Pre-proposal Conference Minutes and Record of Site Visit_FA520522R0001.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

15 Feb 22

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 35th Contracting Squadron, Plans & Programs/Specialized Flight Bldg. 656, Misawa Air Base, Misawa-shi, Aomori-ken, Japan

SUBJECT: Pre-proposal Conference Minutes & Record of Site Visit, Request for Proposal (RFP) No.

FA520522R0001, Project No. QKKA171042, Repair Dorm Bldg. 542, Misawa Air Base, Japan

1. These are minutes of the pre-proposal conference and its subsequent site visit conducted for the subject RFP on 11 Feb 22, in accordance with FAR 52.236-27 “Site Visit (Construction) – Alternate I” and RFP Attachment 3, Other Contract Requirements, paragraph 9. L001 “Notice of Pre-Bid/Pre-Proposal Conference”.

The pre-proposal conference was held via a virtual conference platform with attendance of the representatives of the following firms and the Government’s individuals:

Firms (Listed in alphabetical order) Government American Engineering Corporation Ms. Bernadette P. Brown, 35 CES/CENMD Daiwa House Reform Co., Ltd. Mr. Yasuhiro Yonaiyama, 35 CES/CENMD Fujimoto Kensetsu Co., Ltd. Mr. Mitsuhiro Kashiwazaki, 35 CES/CENMD Itogumi Construction Co., Ltd. Mr. Norihiro Maruyama, 35 CES/CENMD Kamikita Kensetsu Co., Ltd. Mr. Yukihiro Tashima, 35 CES/CENMD Kashiwabara Corporation Ms. Miyako Fujimoto, 35 CONS/PKP Kosaka Komuten Co., Ltd. 1Lt Thao N. Truong, 35 CONS/PKP Nippo Corporation Mr. Takafumi Nosaki, 35 CONS/PKP Nishimatsu Construction Co., Ltd. Mr. Kazuo Miura, 35 CONS/PKP Suzuki Kensetsu Kogyo Co., Ltd. Mr. Akito Miura, 35 CONS/PKP

Ms. Shoko Suzuki, 35 CONS/PKP

2. Outline of Pre-proposal Conference and Site Visit conducted.

a. Pre-proposal Conference. The purpose of the conference/site visit is to enhance the “exchange of information” encouraged in FAR 15.201. The conference was opened by Mr. Akito Miura/Contract Administrator (CA) at 0900 hours who proceeded to present the topics contained on the briefing slides (Attachment, Pre-proposal Conference Briefing Slides). All attendees were allowed to ask questions at the pre-designated session of the slides; however, all attendees were reminded that:

All questions asked must be formally submitted to 35 CONS in the form of questionnaire and/or request for clarification later;

Any technical questions deemed to be critical by the Government engineers and the Contracting Officer (CO) must be submitted in writing to 35 CONS; and

Information provided at this conference shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing (ref. RFP Attachment 3, “Other Contract Requirements”, paragraph 9, L001(c)).

(1) Solicitation Briefings by 35 CONS. The CA explained the scope and requirements, and filling instructions of the solicitation including proposal preparation instruction and proposal evaluation procedures.

(2) Questions on Solicitation. No questions were asked during the session. Accordingly, the CA turned over the briefing to 35 CES to present the technical portion of the subject project to enhance an understanding of the project requirements at approximately 0920 hours.

(3) Technical Briefings by 35 CES. Mr. Yonaiyama/Arch. Engineer opened the technical briefing with the general and architectural requirements of the project, and followed by 35 CES’ engineers, Mr.

Tashima/Civil Engineer, Mr. Maruyama/Mech. Engineer, and Mr. Kashiwazaki/Elec. Engineer to explain requirements under each engineering discipline in accordance with the specifications and drawings.

(4) The briefing was turned over to 35 CONS after the technical briefing by 35 CES. The CA explained the example format for the question and answer (Q&A) writing process, and reminded those in attendance of the closing date/time of the Q&A and proposal submission.

