Notice to Offeror (Pre-con plus site visit).pdf

DEPARTMENT OF THE AIR FORCE

374th Airlift wing

15 Jul 2021

MEMORANDUM FOR PROSPECTIVE QUOTERS

FROM: 374 CONS/PKAB

Unit 5228, Bldg 620, Yokota Air Base

Fussa-shi Tokyo 197-0001

SUBJECT: Notice to Quoters, Solicitation FA520921Q0075, Repair/Replacement of High

Voltage Switch Gears at Camp Zama and Sagamihara Housing Area in JAPAN

1. The following information is provided to supplement subject solicitation:

a. Contract Assistance. Any questions regarding this solicitation may be referred to the 374th Contracting Squadron, Army & Mission Partner Acquisition Flight, PKAB, Kaori Kanematsu at Commercial: 042-551-6120, 042-552-2511 Ext. 5-2634 or e-mail kaori.kanematsu.jp@us.af.mil. The Contracting Officer, Capt Nelson Ross, may be reached at Commercial: 042-551-6120, 042-552-2511 Ext. 5-9643 or e-mail ross.nelson.1@us.af.mil.

Please reference the solicitation number when making inquiries.

b. Clauses or Provisions Incorporated by Reference: The solicitation and resultant contract incorporates one or more clauses or provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause or provision may be accessed electronically at this/these address(es):

Acquisition.Gov: https://www.acquisition.gov/content/regulations

c. Notice of Pre-Proposal Conference and Site Visit:

We are limiting participants to 2 person, 1 vehicle per 1 company due to COVID19 counter measures.

(1) Pre-proposal Conference. A pre-proposal conference will be conducted at Camp

Zama, Kanagawa-ken at 1000 hours on 29 Jul 21, Japan Standard Time (JST) for the purpose of answering questions regarding this solicitation.

(2) Site Visit. Quoters are urged and expected to inspect the sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. In case of severe weather on the date of site visit, the Government may reschedule the site visit on a date to be determined by the Government. The Government is not liable for any costs incurred to participate in the site visit.

(3) Gate Pass Request Form. To participate in the conference/site visit, the quoters shall submit a Gate Pass Request Form (Attachment 1) to Kaori Kanematsu, Contract Specialist, kaori.kanematsu.jp@us.af.mil on or before 22 Jul 21.

(4) Escorting for U.S. Installations. For those quoters who are not base pass holders and require an escort to gain access on an U.S. installation for participation of the pre-proposal conference and site visit, the quoters must possess an individual identification with a photo. The identification will be checked at gate on the U.S. installations by Security Police prior to access to the U.S. installations. If the quoter uses their Japanese driver license as identification, the individual must present their 8 digit password to gain access to the US installation. If the password is not provided to Security personnel, the individual will not be permitted access to the U.S. installation. Escorting takes approximately 20 minutes therefore the quoters must arrive at least 20 minutes earlier at the gate of U.S. installation than the pre-proposal conference start-up time. Individuals requiring access to the US installation must show up 20 minutes prior to the pre-proposal conference start time.

(5) Should questions arise from the site visit, they will be addressed on site, if possible, then compiled and sent to all interested parties. Quoters are requested to submit any questions to the contract specialist noted above not later than 22 Jul 21. Information provided at this conference/site visit shall not qualify the terms and conditions of the solicitation, Performance Work Statement, or specifications and will remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall apply. A record of the conference shall be made and furnished to all prospective quoters.

d. Commercial and Government Entity (CAGE) Code Reporting/NATO CAGE (NCAGE). The quoter is requested to enter its CAGE/NCAGE code on its offer in the block with its name and address. The CAGE/NCAGE code entered must be for that name and address.

Enter " CAGE/NCAGE" before the number. If your organization does not have a CAGE/NCAGE assigned yet, the Contracting Officer may request one from the Defense Logistics Information Service (DLIS).

Quoters may not delay submission of the offer pending receipt of a CAGE code. If your organization does not have a CAGE assigned, for most countries you can obtain one by connecting to https://eportal.nspa.nato.int/AC135Public/CageTool/home

e. DUNS Number. Local quoters may obtain the location and phone number of Dun & Bradstreet TSR Ltd. from the Internet home page at URL of DUNS Number Search Service:

Japanese: https://duns-number-jp.dnb.com/search/jpn/find_jpn.asp English: https://duns-number-jp.dnb.com/search/eng/login.asp

f. SAM registration. The quoter is recommended to register with System for Award Management (SAM) prior to award. To register yourself with SAM, visit https://www.sam.gov/SAM/.

g. Electronic Funds Transfer (EFT): If the awardee of the subject requirement will receive payment via electronic funds transfer (EFT) and the payment will be made to a Japanese bank account, the applicable bank will receive payment and a transaction fee of ¥735 (subject to change) shall be taken by the accepting bank for each transaction. The U. S. Government will not be responsible for repayment of this transaction fee; therefore, an quoter using a Japanese bank account must consider this bank fee when providing an offer in response to the subject solicitation.

2. If you have any questions, please contact Ms. Kaori Kanematsu, Contract Specialist, by phone at 042-551-6120/e-mail at kaori.kanematsu.jp@us.af.mil.

ROSS C. NELSON, Capt USAF Contracting Officer