Pre-proposal Conference Minutes and Record of Site Visit_JNCO 29units_12Feb24.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

12 Feb 24

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.

FA520524R0001, Project No. QKKA204002, Repair MFH JNCO 29 Units (Bldgs. 221, 712, 716, 718, 723, 812, 817, and 818), Misawa Air Base, Japan

1. These are the minutes of the pre-proposal conference and its subsequent site visit conducted for the subject RFP on 9 Feb 24, including the prior site visit for Bldg. 221 on 30 Jan 24, 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”.

2. The pre-proposal conference was held at the 35th Contracting Squadron Conference Room, Bldg. 656, Misawa Air Base, with attendance of the representatives of the following firms and the Government’s individuals:

Firms (Listed in alphabetical order) Government Daiwa House Reform Co., Ltd. 35th Contracting Squadron Fujimoto Kensetsu K.K Ms. Miyako Fujimoto, Contracting Officer, 35 CONS/PKP Hazama Ando Corporation Mr. Kazuo Miura, Contract Administrator, 35 CONS/PKP Kamikita Kensetsu Co., Ltd. Mr. Takafumi Nosaki, Contract Administrator, 35 CONS/PKP Kashiwabara Corporation Ms. Shoko Suzuki, Contract Administrator, 35 CONS/PKP Kikkawa Co., Ltd. 35th Civil Engineer Squadron Kosaka Komuten Co., Ltd. Mr. Charles Lane, Chief, Project Execution, 35 CES/CENM Nippo Corporation 2d Lt Luke Hawkins, Project Manager, 35 CES/CEN Swat Inc. Mr. Rector Hartley, Project Manager, 35 CES/CENMC Suzuki Kensetsu Kogyo Co., Ltd. Mr. Yasuhiro Yonaiyama, Arch. Engineer, 35 CES/CENMD Mr. Norihiro Maruyama, Mech. Engineer, 35 CES/CENMD Mr. Yukihiro Tashima, Civil Engineer, 35 CES/CENMD Mr. Fumiyoshi Enokihayashi, Elec. Engineer, 35 CES/CENMD Mr. Louis Vance, Housing Assistant Chief, 35 CES/CEIH Ms. Monica Reyes, Housing Facilities Chief, 35 CES/CEIHH

3. 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. Kazuo Miura/Contract Administrator (CA) at 0900 hours who proceeded to present the topics contained in the briefing slides (Attachment 1, Pre-proposal Conference Briefing Slides). All attendees were allowed to ask questions during the conference; 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 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 understanding of the project requirements at approximately 0930 hours.

(3) Technical Briefings by 35 CES. Mr. Yasuhiro Yonaiyama/Architect Engineer opened the technical briefing and provided the general requirements, the overall scope of work including the detailed work requirement for the architectural in accordance with the project specifications and drawings. The Civil, Mechanical, Electrical engineers also provided the detailed work required by each discipline. Mr. Yonaiyama supplemented the current state of the housing units including the coordination required for the other construction project scheduled in the same housing area (Attachment 2, Technical Briefing Slides).

(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) and reminded those in attendance of the closing date/time of the Q&A and proposal submission.

(5) The conference was ended at 0945 hours, and the party moved to the site visit locations.

b. Site Visit.

(1). The site visit for Bldg. 221 was conducted on 30 Jan 24, from 1200 hours with nine (9) firms listed above in attendance (except Swat Inc.). All attendees were given the opportunity to walk through the exterior and interior of the building for the existing condition where required to be renovated under this project.

(2). The site visit for the remaining seven (7) MFH buildings (712, 716, 718, 723, 812, 817, and 818) and Pump House Bldg. 822 was conducted from 1010 hours after the pre-proposal conference with all ten (10) firms listed above in attendance to observe the current condition of the buildings.

The photos below were taken during the preproposal conference conducted on 9 Feb 24 and the site visit conducted on 30 Jan 24 and 9 Feb 24.

35 CONS Conference Room MFH Bldg. 221 MFH Bldg. 812

(3) No questions were asked by the attendees during both site visits.

(4) At the end of the site visit, all attended prospective offerors were reminded that questions should be submitted to 35 CONS in writing not later than 16 Feb 24, and the proposal closing time/date is 02:00 PM (JST) on 26 Feb 24.

4. Accordingly, the pre-proposal conference and the site visit were concluded at approximately 1120 hours.

KAZUO MIURA

Contract Administrator

Approved:

MIYAKO FUJIMOTO

Contracting Officer

Attachments:

1. Pre-proposal Conference Briefing Slides dated 9 Feb 24, 13 pages (26 slides)

2. Technical Briefing Slides dated 9 Feb 24, 14 pages (28 slides) cc: 35 CES/CENM

MIURA.KAZU

O.1288349718

Digitally signed by

MIURA.KAZUO.1288349718

Date: 2024.02.12 10:45:15 +09'00'

FUJIMOTO.MIYA

KO.1288435894

Digitally signed by

FUJIMOTO.MIYAKO.1288435894

Date: 2024.02.12 10:48:32 +09'00'