(5) The conference was ended at around 0940 hours and moved to Dorm Bldg. 542 for the site visit.

b. Site Visit. Following the pre-proposal conference, the site visit was conducted at Dorm Bldg. 542 from 1020 hours, divided into eight (8) groups according to the time schedule below to comply with the maximum social gathering limitation.

Slot 1 Slot 2 Slot 3 Slot 4

10:20 - 11:00 11:00 - 11:40 12:30 - 13:10 13:10 - 13:50

Slot 5 Slot 6 Slot 7 Slot 8 13:50 - 14:30 14:30 - 15:10 15:10 - 15:50 15:50 - 16:30

All attendees observed the current state of Dorm Bldg. 542 and received 35 CES’ briefings on the details of the existing building condition, and subsequently visited Dorm Bldg. 539 for reference purposes of a renovation example. All photos listed below were taken at Dorm Bldg. 542.

North Side Pavement Mechanical Room 1F Lounge 2F

Room 209 Laundry 2F Security Camera Hub at Storage 2F

(1) As for removal and restoration of the security cameras installed inside and outside of Dorm Bldg.

542 discovered during the site visit, the Government will examine the design details and issue a solicitation amendment if deemed necessary.

(2) At the end of each site visit slot, all attended prospective offerors were reminded that any questions should be submitted to 35 CONS in writing not later than 17 Feb 22, and the proposal closing time/date is 02:00 PM (JST) on 7 Mar 22.

3. Accordingly, the pre-proposal conference and the site visit were concluded at approximately 1630 hours.

AKITO MIURA

Contract Administrator

Approved:

MIYAKO FUJIMOTO

Contracting Officer

Attachment:

Pre-proposal Conference Briefing Slides, 21 pages (42 slides) cc: 35 CES/CENM

MIURA.AKITO

.1462392300

Digitally signed by

MIURA.AKITO.1462392300

Date: 2022.02.15 14:05:53 +09'00'

FUJIMOTO.MIYA

KO.1288435894

Digitally signed by

FUJIMOTO.MIYAKO.1288435894

Date: 2022.02.16 07:57:31 +09'00'

Readiness - Teamwork - Community - Leadership

Attack to Defend

35th Fighter Wing

Pre-proposal Conference / Site Visit RFP No. FA520522R0001 Project No. QKKA171042

Repair Dorm Bldg. 542, Misawa Air Base, Japan

35 CONS/PKP

35 CES/CENM

11 Feb 22 0900 hours

Readiness - Teamwork - Community - Leadership

Notes

Please mute your mic during the conference.

All technical questions must be submitted in writing by the closing date of 17 Feb 22.

Depending on network condition, the slides displayed on the screen may be distorted or delayed to show next.

Please ensure to have a hard copy of the slides on your hand, and refer to it when necessary.

Summary

Introduction

Scope & Requirements General Requirement

Solicitation CONS remarks for solicitation / filling instructions

CES Technical Briefing

Site Visit

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Introduction

35 CONS: Capt Byron H. K. Muhlenberg, Procuring Contracting Officer Ms. Miyako Fujimoto, Contracting Officer Lt Thao N. Truong, Contract Administrator Mr. Takafumi Nosaki, Contract Administrator Mr. Kazuo Miura, Contract Administrator Mr. Akito Miura, Contract Administrator

35 CES: Introduced by CES Technical Briefing later

Scope & Requirements

Main Gate

Dorm Bldg. 542

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Scope & Requirements (Cont’d)

Project Description (Sec. B):

The contractor shall provide all supervision, management, quality control, labor, tools, equipment, materials, and performance of all work necessary to construct improvements for the renovation of Dormitory Bldg. 542

Place: Dorm, Bldg. 542

Contract Type: Firm-Fixed-Price (FFP)

Performance Period: 531 Calendar Days (incl. 30 CD mobilization)

Solicitation

Fill-in

Complete block 14 through 20

RFP – Page 2

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Solicitation (Cont’d)

Fill-in

RFP – Page 3

Solicitation (Cont’d)

