Site Vist Conf Minutes 17 May 21.pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

17 May 21

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKB

Bldg. 620, Yokota Air Base

Fussa-shi, Tokyo 197-0001, Japan

Subject: Site Visit Minutes for RFQ No. FA520921Q0019, Prisoner of War (POW)/Missing in

Action (MIA) Memorial Grounds Maintenance and Pond Cleaning at Building 706 at

Yokota Air Base, Japan

1. An escorted site orientation for the subject project was conducted on 17 May 21 at 0900 hours to explain the requirement to all interested offerors. All attendees gathered in front of the building 706 at 0900 hours.

The following personnel were in attendance:

Government:

Ms. Tomoko Shioda, Contracting Officer, 374 CONS/PKBA

Ms. Miya Nemoto, Contract Specialist, 374 CONS/PKBA

Mr. Galli D. Delfin, Service Contracts Supervisor, 374 CES/CEOES

TSgt Boaz N. Etpison, COR Supervisor, 374 CES/CEOES

Mr. Masahiko Yokomizo, Contracting Officer’s Representative (COR), 374 CES/CEOES

Mr. Tsubasa Kawamura, Contracting Officer’s Representative (COR), 374 CES/CEOES

Prospective Offerors:

See attached Site Orientation Attendance Sheet.

(This is only filed internally for the Government.)

2. An explanation of the solicitation package was provided. It was emphasized that the offerors are responsible to read and understand the solicitation requirement and was advised to complete all required sections of the solicitation as part of their offers. Ms. Nemoto asked all prospective offerors to ensure that their offers were received prior to the due date/time, 1000 hours on 7 Jun

21 unless a written amendment is issued to extend the date. The following was briefed with supplementary explanations as indicated below.

a. SF 1449: total of 42 pages, Blocks to be filled out on the cover page( 17a, 30a~30c

And 12 and 17b if applicable).

b. CLIN Structure: Do not fill this section. Prices are to be submitted through attachment 2 Exhibit only.

c. Fill in clauses: Pages 31~35 shall be filled out if and when applicable.

d. Attachment 2-Price Exhibit: To be filled out with the vendor’s offer price. Do not fill anything in the grayed-out areas or CLINS. Please insert values in whole numbers only.

e. Addendum to FAR 52.212-1, Instructions to offerors – Commercial Items: Ms.

Nemoto briefly explained the contents of this provision. Attendees were advised to submit their proposal digitally or by hard copy.

f. Addendum to 52.212-4, Contract Terms and Conditions: It was explained that the offers should be aware of the conditions that apply to this project.

g. FAR 52.212-2, Evaluation: As stated in the solicitation, evaluation will be conducted based on lowest responsible bidder. By submission of its proposal IAW the instructions provided in clause FAR 52.212-1, Instructions to Offerors - Commercial

Items, the offeror accedes to all solicitation requirements, including terms and conditions and representations and certification. Failure to meet a requirement may result in a proposal being determined unacceptable.

h. 52.217-8 -- Option to Extend Services : It was explained that the contract can be extended for six (6) months

i. 52.217-9 -- Option to Extend the Term of the Contract: It was explained that the US government has the right to exercise the option periods.

3. All attendees were escorted to show the work site where Mr. Yokomizo briefed the following:

a. Pesticides: It was stressed that only approved pesticides or their equivalents shall be used, and must be approved using the AF 3000 forms prior to use.

b. Green Waste: Green waste may be taken to the east side incinerator plant for disposal.

The contractor however may take the green waste to a recycling plant off-base at their own expense.

c. Grass Height: Shall be maintained at 2 inches.

d. Work schedule: A monthly work schedule and annual work schedule must be submitted.

e. Pond Cleaning: Pond skimming to be conducted daily, while no less than once a month the water shall be drained from the pond. It was stressed that unscheduled pond cleaning may be required.

f. Wildlife: There are 7 Koi fish and turtles at the site. When cleaning the pond, the contractor must ensure their safety.

g. Mission requirements: Due to mission requirements, the contractor may be requested to leave the job site immediately or provide more services.

h. Flight line driving: A flight line license will need to be obtained to drive around the job site. Once contracted, it is the contractor’s duty to get the training to obtain the license.

i. Work area: The entire garden area up to the red carpet paint. Work includes but not limited to fixing the pavement in the area, touch-up paint, snow removal and removing animal feces from rocks and bridge.

4. Ms. Nemoto briefed as follows the closing remarks:

a. Prospective offerors were advised that they should submit any further questions in

English (recommended) via e-mail to the Government by 26 May 21, 1400 hrs.

Questions and answers will be provided to all the offerors and distributed through the betaSAM website at (https://beta.sam.gov/).

b. Amendment(s) will be posted on the betaSAM website if issued. Also meeting minutes will be posted on the betaSAM website when finalized. A copy of the minutes will be distributed to all attendees.

c. Submission deadline for the RFQ is 7 Jun 21 by 1000 JST.

5. The pre-proposal conference/site visit was adjourned at 1025 hours.

6. The foregoing is a brief summary of the discussion held during subject site visit. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within seven (7) calendar days after the date of publication on beta.SAM. Failing notification to the contrary, these minutes will stand for the record.

TOMOKO SHIODA

Contracting Officer

Cc:

374 CONS/PKBA

374 CES/CEOES

All attendees https://beta.sam.gov/