PreCon_Minutes 240827.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

27 Aug 2024

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Solicitation No. FA520924Q0056, AC/DC Power Upgrade at 374CS Sasebo Site

1. In accordance with the Notice of Offerors for the subject solicitation, the subject conference was conducted on

22 Aug 2024 at Sasebo Naval Base Bldg 1536 from 0900 hours. Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/PKS) Ms. Izumi Ito Contracting Officer (CO) Mr. Naotsugu Kono Contract Specialist

374th Communications Squadron – Requiring Activity (RA) MSgt Troy Conkle SCPA / Site Chief SSgt Logan Elliot SCPA / Node Site Coordinator SSgt Kevin Reed SCPA / Node Site Coordinator Mr. Marcus Snoddy SCXR / Supervisor Mr. Akihiro Kobayashi SCXR / Government Representative

Prospective Offerors

2. Introduction. Ms. Ito made the opening statement. She addressed that all questions/information would be clarified here as much as possible for offerors’ better understanding toward the requirements.

3. Mr. Kono introduced the Government representatives attending the conference and explained the key elements that will be reviewed during the conference. The conference will be split into two sessions. First half will be reviewing the solicitation package documents, and the second half will be checking the work site.

4. Mr. Kono provided explanation of the following in the solicitation package:

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

b. Notice to Offerors

c. Standard Form (SF) 1449, Solicitation

d. Statement of Work (SOW) (Attachment 1 of SF1449)

e. Contractor Responsibility (Attachment 2 of SF1449)

5. The following supplementary explanations were provided:

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

(1) A letter of Policies and Procedure for Doing Business with the U.S. Government states mostly about Ethics.

(2) New commander is assigned to 374th CONS and the signature block is updated

b. Notice to Offerors

The following paragraphs in the Notice to Offeror were emphasized as especially important matters:

Para 1.a. All questions regarding the solicitation must be directed the POCs as stated.

Para 1.b. Extra caution on the offer submission due date.

Para 1.c.(5) Offerors were informed that if any questions arise from the site visit, it will be clarified as much as possible at the site. If any questions arise after the site visit, the offerors are instructed to submit the question in writing, no later than 23 Aug 2024.

Para 1.d. Offerors were informed that full text of clauses are found at:

https://www.acquisition.gov/content/regulations

Para 1.e. and f. Offerors were advised to obtain an account in NCAGE and SAM.

c. SF1449, Solicitation

(1) Advice and how to fill out pages:

Page 1 of 43, Block 8. Offer Due Date/Time: Reminded to submit on time.

Page 1 of 43, Block 12. Discount Terms: The Government standard is “Net 30 Days”. Fill out the offeror’ s discount terms if applicable. If the offeror accepts the Government standard, this space could be blank.

Page 1 of 43, Block 17a. Contactor/Offeror: In addition to the company name and address, fill out the NCAGE Code and phone number.

Page 1 of 43, Block 19, 21, 22, 23, 24. Reminded to fill out correctly, matching the CLIN information on page 3. Unit Price and Amount should be equal.

Page 1 of 43, Blocks 30a., 30b., and 30c.: Fill out the offeror’s signature, name, title, and a date signed.

Page 3 of 43. Reminded to fill out correctly, matching the CLIN information on page 1. Unit Price and Amount should be equal.

Page 6 of 43, Explained that delivery DoDAAC is Yokota’s F4G3D5 but the actual delivery location will be Sasebo Naval Base bldg. 1536, and the site POC is once again explained. Final delivery date of 31 Jul 2025 was emphasized.

Page 7 of 43, Remittance Address: State “N/A” if same as block 17b.

(2) Clauses/provisions: Offerors may go to the web site to read and understand the full text of these clauses and provisions.

DFARS 252.232-7006 Wide Area WorkFlow Payment Instructions (Page 7 of 43): Reminded to input the correct DoDAAC for invoice creation in WAWF, service acceptor as F4G3D5.

FAR 52.212-4 Contract Terms and Conditions - Commercial Products and Commercial Services

(k) Taxes (Page 10 of 43): Reminded that contract price includes all applicable taxes and duties, except taxes and duties that the Government of the United States and the Government of Japan have agreed shall not be applicable to expenditures in Japan by or on behalf of the United States.

https://www.acquisition.gov/content/regulations

FAR 52.204-13 System Award Manage Maintenance (Page 11 of 43): Reminded to maintain the SAM information throughout the contract and until the final payment. Made sure to update information such as Core, Assertions, Representations and Certifications, and Points of Contact.

