Contractor is required to meet and perform all requirements as stated in the PWS, PART I –

DESCRIPTION OF WORK, A. SCOPE OF WORK,

Paragraphs 1-14.

“The contractor shall furnish all materials except

Government-owned containers (Federal Specification PPP-

B-580), all equipment, plant and labor; and perform all work in accomplishing containerization of personal property for overseas or domestic movement or storage, including stenciling, cooperage, drayage of personal property in connection with other services, decontainerization of inbound shipments of personal property; and the handling of shipments into and out of the

Government's facility.”

8 Under the Exhibit, we consider it is difficult to estimate the following items that are required to quote:

SCHEDULE 1 Item A/B/C014AB

SCHEDULE 2 ITEM A/B/C029AB

SCHEDULE 3 Item A/B/C034AB

These are Services Performed by Third

Party, and these were TBD in the solicitation for the previous contract.

The Pricing Schedule will be revised in Amendment 0001.

6. Mr. Sato reiterated that any further questions shall be asked through the Contracting POCs, and shall not be asked directly to the Requiring Activity.

7. The conference was concluded at 1530 hours.

8. 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.

9. 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 Capt. Jinny Shen at 042-552-5431 or DSN 225-5431 or email at jinny.shen.1@us.af.mil.

JACOB LOVE

Contracting Officer cc:

JPPSO Japan

Distribution:

All prospective quoters mailto:ken.sato.jp@us.af.mil mailto:jinny.shen.1@us.af.mil