Airfield_Paving_IDIQ,_Pre-Proposal_Conference_Minutes.pdf

DDEPARTMENT OF THE AIR FORCE

PPACCIFIC AIR FORCES

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 18 CONS/LGCC

UNIT 5199

APO AP 96368-5199

BLDG 95, KADENA AIR BASE

OKINAWA, JAPAN

SUBJECT: Pre-proposal Conference Minutes, Solicitation FA5270-17-R-0007, Airfield Paving IDIQ Contract, Kadena Air Base, Okinawa, Japan

1. This is a minutes of the pre-proposal conference for a subject solicitation conducted on 8 Aug 17 at 1000 hours by the 18th Contracting Squadron IAW solicitation provisions, AFFARS 5352.215-9001, Notice of Pre-bid/Pre-proposal Conference. Total 13 representatives from 5 firms attended this conference. See attachment 1, sign in sheets for the list of attendees.

2. The conference was opened by Mr. Wynder at 1000hrs with introduction of all Government representatives. Mr. Wynder explained the requirements and the instruction of the solicitation by presenting the Slide Show (attachment 2).

Highlights of the instructions:

Project Description Contract Type Performance Period Minimum Guarantee ($2,000 or Yen equivalent) Order Limitation Proposal CLINs (Exhibits A~E) Contract clauses and solicitation provisions Fill-ins, representations, and certifications Bid Guarantee Section J (Exhibits and Attachments) Preparation of technical proposal and past performance information Price proposal (Exhibit Line Items) Proposal Submission due date Evaluation factors and procedures Request for Information due date

3. At the end, the floor was opened for general questions. The following questions were arise.

9 Aug 17

No Question Government Response 1 Excel Spreadsheet was provided for the pricing schedule in amendment 01. Is there a difference with using PDF file or excel spreadsheet for the submission?

The Government provided the excel spreadsheet for your convenient usage. You may submit hard copy using either PDF file or Excel Spreadsheet, however, the submission of electronic file of MS Excel Spreadsheet for completed Exhibit A thru E is required (see solicitation page 44, Section L, B.4.(a)

2 As for Past Performance Information, Section L is showing to submit up to five projects. Is there a difference to submit only one not five? Is there a disadvantages to the ratings?

It rests with the company how many past performance information it would like to submit, but there should be no more than five (see solicitation page 42, Section L, B.3.(a)(1)).

Submitting more than one past performance may have more chance for the company to receive a relevant rating.

4. At the end of the conference, Mr. Wynder reminded all attendees that the terms of the solicitation including all attachments remain unchanged unless the solicitation is amended in writing. The proposal submission closing date/time is 28 Aug 17 (JST) at 1500 hours. The conference was adjourned at 1040 (JST).

Prepared by Approved by

RINA YAMAUCHI GARY WYNDER

Contract Specialist Contracting Officer

Attachments:

1. Attendance Sheet

2. Slide Shows, 31 Slides

YAMAUCHI.RIN

A.1277814460

Digitally signed by

YAMAUCHI.RINA.1277814460

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=YAMAUCHI.RINA.1277814460 Date: 2017.08.09 07:55:06 +09'00'

WYNDER.GARY.N.

1166950267

Digitally signed by WYNDER.GARY.N.1166950267 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=WYNDER.GARY.N.1166950267 Date: 2017.08.09 08:40:11 +09'00'

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

Pacific Air Forces

Airfield Paving IDIQ Contract Kadena AB, Okinawa, Japan

Pre-Proposal Conference

Gary Wynder 8 August 2017

RFP NO. FA5270-17-R-0007

Overview Welcome Introduction Scope & Requirements Introduction/General Requirements

Request for Proposal (SF1442) Remarks/Filling Instruction

Closing Remarks & Questions

RFP NO. FA5270-17-R-0007

Welcome Mr. Gary Wynder, Contracting Officer, Chief of

Infrastructure Acquisition Flight, 18th Contracting Squadron

Government Personnel 18th Contracting Squadron 718th Civil Engineering Squadron

RFP NO. FA5270-17-R-0007

Introduction Ensure every one signs-in legibly; name, company name, email address, and telephone number Approximately 1 hour Restrooms Silence Cell Phones

RFP NO. FA5270-17-R-0007

Solicitation Number (FBO): FA5270-17-R-0007

Project Description The work shall consist of, but not limited to, providing all labor, materials, transportation and performing all work necessary for Airfield Paving at Kadena Air Base, Okinawa, Japan. Includes, but is not limited to pavement demolition, cast-in place concrete, exterior lighting, earthwork rubber removal, fog coasts, cold milling, field molded sealants for sealing joints in PCC, resealing concrete joints, grooving, partial depth repair, base, subbase, and base course construction, prime and tack coat, concrete sidewalks, curbs, and gutter, seeding, sodding, transplanting exterior plants, storm drainage, underground electrical distribution, ground points, disposal and landfill fees.

