A. Pre-Proposal_Site Visit Minutes final.pdf

DEPARTMENT OF THE AIR FORCE

374th Airlift wing

12 April 2023

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKBC

SUBJECT: Pre-Proposal Conference and Site Visit for Request for Quote (RFQ) No.

FA520923Q0015 – Tree Trimming and Removal IDIQ on Yokota Air Base and Geographically

Separated Units, Japan

1. The Pre-Proposal conference and site visit for the subject RFQ was conducted on 4 and 6

April 2023 for the purpose of explaining the requirements of the solicitation. All attendees listed as shown below gathered in the Room 10K at Bldg 620 (374th Contracting squadron), Yokota

Air Base, Japan on 4 Apr 2023, 0930hours and a parking lot behind the gate of Tama Service

Annex, Japan on 6 Apr 2023, 1000hours.

a. Government:

374 CES/CEOES: Mr. Galli Delfin Chief, Service Contracts

374 CES/CEOES: MSgt Brandon Cenarrusa, NCOIC, Service Contract

374 CES/CEOES: Mr. Masahiko Yokomizo, Contracting Officer’s Representative (COR)

374 CONS/PKBC: Ms. Tomoko Shioda Team C Lead/Contracting Officer

374 CONS/PKBC: Mr. Daisuke Kawasaki, Lead Buyer (only attended on 4 April 2023)

374 CONS/PKBC: Mrs. LaShae Snider, Contract Specialist

374 CONS/PKBC: Ms. Shoko Toda, Contract Specialist (only attended on 4 Apr 2023)

374 CONS/PKBC: Ms. Kanami Ezoe, Contract Specialist (only attended on 4 Apr 2023)

b. Prospective Quoters:

See Attachment 1 (The list in only filed internally for the Government.)

2. <<DAY 1, 4 Apr 2023>>

Ms. Tomoko Shioda began the meeting introducing all government officials apart of the multifunctional team for this requirement. Ms. Shioda also emphasized that it was a quoters responsibilities to read through all the contents in the solicitation package and proceeded with going over the following areas:

a. Business with the US Government.

b. Highlighted sections within the solicitation, Standard Form (SF) 1449:

1) Page 1: Blocks to be filled out on the cover page as stated at FAR 52.212-1.

2) Page 3: Minimum and Maximum for the life of the contract, performance period and Contract Line Item Number (CLIN) structure. Quotes are not required to fill this section. Prices are to be submitted through Attachment 2.

3) Page 8: DFARS 252.232-7006, detailed instructions will be provided to successful quoter. It is the contractor’s responsibility to set up the system to submit their invoices electronically.

4) Page 13: Addendum to FAR 52.212-4 was briefly explained reminding attendees that the quoted price must be tax-free as taxes listed will be waived due to the inclusion of this clause.

5) Page 20 - 21: Clauses FAR 52.216-18, 52.216-19 and 52.216-22 were briefly explained.

6) Page 24 – 28: Not required to complete for certification; however, the attendees were reminded to submit Attachment 6 with the quote.

7) Page 31 – 33: Addendum to FAR 52.212-1. Ms. Shioda briefly explained the instructions stated in the provision including how to submit the attachment. The quoter accedes to all RFQ requirements, including terms and conditions and representation and certification. Failure to meet a requirement may result in a proposal being determined as unacceptable.

8) Page 36-38: Addendum to FAR 52.212-2. As stated in this RFQ, this is a Lowest price technically acceptable (LPTA) best value award conducted.

9) Attachment 2: Price Exhibits. The excel sheet attached to this RFQ is already inserted formula to calculate total quoted prices. Quoters are to fill in all unit prices listed in this exhibit.

3. Mr. Masahiko Yokomizo discussed the components of the performance work statement

(PWS) and an additional explanation was provided for the following paragraphs.

a. Para 1.1.7: As stated in this paragraph, please include the cost for tree wound dressing or prune paint.

b. Para 1.1.9: If someone ask the contractor to provide the cut trees or branches, the contractor is not permitted to grant that request and should immediately contact the

COR.

c. Para 3.12: The regular work hours are different on Yokota than they are at other GSU locations due to security reasons. Close coordination will be needed for requirements at those locations.

