Pre-Bid Conference minutes_Final.pdf

DEPARTMENT OF THE AIR FORCE

374th Airlift wing

7 Dec 2023

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKB

Unit 5228, Bldg 620, Yokota Air Base

Fussa-shi Tokyo 197-0001

SUBJECT: Pre-Proposal Conference Minutes for RFQ No. FA520924Q0005, Boiler & UPV

Inspection Service at Yokota AB, Japan

1.0. Pre-proposal conference was conducted at Building 620, Yokota AB from 1000 hours on 7 Dec 23 to explain and clarify the government’s requirement to the prospective offerors and assist them in submitting their offers with a full understanding.

2.0. The important and essential requirements pertaining to this RFQ in each section were presented by Mr. Daisuke Kawasaki, Lead Buyer as follows:

2.1. Submission of quotations will be accepted by e-mail to the Contract Specialist and Contracting Officer. Government will confirm receipt of their submission via email reply.

Deadline of submission is 18 Jan 2024 at 1300 (JST).

2.2. Explained what Blanket Purchase Agreement (BPA) is and highlighted that it is not a contract, just an agreement.

- BPA Master Dollar Limit: $250,000.00.

- Ordering Period: 1 Apr 2024 – 31 Mar 2031

- Ordering is referred to as a “call” in BPA

- Contracting officer will ask the vendors for the updated price list every year.

The Contractor gets paid by submission of the invoice and the Receiving Report that indicates completion words with unit numbers.

3.0. The pre-proposal conference closed at 1045 hours.

4.0. Site visit to boiler plants at Buildings 9, 1245, 533 and 4435, Yokota AB started at 1100 hours and ended at 1230 hours.

5.0. Question and Answer (Q&A) sessions;

Here are list of Q&A received.

- Q1. Does Offeror need to fill the price schedule for seven years or first year.

- A1. Price schedule needs to only include unit price for the inspection.

- Q2. Are offerors allowed to take pictures of boilers at site?

- A2. Yes.

- Q3. Will Gov’t open the boilers for the contractor to perform the inspection?

- A3. Yes.

- Q4. Will the inspection reports from the last contractor be available?

- A4. Currently waiting for CE to verify if the inspection report can be made available for the contractor after award.

- Q5. How does the contractor schedule inspection?

- A5. The Contractor will need to contact CE to schedule inspections after award.

- Q6. Will the Contractor need to prepare ladders for inspection at CHP?

- A6. The Government will prepare ladders for inspector to access the CHP boiler.

DAISUKE KAWASAKI

Lead Buyer

STEPHANIE TORRES

Contracting Officer