Preproposal Conference Minutes and Record of Site Visit_FA520521R0003.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

7 Apr 21

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.

FA520521R0003, Project No. 1090686, Hospital Modernization, Misawa Air Base, Japan

1. These are minutes of the pre-proposal conference and its subsequent site visit conducted for the subject solicitation on 5 Apr 21, in accordance with FAR 52.236-27 “Site Visit (Construction) – Alternate I” and the Solicitation Attachment 3, Other Contact Requirements, paragraph 9. L001 “Notice of Pre-Bid/Pre-Proposal Conference”. The pre-proposal conference was held at 35th Contracting Squadron’s conference room, Bldg.

656, Misawa Air Base, Japan, with attendance of the representatives of the following firms and the government’s individuals:

Firms (Alphabetical order) Government American Engineering Corporation Maj Taylor Valentine, 35 CES/CEN Fujimoto Kensetsu K.K. 2d Lt Ross Minigutti, 35 CES/CENM Green Hospital Supply Inc. Mr. Nicholas Bloomer, 35 CES/CENM Sankyo Tekunosu Corporation Mr. John McCown, 35 CES/CEN Suzuki Kensetsu Kogyo Co. Ltd. Mr. Yasuhiro Yonaiyama, 35 CES/CENMD Urakawa Kensou Co. Ltd. Mr. Mitsuhiro Kashiwazaki, 35 CES/CENMD

Mr. Yukihiro Tashima, 35 CES/CENMD Mr. Shuushin Tanaka, 35 CES/CENMC Capt Byron Muhlenberg, 35 CONS/DBO 2d Lt Thao Truong, 35 CONS/PKP Mr. Takafumi Nosaki, 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 2nd Lt Truong/Contract Administrator (CA) at 1310 hours who proceeded to present the topics contained on the briefing slides (Attachment 1, Pre-proposal Conference Briefing Slides). 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. Solicitation Attachment 3, “Other Contract Requirements”, paragraph 9, L001(c)).

(1) Solicitation Briefings by 35 CONS. The general scope and requirements, and filling instructions of the solicitation including proposal preparation instruction and proposal evaluation procedures were explained by 2nd Lt Truong with Japanese translation by Mr. Nosaki. At the conclusion, approximately 1330 hours, the CA turned over the briefing to 35 CES to present the technical portion of the proposed project to enhance the understanding of the project requirements.

(2) Technical Briefings by 35 CES. The technical briefing on the project requirements and phasing was presented by 2nd Lt Minigutti with Japanese translation by Mr. Yonaiyama in accordance with the specifications and drawings (Attachment 2, Technical Briefing Slides).

(3) Questions and Answers. No questions were asked during the above briefing sessions.

(4) The conference was ended at around 1400 hours and moved to the site visit locations.

b. Site Visit. Subsequent to the pre-proposal conference, the scheduled site visit was conducted at the hospital starting at 1415 hours, by the attendees. The site visit was led by Mr. Jones, Facility Manager, and all attendees observed the existing condition of each section where required to be renovated and the portion of the building addition required under this project.

(1) Questions and Answers during Site Visit. No questions were asked during the site visit.

(2) The site visit concluded at approximately 1600 hours and all attended prospective offerors were reminded that any questions should be submitted to 35 CONS in writing not later than 9 Apr 21, and the proposal closing time/date is 02:00 PM (JST) on 27 Apr 21.

3. Accordingly, the pre-proposal conference and the site visit were concluded at 1615 hours.

THAO N. TRUONG, 2d Lt, USAF Contract Administrator

Approved:

BYRON H. MUHLENBERG, Capt, USAF Contracting Officer

Attachments:

1. Pre-proposal Conference Briefing Slides, 25 slides

2. Technical Briefing Slides, 30 slides cc: 35 CES/CENM

TRUONG.THAO.N

GOC.1391422741

Digitally signed by

TRUONG.THAO.NGOC.13914227

Date: 2021.04.07 13:22:44 +09'00'

MUHLENBERG.BYRON.

