RFP No. FA520523R0004_Minutes_Pre-proposal Conference&Site Visit_23May23.pdf

DEPARTMENT OF THE AIR FORCE

35TH FIGHTER WING (PACAF)

MISAWA AIR BASE, JAPAN

23 May 23

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.

FA520523R0004, Project No. QKKA214009, Repair JNCO Homes, MFH 123, 125, 127, 129, 291, Misawa Air Base, Japan

1. These are minutes of the pre-proposal conference and its subsequent site visit conducted for the subject RFP on

23 May 23, 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 at the 35th Contracting Squadron Conference Room, Bldg. 656, Misawa Air Base, with attendance of the representatives of the following f irms and the Government’s individuals:

Firms (Listed in a lphabetical order) Government

American Engineering Corporation 35th Civil Engineer Squadron

Aomori Environmental Development Co., Ltd. Maj Shandon James, 35 CES/CEN

Daiwa House Reform Co., Ltd. Capt Jose Medina Ramirez, 35 CES/CENMC

HAZAMA ANDO CORPORATION Mr. Charles Lane, 35 CES/CENM

Kosaka Komuten Co., Ltd. Mr. Rector Hartley, 35 CES/CENMC

NIPPO CORPORATION Mr. Yasuhiro Yonaiyama, 35 CES/CENMD

Suzuki Kensetsu Kogyo Co., Ltd. Mr. Mitsuhiro Kashiwazaki, 35 CES/CENMD

Mr. Norihiro Maruyama, 35 CES/CENMD

Ms. Inok Antunes, 35 CES/CEIH

Mr. Louis Vance, 35 CES/CEIH

SSgt Kayla Arias, 35 CES/CEIH

Ms. Masako Taura, CE CES/CEIHM

35th Contracting Squadron

Maj Timothy Wilhelm, 35 CONS/CC

MSgt Joshua Blalock, 35 CONS/PKB

Ms. Miyako Fujimoto, 35 CONS/PKP

Mr. Takafumi Nosaki, 35 CONS/PKP

Mr. Kazuo Miura, 35 CONS/PKP

Ms. Shoko Suzuki, 35 CONS/PKP

Mr. Akito Miura, 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 in 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 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 0920 hours.

(3) Technical Briefings by 35 CES. Capt Jose Medina Ramirez/Chief, Construction Management opened the technical briefing with the general requirements and work scope under each engineering disciplines, and followed by Mr. Yonaiyama/Architectural Engineer to provide supplemental information on the technical briefing in accordance with the project 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) Closing remarks was given by Maj Timothy Wilhelm/Commander, 35th Contracting Squadron at around 0940 hours, and the party moved to the Military Family Housing (MFH) area of the project for the site visit.

b. Site Visit. Following the pre-proposal conference, the site visit was conducted at MFH Bldg. 129 from 1000 hours, and subsequently at MFH Bldg. 123 (exterior only), Pump House Bldg. 119, MFH Bldg. 291 (exterior only) and Pump House Bldg. 263 to confirm the existing condition of the buildings where required to be renovated/upgraded under this project.

All attendees observed the current state of the buildings above and received explanation by 35 CES personnel on the details of the existing condition. All photos listed below were taken during the site visit.

• MFH Bldg. 129, Unit C – Kitchen • MFH Bldg. 129, Unit C – Bedroom • MFH Bldg. 123 – Entrance

• Pump House Bldg. 119 • MFH Bldg. 291 – Entrance • Pump House Bldg. 263

(1) No question was asked by the attendees during the site visit.

(2) 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 2 Jun 23, and the proposal closing time/date is 02:00 PM (JST) on

22 Jun 23.

3. Accordingly, the pre-proposal conference and the site visit were concluded at approximately 1100 hours.

AKITO MIURA

Contract Administrator

Approved:

MIYAKO FUJIMOTO

Contracting Officer

Attachment:

Pre-proposal Conference Briefing Slides dated 23 May 23, 23 pages (46 slides) cc: 35 CES/CENM