AMD01-Attch_PRE-PROPOSAL CONFERENCE MINUTES.pdf

PRE-PROPOSAL CONFERENCE

MINUTES

SOLICITATION NUMBER: N40084-20-R-8701

PROJECT TITLE: Maintenance for Fire Protection Systems, Intrusion Detection Systems, Closed Circuit Television Systems and Various Electrical and Communication Systems for the U.S. Naval Air Facility, Atsugi, Japan and Combined Arms Training Center, Camp Fuji, Japan

LOCATION: NAF Atsugi and CATC Fuji, Japan

DATE: 10 January 2020, 09:00 AM

Welcome/Introductions Contracting Officer

Project Overview Contracting Officer

Contractual Background Contracting Officer

Contract Procedures Contracting Officer

Wrap-Up Contracting Officer

Site Tour Project Manager

NOTICE TO PROSPECTIVE OFFERORS:

YOUR QUESTIONS ARE ENCOURAGED REGARDING THE RFP AND WILL BE

ANSWERED, IF POSSIBLE, DURING THE PRE-PROPOSAL CONFERENCE. PLEASE

SUBMIT YOUR QUESTIONS REGARDING THE SPECIFICATIONS OR SITE VISIT

TO MIDORI OTOMO VIA E-MAIL AT MIDORI.OTOMO.JA@FE.NAVY.MIL, WHICH, IF

NEEDED, WE’LL FOLLOW WITH AN AMENDMENT TO THE SOLICITATION.

MINUTES OF THE CONFERENCE, INCLUDING QUESTIONS AND ANSWERS, WILL

BE POSTED ON THE beta.SAM WEBSITE.

THE SOLICITATION REMAINS UNCHANGED UNLESS AN AMENDMENT IS ISSUED.

N4008420R8701

AGENDA

1. Welcome/Introductions – Contracting Officer/Contract Specialist

a. Attendance Roster.

Please take a moment to sign the attendance roster. Minutes of the Pre-Proposal Conference will be posted on the beta.SAM website.

b. SAM Registration Please ensure that your company is actively registered in SAM.

System for Award Management (SAM): https://sam.gov/portal/SAM beta.SAM: Register at – https://beta.sam.gov/

c. Amendments.

Be advised that unless the solicitation is amended in writing, it remains unchanged. If an amendment is issued, it will be posted on beta.SAM and normal procedures relating to the acknowledgement and receipt of solicitation amendments shall apply.

2. Project Overview – Project Manager

a. Project Description.

The work includes, but not limited to, providing all labor, equipment, materials, transportation, supervision, and any other necessary work for : Maintenance for Fire Protection Systems, Intrusion Detection Systems, Closed Circuit Television Systems and Various Electrical and Communication Systems for the U.S. Naval Air Facility, Atsugi, Japan and Combined Arms Training Center, Camp Fuji.

b. Funding Availability. The Government reserved the recurring work for base year for this project.

c. Options. 4 1-year option periods are included in this procurement

d. Period of Performance. Base year and four (4) one-year options.

CLINS Option Periods Description Period of Performance 0001 Base Year Period Recurring Portion 5/1/2020 – 4//30/2021 0002 Base Year Period Non-Recurring Portion 5/1/2020 – 4/30/2021 0003 1st Option Period Recurring Portion 5/1/2021 – 4/30/2022 0004 1st Option Period Non-Recurring Portion 5/1/2021 – 4/30/2022 0005 2nd Option Period Recurring Portion 5/1/2022 – 4/30/2023 0006 2nd Option Period Non-Recurring Portion 5/1/2022 – 4/30/2023 0007 3rd Option Period Recurring Portion 5/1/2023 – 4/30/2024 0008 3rd Option Period Non-Recurring Portion 5/1/2023 – 4/30/2024 0009 4th Option Period Recurring Portion 5/1/2024 – 4/30/2025 0010 4th Option Period Non-Recurring Portion 5/1/2024 – 4/30/2025

e. Special Issues.

