Minutes_of_Pre-sol_conference.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

11 Apr 17

MEMORANDUM FOR DISTRIBUTION

FROM: 18 CONS/LGCA

Bldg99, Kadena AB Okinawa, Japan 904-0000

SUBJECT: Minutes of Pre-solicitation Conference and Site Visit for Offerors

Reference: Solicitation No. FA5270-17-Q-A009, MFH Grounds Maintenance Service, Okinawa, Japan

1. A pre-solicitation conference was conducted at Bldg. 99, Kadena AB, Okinawa, Japan from 0900 hours on 4 Apr 2017. The following personnel were in attendance:

a. Government:

Ms. Lavisha Ashford, 718CES/CEHMF, Chief Ms. Yumiko Oshiro, 718CES/CEHSFM, COR Ms. Andrea Strong, 18CONS/LGCA, Contracting Officer Ms. Yayoi Iha, 18CONS/LGCA, Buyer

b. Prospective Offerors (listed in alphabetical order):

Eight Co., Ltd Hikari Zoen Co., Ltd Kankyo Seibi Co., Ltd Okiden Kaihatsu Inc.

Yonamine Tososha Inc.

2. The purpose of the pre-solicitation conference and site visit was to explain the solicitation package and allow offerors to view the site.

3. Ms. Iha explained the following using attached handout:

a. Scope of Work

b. Contract Type

c. Task Order

e. Contract Period

f. Submission of Quotation

g. Evaluation Factor

h. Site Visit

i. Milestone

4. Following question and answer were presented during the conference:

Q. Is the commercial domain “GMAIL” prohibited to submit the quote in the Airforce?

A. We do not have any policy/momerandum to prohibit the use of “GMAIL” account. As mentioned during the conference, the Government encourage email submissions to offerors.

5. Following the pre-solicitation conference which ended at 0930 hrs, the site visit was conducted at Bldg.

10224 & 10225 (Marek Park), and Bldg. 2136 (Stearley Heights, South).

a. At each site, Ms. Oshiro, COR made on-site briefing to all attended offerors in regarding to details of regular cut (town house style units and stacked multiplex units) and special cut.

b. Below is the sample of work area.

Regular cuts

Note:

If the parking lot area located within the 80 feet of the Military Family Housing (MFH) unit, the contractor shall responsible to maintaining the area. Parking stalls shall be swept and all weeds and debris removed.

Special cuts

Example:

- If the Special cut area is at GREEN area, the related units are 2136, 2114, 2116 and 2120. Therefore, this GREEN area service will be Special Cuts UNIT Price x 4 Units.

- If the Special cut area is at ORANGE area, the related units are 2134 and 2124. Therefore, this

ORANGE area service will be Special Cuts UNIT Price x 2 Units.

Site Inspector is always coordinate with contractor to determine the required area and the related units before providing services.

c. At the end of the site visit, Ms. Iha reminded offerors that any questions should be submitted in writing using Atch 7 Questionnaire Form not later than 10 Apr 2017.

6. The site visit was adjourned at 1030 hrs.

Prepared by: YAYOI IHA Contract Specialist

IHA.YAYOI.1

366263159

Digitally signed by

IHA.YAYOI.1366263159

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=IHA.YAYOI.1366263159 Date: 2017.04.10 16:36:39 +09'00'

Reviewed by: ANDREA STRONG Contracting Officer

Atch:

Handout

Distribution:

All prospective offerors

STRONG.ANDRE

A.L.1148570821

Digitally signed by

STRONG.ANDREA.L.1148570821

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=STRONG.ANDREA.L.1148570821 Date: 2017.04.10 15:12:55 +09'00'

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Pacific Air Forces

FA5270-17-Q-A009

MFH Grounds Maintenance Service, Okinawa, Japan

Pre-Solicitation Conference/ Sitevisit 4 Apr 2017/0900 a.m.

