PreProposal Minutes_26Apr2022.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

26 Apr 2022

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Preproposal Conference for Request for Quotations (RFQ) No. FA520922Q0022, Movement of Government Furniture and Appliances at Commander Fleet Activities

(COMFLEACT) Sasebo

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted on 14 Apr 2022 at the Bldg 442, COMFLEACT Sasebo from 1000 hours. Participants are listed below:

Government

374 Contracting Squadron Specialized Flight/PKSB

Mr. Ken Sato Contracting Officer

Mr. Go Ishikawa Contract Specialist

Sasebo Housing Service Center (SHSC)

Mr. Terunobu Nakamura Contracting Officer’s Representative (COR)

Mr. Yutaka Oaka Material & Equipment Inspector

Mr. Yoshimasa Sugasaki Forklift Operator

Prospective Offerors

2. Introduction: The Government representatives introduced themselves.

3. Mr. Ishikawa ensured that the offerors brought the following RFQ package:

a. Policies and Procedure for Doing Business with the U.S. Government

b. Notice to Offerors

c. Standard Form (SF) 1449

d. Performance Work Statement (PWS) (Attachment 1 to SF1449)

e. Past Performance Questionnaire (Attachment 2 to SF1449)

f. Past Performance Information (Attachment 3 to SF1449)

4. The following supplementary explanations were provided:

a. Policies and Procedures for Doing Business with the U.S. Government

Offerors were advised to read this document carefully and follow the policies and procedures therein.

b. Notice to Offerors for RFQ: The following paragraphs were emphasized as especially important matters:

(1) Para 1.c.: Authorization to Perform.

(2) Para 1.d.: Mobilization and Phase-in Period.

c. SF1449

(1) Offerors are notified to submit their quotation by the due date and time specified in block 8. The quotation must be submitted via email. Refer to Addenda to FAR 52.212-1(m).D.1. for details.

(2) Note 2: Type of contract is Indefinite-Delivery Indefinite Quantity (IDIQ); therefore, minimum and maximum values are listed in this section.

(3) Note 5: CONTRACT PERIOD/PERFORMNCE PERIOD: The contract period/performance period is listed page 12 thru 23 in RFQ.

Ordering Period One: 1 Jul 2022 thru 30 Jun 2023

Ordering Period Two: 1 Jul 2023 thru 30 Jun 2024

Ordering Period Three: 1 Jul 2024 thru 30 Jun 2025

Ordering Period Four: 1 Jul 2025 thru 30 Jun 2026

Ordering Period Five: 1 Jul 2026 thru 30 Jun 2027

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.

(4) RFQ Pages 3: The offers shall provide the Estimated Total Amount for all the ordering period, Estimated Grand Total Amount in yen.

(5) RFQ Pages 4 thru 7: The offers shall provide the unit prices and the amount in yen in all of the sub-line items.

(6) RFQ Page 40, FAR 52.216-8: The Government may be issued from the effective date in block 3 of SF1449 for 60 months (66 months if the services is extended pursuant to FAR 52.217-8)

(7) RFQ Page 40, FAR 52.216-19:

(a) Minimum Order per movement: 1 lbs

(b) Maximum Order per movement: 10,000 lbs

(c) Maximum Order per day: 75,000 lbs

(d) For the maximum orders, unless the Contractor returns the orders to the ordering office within four (4) hours after issuance, the Contractor shall honor any order exceeding the order limitations.

(8) RFQ Page 44, FAR 52.204-24 and page 45, FAR 52.204-26: Refer to FAR 52.204-25

(https://www.acquisition.gov/far/part-52#FAR_52_204_25) for definition of the “covered telecommunication equipment or services”, and select applicable checks.

(9) RFQ Page 46, FAR 52.209-7: Select either “has” or “does not have”. It is common that

Japanese vendors select “does not have”.

(10) RFQ Page 47 thru 59, FAR 52.212-3: If the Offeror has completed the annual representations in

System for Award Management (SAM), this provision does not have to be filled. Only if the cases in Para (b) are applicable, need to fill this paragraph.

(11) RFQ Page 60, DFARS 252.247-7022: For this service requirement, there is no supply to be transported by sea.

https://www.acquisition.gov/far/part-52#FAR_52_204_25

(12) RFQ Page 61, Addenda to FAR 52.212-1: This provision explains what documents are required and each Part I, II, and III shall be submitted via email.

(a) Para B.3. Part II – Price Quotation: Offerors were strongly advised to give full attention not to make calculation mistakes.

(b) Para B.3. Part III – Past Performance Quotation:

i. The Government requires the Offerors send out a Past Performance Questionnaire (PPQ) to each of the Point-of-Contact (POCs) identified in the past performance quotation.

