Pre-Con Minutes_final_sig.pdf

25 October 2024

MEMORANDUM FOR: DISTRIBUTION

FROM: 374 CONS/PKSA

SUBJECT: Minutes of Pre-proposal Conference for Natural Gas at Yokota Air Base, Solicitation No.

FA520924R8001

1. A pre-proposal conference for the subject requirement was conducted at approximately 0930 hrs on 24 October 2024 at Yokota Air Base. The Government participants are listed below:

Name: Title: Organization:

Ms. Izumi Ito Contracting Officer 374 CONS Mr. Naotsugu Kono Contract Specialist 374 CONS Ms. Yuri Takashima Contract Specialist 374 CONS Mr. Hisashi Hashimoto Utility Manager 374 CES

2. After introductions, the meeting began with a review of the solicitation.

3. The Government reviewed the overarching components of the requirement, and emphasized several key points:

a. Memorandum for Prospective Proposer “Policies and Procedures for Doing Business with the U.S. Government”: This is a memorandum from the Commander of 374 CONS.

b. Notice to Offerors (NTO):

i. Para 1.a: Contract Assistance: Ms. Yuri Takashima, Mr. Naotsugu Kono, and Ms. Izumi

Ito for Contracting Officer

ii. Para 1.b: Submission of Offers. Submission by email or fax

iii. Para 1.c: Clauses or Provisions Incorporated by Reference can be found at full text at the specified websites.

iv. Para 1.d: The successful offeror must be licensed and approved under the Japanese Gas Business Act. The offeror shall furnish the Government copies of authorization as required by the solicitation.

v. Para 1.f: The CAGE code is necessary to complete the SAM registration.

vi. Para 1.g: The offeror is required to be registered in SAM at the time an offer is submitted and is responsible during performance and through final payment. Annual renewal is required.

c. Solicitation

i. Standard Form (SF) 1449:

- Solicitation Number is FA520924R8001

- The Government explained how to fill in SF1449 later.

ii. Para 1: This requirement is Natural Gas Supply. 5 years contract from 1 Apr 2025 to 31 Mar 2030.

iii. Para 1.1: There are 5 connection points as indicated.

iv. Para 1.2: The Contractor shall provide natural gas 24 hours a day, seven days a week.

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

v. Para 1.3: The Contractor shall coordinate with General Gas Pipeline Service Provider (Buyo Gas Co., Ltd.) and conduct periodic and emergency inspections, on Government-owned gas lines from five (5) supply points in accordance with Japanese Gas Business Act.

vi. Para 2: 1 Apr 2025 through 31 Mar 2030 (5 years)

vii. Para 3: As for technical data/requirement, refer to Statement of Work (SOW).

viii. Para 4.1: All prices shall be exclusive of any taxes.

ix. Para 4.2: Gas Resource Base is ¥99,100.00/ton.

x. Para 4.3: Total maximum amount is 150,000,000m3 for the life of contract.

xi. Para 4.4: Minimum guarantee is ¥50,000 for the first year of the contract.

xii. Para 4.5: The Estimated Annual Consumption is 27,672,570 m3. The Total Estimated

Consumption is 138,362,536 m3. See Attachment 2, Estimated Consumption.

xiii. Para 5: Applicable Clauses are inserted. Refer to URLs shown in NTO letter. The contract guarantees a minimum amount of ¥50,000 for the life of the contract. This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. An Annual Estimate Order will be issued each year (prior to gas being supplied) to inform the Contractor of the estimated quantity and estimated monthly usage in Exhibit A, Pricing Schedule for the year.

xiv. Para 6: Under Status of Forces Agreement between Japan and the United States, all prices shall be exclusive of any taxes.

xv. Para 7: Payment voucher, Standard Form 1034 shall be sent to the Contractor to claim the tax exemption by Defense Finance and Accounting Service. Address for invoicing and payment office were confirmed.

xvi. Para 8: In case of company merger, name change, address change, the Contractor needs to let CONS know as soon as possible.

xvii. Para 9: The Status of United States Armed Forces in Japan (SOFA) shall be integral parts of contract. The most current versions of the Transportation Service provisions of Buyo Gas Co., Ltd. is considered. Matters or doubts not provided in the contract shall be decided by the conference between delegates of the parties concerned with this contract.

xviii. Para 10: Any disagreement arising under this contract which is not resolved by the parties to this contract, refer to this paragraph.