RFP NO. FA5270-17-R-0007

Contract Type:

Indefinite-Delivery/Indefinite Quantity (IDIQ) Task Orders (TOs) will be issued on Firm-Fixed Price basis

Performance Period Basic Year + 4 Option years (total of 5 years from the date of award)

Option Years are not guaranteed Preliminary written notice: at least 30 calendar days prior Notice to exercise option: not later than 15 calendar days

RFP NO. FA5270-17-R-0007

Order Limitation (FAR 52.216-19):

Minimum Guarantee: $2,000 (or Yen equivalent) for initial Task Order (subject to the availability of FY18 funds)

Minimum Order: $10,000 Maximum Order which contractor is not obligated:

Single item over $5,000,000 Combination of items over $5,000,000 Series of orders within 5 business days exceeding the above

RFP NO. FA5270-17-R-0007

SF 1442

Ensure completion of:

Block 14, 15, 17, 19, 20A, 20B, and 20C are mandatory

RFP NO. FA5270-17-R-0007

Section B Proposal of CLINs

CLIN 0001 - Basic Year (Exhibit A) CLIN 1001 - Option Year 1 (Exhibit B) CLIN 2001 - Option Year 2 (Exhibit C) CLIN 3001 - Option Year 3 (Exhibit D) CLIN 4001 - Option Year 4 (Exhibit E)

***Each ELINs in the Exhibit A thru E must include all labor, materials, equipment, tools, transportation, field investigations, quality control, testing, mobilization, demobilization, overhead, profit, bonding, etc.

RFP NO. FA5270-17-R-0007

Section C Description/specifications/statement of work can be found in

Section J

Section E Inspection of Construction (FAR 52.246-12)

A Government inspector will be assigned on each subsequent Task Order The Government inspector does not relieve the Contractor from any contract requirement, nor is the inspector authorized to change any term or condition of the specification without the Contracting Officer’s written authorization.

RFP NO. FA5270-17-R-0007

Section F Liquidated Damages (FAR 52.211-12 )

$242 (or Yen equivalent) for each calendar day of delay until the work is completed or accepted.

Commencement, Prosecution, and Completion of work

(FAR 52.211-10)

Within 5 calendar days after the date the Contractor receives the notice to proceed

RFP NO. FA5270-17-R-0007

Section G Post Award Administrative Information:

Submit Invoices Electronically ( Wide Area Work Flow). DFARS Clause 252.232-7003, Electronic submission of Payment Requests.

Paying Office: Accounting and Finance (Other Contract Requirement)

DFAS-BVNF/JA

Yokota Air Force Base

Section I Contract Clauses

The offeror shall complete the necessary fill-ins and certifications in Sections I thru K

For Sections C thru I and Other Contract Requirements (OCR) in section J, only for the pages that require a fill-in.

Incorporated by Reference and Full Text Visit:

https://www.acquisition.gov or www.farsite.hill.af.mil

Tax Relief (DFARS 252.229-7001) Hazardous Material ID & MSDS (FAR 52.223-3) Hazardous Warning Labels (FAR 252.223-7001)

RFP NO. FA5270-17-R-0007

Section I (Cont…) Contract Clauses

Bid Guarantee (FAR 52.228-1) The amount of the bid guarantee shall be 20 percent of the bid price or

$3,000,000.00 (or Yen equivalent), whichever is less Failure to furnish a bid guarantee in the proper form and amount, may be cause for rejection of the bid.

RFP NO. FA5270-17-R-0007

Section J Exhibits

Exhibit A – CLIN 0001 – (ELINs AA01 ~ AA07) Exhibit B – CLIN 1001 – (ELINs BA01 ~ BA07) Exhibit C – CLIN 2001 – (ELINs CA01 ~ CA07) Exhibit D – CLIN 3001 – (ELINs DA01 ~ DA07) Exhibit E – CLIN 4001 – (ELINs EA01 ~ EA07)

*** Base plus four option years

RFP NO. FA5270-17-R-0007

Section J Attachments

Attachment 1 – Technical Provisions for Airfield Paving (Specification) Attachment 2 - Typical Details Attachment 3 - Other Contract Requirement (OCR)

Performance Bond (OCR-8) 100% of Task Order Construction Value $150,000 or more 100% of Construction value increase by Mod Submit within 15 CD from the issuance of TO/Mod

Exemption From Japanese Customs Duties and Taxes (OCR10) Ensure to Complete

Section J (Cont...)