Section F FAR 52.211-12 Liquidated Damages

@¥59,632 (1st day) & @¥38,129 (2nd day ~)

RFP – Page 5

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Solicitation (Cont’d)

Section I DFARS 252.204-7004 Antiterrorism Awareness Training for Contractors

Contractor personnel who require routine physical access to military installation shall complete Level 1 antiterrorism awareness training within 30 days of requiring access and annually thereafter

FAR 52.223-3 Hazardous Material

RFP – Page 10

RFP – Page 11

Fill-in

Solicitation (Cont’d)

Section J

RFP – Page 20

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Solicitation (Cont’d)

Section K FAR 52.204-8 Annual Reps & Certs

FAR 52.204-24 Reps Certain Telecom & Video Surveillance Svc or Equipment

FAR 52.209-7 Responsibility Matters

DFARS 252.204-7007 Alt. A, Annual Reps & Certs

DFARS 252.204-7017 Prohibition on the Acquisition of Covered Defense Telecom Equipment or Svc-Representation

Fill-in

RFP – Page 21~

RFP – Page 24~

RFP – Page 26~

RFP – Page 28~

RFP – Page 29~

Other Contract Requirements

Para. 6, Special Contract Requirements:

H002 Required Insurance

Property Damage - ¥2,000,000

H003 Performance Bond Submit within 30 CD after the award date of contract or prior to issuance of the Notice to Proceed whichever comes first.

Require additional if Mod > $10,000

Atch 3 – Page 3

Readiness - Teamwork - Community - Leadership

Other Contract Requirements (Cont’d)

Para. 8, Reps, Certs & Other Statements of Offerors

K001 Tax Exemption under SOFA Atch 3 – Page 4

Fill-in

Para. 8, Reps, Certs & Other Statements of Offerors (cont’d)

K002 Contractor’s Cert

K003 Const. Contractor License Offeror shall submit “special construction license” under applicable law together with offer, to demonstrate compliance with FAR 52.236-7, as modified, and DFARS 252.225-7042 Joint Venture or Partnership – the special construction license of each member of the JV or each partner of the partnership must be submitted together with the offer Such offer that fails in representation of the above required license will not be considered for award

Fill-in

Submit

Atch 3 – Page 5

Other Contract Requirements (Cont’d)

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Solicitation (Cont’d)

Section L FAR 52.204-7 System for Award Management

Offeror is required to be registered in SAM when submitting an offer

L-100 Proposal Preparation Instructions Offerors are required to meet all sol. requirements, terms & conditions, reps & certs, and tech. requirements

Prepare & Submit:

Part I – Summary and Misc. Data (Submit 1 Orig.+ E-copy) Part II – Price Proposal (Submit 1 Orig.+ E-copy) Part III – Past Performance Proposal (Submit 1 Orig. + E-copy)

Submit

RFP – Page 31

RFP – Page 33

Solicitation (Cont’d)

Section L (cont’d)

Part I – Summary & Misc. Data (Submit 1 Orig.+ E-copy)

Concise summary & Master Table of Contents of the Entire Proposal Signed SF 1442 (Page 1 & 2) Acknowledgement of the all sol. amendments, if issued Fill-ins/Cert in Section I thru K and Atch 3

Section I (pages require a fill-in) Section K (its entirely) Atch 3 para. 8 (pages require a fill-in)

Affirmation of no exceptions, deviations, or waivers, if none proposed

Submit

Readiness - Teamwork - Community - Leadership

Solicitation (Cont’d)

Section L (cont’d)

Part II – Price Proposal (Submit 1 Orig.+ E-copy)

Completed Section B (Page 3)

Submit

Solicitation (Cont’d)

Section L (cont’d)

Part III – Past Performance Proposal (No more than 5 pages per contract / Submit 1 Orig.+ E-copy)

Past Performance Information (see next slide for detail) No more than 5 contracts within 3 years

Quality & Satisfaction Rating of Contracts Any info currently available (letters, metrics, customer surveys, independent surveys, etc.) that demonstrates customer satisfaction with overall job performance and/or quality of completed and/or ongoing contracts