xix. Para 11: For ombudsman procedure, refer to this paragraph.

xx. Para 12: Contracting Office, Contracting POCs and Technical Representative were confirmed.

xxi. Para 13: The Government’s obligation under this contract continuation is contingent upon the availability of appropriated funds from which payment for contract purposes can be made.

xxii. Para 14: Correspondence shall be conducted in English.

xxiii. Para 15: The Contractor is responsible for retaining an active SAM during performance of contract and through final payment.

xxiv. Para 16: If the Contractor hires “Covered DoD Official”, refer to this paragraph.

xxv. Para 17: From this point, these are provisions. The Government anticipates awarding a firm-fixed-price Indefinite Delivery Indefinite Quantity (IDIQ) contract.

xxvi. Para 18.1: See Atch 2, Estimated Consumption, for monthly and yearly estimated consumption.

xxvii. Para 18.2: The service locations are depicted in Atch 3, Supply and Gas Line Connection

Points.

xxviii. Para 18.3: No supplier subcontracting will be permissible in this contract.

xxix. Para 18.4: For evaluation purposes, Gas Resource Adjustment Cost and Renewable Energy Surcharge shall not be included in the prices, and a load factor assumes 65%.

xxx. Para 18.5: Offerors are advised to complete the necessary fill-ins where applicable.

xxxi. Para 18.6: Solicitation provisions will be physically removed from any resultant award, but will be deemed to be incorporated by reference in that award.

xxxii. Para 19.1: Offerors must follow the instructions contained in paragraph 19.

xxxiii. Para 19.2: The Contracting Officer has determined there is a high probability of adequate price competition in this acquisition. If at any time during this competition the contracting officer determines that adequate price competition no longer exists, the Government may request cost data to offeror(s) to determine the reasonableness and affordability of the price.

xxxiv. Para 19.3: An Offeror is required to be registered in SAM when submitting an offer or quotation and shall continue to be registered until time of award, during performance, and through final payment of any contract resulting from this solicitation.

xxxv. Para 19.4: The submission may be made by email or facsimile.

xxxvi. Para 19.5: If offerors fail to submit the followings, offerors are considered as non-responsive and ineligible for contract award.

xxxvii. Para 19.5.1:

a. Part I – Summary and Miscellaneous data:

(a) Signed Proposal. In doing so, the offeror agrees to the contract terms and conditions as written in the solicitation with attachments.

(1) Complete para 24, 25, and 26 fill-in, instead of para 23. Amendment 1 will follow for this correction.

(2) Active SAM.

(3) Standard Form 1449 with the fill-ins in 12, 17a Code (NCAGE), 17a, 30a, 30b, and 30c. (The Government went back to SF1449 and explained how to fill in)

(b) Copy of licenses evidencing registration with METI, GOJ.

(c) Copy of current financial statement.

(d) Acknowledgment of the all solicitation amendments, if issued.

b. Part II – Price Proposal: Exhibit A, Pricing Schedule for 5 years. The Government will explain how to fill in later.

xxxviii. Para 19.6: The offeror agrees to hold the prices in its offer firm for 150 calendar days from the date specified for receipt of offers.

xxxix. Para 19.7: Before making an award, the Contracting Officer will determine the successful offeror is responsible and has the capacity to satisfy the Government requirement. The Contracting Officer may request additional documentation or information other than submittals.

xl. Para 20.1: The Government will award a contract from this solicitation to the responsible offeror whose proposal conforming to the solicitation is evaluated to have the lowest and reasonable price and it will be the most advantageous to the Government. Lowest price will be determined by adding all items as addressed in Exhibit A, Pricing Schedule, for a total evaluated price (TEP).

xli. Para 20.2: A written notice of award will be furnished to the successful offeror.

xlii. Para 21: If the Contracting Officer notifies the Offeror that only one offer was received, the Offeror agrees to submit any additional cost or pricing data that is required in order to determine whether the price is fair and reasonable.

xliii. Para 22.1: Closing Date is 7 Nov 2024, 1100 hrs, Japan Standard Time. Any offer submitted to the Government after the closing date will be “late”. The late offer may be accepted if the conditions specified in para 22.1(b) are met.

xliv. Para 23.1: The Government intends to award a contract without discussions. However, if it is determined to be in the best interest of the US Government to hold discussions, the US Government may open discussions with the offerors.

xlv. Para 23.2.1: This is a competitive acquisition with price as the only evaluated factor. The Government will select the lowest total evaluated price (TEP) from the offeror who is determined to be responsible. Award will be made to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government.

