Minutes_SiteVisit_FA520923Q0080_CHP_20230911.pdf

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DEPARTMENT OF THE AIR FORCE

374th Airlift wing

12 Sep 2023

MEMORANDUM FOR PROSPECTIVE OFFEROR

FROM: 374th Contracting Squadron

Airlift Wing Acquisition Flight Other Orgs & CE Commodities Contracting Team (374 CONS/PKBB) Unit 5228, Bldg. 620, Yokota Air Base Fussa-shi, Tokyo 197-0001

SUBJECT: Notice to Offerors, Solicitation No. FA520923Q0080, Purchase of Combined Heat Plant (CHP)

Materials for Yokota Air Base, Japan

1. An escorted site visit for the subject requirement was conducted on 11 Sep 2023 at the combined heat plant (CHP) behind Bldg. 570 (Yokota Community Center (YCC)), Yokota Air Base. The following individuals participated in the site visit:

Government 374 CES/CEOEM TSgt Logan A. Laakso Material Control NCOIC 374 CES/CEN MSgt Birgir Hrafnsson Contracting Officer’s Representative 374 CES/CENMP Mr. James G. Horine Engineering Project Manager 374 CONS/PKBB Mr. Benjamin D. Warren Contracting Officer 374 CONS/PKBB Mr. Yuma Kato Contract Specialist

Prospective Offerors This is only filed internally for the Government.

2. The participants met at 1000 hours at the CHP behind Bldg. 570 (YCC). Mr. Kato made an opening statement, and TSgt Laakso provided brief information of the scope of this requirement based on the Specifications in the solicitation package.

a. Mr. Warren emphasized that it is important for prospective offerors to provide two (2) types of lead time in the Price List: (i) Normal Lead Time for Realistic Delivery and (ii) Urgent Lead Time for Emergencies. Lead time will be a part of the evaluation criteria in accordance with FAR 52.212-2 in the solicitation.

b. MSgt Hrafnsson emphasized that the Contractor shall recapture the vaporized ammonia in the ammonia tank into the Contractor’s tank truck as the tank is filled up with ammonia. There is no exhaust port on the tank to evacuate the vaporized ammonia in the tank. The amendment to the solicitation will be issued in order to state this requirement in the Specifications in the solicitation package.

3. The Government provided the prospective offerors with an opportunity to verify the conditions of the delivery locations inside the CHP site for liquid ammonia and standard gases.

a. Liquid Ammonia: MSgt Hrafnsson advised that the prospective offerors take a note of the specifications shown in the specification labels attached under the ammonia residual quantity gauge and on the back of the tank in order to allow the prospective offerors to find a delivery truck with a proper pumping capability.

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b. Standard Gases: The prospective offerors were advised that the Contractor shall place and secure the requested item(s) at the designated area within the CHP upon delivery and collect empty cylinder(s) from the Government property. The Contractor is NOT required to connect the delivered new cylinder(s) to the machine. The amendment to the solicitation will be issued in order to clarify the Contractor’s responsibility in the Specifications in the solicitation package.

4. At the end of the site survey, Mr. Kato emphasized the following information in the solicitation package.

a. Solicitation Package: Mr. Kato made sure the prospective offerors received all the five (5) documents in the solicitation package.

b. Payment Method: Both the Government Purchase Card (GPC) and the Electronic Funds Transfer (EFT) will be utilized as a payment method. The Government will specify a payment method at the time of placing each order. The unit prices must include any transaction fees for both the methods.

c. Required Documents for Submission: The prospective offerors were advised that the required documents for the response to this solicitation be prepared in accordance with Standard Form (SF) 1449, page 44 of 47, Addenda to FAR 52.212-1, paragraph (m)B. The documents specified in sub-paragraphs 1 through 7 shall be submitted by the offer due date/time.

d. Price List: The prospective offerors must quote on all line items, except Exhibit Line Item Number (ELIN) A002, in the Price List in order to be considered for award. The prospective offerors are NOT required to provide unit price or lead time for ELIN A002, Disposal Charge (Excess Ammonia). In case this item is required, the Contractor shall comply with the Specifications, paragraph 1.2.1.2.

Additionally, Mr. Warren advised that the Contractor shall submit the details of the cost breakdown associated with immediate and prompt disposals. The amendment to the solicitation will be issued in order to specify the requirement of the cost breakdown in the Specifications in the solicitation package.

e. Further Questions: If there are additional questions, the prospective offerors are requested to submit them in writing to the Government by 12 Sep 2023, 1500 hours (Japan Standard Time (JST)).

Additional questions and answers will be provided to all prospective offerors by distribution.

f. Offer Due Date/Time: The Contractor shall submit a complete quotation package by the offer due date/time specified in block 8 of SF 1449, page 1 of 47.

5. The site visit was concluded at 1100 hours.

6. The foregoing is a brief summary of the discussions held during the meeting. 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.

YUMA KATO BENJAMIN D. WARREN

Contract Specialist Contracting Officer

Distribution:

All attendees