(Pre-Proposal Con) 0_Minutes_FA520924Q0060.pdf

Controlled Unclassified Information

DEPARTMENT OF THE AIR FORCE

Pacific Air Forces

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-Proposal Conference for Request for Quotation (RFQ) No. FA520924Q0060, Movement and Maintenance of Government Furniture and Appliances at Naval Air Facility (NAF) Atsugi

1. In accordance with (IAW) the Notice of Offerors for the subject solicitation, the subject conference was conducted at Bldg. 949 in NAF Atsugi from 0900 hours on 04 Sep 2024 Japan Standard Time (JST).

Participants are as listed below:

Government

374th Contracting Squadron/Specialized Flight (374 CONS/PKSB) Mr. Ken Sato Contracting Officer Mr. Kenji Urasaki Contract Specialist Ms. Anju Bilyk Contract Specialist Ms. Mariko Kobayashi Contract Specialist

NAF Atsugi Housing Service Center (AHSC) Mr. James Bowden Director Mr. Reginald Bodwin Deputy Director Mr. Hilario Ramirez Housing Manager Mr. Toshiyuki Nakamura Facility Manager Mr. Tomoo Kawakubo Warehouse Manager/Contracting Officer Representative (COR) Ms. Akiko Flowers Furnishing Manager

2. Mr. Urasaki opened the conference by introducing the attendees of the Government’s representatives.

3. The following documents were posted on SAM and distributed to the prospective offerors in advance:

(1) Policies Procedures for Business w U.S. Government

(2) Notice to Offerors

(3) Solicitation – FA520922Q0056

(4) Attachment 1 Performance Work Statement (PWS)

(5) Attachment 2 Past Performance Reference List

(6) Exhibit A – E Pricing Schedule

4. Mr. Urasaki requested the prospective offerors to read through the above documents, and then provided explanation focusing on the important matters. Content of the session were as follows

a. Offer due date, method, and attention of offers:

No later than 24 Sep 2024, 1400 hours (JST) via email attending Mr. Urasaki and Mr. Sato. Offerors may use DoD SAFE when the offeror is incapable of submission via email, and may use fax if the offeror has technical issued on both email and DoD SAFE. Government will send an acknowledgement email in response to receipt of email.

(See RFQ Page 1, Block 8 & Page 192, Addendum to FAR 52.212-1)

b. Minimum and Maximum Value:

The minimum guarantee for this contract, including all ordering periods is JPY 100,000. The maximum value including options is JPY 400,000,000.

c. Period of Performance (See RFQ Page 3):

The resulted contract will have five (5) ordering periods instead of basic period plus option years. This is to reduce administrative burden of exercising options. The period of performance is automatically extended for a successive one-year period upon expiration of the previous period.

The following is the tentative schedule of the ordering periods. The Government still holds the unilateral right to exercise the option on the current contract in accordance with (IAW) 52.217-8, which may change the period of performance below.

• Ordering Period One: 1 Jan 2025 thru 31 Dec 2025

• Ordering Period Two: 1 Jan 2026 thru 31 Dec 2026

• Ordering Period Three: 1 Jan 2027 thru 31 Dec 2027

• Ordering Period Four: 1 Jan 2028 thru 31 Dec 2028

• Ordering Period Five: 1 Jan 2029 thru 31 Dec 2029

d. Instruction of Completing Fill-Ins of the RFQ:

(1) Follow RFQ Page 192, “Instructions, Conditions, & Notices to Offerors or Quoters” Addendum to FAR 52.212-1(b).

(2) In Page 1, Fill Blocks 12, 17a, 30a, 30b and 30c. Block 12 (Discount Term), “Net 30 days” should be filled unless the offeror would discount the amounts to be paid in the event the Government makes earlier payment than 30 days.

(3) For Pages 3 thru 38, the Unit Prices and Amounts (Quantity x Unit Price) for all the CLINs, should be filled using the Exhibits A – E pricing worksheet.

(4) RFQ Page 163: Explanation of Remittance Address and 252.232-7006 Wide Area WorkFlow Payment Instructions, was briefly covered.

(5) RFQ Page 173: Explanation of 52.216-19 Order Limitation was conducted.

(6) RFQ Page 174: Explanation of Government’s unilateral right to exercise options IAW 52.217-8.

(7) RFQ Page 178, Cover applicable clauses that needs to be filled-in or checked by the offeror.

e. Additional Instruction for RFQ Page 192 - 193, “Instructions, Conditions, & Notices to Offerors or

Quoters” were provided, including specific instructions on submission.

f. Evaluation Factors for Award (See RFQ Page 195 – 196): Explanation of the evaluation method was provided.

5. Mr. Urasaki provided further explanation on the PWS, focusing on the followings:

a. Description of Services/ General Information. (Para 1)

b. Area of Performance (Para 1.1)

c. General Pickup and/or Delivery Services (Para 1.3.1)

d. Cancellation Charges (Para 1.6) and Emergency Services (Para 1.7)

e. Cleaning and Maintenance Requirement (Para 1.8)

f. Installation Base Passes (Para 1.10.4.1)

6. Upon concluding the presentation, the attendees were escorted to AHSC Warehouse to observe the furniture and appliance that will be moved and maintained for this requirement. Mr. Kawakubo and Mr. Nakamura provided instructions on how maintenances are currently conducted by the Government. The instructions are summarized and listed on a separate document.

7. Questions asked through the pre-proposal conference are listed on separate document.

8. Mr. Urasaki advised the offerors that they should submit any questions via e-mail to Mr. Urasaki desired as no later than 13 Sep 2024.

9. The conference was concluded at 11:40 (JST).

10. The foregoing is a brief summary of the discussions held during the subject conference. If there should be any discrepancies between the requirements in the solicitation and verbal explanations in the conference, written requirements in the solicitation prevail unless the solicitation is amended. 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.

11. If you have any questions regarding this matter, please contact Mr. Kenji Urasaki at 042-552-3010 or DSN 225-

8623 or email at kenji.urasaki.jp@us.af.mil or the Mr. Ken Sato at 042-552-3010 or DSN 225-7663 or email at ken.sato.jp@us.af.mil.

KENJI URASAKI KEN SATO

Contracting Specialist Contracting Officer

Attachment:

(1) Pre-Proposal Conference Slide

(2) Pre-Proposal Conference PWS

(3) Pre-Proposal Conference Solicitation

(4) Q&A and Maintenance Instruction cc: AHSC

Distribution: All prospective offerors mailto:kenji.urasaki.jp@us.af.mil mailto:ken.sato.jp@us.af.mil