HENRY

KRESS.1033442145

Digitally signed by

MUHLENBERG.BYRON.HENRY

KRESS.1033442145

Date: 2021.04.08 16:46:55 +09'00'

Mission – People - Safety

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

35th FW Misawa Air Base

Pre-proposal Conference / Site Visit RFP No. FA520521R0003

Project No. 1090686 Hospital Modernization, Misawa Air Base, Japan

35 CONS/PKP

35 CES/CENM

5 Apr 21 1300 hours

Summary

Scope & Requirements

General Requirement / Pricing Structure

Solicitation

CONS remarks for solicitation / filling instructions

CES Technical Briefing

Q&A Session

Site Visit

Location Map

Hospital Bldg. 99

Main Gate

School BX

Commissary

LNG Plant

Scope & Requirements (Cont’d)

Project Description (Sec. B):

Hospital Modernization: 225 square meters of new building additions, 1701 square meters of renovation and temporary facilities during construction for the existing Misawa AF Hospital.

Place: Main Base, Bldg. 99

Contract Type: Firm-Fixed-Price (FFP)

Performance Period: 1200 Calendar Days (incl. 30 CD mobilization)

Solicitation

Fill-in

Complete block 14 through 20

RFP – Page 2

Solicitation (Cont’d)

Fill-in

RFP – Page 3

RFP – Page 4

Fill-in

Section F

FAR 52.211-12 Liquidated Damages @¥63,606 (1st day) & @¥38,416 (2nd day ~)

RFP – Page 6

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 Fill-in

RFP – Page 11

RFP – Page 12

Section J

RFP – Page 21

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

Fill-in

RFP – Page 22~

RFP – Page 25~

RFP – Page 27~

RFP – Page 28~

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

Require additional if Mod > $10,000

Atch 3 – Page 3

(Cont’d)

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

K001 Tax Exemption under SOFA Fill-in

Atch 3 – Page 4

Total amount of consumption tax

¥53.80 x Est. Gas QTY for 1200 CD

¥32.10 x Est. Diesel QTY for 1200 CD

(Cont’d)

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

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 Orig.+ 1 Copy) Part II – Price Proposal (Submit Orig.+ 1 Copy) Part III – Past Performance Proposal (Submit Orig. + 1 Copy)

Submit

RFP – Page 31

RFP – Page 33

Section L (cont’d)

Part I – Summary & Misc. Data (Submit Orig.+ 1 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

Section L (cont’d)

Part II – Price Proposal (Submit Orig.+ 1 Copy)

Completed Section B (Page 3 & 4)

Section L (cont’d)

Part III – Past Performance Proposal (No more than 5 pages per contract / Submit Orig.+ 1 Copy) Past Performance Information (see next slide for detail)

No more than 5 contracts within 5 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. 10 of RFP Customer/POC evaluator must directly send PPQ to the CO Do not include in proposal package

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 FY21 budget rate of ¥107.9114 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 9 & 10

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 takafumi.nosaki.jp@us.af.mil

FAX: 0176‐52‐4793

Mail: 35th Contracting Squadron Attn: Mr. Takafumi Nosaki Bldg. 656, Misawa Air Base, Hirahata, Misawa‐shi, Aomori‐ken, Japan 033‐0012

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 ~

Section M (Cont’d)

Past Performance Factor Recency: Work within the last 5 years 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

CES Technical Briefing

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

No. Target Document Reference Question 1 Specification Volume 1 Section 01 11 00

Para. 1.2.3 xxxxxxx

2 Drawing GI005 xxxxxxx

Let’s move on to Site Visit but please be reminded

RFP Closing Date / Time:

27 Apr 21 / 02:00 PM (JST)

Questions shall be submitted to 35 CONS/PKP miyako.fujimoto.jp@us.af.mil / takafumi.nosaki.jp@us.af.mil / thao.truong.2@us.af.mil

NLT 9 Apr 21

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

35th Fighter Wing

Mission – People – Safety

35 CONS & 35 CES

5 April 2021

Hospital Modernization Site Visit Project No. 1090686

Purpose for Site Visit

Gather to confirm the scopes by the qualified, experienced and capable firms who are interested in performing the project.

Mission – People – Safety 2

Agenda

Project Summary

Site Visit to Hospital (Bldg. 99)

Mission – People – Safety 3

Project Summary

225 square meters of new building additions, 1701 square meters of renovation and temporary facilities during construction for the existing Misawa AF Hospital.

