Pre-proposal_Conference_Minutes__12_Feb_2013.pdf

MEMORANDUM FOR CONTRACT FILE

SUBJECT: Pre-proposal Conference Minutes for the DODEA Bus lease and maintenance services in Japan, RFP# HE1260-13-R-0002

The following are pre-proposal conference minutes regarding the DODEA Bus Lease and Maintenance Services in Japan solicitation:

1. Subject pre-proposal conference began at 0900 on 12 Feb 2013. Ms. Miyoko Hokama welcomed the prospective contractors and Government personnel in attendance. See attached attendance sheet for a list of specific attendees. Government employees were introduced and all attendees were notified that this conference would be recorded for documentation purpose only, and reminded that any information provided at the conference does not change the terms and conditions of the solicitation unless amended in writing. Furthermore, all attendees were instructed not to engage individual Government personnel in private discussions.

2. Ms. Sheila Riley presented a briefing on proposal submission. She stated that the government intends to award without discussions so that offerors must offer their best terms from a price and technical aspect in their initial proposal. She further explained that the government might determine that the offer is unacceptable if the option prices are significantly unbalanced.

3. Ms. Miyoko Hokama briefed the Review of the Solicitation, and Mr. Todd Schlitz briefed the Technical Requirements according to the attached slides. In addition, Ms. Sheila Riley and Mr. Todd Schlitz reviewed and answered previously received questions and newly presented questions. Questions that were submitted in advance and those questions after the pre-proposal conference are attached. The following information was highlighted and further elaborated on during the pre-proposal Conference:

a. Review of the Solicitation:

DFAR clause 252.225-7041-Correspondence in English. All correspondences and submission must be in English.

Contract Type will be a firm-Fixed Price IDIQ and task order will be issued Minimum and Maximum quantity is required by FAR.

Period of Performance: It was clarified that they may propose an alternate delivery schedule.

Contract Line Item (CLIN) Structure was explained. Additional Buses for out-year option year 2, 3 and 4 have been incorporated as separate CLINs.

Manpower Reporting is Mandatory. This is a new requirement and the incumbent contractor has not reported this information.

Section K – Representations and Certifications section must be submitted by all offerors.

General instructions. System for Award Management (SAM) is required. Offerors are encouraged to register or update in the SAM.

Section L-instructions to offers. The contents of proposal were explained.

Section M- Evaluation. Best Value “trade-off” procedure will be utilized in this solicitation.

Procurement timeline was presented.

b. Technical Requirements:

Department of Defense Education Activity- Pacific Area Office

UNIT 35007

APO AP 96376-5007

Workload Estimate changes in Technical Exhibit 1.

The numbers and types of Buses in CLINs 0003/1003/2003/3003 and 4003 were further explained. It is offeror’s discretion if they propose 46 passenger buses or 53 passenger buses.

However, it must be clearly stated that what bus type they are offering in their proposal.

Stop Arms. The government will provide and install stop arms. The government understands this modification is not a Government of Japan (GOJ) standard.

c. Other Issues:

The IDIQ contract type has been selected due to the anticipated increase of the number of buses during the contract period.

Offerors showed strong concerns over minimum grantee. The government will revisit the minimum guarantee.

Offerors also stated that it would be difficult for them to offer fixed-prices for the additional buses during option year 2, 3 and 4.

Offerors requested to further clarify unscheduled maintenance/corrective maintenance in the

PWS. The government will issue an amendment to update the PWS.

4. The Government will make the updated information available to all interested offerors via the Federal Business Opportunities website.

5. The DODEA Bus Lease and Maintenance Services in Japan pre-proposal conference was adjourned at 1215 on 12 February 2013. Offerors were instructed to visit FedBizOpps for solicitation updates and amendments.

6. Points of contact are Miyoko Hokama or Sheila Riley at 098-911-5111 ext. 644-5877 or via e-mail at Miyoko.hokama@pac.dodea.edu or Sheila.riley@pac.dodeae.edu if further clarification is needed. Thank you for your interest.

Prepared By: Approved By:

MIYOKO HOKAMA SHEILA RILEY

Contracting Specialist Contracting Officer

Attachments

1. Pre-proposal Briefing Slides

2. Attendance Sheets

3. Questions and Answers received prior to the Pre-proposal conference