SiteVisitMinutes FA520923Q0005.pdf

DEPARTMENT OF THE AIR FORCE

374th Airlift wing

11 Jan 2023

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKBC

Bldg. 620, Yokota Air Base

Fussa-shi, Tokyo, Japan 197-0001

SUBJECT: Pre-proposal Conference and Site Visit Minutes for Request for Quote (RFQ) No.

FA520923Q0005, Oil Water Separator Cleaning and Waste Oil Recycling Service at

Yokota AB and Tama Annex Japan.

1. An escorted pre-proposal conference for subject RFQ was conducted on 11 Jan 2023 at 1000 hours to explain the requirement to all interested quoters. All attendees gathered in 5K Room at Bldg. 620 (374th

Contracting Squadron), Yokota Air Base, Japan.

a. Government:

374 CES/CEOES: Mr. Galli Delfin Chief, Service Contracts

374 CES/CEOES: TSgt William S Donohue Contracting Officer’s Representative (COR), Service Contract

374 CES/CEOES: Mr. Taro Bando Contracting Officer’s Representative (COR), Service Contract

374 CONS/PKBC: Ms. Tomoko Shioda Team C Lead/Contracting Officer

374 CONS/PKBC: SrA Dylan A Tomkinson Contract Specialist

374 CONS/PKBC: Ms. Mikiko Owada Contract Specialist

b. Prospective Quoters:

See Attachment 1 (The list will be disclosed only to the Government)

2. The pre-proposal conference was started by Ms. Mikiko Owada by introducing the Government members to the attendees.

3. An instruction and supplemental explanation were provided for filling-in the RFQ package. The followings were briefed confirmed as indicated below:

a. Procurement Schedule from this conference:

1) Closing date for submission of questions to the point of the contact is not later than 13

Jan 2023

2) Quote closing date is 20 Jan 2023 at 16:00 hours

b. Performance Period:

1) Basic period: 5 years

2) One Option Period: 5 years

3) Total 10-year contract

c. SF 1449: Complete blocks in accordance with Addenda to 52.212-1, on page 28 of 35.

d. Ms. Owada explained the maximum amount for the life of the contract.

e. Submission of quotations will be accepted by e-mail to the Contract Specialist and

Contracting Officer. Government will confirm receipt of their submission via email reply. Ms. Owada requested a telephone confirmation upon sending the quotes.

f. Explained allocation of pricing for each CLIN 0001 and 1001 on SF1449. Quoter is required quote both CLINS and quoters are required to submit the price list consisting of 10 tabs for total

10 years.

g. Amendment: The prospective quoter shall submit an acknowledgement of all solicitation amendments, if issued.

h. Explained Addenda to 52.212-1 Instructions to Quoters: Four separates’ parts was explained. For the Past performance related documents are required to submit the past performance reference list and the Past Performance survey questionnaires by each client to the contracting office directly.

The number of the relevant contract’s information confirmed three or less than three information will be submitted by each prospective contractor.

i. Explained Addenda to 52.212-2, Evaluation –Commercial Items: Evaluation will be conducted as stated in page 33 through 35 of 35. If the quoter with the lowest price satisfied all listed evaluation factor, the lowest quoter will be the awardee.

4. Mr. Bando, Contracting Officer Representative, briefed overall content of Performance Work

Statement (PWS) including location stated in Appendix A.

5. After the above explanation, attendees were escorted to the performance location, to Bldg.610

Mr. Bando explained by showing the facilities. The service will be performed IAW the working schedule will be coordinated with occupants for working hours and access the facilities by COR.

6. Mr. Bando added the information about the containers of the Waste Oil at each location stated in

Table 3 on Page 8 of 8 of PWS. The Containers are the government furnished properties and located nearby each facility.

6. The Contract Specialist reiterated the quoters to provide any further questions through 374

CONS/PKBC, in order to secure fair opportunities.

7 The site visit was adjourned at 1100 hours.

8. If you have any additional questions in regards to this minutes, please contact Ms. Mikiko Owada or the undersigned at 042-552-3014.

TOMOKO SHIODA

Contracting Officer cc: 374 CES/CEOES

Distribution: All prospective quoters