26Q00280001 Pre-proposal Conference_Site Visit Meeting Minute.pdf

DEPARTMENT OF THE AIR FORCE

374TH AIRLIFT WING

Date: 29 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. FA520926Q00280001, Inspection and

Maintenance of Electric Gate Systems at Yokota Air Base, Japan

1.0. Pre-proposal conference was conducted at Bld.620 from 0900 hours on 29 July 2026 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. Mariko Kobayashi, Contracting Officer as follows:

2.1 Explained the solicitation documents: Doing Business with Government, Notice to Offeror, and

SF 1149.

2.2 Explained FAR 52.212-1, Instructions to Offerors: other required solicitation documents (Pricing Exhibit and electrician license)

2.3 Explained FAR 52.212-2, Evaluation: Lowest price technically acceptable (Bids will be evaluated based on price and required license).

2.4 Explained FAR 52.212-4: Tax needs to be excluded in the bid.

2.5 Mr. Kawasaki made an additional comment for the offeror to include SF 30, Amendments of Solicitation, with contractor’s acknowledgement when submitting the bid documents.

2.6 Explained that the contract is an IDIQ five (5) year base contract from 1 October 2026 to 30 September 2031. Guaranteed minimum amount for the life of the contract is USD 1,000 while the maximum amount is USD 348,000.

3.0. The Government Representative (GR), Mr. Bando briefed and emphasized the outline of the PWS to all the offerors as follows:

3.1. Anything out of scope needs to be discussed with 374 CONS.

3.2. There are currently 15 gates; however, this number is subject to change at any point during the contract term.

3.3. Preventive Maintenance (para 1.1): Main service includes preventive maintenance to inspect the gates for any deterioration and to restore the gate to operational condition. This includes getting rid of any foreign objects that prevent it from functioning and keeping the area clean.

3.4. Service Repair Call (Para 1.2): Contractors must respond within three hours of an urgent government request. Only three designated individuals—Mr. Bando, Mr. Delfin, and one member (TBD)—are authorized to request this service; contractors may decline requests from unauthorized personnel. Work must be completed within the mutually agreed timeframe. Service Repair Call quotes must include labor costs only; other repair or material costs fall under Level 2 Work. The price exhibit’s estimate of 40 calls per year is solely for establishing unit pricing.

3.5. Work Schedule (para 1.5.2): Contractor shall submit an annual schedule. This schedule must be submitted before the start of contract. However, it can be adjusted later. This yearly schedule will be sent to the facility managers of each gate for approval before the service can commence.

3.6. Contractor Access to Base (para 1.9): Contractors asked if there is any time a base cannot be accessed. GR responded that only in cases like exercise or other urgent cases, the base may shut down. Terminal Gate is the only gate that has 24/7 access and contractors are to access base through that gate if it they are required to do inspection/maintenance service in an irregular time.

3.7. Mr. Bando explained that under a new requirement, personnel working on the flightline will be required to undergo annual training. This requirement is currently under discussion, and additional details will be shared as they become available.

3.8 Mr. Bando also mentioned that the government will request the contractor to provide a demonstration on how to manually open and close electric gates so that the government can act promptly in case of emergencies.

4. Mr. Bando led the site visit and showed Gate 1 and Gate by Bldg. 955 to explain the parts and functions of the gate.

4.1 Vendor asked a question if everyone is required to have a license to provide the service. Mr.

Bando responded that anyone doing inspection and maintenance of the gate is required to have a license as mentioned in para 1.8.2.3. of the PWS.

4.2. The site orientation concluded at around 1100 hours.

4.3 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 by 31 Jul 26, COB.

4.4 The extended deadline for submitting the bid will be 12 Aug 26, 12:00. A solicitation amendment will be issued by the 374 CONS. 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.

DAISUKE KAWASAKI

Contracting Officer