Wide Area Workflow (WAWF) Invoicing Procedure shall be used in accordance with DFARS Clauses 252.232-7003 and 252.232-7006 in the solicitation.

3. Contractual Background – Contracting Officer/Contract Specialist

a. Regulations

i) The Federal Acquisition Regulation (FAR), http://farsite.hill.af.mil/vffara.htm

ii) The Department of Defense Federal Acquisition Regulation Supplement (DFARS), http://farsite.hill.af.mil/vffara.htm

iii) Navy Marine Corps Acquisition Regulation Supplement (NMCARS), http://farsite.hill.af.mil/vffara.htm

iv) NAVFAC Acquisition Supplement (NFAS)

b. The Contract.

i) Advertised solicitation – beta.SAM website https://beta.sam.gov/

ii) Amendments – Will be posted to beta.SAM.

iii) Estimated award date is April 2020.

iv) CAUTION – Today’s Q&As are not contractually binding. Please submit any questions using

Attachment (4) Pre-Quotation Inquiry Form.

c. 41 U.S.C. 423 - Procurement Integrity.

(A) PROHIBITED CONDUCT BY COMPETING CONTRACTORS

During the conduct of any Federal agency procurement of property or services, no competing contractor or any officer, employee, representative, agent, or consultant of any competing contractor shall knowingly—

(1) make, directly or indirectly, any offer or promise of future employment or business opportunity to, or engage, directly or indirectly, in any discussion of future employment or business opportunity with, any procurement official of such agency, except as provided in subsection (c) of this section;

(2) offer, give, or promise to offer or give, directly or indirectly, any money, gratuity, or other thing of value to any procurement official of such agency; or

(3) solicit or obtain, directly or indirectly, from any officer or employee of such agency, prior to the award of a contract any proprietary or source selection information regarding such procurement.

NOTICE

UNITED STATES LAWS AND REGULATIONS PROHIBIT YOU FROM PARTICIPATING IN ANY

OF THE FOLLOWING CONCERNING THIS SOLICITATION:

BID RIGGING

PRICE FIXING

COLLUSIVE BIDDING

BID ROTATION

OFFERING GRATUITIES

OFFERING OR RECEIVING KICK-BACKS

THE PRICES IN YOUR OFFER MUST BE ARRIVED AT INDEPENDENTLY WITHOUT ANY

CONSULTATION, COMMUNICATION, OR AGREEMENT WITH ANY OTHER OFFEROR OR

COMPETITOR.

YOUR OFFER CAN NOT BE DISCLOSED BY YOU DIRECTLY OR INDIRECTLY TO ANY

OTHER OFFEROR OR COMPETITOR BEFORE BID OPENING.

IT IS ALSO UNLAWFUL FOR YOU TO INDUCE ANY OTHER BUSINESS TO, OR ALLOW

ANOTHER BUSINESS TO INDUCE YOU TO SUBMIT OR NOT SUBMIT AN OFFER FOR THE

PURPOSE OF RESTRICTING COMPETITION.

ALL OF THE ABOVE ACTS ARE ACTS OF DISHONESTY UNDER UNITED STATES LAWS AND

REGULATIONS AND ARE FORBIDDEN.

PENALTIES COULD INCLUDE DEBARMENT OR SUSPENSION FROM DOING BUSINESS WITH

ANY UNITED STATES GOVERNMENT AGENCIES, CANCELLATION OF CONTRACTS AND

RECOUPMENT OF PRIOR MONIES PAID.

IF YOU ARE SOLICITED BY ANY OTHER BUSINESS TO COMMIT WITH ANY OF THE ABOVE

ILLEGAL ACTS, PLEASE NOTIFY OICC IWAKUNI AT TELEPHONE NUMBER 046-816-4092.