18 CONS/LGCA, Bldg 99.

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INTRODUCTION

718 Civil Engineering Squadron (718CES) Ms. Lavisha Ashford Ms. Yumiko Oshiro

18 Contracting Squadron (18CONS) Mr. William Mann, Flight Chief TSgt Justin Haynes, Contracting Officer Ms. Yayoi Iha, Contract Administrator

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TOPICS

Scope of Work Contract Type Task Order Contract Period Submission of Quotation Evaluation Factor Site Visit Milestone

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SCOPE OF WORK

Provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at vacant/assigned units DoD Military Family Housing (MFH) units on Okinawa, Japan

CLINs MFH Grounds Maintenance Regular cuts Special Cuts

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CONTRACT TYPE

Fixed Price Indefinite-Delivery Indefinite- Quantities (IDIQ) Contract

Provides for an indefinite quantity, within stated limits, for supplies or services within a fixed period.

Require the Government to order and the contractor to furnish at least a stated minimum quantity of supplies or services.

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TASK ORDER

The services will be required on call basis under the Task Order (TO) to be issued under the contract as requirements are identified by the Government and funds become available.

TO include:

- Contract Line Item

- Delivery Period

- Required Quantities (Minimum Qty should be included in the first TO) 6

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CONTRACT PERIOD

Parent Contract

- Basic Year : 1 June 2017 – 31 Dec 2017

- Option Year One (1) : 1 Jan 2018 – 31 Dec 2018

Task Order: May be any length of time and for any amount as long as they fall within an ordering period and minimum/maximum quantity range.

Usually 1 year for this requirement, however, dependent on need and funding. 7

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CONTENTS OF THE

SOLICITATION PACKAGE

Solicitation – Manual RFQ Atch 1, PWS dated Dec 2016 Atch 2, --- None --- Atch 3, Corporate Experience Information Atch 4, Past/Present Performance Information (PPI) Atch 5, Past/Present Performance Questionnaire (PPQ)(with a cover letter) Atch 6, Pre-Solicitation Conference/Site Visit Reservation Form Atch 7, Questionnaire Form

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SUBMISSION OF QUOTE

(Ref. Addenda to FAR 52.212-1 Page 6-10)

Part I – Summary, Price and Miscellaneous Data (Solicitation)

- Complete “Exhibit A” (Insert quoted UNIT PRICE (pg2)

- Complete “Contractor Information” (pg2)

- Complete “FAR 52.212-3” as applicable (www.sam.gov)

- Complete “FAR 52.209-7” as applicable (pg5)

Part II – Technical Information

- Corporate Experience – Atch 3

Complete and submit along with your quote Part III - Past Performance Information

- Past Performance Information (PPI) - Atch 4 Complete and submit along with your quote

- Past Performance Questionnaire (PPQ) – Atch 5 PPQ shall be sent directly from your references to the 18

CONS/LGCA.

*** Highly encourage email submissions! *** 9 I n t e g r i t y - S e r v i c e - E x c e l l e n c e 10

EVALUATION FACTORS

(Ref. FAR 52.212-2 Page 10 thru 13)

Evaluation Factors:

Price Technical Past Performance

This is a competitive Lowest Price Technically Acceptable (LPTA) evaluation with the Total Evaluated Price (TEP) and technical acceptability includes both an evaluation of corporate experience and past performance to determine technical acceptability process.

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SITE VISIT

Regular Cut Units Bldg 10224 Merek Park Bldg 10225 Merek Park

Special Cut Unit Bldg 2136 Stearly Heights

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MILESTONE

10 April 17 (Mon.) 1100 am - Questionnaire Form (Atch 7) due.

20 April 17 (Thu.) 1100 am – PPQ (Atch 5) due.

***Must be submitted directly from your references to

18CONS/LGCA***

25 April 17 (Tue.) 1100 am - RFQ Closing Date (Bldg#99) Solicitation RFQ FA5270-17-Q-A009 Technical Information

- Corporate Experience Information (Atch 3) Past Performance Information

- PPI (Atch Atch 4)

*** Highly encourage email submissions! ***

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Federal Business Opportunities (FBO)Website https://www.fbo.gov

If any changes, amendment and/or notice will be posted publicly on this website.

Highly encourage to acknowledge all amendments.

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CONCLUDE

We conclude pre-solicitation briefing for the MFH Grounds Maintenance Service, Okinawa, Japan

GOOD LUCK TO ALL OF YOU

Any Questions…..

Please submit the question form