Past/Present Performance Questionnaire (PPQ) Use Atch. 8 of RFP Customer/POC evaluator must directly send PPQ to the CO Do not include in proposal package

Submit

Readiness - Teamwork - Community - Leadership

Past Performance Information

Solicitation (Cont’d)

1 Company/Division Name

2 Contract/Project Title

3 Contracting Agency/Customer

4 Contract Number

5 Contract Dollar Value (use FY22 budget rate of ¥106.4531 if conversion is necessary)

6 Period of Performance

7 Verified, up-to-date name, mailing and e-mail addresses, and telephone number of the contracting officer (Point-of-Contact)

8 Comments regarding compliance with contract terms and conditions

9 Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions

10 Include rationale supporting your assertion of relevance and identify aspects (scope, magnitude of effort, and complexity) of the contracts deemed relevant and how they relate to the proposed effort

Section L (cont’d)

Past Performance Questionnaire (PPQ) Atch 7 & 8

Submit

Request for PPQ

Send a completed PPQ within 10 days after receipt of PPQ request

Offeror Customer/POC

Evaluator 35 CONS/PKP

E-mail:

miyako.fujimoto.jp@us.af.mil akito.miura.jp@us.af.mil

FAX: 0176-52-4793

Mail: 35th Contracting Squadron Attn: Mr. Akito Miura Bldg. 656, Misawa Air Base, Hirahata, Misawa-shi, Aomori-ken, Japan 033-

Solicitation (Cont’d)

Readiness - Teamwork - Community - Leadership

Solicitation (Cont’d)

Section M M-900 Basis for Contract Award

Subjective Tradeoff (STO) best value source selection Weight of Importance: Past performance is approximately equal to price

Evaluation Process:

Price – Fairness and reasonableness of the price. The Gov’t reserves the right to perform price realism analysis Past Performance – Recent and Relevant performance information

RFP – Page 37 ~

Solicitation (Cont’d)

Section M (Cont’d)

Past Performance Factor Recency: Work within the last 3 years prior to the issuance date of the solicitation Relevancy: Performance effort involved similar scope, magnitude of effort, and complexities to that required by this solicitation

Integrated Assessment The Gov’t reserves the right to award a contract to other than the lowest price offer Best value award decision using the Price and the Past Performance Confidence Rating

Readiness - Teamwork - Community - Leadership 24

Questions on Solicitation

Next, CES Technical Briefing

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QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Description of Work Requirement Interior demolition and hazardous material abatement; structural and architectural site improvements to support new building systems; civil site improvements to integrate with existing sidewalks, amenities and utilities; new architectural finishes, new windows, exterior wall infill and new insulation assemblies.

Renovate electrical and plumbing systems; new telecommunication systems and energy management control systems; new fire alarm/mass notification systems and fire suppression systems;

construct fire vehicle access lane; exterior utility services improvements, new heating, ventilation, and air conditioning systems.

Readiness - Teamwork - Community - Leadership 26

QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Description of Work Requirement (Cont’d) Repair 1,200m of concrete cracks per the contract documents.

Provide mold remediation for 300 sm per the contract documents.

Obtain and test 120 bulk samples of materials suspected to be asbestos containing material, not previously sampled.

Remove 30 existing 65mm pipe flanges by cutting the pipe on both sides of the flange, removing flange assembly intact without disturbing the gasket material, which is presumed to be asbestos containing material, and dispose as hazardous material.

Remove asbestos containing material at 60 existing 65 mm pipe elbows and dispose as hazardous material.

Remove asbestos containing material at 30 existing 100 mm pipe elbows and dispose as hazardous material.

Remove asbestos containing material at 30 existing 150 mm pipe elbows and dispose as hazardous material.

Replace 10 door panels to be determined during construction by CO.

Readiness - Teamwork - Community - Leadership 27

QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Detailed Description of Work Requirement Civil

Site improvements to support new building systems; fire lane extension at North.