注意

この入札に関連して次のいずかに関与したら合衆国の法律、規則等により違法になります。

不正手段による入札 値段の不正取り決め 共謀入札 入札の回し取り 謝礼をすること リベートの授受

入札の値段の入札者や競争相手との協議、意志伝達又は同意によらず独自に見積もった値段で なければならない。

貴方の入札は開札前に他の入札者や競争相手に直接、間接見せてはいけない。

尚、貴方が他の会社に、あるいは他の会社が貴方に競争相手を制限する目的入札をする様に 又は入札しない様にと説き勧めることは、これまた違法である。

全て上記の行為は、合衆国の法律、規則等のもとでは不正な行為であり、禁じられている。

処罰は、合衆国政府機関の関連事業からの除外又は停止、契約の取り消し、そして支払い金の 償還も含まれる。

もし貴方が他の会社から上記のいずれかの違法行為に関わりあうことになる様な申し込みを

されたら、NAVFAC FAR EAST 電話 046-816-4092 まで御通報ください。

4. Contract Procedures

a) Authorization to Perform

In accordance with DFARS 252.225-7042, the Offeror must by duly authorized to operate and to do business in Japan.

b) The Best Value Source Selection Process.

The lowest price technically acceptable (LPTA) source selection process is used for this procurement.

c) Basis for Award

1. The Government reserves the right to eliminate from consideration for award any or all offers at any time prior to award of the contract; to negotiate with offerors in the competitive range;

and to award the contract to the offeror submitting the lowest priced, technically acceptable offer.

2. As stated in the solicitation, the Government intends to evaluate proposals and award a contract without discussions with offerors (except clarifications as described in FAR 15.306(a)). The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. In addition, if the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

3. The LPTA process is selected as appropriate for this acquisition because the best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price.

4. An overall non-price factors rating must be at least “ACCEPTABLE” in order to be eligible for award. An “UNACCEPTABLE” rating in any factor results in the overall non-price factors proposal being rated “UNACCEPTABLE” unless corrected through discussions. An overall non-price factors rating of “UNACCEPTABLE” makes a proposal ineligible for award.

d) Evaluation Factors and Proposal Requirements

The solicitation requires the evaluation of price and the following non price factors:

Factor 1 – Safety Factor 2 – Experience Factor 3 – Past Performance

The distinction between experience and past performance is experience pertains to the types of work and volume of work completed by a contractor that are comparable to the types of work covered by this requirement, in terms of size, scope, and complexity. Past performance pertains to both the relevance of recent efforts and how well a contractor has performed on the contracts.

1. Submittal Requirements and Basis of Evaluation for Each Factor.

CURRENT PROPOSAL DUE DATE: 31 January 2020, 14:00 JST (Solicitation Block 8)

Proposals shall be provided by hand-delivery, mail, or courier service so that they are received by the Contracting Officer before the date and time specified above. Emailed or faxed proposals are prohibited and will not be considered. Proposals must be clearly marked on the outside of the sealed package with the RFP number and name of offeror.

NOTE: If hand carrying or express mail/private courier proposal, please be advised that the Contracting Officer is on a secured base and passes are required to enter the base. Anticipate delays in base access. If escort is desired, provide the following information by email to midori.otomo.ja@fe.navy.mil no later than 28 January 2019 at 10:00.

- Name of person dropping off proposal and citizenship

- Company name, address, and phone number

- Date and time of visit

Proposals shall be delivered to the following address: FEAD Atsugi

PSC 477 BOX 15, FPO AP 96306-0001

Bldg. #89, Ogami Ayase Kanagawa, Japan 252-1101

Price

1. Solicitation Submittal Requirements:

Offerors shall submit 1 original and 1 copy of the price proposal in three-ring binders clearly marked as the price proposal. Each copy of the price proposal shall include a separate tab for each item specified below:

a. Standard Form 1449, Solicitation/Contract/Order for

Commercial Items, including price proposal, Pages 1 – 12. All prices shall be in Japanese Yen.

b. Copies of all amendments (if applicable) acknowledged

c. Completed Exhibit Line Item Number (ELIN) worksheet in Microsoft

Excel format as provided in Attachment J-0200000-08 to support the amounts specified for each Contract Line Item Number (CLIN) in pages 3 - 12 of the solicitation. In the event that there is a difference between the hard copy and the Microsoft Excel format version of the price proposal, the hard copy price proposal will be held to be the intended offer and the total of the CLINs, SLINs, or ELINS will be recomputed accordingly.

