Pre-Proposal Conference Meeting Minutes.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. FA520922Q0013, Petroleum, Oil, and Lubricants (POL) Trucking Services Japan

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was virtually conducted at 1000 hours on 25 Jan 2022. Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/PKSB) Mr. Jacob Love Contracting Officer Mr. Kenji Urasaki Contract Specialist

Requiring Activity (RA):

Defense Logistics Agency (DLA) Energy Japan MSG Matthew Leffler Distribution Supervisor Mr. Takashi Uechi Administrative Officer

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

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

a. Notice to Offeror_FA520922Q0013

b. Solicitation – FA520922Q0013

c. Exhibit A – Unexpected Routes

d. Exhibit B – Unexpected Routes Emergency

e. PWS POL Trucking (Final)

f. APPENDIX B – Historical Data

g. PPQ Cover Letter

h. PPQ FA520922Q0013

4. Mr. Urasaki 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 11 Feb 2022, 1630 hours via email attending Mr. Urasaki and Mr. Love. 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 47, Addendum to FAR 52.212-1)

b. Documents to submit:

(1) Volume I: Summary and Miscellaneous Data: Completed Standard Form (SF) 1449 and all necessary fill-ins and certifications in provisions.

(2) Volume II: Price: Continuation sheets of SF 1449, Exhibit A, and Exhibit B. The offered prices will be agreed to be held for 150 calendar days from the date specified for receipt of offers.

(3) Volume III: Past Performance: Past performance information of the most relevant contracts performed for any customer related to the transportation of POL by truck within Japan.

c. Instruction of Completing the RFQ:

(1) Follow RFQ Page 45, 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 Pages 3 thru 10, fill the Unit Prices and Amounts (Quantity x Unit Price) in all the SLINs

(0001AA, 0001AB, etc.)

(4) At the bottom of Page 10, the offeror should write “No exceptions, deviations, or waiver” in order to meet RFQ Page 45, Addendum to FAR 52.212-1(b).B.(d).

(5) RFQ Page 17: 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.

(6) RFQ Page 27 to 44, Applicable clauses shall be filled-in or checked.

d. Period of Performance (See RFQ Page 3)

Ordering Period 1: 1 Apr 2022 thru 31 Mar 2023 Ordering Period 2: 1 Apr 2023 thru 31 Mar 2024 Ordering Period 3: 1 Apr 2024 thru 31 Mar 2025 Ordering Period 4: 1 Apr 2025 thru 31 Mar 2026 Ordering Period 5: 1 Apr 2026 thru 31 Mar 2027

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.

e. RFQ Page 22, FAR 52.216-19:

(1) Minimum Order per movement: 1KL

(2) Maximum Order per movement of single item: 300KL

(3) Maximum Order per movement of combination of items: 380KL

f. 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.

g. RFQ Page 35, FAR 52.204-7:

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

h. Evaluation Factors for Award (See RFQ Page 50):

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

1. Price

2. Past Performance

5. Mr. Urasaki and Mr. Uechi provided explanation on the PWS, focusing on the followings

a. Freight. (Para 1.3)

b. Types and Condition of Vehicles (Para 1.5)

(1) Minimum size is 16KL. Due to road configuration and structure limitations inside Akasaki Fuel terminal and Yokose Landing Craft Air Cushion (LCAC) facility, it is required to operate with 16 KL single chassis truck or smaller trucks.

(2) Additional items are required to be equipped on the truck for performance. (Para 1.5.2)

c. Ordering (Para 1.10.2):

d. Advance Notification (Para 1.10.2.3):

(1) The Ordering Officer will place orders by 04:30 PM at least two (2) calendar days before the scheduled delivery date at loading point. For orders exceeding 700 km, the Ordering Officer will place orders by 04:30 PM prior to three (3) working days before the scheduled delivery date at discharge point.

Note: “Calendar Day” includes weekdays, weekends and holidays. “Working Day” does not include Japanese Holidays.

e. Free Time (Para 1.10.5) A one (1) hour period commencing at the time the vehicle is placed by the Contractor at the freight loading point and notice thereof is given to the Ordering Officer placing calls; or a one (1) hour period commencing at the time the vehicle arrives at the freight unloading point and notice thereof is given to the Receiving Officer or their authorized representative.

f. Cancellation (Para 1.13):

When the requirement is cancelled, rescheduled or postponed after 11:00 AM local time on the calendar day preceding the scheduled delivery date OR on the same day of the scheduled delivery.

g. Contractor’s Personnel (Para1.16.4):

The Contractor shall provide a CM who shall be responsible for the performance of the work. The CM and alternate shall be individuals who are capable of conversing in, and comprehending English.

h. Service Summary (ss) (Para 2):

As the table shows.

6. Questions asked through the pre-proposal conference are listed on separate document.

7. Mr. Urasaki advised the offerors that they should submit any questions via e-mail to Mr. Urasaki desired as soon as possible after the conference. The closing date for all questions is 04 Feb 2022 at 1630 (JST).

8. The conference was concluded at 1200 hours.

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 Mr. Kenji Urasaki at 042-552-3010 or DSN 225-

8623 or email at kenji.urasaki.jp@us.af.mil or the Mr. Jacob Love at 042-552-3010 or DSN 225-7545 or email at jacob.love.3@us.af.mil.

KENJI URASAKI JACOB LOVE

Contracting Specialist Contracting Officer cc: DLA Energy Japan

Distribution: All prospective offerors mailto:kenji.urasaki.jp@us.af.mil mailto:jacob.love.3@us.af.mil