PPC Meeting Minutes.pdf

DEPARTMENT OF THE AIR FORCE

374th Airlift wing

12 December 2023

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKBC

Unit 5228, Bldg 620, Yokota Air Base

Fussa-shi Tokyo 197-0001

SUBJECT: Pre-Proposal Conference Minutes for RFQ No. FA520924QA00006, Asbestos

Surveys, Sampling and Abatement Services at Yokota Air Base and Geographically Separated Units (GSUs), Japan

1. A pre-proposal conference was conducted on 11 Dec 23 at Yokota Air Base (Bldg. 838, Conference Room) from 1400 hours to explain and clarify the government’s requirement to the prospective offerors and assist them in submitting their offers with a full understanding.

a. Government:

374 CES/CEOES: Mr. Galli Delfin Chief, Service Contracts 374 CES/CEOES: MSgt Brandon Cenarrusa, NCOIC, Service Contract 374 CES/CEOES: Mr. Hideki Hatano, Contracting Officer’s Representative (COR) 374 CES/CEOES: Mr. Tomomi Esaki, Service Contract 374 CES/CEOES: Ms. Taro Bando, Service Contract 374 CONS/PKBC: Ms. Tomoko Shiod,a Team C Lead/Contracting Officer 374 CONS/PKBC: Mr. Daisuke Kawasaki, Contracting Officer 374 CONS/PKBC: Ms. Mikiko Owada, Contract Specialist 374 CONS/PKBC: Ms. Junko Maeda, Contract Specialist

b. Prospective Offerors:

See Attachment 1 (The list will be disclosed only to the Government)

2. The pre-proposal conference was started by Ms. Owada by introducing the Government members to the prospective offerors.

3. An explanation of the RFQ package was provided. It was advised to complete all required section of the RFQ as part of their submission. The followings were briefed with supplementary explanations as indicated below:

a. Single or multiple award (maximum 3) BPA(s) will be made as a result of this RFQ.

b. Performance Period: 5yrs (1 Feb 24 thru 31 Jan 29)

c. Contract Ceiling: $4,000,000.00 or equivalent JPY

d. On/Off ramp Procedures (Ms. Shida supplemented) : The Government will review BPA performance and requirements on a regular basis (i.e., yearly) and determine the necessity of on ramping. The Government reserves the right to announce and issue a new solicitation. Implementing this procedure will not affect the overall period of performance for the basic agreement. The Government reserves the right to implement off-ramp procedures, which would result in the removal of the Contractors. The criteria for off-ramping may include, but not limited to, the Contractors not proposing on order request(s) and/or unsatisfactorily meeting the requirements.

e. Evaluation & Offer Instructions (SF1449, Pg. 29-):

1) Quoters are required to submit the complete SF1449, a pricing exhibit (Price Factor) and the Technical Factor, such as the current US EPA AHERA Supervisor Training Certification and/or Project Designer Training Certification of Contract Manager.

2) All quotes that receive an Acceptable rating for the Technical Factor will be evaluated for the Price factors.

3) The prime contractor’s current US EPA AHERA Supervisor Training Certification and/or Project Designer Training Certification of Contract Manager Technical Factor is only acceptable.

4. Mr. Hatano, COR , briefed work scope based on the PWS attached to the solicitation package while emphasizing the following:

a. The contractor is required to conduct services according to the regulations stated in the

PWS (JEGS, AMOP etc), including submitting Manifest. Regarding transportation and landfill, the contractor requires to adhere to the Japanese laws.

b. Quantities in the pricing exhibit are merely “estimates” and are expected to fluctuate.

c. Most of the services are expected to be Level 2 and 3, and areas are mostly at, but not limited to, baseboards, floorings, tile mastic, walls, ceilings.

d. If there is furniture in the area of service, it is occupant’s responsibility to move that furniture.

e. Unlisted items in the pricing exhibit are considered NPI “Non-priced Items” and requires negotiation with the contracting office.

f. (Ms. Owada supplemented) AMOP will be uploaded to the SAM website.

5. Below questions are presented during the conference from prospective offerors:

Q1: Who will provide the air sampling? The government?

A1(Mr. Hatano): The Contractor will be providing the sampling using the third-party lab etc.

It’s included in the Price list on A002AA and A0002AB.

Q2: Does the Contractor need to submit a certification/qualification of the air sampling/monitoring technician?

A2 (Mr. Hatano): The required certification (current US EPA AHERA Supervisor Training Certification and/or Project Designer Training Certification of Contract Manager) has to be provided at the time of quote submission and in a timely matter after completing certification renewal. Whether to submit the air sampling certification/qualification, the government will respond in writing.

Q3: Under Japanese law, contractors are required to report any Level 2 Asbestos work to the Labor Standards Inspection Office and the city. Does this rule apply?

A3 (Mr. Hatano): No. The contractor will only be required to submit the plan to us. 374 CES, Environmental Section has the authority for approval on this.

Q4: Does the contractor require to provide the Asbestos content analysis?

A4 (Mr. Hatano): No. The government determines the existence of possible asbestos prior to placing the call.

Q5: Do you still require air sampling for Level 3 works?

A5 (Mr. Hatano): Yes.

Q6: Is abatement of arsenic contained p-tyle, drywalls and gypsum boards part of this requirement?

A6: The government will respond in writing.

6. The prospective offerors were advised to submit additional questions in writing to 374 CONS/ PKBC, Ms. Owada, Ms. Maeda and Ms. Shioda by 19 Dec 23.

7. The pre-proposal conference was concluded at 1450 hours.

8. The foregoing is a brief summary of the discussions held during pre-proposal conference.

Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within five calendar days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

TOMOKO SHIODA

Contracting Officer cc: 374 CES/CEOES Distribution:

All prospective offerors