Minutes PreproposalCon FA520921Q0036 HHG Iwakuni.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Solicitation No. FA520921Q0036

Household Goods Packing and Crating Services in MCAS Iwakuni

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at 0930 hours on 24 June 2021 by telephone conference.

Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/PKSB) Mr. Ken Sato Contracting Officer Capt. Jinny Shen Contract Specialist

Requiring Activity (RA): Distribution Management Office (DMO), Logistics Department, MCAS Iwakuni:

SSgt Michael Ruelas

SGT Wyatt Huber

DMO SNCOIC

DMO Staff

Mr. Hironori Takane COR Mr. Takuya Wada COR Mr. Akira Tanaka COR

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

Prospective Quoters

(Intentionally left blank)

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

3. The following documents that were posted on SAM.GOV and distributed to the prospective quoters 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 A, B, C: Pricing Schedule

e. RFQ Attachment: Performance Work Statement (PWS)

f. RFQ Attachment: Pre-Award Survey Guidelines

g. RFQ Attachment: Past Performance Questionnaire (PPQ) and Cover Letter

h. RFQ Attachment: Present/Past Performance Reference List

4. 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: 5 July 2021, 04:30PM by email to Capt Shen and Mr. Sato, (Ref: Notice to Offerors)

b. Closing Date & Time: 14 July 2021, 02:00 PM by email to Capt Shen and Mr. Sato.

(Ref: Notice to Offerors, and RFQ Page 1)

c. The responses to the Past Performance Questionnaire (PPQ) shall be submitted from the Respondents DIRECTLY to Capt Shen and Mr. Sato by the closing date & time.

d. For Technical Quotation, Factor 2, the survey will be conducted within 14 days after the closing date.

e. 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).

f. 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)

g. Areas of Performance (Ref: Pricing Schedule)

(1) Area within a radius of 30 kilometers from the main gate of MCAS Iwakuni

(2) Drayage beyond the contract areas of performance not-to-exceed 500 kilometers

(JA02 Area)

h. The Contract Type is Requirements Contract (Ref: RFQ Page 3). This differs from the incumbent contract which is an IDIQ contract.

(1) Ref: FAR 52.216-21(c): The Government shall order from the Contractor all the supplies or services specified in the Schedule that are required to be purchased by the Government activity or activities specified in the Schedule.

(2) Also refer to RFQ Page 10, Superseding Contracts.

i. 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 22, 52.217-8 and 52.217-9 for the options)

j. Invoicing / Payment Method: SYNCADA (Ref: RFQ Page 8 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.

k. Ordering (Ref: RFQ Page 10, 21, Pricing Schedule Page 1)

(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 21)

- Minimum order: 50 lbs.

- Maximum order. 240 NCWT (NCWT = Net Hundredweight)

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

(1) Fill-ins & Provisions (RFQ Pages 1, 3, 8, 27- 42)

(2) Instruction (RFQ Page 43- 48)

(3) Evaluation (RFQ Page 49-50)

m. Evaluation Criteria (Ref: RFQ page 49). The following information from the clauses was emphasized:

(1) FAR 52.212-2(a) The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, Price and other factors considered.

(2) In accordance with FAR 13.106-1(a)(2)(iii) and FAR 12.602(a), this solicitation does not state the relative importance assigned to each evaluation factor and subfactor, nor does it include subfactors.

5. Questions asked through the pre-proposal conference:

No. Question: Answer:

1 How will the distances be determined in order to identify the distances such as “30 kilometers from the main gate of MCAS Iwakuni” and “drayage beyond the contract areas of performance not-to-exceed 500 kilometers” as defined in the Exhibits, Page 1, Para I.(b

The measurement will be based on the linear distances.

2 How are the work orders from the CORs actually placed, and how many days/hours in advance are the orders notified?

Please refer to the PWS Page 3 thru 4, Time Requirements.

3 Will the drayage from the Kobe Dock to Iwakuni be included?

The contractor will be required to provide drayage beyond the contract areas of performance not-to-exceed 500 kilometers.

4 Will you explain platform scales and the Contractor’s office space?

Please refer to the PWS, Page 16 for the information of the Government-furnished Property.

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 1045 hours.

8. On the same day, Amendment 0001 was issued for administrative corrections on the RFQ and Exhibits.

9. 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.

10. If you have any questions regarding this matter, please contact Capt. Jinny Shen at

042-552-3010 or DSN 225- 5431 or email at jinny.shen.1@us.af.mil or the undersigned at

042-552-3010 or DSN 225-7663 or email at ken.sato.jp@us.af.mil.

KEN SATO

Contracting Officer cc:

Distribution Management Office, Logistics Department, MCAS Iwakuni

Distribution:

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