Site improvements to integrate with existing sidewalks, amenities and utilities; tree cutting

Architectural Interior demolition and new Architectural finishes Replace tile at unit bathrooms, replace unit bathroom toilet accessories, replace unit bathroom doors, replace unit closets, replace chase wall and tile at lounge kitchen Replace AT/FP windows and exterior wall infill as required; New insulation assemblies

Readiness - Teamwork - Community - Leadership 28

QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Detailed Description of Work Requirement (Cont’d) Architectural-cont’d

Concrete Crack Repair Repair concrete cracks for the renovation of the dormitory 542 Repair of concrete cracks per the contract documents and include 1200 m of work Contractor to provide remediation as needed

Mold Removal and Remediation Remediate mold for the renovation of the dormitory 542 Mold remediation per the contract documents and include 300 sm of remediation Contractor to provide remediation as needed

Readiness - Teamwork - Community - Leadership 29

QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Detailed Description of Work Requirement (Cont’d) Mechanical

Renovation of plumbing systems Renovation of fire suppression system IAW drawings Renovation of HVAC system with Direct Digital Control (DDC) Upgrade EMCS system

Electrical Site utility and exterior distribution improvements to renovate Dorm 542 Interior distribution, lighting and power for renovate Dorm 542 Telephone system and data system CATV system installation. EMCS system installation Site utility and exterior distribution to Fire lanes Install new fire alarm, Mass Notification (MN)

Readiness - Teamwork - Community - Leadership 30

QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

35 CES Personnel Key Personnel Mr. AJ Muhs, Deputy, 35th Civil Engineer Squadron Maj. Michele Tempel, Commander, Engineering Flight Ms. Bernadette Brown, Chief, Design Management Mr. Yasuhiro Yoniayama, PM/Architectural Engineer Mr. Jack Buchman, Housing Element Chief MSgt. William Castro, Dorm Superintendent

Readiness - Teamwork - Community - Leadership 31

QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Pictures as completion (ref. Dorm 539) Entrance: Extension of roof for ADA ramp

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QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Pictures as completion (ref. Dorm 539) Sleeping Unit

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QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Pictures as completion (ref. Dorm 539) Sleeping Unit: Kitchen/Lavatory

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QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Sleeping Unit: Toilet/Shower

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QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Pictures as completion (ref. Dorm 539) Dayroom

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QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Dayroom

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QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Pictures as completion (ref. Dorm 539) Dayroom

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QKKA171042 REPAIR DORM Bldg. 542, Misawa Air Base, Japan

Laundry

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CES Technical Briefing

This is the end of CES Technical Briefing Slides

Readiness - Teamwork - Community - Leadership

All questions asked must be formally submitted to 35 CONS in the form of questionnaire and/or request for clarification later Any technical questions deemed to be critical by the government engineers and the Contracting Officer must be submitted in writing to 35 CONS Example:

Information provided at this conference shall not qualify the terms and conditions of the solicitation and specifications.

Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing (ref. Solicitation Attachment 3, “Other Contract Requirements”, para 9, L001(c))

Q&A Procedures

No. Target Document Reference Question

1 Specification Volume 1 Section 01 11 00 Para. 1.2.3 xxxxxxx

2 Drawing GI005 xxxxxxx

RFP Closing Date / Time:

7 Mar 22 / 02:00 PM (JST)

Questions shall be submitted to 35 CONS/PKP miyako.fujimoto.jp@us.af.mil / takafumi.nosaki.jp@us.af.mil / akito.miura.jp@us.af.mil

NLT 17 Feb 22

Q&A / RFP Closing Date

Readiness - Teamwork - Community - Leadership 42

Site Visit at Dorm Bldg. 542

Start Time End Time Slot 10:20 11:00 Site Visit Slot 1 11:00 11:40 Site Visit Slot 2

12:30 13:10 Site Visit Slot 3 13:10 13:50 Site Visit Slot 4 13:50 14:30 Site Visit Slot 5 14:30 15:10 Site Visit Slot 6 15:10 15:50 Site Visit Slot 7 15:50 16:30 Site Visit Slot 8

Site Visit Schedule