Although not part of the price evaluation, Offerors should also include the following items if available with their price proposal to assist the Government in validating eligibility to receive an award:

d. An informational page that contains the following information:

- solicitation number and title

- prime contractor name, address, phone number, point of contact, and email address

- DUNS number

• DUNS Numbers are provided by Dun and Bradstreet's Data Universal Numbering System (DUNS). Offerors can register for a DUNS number online at https://www.dnb.com/duns- number/get-a-duns.html. Offerors are not required to obtain a federal Tax Identification Number (TIN), also known as an Employer Identification Number (EIN). When registering, simply leave the TIN/EIN information blank. There is no cost to obtain a DUNS number.

Offerors do not have to have a DUNS number to submit a proposal, however, one will be required before receiving an award.

- Cage code

• Once registered in the System for Award

Management or SAM (see instructions in part d.), an Offeror can request a CAGE Code through the Defense Logistics at https://cage.dla.mil/. There is no cost to obtain a Cage code.

Offerors do not have to have a Cage code to submit a proposal, however, one will be required before receiving an award.

e. A copy of current SAM registration

- Offerors can register with SAM at http://www.sam.gov.

Offerors do not have to be registered with SAM to submit a proposal, however, registration will be required before receiving an award.

f. Completed Representations and Certifications (found on pages

32 to 49 of the RFP of the Solicitation)

g. A copy of a Joint Venture (JV) Agreement, Partnership Agreement and/or Teaming Agreement (if applicable). The JV or Partnership must be registered in the System for Award Management (SAM) database as the JV or Partnership before receiving an award.

2. Basis of Evaluation:

The Government will evaluate price based on the total price. Total price consists of the basic requirements and all option items (see pages 3-12 of the solicitation). The Government intends to evaluate all options and has included the provision FAR

52.217-5, Evaluation of Options (JUL 1990) in the solicitation. In accordance with FAR 52.217-5, Evaluation of Options will not obligate the Government to exercise the option(s). Analysis will be performed by one or more of the following techniques to ensure a fair and reasonable price:

i. Comparison of proposed prices received in response to the RFP.

ii. Comparison of proposed prices with the IGCE.

iii. Comparison of proposed prices with available historical information.

iv. Comparison of market survey results.

Non-Price Factors

Offerors shall submit 1 original and 3 copies of their non-price proposal in three-ring binders clearly marked as the non-price proposal. The non-price proposal shall use A4 sized paper and 10 point Arial or Times New Roman font. Each copy of the non-price proposal shall include a separate tab for each factor specified below.

Factor 1 – Safety

The Offeror shall submit a narrative no more than 2 single-sided (1 double-sided) pages that demonstrates its commitment to safely accomplishing the requirements identified in the Performance Work Statement and will properly manage and implement safety procedures and accident prevention methods. The narrative should address each of the following topics:

(i) the offeror’s method for selecting a subcontractor with a safe performance record;

(ii) the offeror’s safety management system that they will use to oversee the safety compliance and performance of self-performed and subcontractor performed work;

(iii) the offeror’s methodology to execute an effective program that facilitates accident prevention techniques and processes, and employee reporting of unsafe conditions and unsafe activities.

The Government is seeking to determine whether the information contained in the Offeror’s proposal demonstrates a commitment to safety and that the Offeror plans to properly manage and implement safety procedures and accident prevention methods for itself and its subcontractors.

An Offeror will be rated “Acceptable” if it demonstrates a commitment to safety and that the Offeror plans to properly manage and implement safety procedures and accident prevention methods for itself and its subcontractors.

An Offeror will be rated “Unacceptable” if it fails to meet the requirements to be rated acceptable described above.

Factor 2 – Experience

Submit a maximum of 5 projects performed by the company that are relevant to work requirements specified in the solicitation. NOTE: All three types of services listed in (i) below (i.e., Fire Protection, IDS and CCTV) must be submitted as part of the proposal.