Price Evaluation: The Government will rank all offers by the total evaluated price (TEP). The price evaluation will document the fairness and reasonableness of the TEP. The Estimate Amount is determined by multiplying the estimate consumption by the unit price, or adding the basic charge to the amount multiplying the estimate consumption by the unit price. If proposed price structure is a unit price only, a basic charge can leave blank. The offeror’s total proposed price for each Supply Point will be the Total Estimate Amount shown in Exhibit A, Pricing Schedule. TEP will be determined by addition of Total Estimated Amount of each Supply Point over five (5) years.

i. Para 24, 25, 26: Insert checkmarks to represent regarding certain telecommunication and video surveillance services or equipment, Covered Defense Telecommunications Equipment or Services – Representation, and Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services—Representation.

d. Solicitation, Exhibit A, Pricing Schedule:

i. Ms. Takashima explained step by step on how to fill in Pricing Schedule. Unit price shall be the third decimal place. Gas Resource Base is ¥99,100.00/ton. Unit price is subject to market price change, and it may be adjusted in accordance with Para 2 of SOW. For evaluation purpose, Gas Resource Adjustment Cost and Renewable Energy Surcharge shall not be included in the price, and a load factor assumes 65%. Price structure can be a basic charge and a unit price or a unit price only. If a unit price only, a basic charge can be a blank.

e. Technical Description: Mr. Hashimoto, Utility Manger, went over the requirements, emphasized items below.

i. Mr. Timmy Au is not present today, but he is Technical Representative.

ii. In case of emergencies, the Contractor must be able to receive trouble calls from the

Government, 24 hours a day, 7 days a week, and respond within thirty (30) minutes of an emergency call and inspect the gas system as specified in para 1.3.2. Emergencies. Also, it is very important to coordinate with Base Security Force and Base Fire Department when it is emergency.

iii. Required Technical Submittals 30 days after contract award are: 1. Ooguchi Gas Jyukyuu Yakkan, 2. Inspection/Maintenance Plan, and 3. Emergency Service Plan, as required in para 1.3.

iv. Post Award Conference: The contract guarantees a minimum amount of ¥50,000 for the life of the contract. This guarantee will be met by the Contractor’s attendance and participation in a Post-Award Conference at YAB. The conference shall provide a contract overview covering program requirements and procedures. Attendance is mandatory as specified in para 1.10.

f. Questions were received by 18 Oct 2024, 4:00 PM in JST. Questions and Answers (Q&A) are below.

i. Q: [RFP FA520924R8001, para 4.3] Do you have any arrangements in case the volume exceeds 150,000,000 m3 ?

A: Change will be made by a bilateral modification.

ii. Q: [RFP FA520924R8001, para 19.5.1 (a)] Does the proposal to be signed mean something other than the standard form?

A: See instruction 19.5.1. Proposal is a document with SF1449. Also, Ms. Takashima explained during the meeting.

iii. Q: [RFP FA520924R8001, para 19.5.1] Where is (a)(1) to be filled out?

A: Amendment will be issued. Fill-ins are needed for para 24, 25, and 26.

iv. Q: [RFP FA520924R8001, para 19.5.1 (a) (2)] How do I fill out Representations and Certifications online?

A: If you are registered in SAM, you should have already filled them out.

v. Q: [RFP FA520924R8001, para 19.5.1 (a) (3)] How do I write item 12 on the standard form1449?

A: DFAS payment terms is Net 30 days. If you have other terms, please insert it.

vi. Q: [RFP FA520924R8001, para 20.2] I need to know the expected date of the acceptance of offer notification.

A: Expected timeline is Dec 24 - Jan 25.

vii. Q: [RFP FA520924R8001, para 24.25.26] As for 24, 25 and 26, does it mean that they are not necessary if they are expressed in the SAM?

A: Please fill in them even though you have registered in SAM.

4. The preproposal conference and the site visit concluded at approximately 1030 hours.

5. These minutes shall be submitted to all attendees. The foregoing is a brief summary of the pre-proposal conference conducted for this acquisition. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes by 1500 hrs on 30 Oct 2024 in Japan Standard Time. Failing notification to the contrary, these minutes will stand for the record.

Prepared by:

YURI TAKASHIMA

Contract Specialist

Reviewed by:

IZUMI ITO

Contracting Officer