Pre-con minutes_Tower Custodial.pdf

DEPARTMENT OF THE AIR FORCE

374th Airlift wing

21 Apr 2022

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKB

Unit 5228, Bldg 620, Yokota Air Base

Fussa-shi Tokyo 197-0001

SUBJECT: Pre-Proposal Conference Minutes for RFQ No. FA520922Q0020, Tower Facilities Custodial

Service at Yokota AB, Japan

1.0. Pre-proposal conference was conducted at Building 620, Yokota AB from 1000 hours on 21 Apr 22 to explain and clarify the government’s requirement to the prospective offerors and assist them in submitting their offers with a full understanding.

2.0. The important and essential requirements pertaining to this RFQ in each section were presented by Mr. Daisuke Kawasaki, Contract Specialist as follows:

2.1. Submission of quotations will be accepted by e-mail or fax machine to the Contract Specialist and Contracting Officer. Government will confirm receipt of their submission via email reply.

2.2. Explained that the offeror is required to register with SAM prior to submit a quotation. In addition, awardee is required to register in WAWF (web-based invoicing system) to submit their invoice and Receiving Report.

2.3. Explained allocation of pricing for each Exhibit Line Items (ELIN) IAW attachment 3. Offeror is required to fill all ELINs.

2.4. Explained Addenda to 52.212-1, Instruction to Offerors – Commercial Items: Mr Kawasaki specified that offeror is required to turn in 1) Completed SF 1449, 2) Completed Price Schedule, and 3) Completed Solicitation Provisions.

2.5. Explained FAR 52.212-2, Evaluation Factor for Award-Commercial Items: Basis for award was explained and expressed; each quote will be evaluated based on total estimated price stated in the submitted price schedule.

2.6. Explained about the Indefinite Delivery Indefinite Quantity (IDIQ) that the Government is contemplating as follows,

- It is going to be single award IDIQ.

- Minimum guarantee amount: $5,000 (or JPY equivalent)

- Maximum amount: $2,000,000.00 (or JPY equivalent)

- Submit offers in Japanese Yen without fraction less than 1 yen.

- Use Exhibit (Attachment 3) for price submission. The quantities listed in Exhibit are estimates only, not quantity the Government will order IAW FAR 52.216-22.

- FAR 52.216-18 Ordering. : Task Order will be issued under the IDIQ.

3.0. Mr Kawasaki explained briefly the requirement as follows,

- All five (5) Tower Apartments are located at Yokota AB.

- Each Tower has 70 units.

- The requirement covers the units in the five towers. Share space, hallway, stairs in the tower is out of the scope.

- The Contractor receives about 140 units to be cleaned monthly.

The Contractor gets paid by submission of the invoice and the Receiving Report that indicates completion words with unit numbers.

4.0. The pre-proposal conference closed at 1035 hours.

5.0. Site visits to Tower 1561, Unit 2E, Yokota AB started at 1045 hours and ended at 1115 hours.

5.1. At the site, TSgt Etpison guided attendees in the unit and emphasized the required basic procedures stated in the PWS, para 1 thru 1.4, such as vacuuming carpet, clean the walls, sinks, refrigerator, and all appliances inside and outside. In addition, he mentioned about system flush (PWS 1.5.2.1) and Discrepancies (1.5.2.7).

5.2. Addition to 5.1, Mr Delfin mentioned that he wants to know as soon as possible when the Contractor finds the discrepancies during the services especially in the event of leaks.

6.0. Question and Answer (Q&A) sessions;

Here are list of Q&A received.

- Q1. Does Offeror need to fill the price schedule for ten years?

- A1. Yes.

- Q2. How soon the contractor receive the gate passes for employee?

- A2. It may takes 3 months but issuance of temporary pass can solve this delay.

- Q3. What should the Contractor do when they find the area/portion that heavy cleaning required?

- A3. Report to the Contracting Officer Representative (COR) of CES Service Contract Office

Reps.

- Q4. How is the time-frame that the Contractor can have for the orders?

- A4a. For regular cleanings, the Contractor shall initiate in 24 hours after notification.

- A4b. For accelerate cleanings (PWS 1.6.4.1.2) Specific timeframe will be announced by issuance of a solicitation amendment.

7.0. Attendees were informed that Q&A will close on 29 April 2022. Everyone were dismissed at site at 1115 hours.

DAISUKE KAWASAKI

Contracting Specialist

KELLY MARTIN

Contracting Officer