For purposes of this evaluation, a relevant project is defined as follows

(i) A project that demonstrates experience with the following types of services (Annex 1502000)

1. Maintenance or Repair/Replacement of Fire Protection Systems – shall have experience in fire protection systems including AFFF system full flow test; and/or

2. Maintenance or Repair/Replacement of Electrical or

Communication Systems - shall have experience in electrical/communication systems including intrusion detection system (IDS); and/or

3. Maintenance or Repair/Replacement of Electrical or

Communication Systems - shall have experience in electrical/communication systems including closed circuit television (CCTV) system; and/or

(ii) A project performed in Japan;

(iii) A project with a contract completion date within the past 10 years of the issuance of this solicitation or an ongoing project with at least one year of completion;

(iv) A project with an annual value of ¥5,000,000 or greater.

Any projects submitted in excess of 5 will not be considered. If more than 5 projects are submitted, only the first 5 shall be considered.

In addition to the above, offerors may also include past experience information regarding predecessor companies, and subcontractors that will perform major or critical aspects of the requirement so long as at least 1 project has been performed by the prime contractor.

The attached Experience Form (Attachment 5) is mandatory and shall be used to submit project information. Except as specifically requested, the Government will not consider information submitted in addition to this form. Individual blocks on this form may be expanded; however, total length for each project data sheet shall not exceed 1 double-sided or 2 single-sided pages.

Any data submitted in excess of the 1 double-sided page 2 single-sided pages will not be considered/evaluated.

For all submitted projects, the description of the project shall clearly describe the scope of work performed and the relevancy to the project requirements as described above.

Joint Ventures

If the Offeror is a Joint Venture (JV), relevant project experience should be submitted for projects completed by the Joint Venture entity. If the Joint Venture does not have shared experience, at least 1 project shall be submitted for each respective Joint Venture partner.

Offerors are still limited to a total of 5 projects combined.

Where an Offeror is/was a JV and would like to submit a project completed by the JV as a single entity to show the single entity's experience/capability, said JV project must clearly demonstrate the percentage of work performed by each firm in the JV and the single entity Offeror must provide a detailed description of the work the single entity self-performed

Affiliates and Subsidiaries If an Offeror is utilizing experience information of affiliates/subsidiaries/parent/LLC/LTD member companies (name is not exactly as stated on the SF1449), the proposal shall clearly demonstrate that the affiliate/subsidiary/parent firm will have meaningful involvement in the performance of the contract in order for the experience information of the affiliate/subsidiary/parent/LLC/LTD member companies to be considered. The proposal shall state specific commitments of technical resources (e.g. personnel, equipment) that the affiliate/subsidiary/parent/LLC/LTD member companies commit to the performance of this contract. In particular, the proposal will clearly state the specific commitments of resources of the affiliate/subsidiary/parent/LLC/LTD member that will be located at the worksites and company offices in the city/area of the project. The proposal shall also describe specific roles of the affiliate/subsidiary/ parent/LLC/LTD member companies in terms of the work it will either self- perform or manage on behalf of the Offeror in performance of the contract.

The Government is seeking to determine whether the Offeror has demonstrated relevant experience as defined herein.

An Offeror will be rated "Acceptable" if an Offeror's submittal meets the definition of a relevant project as defined in the solicitation submittal requirements for Factor 2 - Experience; and in the aggregate demonstrate experience in all three types of services, i.e., Fire Protection, IDS and

CCTV.

An Offeror will be rated "Unacceptable" if it fails to meet the requirements to be rated acceptable described above

Factor 3 – Past Performance

Offerors shall clearly demonstrate a history of performance on contracts/projects that demonstrates experience in performing work similar to that described in the definition of a relevant project shown above. The offeror shall submit past performance information for each project included in its proposal for Factor 2, Experience. If a completed Contractor Performance Assessment Reporting System (CPARS) evaluation is available, it shall be submitted with the proposal. If there is not a completed CPARS evaluation, the Past Performance Questionnaire (PPQ) included in the solicitation is provided for the offeror or its team members to submit to the client for each project the offeror includes in its proposal for Factor 2, Experience. An offeror should not submit a PPQ when a completed CPARS evaluation is available.

