03_Minutes_PreCon_FA520922Q0056.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. FA520922Q0056, LEASE

OF TWO (2) – 6 to 9 PASSENGER VAN or SIMILAR FOR 730 AMS DET 2 at PAYA LEBAR

SINGAPORE.

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was virtually conducted at 1500 hours on 25 Aug 2022 Japan Standard Time (JST). Participants are as listed below:

Government

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

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

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

a. Policies Procedures for Business w U.S. Government

b. Solicitation – FA520922Q0056

c. Attachment 1 Statement of Work for 730 AMS Det Singapore

4. Mr. Urasaki requested the prospective offerors to read through the above documents, and then provided explanation focusing on the important matters. Content of the session were as follows

a. Offer due date, method, and attention of offers:

No later than 09 Sep 2022, 1600 hours (JST) (Same day 1500 hours Singapore Time) via email attending Mr. Urasaki and Mr. Tsukada. 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.

Government will send an acknowledgement email in response to receipt of email.

(See RFQ Page 1, Block 8 & Page 47, Addendum to FAR 52.212-1)

b. Instruction of Completing Fill-Ins of the RFQ:

(1) Follow RFQ Page 46, “Instructions, Conditions, & Notices to Offerors or Quoters” 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 4, fill the Unit Prices and Amounts (Quantity x Unit Price) in all the CLINs, including

Option Line Items. Follow the Additional Notes listed and ensure that the quantity for Option Line Item 5001 is different from the others.

(4) RFQ Page 14 - 15: Explanation of 252.232-7006 Wide Area WorkFlow Payment Instructions, was briefly covered.

(5) RFQ Page 26: Explanation of Government’s unilateral right to exercise options IAW 52.217-8 and 52.217-9.

(6) RFQ Page 29 to 44, Cover applicable clauses that needs to be filled-in or checked by the offeror.

Following are the clauses and provisions specifically covered.

i. 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

ii. 52.212-3 Alternate I Offeror Representations and Certifications-Commercial Items

iii. 52.223-22 Public Disclosure of Greenhouse Gas Emissions and reduction Goals-

Representations

iv. 52.229-11 Tax on Certain Foreign Procurements-Notice and Representation

c. Additional Instruction for RFQ Page 46-48, “Instructions, Conditions, & Notices to Offerors or Quoters” were provided, including specific instructions on submission.

d. Evaluation Factors for Award (See RFQ Page 50): Explanation of the evaluation method was provided.

Mr. Urasaki covered the possibility of the government not accepting offers that have significant unbalanced option prices. Mr. Tsukada also covered that late submission will be considered unacceptable and if offer fails to pass the (1) Technical Capability, the government will not evaluate (2) price.

5. Mr. Urasaki provided explanation on the Statement of Work, focusing on the followings:

a. Description of Services/ General Information. (Para 1)

b. Registration (Para 1.2) and the insurance coverage.

c. Maintenance (Para 2.1).

d. Points of Contact (Para 2.2.4) and Contract Manager (Para 2.2.5) should be provided as soon as possible after awardee is chosen.

e. Damage and Accident (Para 3):

The Government reserves the right to repair any damages on the leased vehicle caused by negligence or fault of the Government at no cost to the Contractor at repair facilities and towing services authorized by the Contractor.

The Contractor shall provide the Government with a list of authorized repair facilities prior to the lease period.

f. Appendix 1: Vehicle Specifications

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 no later than 01 Sep 2022.

8. The conference was concluded at 15:57 (JST).

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. Takahiro Tsukada at 042-552-3010 or DSN 225-2014 or email at takahiro.tsukada.jp@us.af.mil.

KENJI URASAKI TAKAHIRO TSUKADA

Contracting Specialist Contracting Officer cc: 730 AMS Det 2

Distribution: All prospective offerors mailto:kenji.urasaki.jp@us.af.mil mailto:takahiro.tsukada.jp@us.af.mil