Mission – People – Safety 4

Project Summary (Cont’d)

Project scope includes site work modifications, new addition footings and foundations, structure frame, exterior wall and roof construction, demolition of existing interior construction, new interior walls, ceilings, door and finishes, mechanical, electrical, plumbing, communications and fire and life safety systems for the new and renovated areas.

Mission – People – Safety 5

Project also includes replacement mechanical systems for areas receiving no architectural renovation and communication, fire and life safety systems throughout the entire hospital. Departments affected by architectural renovation include Dental, Sterile Processing, Nutrition Services, Pharmacy, and Medical Records.

Mission – People – Safety 6

Period of Performance: 1,200 calendar days (CDs) incl.

30 CDs mobilization

Phases can be done concurrently but sub phases must be done in sequence (example: A and B phase can happen at the same time but A2 must be after A1, B2 must be after B1)

Mission – People – Safety 7

01 42 00.00 33 contains the acceptable JIS standards

CFUSM is provided as Attachment 6 of the RFP

Mission – People – Safety 8

Most difficult part of the project will be coordination between the different Hospital teams

Drawing GI104 lists restrictions of each flight/unit, certain phases will require construction only during weekends or nights

Schedule must be set to allow for IO&T (initial outfitting and transition) contractor the required amount of down time between sub phases to allow for refurbishment

Mission – People – Safety 9

Project Phasing

Mission – People – Safety 10

A2 A2

A1

A1

LOWER LEVEL

Project Phasing (A1, A2)

Demo, Architectural, Electrical, HVAC/Plumbing and Fire Sprinkler/ Alarm/Mass notification system installation is required during both A1 and A2 phase

Departments Affected: Medical Logistics, Tricare, Health Promotions flight and Medical Surgical Unit

A1 estimated 6 months, A2 estimated 9 months construction time

Mission – People – Safety 11

Project Phasing (Cont’d)

Mission – People – Safety 12

B1

GROUND LEVEL

Mission – People – Safety 13

B1/2

B2 B2

B2

Project Phasing (B1, B2)

Demo, Architectural, Electrical, HVAC/Plumbing, Fire Sprinkler/ Alarm/Mass notification system installation and mobilization of SPD trailer during phase B

Departments Affected: Medical Logistics, Surgical Services Flight, Maternal Newborn Unit and Medical Surgical Unit

B1 estimated 9 months, B2 estimated 8 months construction time

Phase B involves the most extensive HVAC/Plumbing repairs

Mission – People – Safety 14

Mission – People – Safety 15

C1

Project Phasing (C1)

All disciplines required for Phase C, most extensive system commissioning, electrical and demo required during Phase C

Departments Affected during C1: Dental Squadron, Information Systems Flight

7 months estimated construction time for C1

Mission – People – Safety 16

Mission – People – Safety 17

C2

Project Phasing (C2)

Departments Affected during C2: Dental Squadron, Information Systems Flight

10 months estimated construction time for C2

Mission – People – Safety 18

Mission – People – Safety 19

C3

Project Phasing (C3)

Departments Affected during C3: Dental Squadron

5 months estimated construction time for C3

Mission – People – Safety 20

Mission – People – Safety 21

C4

Project Phasing (C4)

Departments Affected during C4: Dental Squadron, Information Systems Flight

12 months estimated construction time for C4

Mission – People – Safety 22

Mission – People – Safety 23

C5

Project Phasing (C5)

Departments Affected during C5: Dental Squadron

7 months estimated construction time for C5

Mission – People – Safety 24

Mission – People – Safety 25

D1

Mission – People – Safety 26

D2

Mission – People – Safety 27

PENTHOUSE

Project Phasing (D1, D2)

Demo, Architectural, Electrical and HVAC repairs required during this phase

Departments Affected: Pharmacy Flight, Tricare Flight

D1 estimated 2 months, D2 estimated 6 months construction time

Mission – People – Safety 28

Site Location Map

*need to add slide here about important spec sections

Mission – People – Safety 29 to

Base Hospital (Bldg. 99)

Mission – People – Safety 30