Other clauses Incorporated by Reference (IBR): Cautioned that some clauses are IBR but must pay attention to. Such as 52.225-13, Restrictions on Certain Foreign Purchases, 252.225-7060 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region, 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities, and 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

FAR 52.229-11 Tax on Certain Foreign Procurements-Notice and Representation (Page 26 of 43):

Not to forget to place check marks in (d)(1) and (d)(2).

FAR 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (Page 27 thru 38 of 43): Reminded to check the applicable blocks and also to be reflected in registered SAM account. Explained that under normal conditions, Japanese vendors are not required to fill out Paragraphs (c), (d), (f), (g), (i), and (k). Instead, under normal conditions, Japanese vendors will require to fill out Paragraphs (h), (j), (l), (n), (p), (q), (r), (t), and (v).

Addenda to FAR 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Page 40 thru 41 of 43), and FAR 52.212-2 Evaluation-Commercial Products and Commercial Services (Pages 43 of 43): The following were emphasized:

1. Emphasized items to be filled in. Applicable blocks in SF1449 page 1, and not to include price less than 1 yen.

2. The offeror shall agree to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers.

3. Acknowledgement is required when a solicitation amendment is issued.

4. Emphasized that Government may request additional documentation or information, if Contracting Officer finds it necessary.

5. Acceptable files Microsoft Word, Microsoft Excel, and/or Adobe pdf. Zip files are not acceptable.

6. Email the files of offer to the POC email as listed. Email title should include “Quotation FA520924Q0056”. If the total file size exceeds 8MB, recommended to use DoD SAFE.

7. Addendum to FAR 52.212-2, Evaluation-Commercial Products and Commercial Services.

Paragraph (a) The Government will evaluate offered Prices and Contractor Responsibility, and award to the responsible lowest priced offeror whose offer conforming to the solicitation will be the most advantageous to the Government, price and other factors considered. Vendors were informed that the Amendment will be issued to correct the description in paragraph (a)(2) Contractor Responsibility.

d. Contractor Responsibility: Reminded to fill out the applicable information correctly.

(1) Company information.

(2) Applicable Licensure/Certificate with a copy

(3) Product Information. Major item information that will be installed. Required for Rectifier, Invertor, AC/DC Breakers, and PDUs. If the block spaces are not enough, the vendor may create additional blocks, or list the items in empty spaces below the “Comments”.

e. SOW: Mr. Kobayashi explained the elements in SOW and explained the step by steps to remove and install the requested equipment, by going over the site together with each installation procedures.

(1) SOW para 1.1.2 The Contractor shall provide an installation plan, one-line drawing and work schedule that is subject to Government approval, prior to commencement of work.

(2) SOW para 1.1.4 The Contractor shall warrant this work and any contractor-provided equipment for

One year from the date of the acceptance by the Government.

(3) SOW para 1.1.6 The authorized primary GR for this contract is Mr. Akihiro Kobayashi, 374

Communications Squadron (CS) /SCXR, at Yokota AB. Mr. Kobayashi shall be the quality assurance inspector and provide the Contractor with required information and assistance for this project.

(4) SOW para 1.2.5 Power outage. No power outages will be allowed during the construction period.

Contractor should follow the procedures outlined in SOW par 1.3. to avoid power outages.

(5) Each vendor was provided the opportunity to check the site for rectifier in bldg. 1536A, then the Inverter, AC/DC Breakers and PDUs in Bldg 1536.

(6) Due to the limited space in bldg. 1536A., it may be difficult to install the new Rectifier A next to the existing rectifier. In such case, alternate method may be required.

(7) Main DISN power diagram and manuals for existing rectifier and inverter were shared per request.

6. The following are questions received at the conference were answered. They are not listed in the sequence actually asked in order to categorize them by the area:

a. Question: If the new Rectifier A does not fit in the location, can alternate method be proposed to remove the existing rectifier first?

Answer: Yes. Alternate method is acceptable as long the system is up continuously running at the time of work.

b. Question: After inspecting the site, the time required to coordinate with the manufacturers will be required as more than expected. Therefore, can the offer due date be extended?

Answer: Yes. The offer due date will be extended with Amendment, to 18 Sep 2024.

7. The conference included site visits was concluded at 1100 hrs

Ms. Ito advised to ensure the offerors to submit proposals to the 374th Contracting Squadron by the closing date and time (and/or earlier) specified in the solicitation.

8. The foregoing is a brief summary of the discussions held during subject conference. 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) business days from distribution date. Failing notification to the contrary, these minutes will stand for the record.

NAOTSUGU KONO IZUMI ITO

Contract Specialist Contracting Officer cc:

374 CS/SCXP

Distribution:

All prospective offerors

27 Aug 2024