Once the questionnaires are completed by the POCs, the information contained therein will be considered source selection sensitive and will not be released outside the

Government. The POCs shall forward their completed questionnaires directly to the

Government, not back to the Offerors. (Use the RFQ Attachment 2.)

ii. A list of Past performance information shall be provided no more than three (3) of the most relevant contracts performed for any customer. (Use the RFQ Attachment 3, Present/Past Performance Reference List.)

iii. As stated in the RFQ Page 67, the Government will refer to Contractor Performance

Assessment Reporting System (CPARS). Therefore, PPQ will be optional for the contracts that have already evaluated by CPARS. The offerors shall submit CPARS for the contracts that they do not utilize PPQ.

(13) RFQ Page 67 thru 68, FAR 52.212-2: The following were emphasized:

(a) Para (d) Basis for Contract Award: The method of evaluation would be the Lowest Price

Acceptable Past Performance (LPAPP). Award will be made to the lowest Total Evaluated

Price (TEP) offeror that meets the acceptable past performance rating.

(b) Para (d)(1) Past Performance Factor: The Government will assess past performance relevancy rating and quality assessment rating. As a result of the recency, relevancy, and performance quality assessments, offerors will receive an integrated past performance rating;

Acceptable or Unacceptable.

(c) Para (d)(2) Price Evaluation Factor: The Government will rank all offerors by price, including all ordering period prices. The price of a six-month extension authorized by FAR

52.217-8, Option to Extend Services will be added to the quoted price for Ordering Period 5.

The formula for the Option to Extend Services amount is as follows;

Ordering Period 5 = CLIN 4001 x 0.5

(0.5 is the multiplicative factor used to derive the six-month quantity value.)

d. Performance Work Statement (PWS; Attachment 1 to SF1449): It was emphasized that it is the offeror’s responsibility to carefully read and understand the PWS requirements. Mr. Nakamura provided supplementary explanations on the following:

(1) Para 1.1. Area of Performance: Area I and Area II.

(2) Para 1.2. Types of Freight: New, repaired, or refurbished furniture and appliances.

(3) Para 1.3. General Pickup and/or Delivery Services: 4 performance time schedule exist. COR and

/or SHSC warehouse representative will place an order to picked-up and/or delivered prior to

04:30 PM on the working day preceding the day the services are to be performed, however emergency services is not limited to this time frame.

e. Past Performance Questionnaire (Attachment 2 to SF1449):

No more than three referenced companies selected by the offeror must send this document directly to

374 CONS by email, no later than 11 May 2022 which is the same due date for price offers (SF1449).

f. Past Performance Information (Attachment 3 to SF1449):

(1) The offerors shall send this form by email or fax directly to 374 CONS, no later than 11 May

2022, which is the same as the due date for price quotation.

(2) The offerors will submit no more than three sets of the Past Performance Information for

REFERENCE NUBER 1, 2, and 3.

6. The following questions were asked during the site visit of the Government warehouse.

SF 1449:

a. Question: Will the contract pricing be reviewed at each ordering period?

Answer: No, the contract pricing will be evaluated at the time of selecting the awardee.

PWS:

b. Question: Is there a reason why the work time frame is two (2) hours?

Answer: The time frame is provided as an index for smooth work and as a guide for delivery and/or pick-up time to customers.

The following questions were asked by email from prospective offerors after the pre-proposal conference.

c. Question: About para 1.3.8., what kind of work is the work content such as minor assembly/installation/connection and disassembly/removal/disconnection for all furniture and appliances? Is it possible to handle with tools made in Japan?

Answer: Tighten the screws to fix or remove the furniture and appliances listed in the PWS. The furniture and appliances can be handled with tools made in Japan.

d. Question: About para 1.3.10., how much English skill is required for this contract?

Answer: It is required to have comfortable communication with the customers at the delivery and/or pick-up destinations, and also required to communicate with customers by providing in-house telephone support. In case there are difficulties in communication, you may contact the CORs.

7. Mr. Ishikawa advised the offerors that full attention should be given (1) not to make calculation mistakes in the offers and (2) meet the due time and date for offers. The offeror need to submit quote to Mr.

Ishikawa and Mr. Sato by email by the closing date and time (and/or earlier) specified in the solicitation.

8. The conference and site visit was concluded at 11:30 hours. The offerors visited the area with the

Government Representatives.

9. 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) calendar 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. Go Ishikawa at 042-552-3010 or DSN

225-4191 or email at go.ishikawa.jp@us.af.mil or Mr. Sato at 042-552-3010 or DSN 225-7663 or email at ken.sato.jp@us.af.mil.

GO ISHIKAWA KEN SATO

Contract Specialist Contracting Officer cc:

SHSC

Distribution: All prospective offerors mailto:go.ishikawa.jp@us.af.mil mailto:ken.sato.jp@us.af.mil