Minutes_SiteVisit_FA520925Q0056.pdf

Controlled Unclassified Information

DEPARTMENT OF THE AIR FORCE

374th Airlift wing

28 Aug 2025

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. FA520925Q0056, Avigilon Surveillance System, Yokota Air Base, Japan

1. An escorted site visit for the subject requirement was conducted on 27 Aug 2025 at Bldg. 210 and various locations/gates at Yokota Air Base, Japan. The following individuals participated in the site visit:

Government 374 SFS SrA Taylor K. Arias Government Representative (GR) 374 SFS SrA Khales E. Davis GR 374 SFS TSgt Darrien L. Gadson GR 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 09:30 AM at Bldg. 210 at Yokota Air Base, Japan. SrA Arias ensured all participants checked in at 09:45 AM. The participants entered the Base Defense Operations Center (BDOC) Server Room and confirmed the current conditions of the server room. It was emphasized by the Government that the Avigilon surveillance system would be a new, stand-alone surveillance system; therefore, it would not be connected to the Air Force network.

3. The participants moved to Bldg. 1200 (West Gate) at 10:10 AM, followed by the railroad crossing by Bldg. 1296 (Wing Operations Center (WOC)) at 10:20 AM, Bldg. 82 (Terminal Gate) at 10:30 AM, Bldg. 448 (Fussa Gate) at 10:40 AM, Bldg. 4482 (East Gate) at 11:05 AM, the South Railroad Gate at 11:20 AM, and Bldg. 984 (Supply Gate) at 11:35 AM in order to survey the location and the conditions of each gate/location.

a. Bldg. 1200 (West Gate): It was confirmed that the cameras should cover the inbound and outbound lanes of traffic and read the license plate of each vehicle.

b. Railroad Crossing by Bldg. 1296 (WOC): It was confirmed that the cameras should capture any walk-on activities via the railroads (JR Hachiko Line), e.g., pedestrians who try to enter the base by trespassing the railroads.

c. Bldg. 82 (Terminal Gate): Same as Bldg. 1200.

Controlled Unclassified Information

d. Bldg. 448 (Fussa Gate): Same as Bldg. 1200.

e. Bldg. 4482 (East Gate): Same as Bldg. 1200.

f. South Railroad Gate: It was confirmed that the cameras should capture any walk activities via the railroads.

g. Bldg. 984 (Supply Gate): Same as Bldg. 1200. It was also confirmed that this requirement would not cover the activities for the vehicle inspection lane or the activities inside the parking lot in front of Bldg. 993 (Pass and Registration Office). However, the camera for the outbound lane should capture the movements of the vehicles leaving the parking lot and merging into the outbound lane at the point right after the outbound gate.

4. It was advised that the vendors prepare a quotation package in accordance with the submission instructions specified in Standard Form (SF) 1449, page 37 of 40, Addenda to Federal Acquisition Regulation (FAR) 52.212-1, paragraph 2(m)(2), and the evaluation criteria specified in SF 1449, page 40 of 40, FAR 52.212-2.

5. Any additional questions regarding the requirement shall be submitted to 374 CONS/PKBB in writing by Friday, 29 Aug 2025. The answers will be provided to all prospective offerors.

6. Offer Due Date: 08 Sep 2025, 02:00 PM, Japan Standard Time (JST)

7. The site visit was concluded at 11:50 AM.

8. 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 two (2) 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