30Q0030 Pre-Proposal_Site Visit Minutes signed.pdf

DEPARTMENT OF THE AIR FORCE

374TH CONTRACT SQUADRON

CUI

23 April 2026

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Minutes of Pre-proposal Conference for Request for Quotations (RFQ) No.

FA520926Q0030, Rental, Leasing, Emptying, Cleaning, and Re-supplying of Portable Latrines and Hand Wash Stations for the 2026 Friendship Festival

1. Pre-Proposal Conference Overview

In accordance with the Notice to Offerors for the subject solicitation, a pre-proposal conference and site visit was held on 23 April 2026 at 1000 hours at Building 620, Yokota Air Base. The purpose of the conference was to provide prospective offerors with guidance on quote submission and to conduct an escorted inspection of the installation sites to assess the nature and location of the work.

Participants:

• Government

• 374th Contracting Squadron (374 CONS)

• Ms. Tomoko Shioda, Team Lead/ Contracting Officer (CO)

• Ms. Shoko Toda, Contracting Officer (CO)

• Ms. Mikiko Owada, Contract Specialist (CS)

• 374th Civil Engineering Squadron (374 CES)

• Mr. Galli Delfin, Service Contract

• SSgt Matthew R Goldstein, Service Contract

• Prospective Offerors

• Names not listed.

2. Introduction

Ms. Mikiko Owada, Contract Specialist, provided the opening remarks for the conference.

Following this, Government representatives introduced themselves and confirmed that all vendors at the conference received a complete solicitation package, which included:

• a. Notice to Offerors

• b. Standard Form (SF) 1449

• c. Attachment 1: Performance Work Statement (PWS) with site map

• d. Attachment 2: Pricing Schedule

• Site Map

3. Supplemental Instruction

A detailed explanation of the solicitation documents was provided. It was emphasized that questions should be submitted no later than 1400 hours on 24 April 2026. The quote submission deadline remains 28 April 2026 at 1400 hours.

During the briefing, an explanation was provided regarding the Contract Line-Item Number

(CLIN) structure in the Pricing Schedule. It was clarified that the solicitation includes two separate CLINs for nearly identical items. The Government explained that this separation is strictly an administrative requirement due to the use of different funding sources for those items.

Thus, total amount of quote should be divided into CLIN 0001 and CLIN 0002. The percentage of CLIN 0001 shall be 50% of the total amount of quote as well as CLIN 0002.

Additionally, Ms. Shioda briefed the attendees on the recent FAR overhaul. She clarified that these newly overhauled FAR regulations will be utilized for the new contract documents associated with this solicitation. It was noted that any contracts awarded prior to the release of the FAR overhaul will remain unchanged.

4. Site Visit and Questions & Answers

The site visit commenced following the initial briefing. During the conference and site visit, the following questions were raised by prospective offerors and addressed by Government representatives:

• a. Transportation Access (Site A):

• Question: Where can the contractor transport the items onto the installation for

Site A?

• Response: The 374th Civil Engineer Squadron (CES) representative confirmed that two gates are available to bring items in. CES will provide specific instructions regarding the authorized gate and delivery times prior to the performance start date.

• b. Installation Schedule (Site A):

• Question: The site is currently only available in the evening for installation. Is it possible to arrange an earlier installation time?

• Response: The CES representative stated they will make their best effort to arrange an earlier schedule. However, offerors must base their quotes on the current schedule as specified in the PWS unless a formal amendment is issued.

• c. Installation Layout (Location C):

• Question: At Location C, it may not be possible to install the portable latrines in a single, continuous line as shown on the map. Can the installation be arranged in another configuration?

• Response: Yes. The CES representative confirmed that it is possible to install the latrines in configurations other than a single line. Acceptable alternatives include breaking the line into smaller sections or utilizing a back-to-back installation arranged in two rows.

• d. Solicitation Addenda (52.212-1 Instructions to Offerors):

• Question: In the solicitation addenda to 52.212-1, Instructions to Offerors, on page 17, paragraph (b) states: "Submit a potential training schedule of this requirement including date and time that you can offer if awarded." Is this required?

• Response: The Contracting Squadron (CONS) representative clarified that this requirement is Not Applicable (N/A) for this solicitation.

5. Conclusion

The pre-proposal conference and site visit concluded at 1130 hours.

6. Final Remarks

This memorandum summarizes the discussions held during the pre-proposal conference.

Attendees are requested to notify the undersigned of any additional information, clarifications, or corrections to these minutes within three (3) business days from the distribution date. Absent such notification, these minutes will be considered final and entered into the record.

SHOKO TODA

Contracting Officer cc: 374th Civil Engineering Squadron

Distribution: All prospective offerors