SABER Precon Minutes.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

1 Jul 22

MEMORANDUM FOR DISTRIBUTION

FROM: 374th Contracting Squadron

PKAA

Bldg 620, Yokota Air Base Fussa –shi, Tokyo 197-0001 Japan

Subject: Minutes of Pre-proposal Conference for Simplified Acquisition Base Engineering Requirements (SABER), Indefinite-Delivery/Indefinite-Quantity (IDIQ) at U.S. Army Installations within Honshu, Japan

1. Pre-proposal Conference for subject project was conducted on 24 Jun 22, 0930 hours at Directorate of Public Works (DPW), Bldg 642, at Camp Zama, Japan. Participants are listed below:

Government DPW/ESB: Mr. Shigeru Akata Project Engineer DPW/ESB: Mr. Shinji Ohta Project Engineer

374 CONS/PKAA: Mr. Keisuke Kiyotaka Team Lead 374 CONS/PKAA: Mr. Ryuichiro Murakami Lead Buyer 374 CONS/PKAA: Ms. Emi Yasuda Contract Specialist

Prospective Offerors See attached Attendance Sheet. (This is only filed internally for the Government.)

2. Mr. Kiyotaka made an opening statement and introduced the Government representatives. Mr. Kiyotaka emphasized that the purpose of this pre-proposal conference was not to translate the proposed requirements in Japanese language; therefore, if the Government’s briefings differ from the RFP, the RFP package shall govern.

3. Session 1: Ms. Yasuda provided explanation of the following information in the Solicitation package:

a. This is Indefinite-delivery Indefinite-Quantity (IDIQ) type contract intended to award to a single contractor.

b. Attachment J-1 Para H016 Contingency: Performance in locations other than stated General Vicinity in

Support of U.S. Government requirements, e.g. Kagoshima Pref., Kumamoto Pref. where Japan Self Defense Force (JSDF) are located, may be included.

c. Attachment J-1 Para B003. Subsequent Task Orders, general range up to Y30,000,000. Maximum

Program amount is defined in U.S. Dollars, because foreign currency fluctuation rate changes annually.

After award of this contract, a minimum guaranteed amount of Y500,000 will be met by the contractor’s attendance and participation in a post-award conference. No seed project will be issued for this purpose.

d. Section I. Order Limitations, minimum and maximum order are emphasized.

e. Section J Some of the attachment dates listed in Section J remain blank. These will be corrected by issuing Amendment.

f. Section A (Standard Form 1442), - Solicitation, Offer, and Award: Blocks to be filled-in by offerors.

g. Section B, Supplies and Services and Prices: Price fill-in is not required as stated in the 2nd paragraph of “Additional Information/Notes” in this section.

h. Performance Bond and/or Liquidated Damages are required when applicable to individual task orders.

i. The magnitude of each task order is divided into three levels. Level I project is up to Y30,000,000.

Level II is from Y30,000,001 to Y100,000,000. Level III is from Y100,000,001 to Y300,000,000 and above.

j. PROPOSAL WITHOUT AWARD is defined as follows: Occasionally, the Contractor will be required to submit a proposal, but the task order will not be awarded at the Government's discretion (e.g., due to unexpected funding or mission prioritization). It is not the Government's intent to have the Contractor provide an estimating service for projects without a valid consideration; however, should such situation occurs the contractor agrees to the following fixed prices for providing proposals that are not awarded.

Payment amount: Level I – Y100,000, Level II – Y200,000 and Level III – Y300,000

k. PROPOSAL PREPARATION FEE CREDIT - For proposals that are not awarded and paid for, but then are later awarded, the contractor shall credit the Government for the paid "proposal without award" fee under the applicable task order.

l. Attachment J-1, Other Contract Requirement, K004 Contractor’s Certification, is stated supplemental information for Solicitation, this is required submission for complete fill-ins.

m. Section G. Special Contract Requirements. FAR 52.236-1 Performance of Work by the Contractor, the

Contractor shall perform on the site, and with its own organization, work equivalent to at least 25 percent of the total amount of work.

n. Attachment J-3, SABER Unit Price Guides (UPG), will be utilized in establishing the Government Cost Estimate (GCE) and the Contractor’s cost estimate.

o. Attachment J-4, Table of Coefficient, Total Evaluated Price will be used to determine low offer

(evaluation purpose only).

p. Attachment J-5a, Past Performance Questionnaire (PPQ) and J-5 is the Cover Letter. Please do not send back to the contractor (offeror). The PPQ shall be used by the offeror in obtaining and providing past performance information. The offeror may use the same contract/task order with CPARS, however, PPQ needs to be filled out by the referenced company’s POC. CPARS information will be obtained by the Government.

q. Attachment J-7 B.3. (a) Quality and Satisfaction rating of Contracts. This shall not be included in 5 pages limitations for B.3(c). The purpose of this paragraph is to demonstrate customer satisfaction with overall job performance and/or quality of completed and/or ongoing contracts limited to no more than five (5) pages per contract listed.

r. Section M. M-100 Basis of Contract Award is Subjective Trade-off (STO) best value source selection.

Competing Offeror’s past performance information will be evaluated on a basis significantly more important than price.

s. Amendment 0001 will be issued to incorporate numbering errors found in Attachment J-7 Section L-

100. Contractor (offeror) shall submit Amendment 0001 with other submittals.

4. Session 2: Mr. Akata briefed performance areas, work scope, under this contract, SABER Task Order work flow, Technical Explanation as specified in the attached briefing slides.

a. Five step to issue Project Proposal. Government Statement of Work and Drawings will be provided by

374 CONS via Email.

b. IAW Table II of General Provision, section 01 11 00, para 1.22.3, Site Visit and Scope Validation meeting shall be conducted within 10 working days. Remarks of Table II were emphasized.

c. Basis of SABER Specification are explained.

5. Mr. Ohta introduced performance areas, presented photographic slides for sample Mock Project. Also, Mr.

Ohta demonstrated Unit Price Guide structures and how to input quantities for applicable items in Unit Price Book (UPB) to establish cost estimate after the subject SABER contract is issued. The UPB in Excel version will be provided to the awarded contractor.

6. Anticipated SABER projects to be funded in FY23: Approximately $3M to 5M or more.

7. Questions and Answers. Prior to/during the pre-proposal conference, questions pertaining to the RFP were received. By subsequent Amendment, the Question and Answer (Q&A) will be incorporated in the solicitation and the resultant contract. The Amendment inclusive of the Q&A will be posted on SAM Contract Opportunities to provide the Government answer/clarification. (see Attachment 3, Questions and Answers).

8. Offerors were advised to submit questions raised during the conference or after the conference in writing via Email in English to the Government by COB 29 Jun 22. The offerors need to submit their proposals to the 374th Contracting Squadron’s POCs by Email by the closing date and time specified in the solicitation. CONS emphasized that it is the offerors responsibility to ensure the proposal package is received by the 374 CONS’s POCs via email by the due date and time.

9. A copy of this minutes will be distributed to all attendees, and posted on SAM - Contract Opportunities.

The foregoing is a brief summary of the discussions held during 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. The pre-proposal conference was adjourned at 1130 hours.

KEISUKE KIYOTAKA

Lead, Construction Team cc: DPW/ESB

Distribution: All prospective offerors

3 Attachments:

1. Attendance Sheet (2 pages - This is only filed internally for the Government.)

2. Pre-proposal Conference Briefing Slides

3. Questions and Answers

1 Jul 22