2. 26Q0026 Pre-proposal Conference Meeting Minutes.pdf

DEPARTMENT OF THE AIR FORCE

374TH AIRLIFT WING

Date: 15 July 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 Minutes for RFQ No. FA520926Q0026, Prisoner of War

(POW)/MISSING IN ACTION (MIA) Memorial Grounds Maintenance and Pond Cleaning at Yokota Air Base

1.0. Pre-proposal conference was conducted at Bld.703 from 0900 hours on 15 Jul 26 to explain and clarify the government’s requirement to the prospective offerors and assist them in submitting their offers with a full understanding.

2.0. The important and essential requirements pertaining to this RFQ in each section were presented by Ms. Tomoko Shioda, Contracting Officer as follows:

2.1. Submission of quotations will be accepted by e-mail to the Contract Specialist and Contracting Officer. Government will confirm receipt of their submission via email reply.

2.2. Explained that the contract is an IDIQ five (5) year base contract.

2.3. Explained that we have previously received a question from a U.S. vendor, if there is any incumbent for this contract. We do have an incumbent. Therefore, in response, the government instructed the vendor to go to a website (https://www.usaspending.gov/) and input “pond cleaning” in filter by keyword block, and “Japan” in location to find the incumbent contract.

2.4. Explained Addenda to 52.212-1, Instruction to Offerors – All quoters shall submit copies of licenses as required at paragraph 4.3 of the PWS. In the event the quoters does not submit the required licenses, the quoter may not be deemed “Responsible”. Certificates and quotes shall be submitted by 31 July 2026, 14:00 (JST).

2.5. Explained FAR 52.212-2, Evaluation Factor for Award-Commercial Items: Basis for award was explained and expressed; the award is determined by lowest price that meets the requirement specifications.

3.0. The Contracting Officer’s Representative (COR), Mr. Yokomizo briefed and emphasized the outline of the PWS to all of the offerors as follows:

3.1. 2 New changes in PWS: (1) Kofu rock and POW/MIA memorial marker shall be monitored and maintained (para 1.3.7.2). (2) Contractor needs to provide food and feed the Koi fish. There https://www.usaspending.gov/ are around 14-15 groups of Koi fish. Therefore, COR suggested an estimate of 5kg x 10 bags to be prepared per year. It is contractor’s ultimate responsibility to come up with an appropriate amount of food to prepare for the Koi fish. Contractor will include a cost-estimate for the food when submitting the quote (para 1.5)

3.2. Submittal (para 2.1.1.): Once the contract begins, the contractors shall submit monthly work schedule, annual work plan, schedule for level II, and completion report. Failure to submit these will mean failure to perform.

3.3. Kofu Rock (para 1.3.7.2): Contractor shall monitor and maintain the rock. It needs to be inspected or cracking, chipping, stains, and stability.

3.4. Aquatic Fish (CARP/ KOI) and other Wildlife (para 1.5): The Contractor is responsible for providing fish feed and ensuring overall fish health. The Contractor shall immediately notify the COR of any health irregularities, including bug or insect infestations. It was noted that the contract scope may expand in the near future to require the Contractor to actively mitigate such infestations.

3.5. Pond cleaning (para 1.4.1.): Contractor shall clean the water twice a month. When chemicals are used, it shall be coordinated with and approved by the COR. The moss on the rocks inside the pond must be cleaned as well.

3.6. Level II Work (para 1.6.): These works include maintenance and repair that exceeds normal operations. Such work will include repairing of pumps and addition or removal of trees/bushes.

3.7. Pumps (para 1.4.3.): Contractors shall perform quarterly inspection on the equipment. In cases of bad weather conditions, such as typhoon, it shall be inspected immediately.

3.8. The site orientation concluded at around 1000 hours.

3.9. The foregoing is a summary of the discussions held during pre-proposal conference. Quoters are requested to submit questions to 374 CONS/ PKBC, Ms. Mariko Kobayashi not later than 17 Jul 2026, 14:00.

TOMOKO SHIODA

Contracting Officer