Minutes_SiteVisit_FA520924Q0043_20240710.pdf

Controlled Unclassified Information

DEPARTMENT OF THE AIR FORCE

374th Airlift wing

11 Jul 2024

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: Minutes of Site Visit, Solicitation No. FA520924Q0043, Chiller Replacement at Bldg. 3000 and Bldg. 3006, Yokota Air Base, Japan

1. An escorted site visit for the subject requirement was conducted on 10 Jul 2024 at Bldg. 3000 and

Bldg. 3006 as well as and Bldg. 3005 at Yokota Air Base, Japan. The following individuals participated in the site visit:

Government 374 CES/CEOES Mr. Galli D. Delfin Service Contracts 374 CES/CEOES SSgt Jason A. Caluducan Service Contracts 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 10:00 AM at Bldg. 3000 on the West side of the base. Mr. Kato made an opening statement at 10:20 AM and made sure the participants obtained all documents (listed below) in the solicitation package and the Q&A document posted in the System for Award Management (SAM) on 09 Jul 2024.

a. Policies and Procedures for Doing Business with the U.S. Government

b. Notice to Offerors

c. Solicitation FA520924Q0043 (Standard Form (SF) 1449)

d. Attachment 1: Statement of Work (SOW) – Bldg. 3000

e. Attachment 2: SOW – Bldg. 3006

f. Attachment 3: Contractor Responsibility

3. Mr. Kato also emphasized the following information in the solicitation package.

a. Required Documents for Submission: The prospective offerors were advised that the required documents for the response to this solicitation be prepared in accordance with SF 1449, page 41 of 44, Addenda to Federal Acquisition Regulation (FAR) 52.212-1, paragraph 2(m)B. The documents specified in sub-paragraphs 1 through 5 shall be submitted by the offer due date/time.

b. Evaluation Criteria: A successful offeror will be selected in accordance with SF 1449, page 44 of 44, FAR 52.212-2. It was emphasized that the offerors shall complete and submit the

Controlled Unclassified Information

Contractor Responsibility (Attachment 3 to the solicitation) along with the other required documents to be considered for award.

4. The participants moved to the mechanical room inside Bldg. 3000 to survey the location and the condition of the currently installed unit.

a. Mr. Delfin emphasized that the equipment and the pipes up to the valves of the cooling pipes be replaced by the Contractor under this project.

b. It is requested that the cooling water/coolant inside the currently installed units be removed and disposed of off the base by the Contractor. (Reference: SOW, paragraph 1.2.6.)

c. The currently installed unit and its pipes/ducts were installed at the same time.

d. In case the Contractor needs to expand the current base of the chiller unit, the Contractor may add concrete to expand the base.

5. The participants moved to Bldg. 3005 at 10:50 AM to survey the conditions of the newly replaced chiller under the project awarded in FY23.

6. The participants moved to Bldg. 3006 at 11:10 AM to survey the location and the condition of the currently installed unit.

a. It was emphasized that the specifications of the new chiller for Bldg. 3006 be different from those of the new chiller for Bldg. 3000.

b. Any other machines/equipment in the mechanical room that are not related to this project will be operational during the Contractor’s performance.

7. At the end of the site visit, Mr. Kato emphasized that any additional questions regarding the requirement shall be submitted to 374 CONS/PKBB in writing by 03:00 PM, 12 Jul 2024. The answers will be provided to all prospective offerors.

8. The site visit was concluded at 11:35 AM.

9. 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