FA520926Q0014_PreProposalConf_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

374TH AIRLIFT WING

21 Apr 2026

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKBC

Unit 5228, Bldg 620, Yokota Air Base Fussa-shi Tokyo 197-0001

SUBJECT: Pre-Proposal Conference and Site Visit Minutes – FA520926Q0014, Operation and Maintenance of Combined Heat and Power (CHP) plant at Yokota Air Base (YAB), Japan

1.0. Pre-proposal conference was conducted 21 Apr 26 at 1300 hours on YAB to explain and clarify the government’s requirement, and assist prospective offerors to submit quotes with full understanding. Mr.

Daisuke Kawasaki, Contract Specialist, gave introduction of present government parties and background information on the subject Request For Quote (RFQ). See Attachment 1 for attendees.

2.0. The following essential requirements pertaining to the subject RFQ were presented by Mr. Kawasaki:

2.1. Submission of quotations will be accepted in writing by e-mail or faxes machine to the Contract Specialists and Contracting Officer; closing 30 Apr 2026 at 3:00pm JST. Government will confirm receipt of their submission via email reply.

2.2. Offeror is required to register with SAM prior to submitting a quotation.

2.2.1. Awardee requires WAWF (web-based invoicing system) registration to submit invoices

2.3. Explained Addenda to 52.212-1 Instructions to Offerors - Commercial Products and Commercial Services (Deviation) Feb 2026 (Solicitation page 28)

2.3.1. PART I – Coversheet must be completed by each offeror (Standard Form 1449; page 1)

2.3.1.1. Block 12 – Discounts are not an expectation nor factor in evaluation

2.3.1.2. Block 17a – Offeror to include company CAGE Code information

2.3.1.3. Blocks 30a, 30b, 30c – Offeror will fill information of individual capable of signing contract on behalf of the company

2.3.2. PART II – Price for offerors

2.3.2.1. Offeror shall submit prices for CLIN 0001(Operation) and 0002(Maintenance) in own format. CLIN 0003 and 0004 are not required to be priced. Total quoted monthly price will be multiplied by 24 (total ordering period) and for comparison to other offers. Any and all anticipated cost for the 24 months are to be included in CLIN 0001 or 0002 only.

2.3.3. PART III – Technical evaluation

2.3.3.1. Offerors are to provide complete responses for Submittal 1 and 2 in their own formats

2.4. Explained fill in clauses (Solicitation page 24)

2.4.1. FAR 52.209-7(2)(b) Information Regarding Responsibility Matters

2.4.2. FAR 52.229-11(d) Tax on Certain Foreign Procurements-Notice and Representation.

2.4.3. DFARS 252.204-7016(c) Covered Defense Telecommunications Equipment or Services- Representation.

2.4.4. DFARS 252.204-7017(d) Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation.

2.5. Explained expectation of Indefinite-Delivery Indefinite-Quantity (IDIQ) contract. 24 month ordering period with an initial plan of two 12-month Task Orders (TO). IDIQ allows for as many task orders within ordering period up to contract ceiling. Level II work will be negotiated at the TO level.

2.6. Explained Evaluation Factors (Solicitation page 31) – Quotes will be evaluated on lowest price technically acceptable.

3.0. The pre-proposal conference closed at 1327 hours.

4.0. Site visits to CHP plant for the contractors started at 1335 hours and ended at 1410 hours.

5.0. A copy of the minutes will be distributed to all attendees. Offerors were informed that they should not submit a quotation without a full understanding of the PWS as it will cause future problems. Offerors were advised to submit additional questions or request for information as to 374 CONS/ PKBC, Mr. Daisuke Kawasaki and 2d Lt Marilynne Wilkins, no later than close of business (4:00pm JST) 22 April 2026.

Responses will be provided to all offerors no later than 28 April 2026.

MARILYNNE A. WILKINS, 2d Lt, USAF Contract Specialist

DAISUKE KAWASAKI, Mr.

Lead Contract Specialist

TOMOKO SHIODA, Ms.

Contracting Officer

Attachments:

1. FA520926Q0014_PreProposalConf_Signin (for Government record only)

2. FA520926Q0014_Questions