4. Mr. Yokomizo also presented a brief with pictures showing the several types of trees that require trimming and examples of ground vegetation clearance, disposal and recycle of trees, and tree stump and root removal (Attachment 2). The presentation covered the following areas:

a. Joint Site Survey

b. Price Estimation

c. Task Order

d. Work Schedule and Coordination

e. Execution of Services

f. Inspection and Completion Report

g. Payment

5. Ms. Shioda closed the conference with a response from the Government to the following question received prior to the preproposal conference:

Q: Regarding the licenses, is it acceptable if the main contractor does not have a license, but the subcontractor has one?

A: The Government will not be able to award to the prime contractor without certification since Japanese Construction Regulation (Kensetsu Gyou-hou, Clause 26.1) states that in order to contract for landscaping works in Japan, the Contractor shall obtain a Construction Work Permit

(Landscaping) unless it is a minor work.

6. Yokota Site Visit: A site visit was conducted at Yokota Air Base immediately following the pre-proposal conference on 4 April 2023. All attendees were escorted to show the following sites and temporally dismissed after the explanation for site visit at Owada Communication

Station scheduled at 1400 hours on the same day:

a. Eaker Street next to CE Compound: Cedar Trees nearby have high-voltage power lines. Mr. Yokomizo explained that if a requirement similar to this site is requested, the contractor needs to prepare an Air Force (AF) Form 103 to request work permit for road closure and power outage. During weekdays, cars are parking on the street;

therefore, the Government may ask the contractor to work on Saturdays.

b. Tower 2091: Tree removal around residential towers.

7. Owada Site Visit: A site visit was conducted at Owada at 1400 hours on 4 April 2023.

Attendees met at the gate of Owada Communication Station and escorted to see the actual site.

Mr. Yokomizo stated that regular work hours for this site is from 0730-1500 hours and requires close communication with COR and users of this site. Based on the historical data, orders were issued to this site no more than two times in the last five years. The site visit of Day 1 was adjourned at 1500 hours.

8. <<DAY 2, 6 Apr 2023>>

Tama Hills Site Visit: A site visit was conducted at Tama Hills on 1000 hours on 6 April 2023.

Mr. Masahiko Yokomizo explained and showed the following sites:

a. Perimeter Fence Line adjacent to Inagi Hospital: Depending on the situation, the contractor is required to perform the service outside of the fence. Therefore, the contractor is required to obtain permission from neighboring municipalities to perform the work. In most cases, line item for vegetation clearance and tree removal will be requested at the same time.

b. Forest nearby high-voltage power lines 1: The area was already cleared, and attendees were able to confirm the Government’s expectations.

c. Forest nearby high-voltage power lines 2: The is an example of an area not cleared yet which allowed attendees to grasp what will be required to clear an area. Mr.

Yokomizo explained again about the requirement to obtain a work permit using AF

Form 103.

d. Perimeter Fence Line adjacent to Tama Country Club: All attendees discussed the performance around perimeter fence and, temporally staging area.

e. Cabin Site

8. At the end of the conference, Mr. Yokomizo explained that multiple orders may be issued simultaneously since this contract vehicle is indefinite-delivery, indefinite-quantity type. The

Contractor needs to have capabilities to manage the work without any delay in progress.

9. The site visit of Day 2 was adjourned at 1115 hours.

10. The foregoing is a brief summary of the discussion held during subject preproposal conference and site visit. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within five

(5) calendar days after the date of publication on SAM. Failing notification to the contrary, these minutes will stand for the record.

TOMOKO SHIODA

Contracting Officer

Attachments:

1 – Pre-proposal conference and site visit attendance sheets (for Government use only)

2 – CE Presentation