Attachments cont.…

Attachment 4 – AF Form 66, Schedule of Material Submittals Attachment 5 – Project Information Sheet

Shall be used to submit past performance information

Attachment 6 – Past Performance Questionnaire

RFP NO. FA5270-17-R-0007

Section K Section K shall be returned in its entirety

Ensure to complete:

Annual Representations and Certifications(FAR 52.204-8) Predecessor of offeror (52.204-20) Information Regarding Responsibility Matters (FAR 52.209-7) Representation by Corporations regarding Delinquent Tax liability or a

Felony Conviction under any Federal Law (52.209-11) Alternate A, Annual Representations and Certifications (FAR 252.204-

7007)

RFP NO. FA5270-17-R-0007

Section L 52.204-7, Offerors must be registered in System for Award Management

(SAM)

252.204-7004 Alternate A, System for Award Management (SAM)

52.215-1 Instructions to Offerors – Competitive Acquisition Definitions Submission, modification, revision, and withdrawal of proposals

252.211-7002 Availability of Specifications and Drawings Available at the 18th Contracting Squadron upon request

RFP NO. FA5270-17-R-0007

Section L Section L – Instructions, Conditions, and Notices to Offerors

Proposal Preparation Instructions

Part I – Summary and Miscellaneous Data: Original + one copy and one CD Reps & Certs (Section I – K) Licensing Requirement

Part II – Technical Proposal: Three copies and one CD KTR’s Technique Plan: no more than 5 pages

Section L (Continued) Part III - Past Performance Proposal: 3 copies and one CD Submit no more than five (5) in total relevant projects ***use the

Project Information Sheet (Attachment 5) Para 3.(b)(1-5) are provided as a guide to what the government will consider in determining relevancy.

Asphalt Airfield reconstruction project ($50K ~ $3M or Yen equivalent) Concrete Airfield reconstruction project ($100K ~ $5M or Yen equivalent) Within past 5 years (1 Jul 12 to 1 Jul 17) Were completed on a DoD Airfield Were completed by the Offeror as the prime contractor

RFP NO. FA5270-17-R-0007

Section L (Continued) Past Performance Questionnaires (PPQs)

Send to each POC identified on the submitted Project Information Sheet The offeror shall complete and submit with the proposal the first page of the

PPQ.

Due Date for PPQ’s is 28 August 2017, 1400hrs (JST) PPQs shall be sent directly from your clients/reference to this office

THE RESPONSIBILITY TO SEND OUT THE PAST PERFORMANCE

QUESTIONNAIRE RESTS SOLELY WITH THE OFFEROR. OFFERORS

SHOULD FOLLOW-UP WITH CLIENTS/REFERENCES TO ENSURE

TIMELY SUBMITTAL OF QUESTIONNAIRES. PPQ’s ARE DUE BACK

TO THE GOVERNMENT BY THE PROPOSAL DUE DATE LISTED IN

BLOCK 13 OF THE SF 1442.

RFP NO. FA5270-17-R-0007

Section L (Continued)

Part IV – Price Proposal: 3 copies and one CD Insert proposed unit and extended prices for each ELINs in Exhibit A thru E of Section J (total 34 ELINs each) Each ELINs must include all labor, materials, equipment, tools, transportation, field investigations, quality control, testing, mobilization, demobilization, overhead, profit, bonding, etc. All extended prices of the unit prices shown are subject to verification by the government.

Insert extended sum prices in Section B for each CLIN 0001 thru 4001

*** The minimum guarantee in the amount of $2,000 will be met by issuing task order concurrent with contract award (subject to the availability of funds).

RFP NO. FA5270-17-R-0007

Exhibits, Pricing Schedule

Section L Each Part shall be separately bound, labeled, and clearly identified.

Include one electronic copy (Compact Disc – CD) of each Part of the entire offer Submission of Complete Proposals

Complete, self-sufficient, and respond directly to the requirements of this solicitation

Due 28 August 2017 1500hrs (JST)

Email & Telegraphic/Telefax offers (proposals) will not be accepted.

RFP NO. FA5270-17-R-0007

Section M Basis of Award

Competitive Lowest Price Technically Acceptable (LPTA)

Evaluation factors:

Technical Factor:

Pass/Fail basis and assign and “Acceptable” or “Unacceptable” rating

Past Performance Past Performance will be evaluated to determine whether the offeror’s present/past performance is recent, and relevant or not relevant to the effort to be acquired.

RFP NO. FA5270-17-R-0007

Section M Evaluation factors:

Past Performance (continue…) The past performance valuation should determine how well the offeror performed on the prior contracts.

Price Total Proposed Price – Fairness and Reasonableness Total Evaluated Price

RFP NO. FA5270-17-R-0007

More Info Information provided at this conference shall NOT qualify the terms and conditions of the solicitation and/or specifications.

Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing.

More Info Issued/posted on Federal Business Opportunity site

(FedBizOpps)

RFI / Questions are due by COB 14 Aug 17.

Answers will be posted on FedBizOpps

PPQs due date is 28 Aug 17, 1400hrs (JST)

Proposal due date is 28 Aug 17, 1500hrs (JST)

Submit all documents in English

RFP NO. FA5270-17-R-0007

Offerors are highly encouraged to submit any and all questions they might have pertaining to the solicitation and/or specifications through a Request For Information (RFI).

The questions shall be submitted in writing, to rina.yamauchi.jp@us.af.mil not later than 14 Aug 17 (JST). Questions will not be accepted after this date.

The Government will post answers to questions raised during the conference on Federal Business Opportunities (FBO) within 7 working days after submission.

The submission of written questions will not preclude anyone from posing questions during this conference, although, only minor clarifications will be given.

RFP NO. FA5270-17-R-0007

Questions?