Minutes_SiteVisit_FA520926Q0071_CHP.pdf

DEPARTMENT OF THE AIR FORCE

374TH AIRLIFT WING

14 Sep 2026

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. FA520926Q0071, Purchase of Combined Heat Plant

(CHP) Materials for Yokota Air Base, Japan

1. An escorted site visit for the subject requirement was conducted on 10 Sep 2026 at Bldg. 541, CHP, at Yokota Air Base, Japan. The following individuals participated in the site visit:

Government

374 CES/CEOEM TSgt Sharmaine H. Rasmussen Section Chief, Material Control

374 CES/CEOEM Ms. Angel J. Kenney Supply Specialist

374 CES/CEOEM Mr. Takeshi Hada Supervisor, Material Acquisition

374 CES/CEOEM A1C Juaquin N. Dacoco Material Control

374 CES/CEOFE TSgt Joseph P. Fortaliza Section Chief, Electrical Systems

374 CONS/PKBB Mr. Clifford P. Cruz 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 02:00 PM in front of Bldg. 541 at Yokota Air Base. The participants entered the facility to verify the delivery locations and the physical site conditions.

a. Ammonia Water: Regarding the Statement of Work (SOW), paragraph 1.2.1.1.3, it was confirmed by the Government that the estimated amount of the vaporized ammonia to recapture at the time of filling the ammonia tank with ammonia water is unknown as no data is available to verify the estimated amount. The Contractor shall capture the air containing vaporized ammonia that is pushed out of the tank through the pipe connected to the Contractor’s tank truck while the tank is being filled up with ammonia water.

b. Standard Gases: The attendees were advised that the Contractor shall place the ordered standard gases at the designated area within the CHP area at the time of delivery. Additionally, the

Contractor shall collect empty cylinders from the site. It was confirmed that it is the

Government’s responsibility to replace the currently used cylinders with the newly delivered cylinders at a later date.

3. At the end of the site survey, Mr. Kato emphasized the following information in the solicitation package.

a. Terms and Conditions of Blanket Purchase Agreement: Mr. Kato emphasized the ordering period and the purchase limitation specified in Standard Form (SF) 1449, page 3 of 27.

b. Payment Method: Both the Government Purchase Card (GPC) and the Electronic Funds Transfer

(EFT) will be utilized as a payment method. The Government will specify a payment method at the time of placing each order. The unit prices must include any transaction fees for both the methods.

c. Required Documents for Submission: It was advised that the offerors prepare a quotation package in accordance with the submission instructions specified in SF 1449, page 23 of 27, Addenda to Revolutionary Federal Acquisition Regulation (FAR) Overhaul (RFO) 52.212-1, paragraph 2(f)(2), and the evaluation criteria specified in SF 1449, page 26 of 27, RFO 52.212-2.

d. Price List: The offerors must quote on all line items, except Exhibit Line Item Number (ELIN)

A002, in the Price List in order to be considered for award. The offerors are NOT required to provide unit price for ELIN A002, Disposal Charge (Excess Ammonia Water).

e. Product Information and Lead Time: The offerors were advised that the product information and the lead time information be provided in accordance with SF 1449, page 23 of 27, Addenda to

RFO 52.212-1, paragraph 2(f)(2)(iii). The Product Specification Data may be in any format, e.g., the offeror’s standard quote format, data sheets, and/or catalog excerpts as long as it allows the

Government to verify that the offered products meet all requirements specified in the SOW.

4. Offer Due Date: 17 Sep 2026 at 02:00 PM, Japan Standard Time (JST), as specified in the original solicitation.

5. The site visit was concluded at 02:50 PM.

6. 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 CLIFFORD P. CRUZ

Contract Specialist Contracting Officer

Distribution:

All attendees