Ensure correct phone numbers and email addresses are provided for the client point of contact on the

PPQ.

Completed PPQs should be submitted with your proposal. If the offeror is unable to obtain a completed PPQ from a client for a project(s) before proposal closing date, the offeror should complete and submit with the proposal the first page of the PPQ (Attachment 6), which will provide contract and client information for the respective project(s). Offerors should follow-up with clients/references to ensure timely submittal of questionnaires. If the client requests, questionnaires may be submitted directly to the Government's point of contact, Ms. Midori Otomo, via email at midori.otomo.ja@fe.navy.mil prior to proposal closing date. Offerors shall not incorporate by reference into their proposal PPQs or CPARS previously submitted for other RFPs. However, this does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation.

Offerors may provide any information on problems encountered and the corrective actions taken on projects submitted under Factor 2 – Experience. Offerors may also address any adverse past performance issues. Explanations shall not exceed 1 double-sided pages or 2 single-sided pages in total.

Performance recognition/award(s) or additional similar information submitted will not be considered.

In addition to the above, the Government may review any other sources of information for evaluating past performance. Other sources may include, but are not limited to, past performance information retrieved through the Past Performance Information Retrieval System (PPIRS) using all CAGE/DUNS numbers of team members (partnership, joint venture, teaming arrangement, or parent company/subsidiary/affiliate) identified in the offeror’s proposal, inquiries of owner representative(s), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), and any other known sources not provided by the offeror.

While the Government may elect to consider data from other sources, the burden of providing detailed, current, accurate and complete past performance information rests with the Offeror.

The Government is seeking to determine if the Offeror has recent and relevant past performance information that pertain to the requirement outlined in the solicitation. The past performance evaluation results in an assessment of the Offerors probability of meeting the solicitation requirements. The evaluation will consider how well the Offeror performed relevant projects submitted under Factor 2 and may also consider past performance on other projects currently documented in known sources.

The Government will consider the recency and relevance of the information, the source of the information, context of the data, and general trends in the Offeror’s performance. This evaluation is separate and distinct from the Offeror’s responsibility determination. The assessment of the Offeror’s past performance will be used as a means of evaluating the Offeror’s probability to successfully meet the requirements of the solicitation.

The Government will evaluate the degree to which past performance evaluations and all other past performance information reviewed by the Government (e.g., PPIRS, Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), performance recognition documents, and information obtained from any other source) reflect a trend of satisfactory performance record in terms of quality, schedule and management.

An Offeror will be rated “Acceptable” if, based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance records is unknown.

An Offeror will be rated “Unacceptable” if, based on the Offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort.

The Government may use information such as (e.g., PPIRS, Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), and information obtained from any other source.

In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or is so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “Acceptable.”

e) Debriefing Procedures.

Debriefing procedures are identified in FAR Part 15.505 (Pre-award debriefing of offerors) and

15.506 (Post-award debriefing of offerors).

f) Points of Contact.

Your point of contact for this solicitation is:

NAVFAC FE PWD Atsugi FEAD ACQ Contract Specialist: Ms. Midori Otomo Telephone: Commercial 046-763-3144 or DSN 264-3144 E-mail: midori.otomo.ja@fe.navy.mil

6. Wrap-Up – Contracting Officer/Contract Specialist

Inquiries regarding the Request for Proposal (RFP) shall be submitted electronically in English using the Pre- Proposal Inquiry Form provided with this solicitation by 21 January 2020 at 10:00 (JST). The point of contact (POC) for inquiries is Ms. Midori Otomo by email at midori.otomo.ja@fe.navy.mil.

Responses to inquiries will be provided in the form of an Amendment and posted to the website https://beta.sam.gov/. The Government may not respond to inquiries submitted after the inquiry due date specified above.

7. Site Tour – Project Manager/Contract Specialist Site tour was conducted prior to pre-proposal conference.