Meeting_minutes_-_FAQ_-_Notices_-_SDJ10014Q0001-rev4.docx

US EMBASSY DJIBOUTI

BP 185, LOT#350-B, LOTISSEMENT HARAMOUS

Djibouti, Republic of Djibouti

Meeting minutes, FAQ & Notices

Meeting minutes

1. Are these barriers 4 or 6 fingers?

The new barriers are 4 fingers.

2. If we are selected, are we going to use these red badges provided today and go through a security search during the length of the project?

The Regional Security Officer (RSO) will allow contractor badges to be issued but it takes a minimum of 6 weeks to complete the investigation. Plan to submit your list of staff as soon as you get the award. We will provide the list of information that the RSO requires. Prior to getting contractor badges, the USG will provide escorts for your staff.

3. By the way, how long does it take to clear workers?

It will take a minimum of 6 weeks to get contractor clearances.

4. As per SOW (Scope of Work), we do only have 09 weeks to complete the project. Is the time needed to clear personnel being included in this?

Yes. Once selected, the awardee should provide a list of the personnel to clear including project managers, supervisors, and trades. Initial clearance by RSO will take 7-10 days and work will still require an escort (1 escort for 6 contractor personnel) but the full contractor clearance will take a minimum of 6 weeks. It is very important to get that list in as soon as possible as escorts may be limited and overtime costs for the escorts will be borne by the contractor.

5. What about the noise pollution?

There is no noise restriction on Post. Flash shields must be used for all cutting and welding and a burn permit must be issued by the Facility Manager.

6. From what I understand, most material will be provided by the Government on this Project: conduits, wires including pipes going from the barrier to the switch connector. What happens if it is 100 meter further than expected? Who is going to cover for the additional material since the problem was clearly not due to the contractor?

The package which will be provided should be enough. However if it’s not, the additional material will be provided by the Government.

7. Do you have underground drawings? Please provide them.

Drawings will be available upon request but must stay in the Embassy and cannot be copied.

8. If we are stuck by let’s say a gas conduit that should not have been there as per the drawings. What’s about the delay caused by this?

It will be considered an unforeseen condition and the length of the delay caused by this particular event will added to the completion time provided the contractor has notified the COR in writing and the conditions have been verified.

9. The SOW stated the Contractor must provide temporary barriers. Can we use jersey barriers while working on a barrier?

Jersey barriers can be used or a heavy truck can be placed in front of the gate. Final approval for this point lies with the RSO Officer.

10. Reference is made to SF1442, block 13. b which states that “An offer guarantee is required”. The Solicitation, as amended on Dec 10, gives no further information on this requirement. The context of the Solicitation document implies a misprint, as Performance & Payment guarantee is actually required throughout the Solicitation. Kindly mark the offer guarantee as “is not required”, or provide further information.

The Offer Guarantee is not required.

11. Reference is made to SF1442, block 11 which requires performance to commence 15 calendar days after receiving a NTP letter. Section F (F.3.1) requires performance to commence within 14 calendar days. Kindly clarify this requirement.

Work must start 15 days after NTP or the next working day after 15 days.

12. There is no consolidation between Instructions to Offeror as specified in Section 3 of the original Solicitation document, and Detailed Instructions as per Section L of Amendment#001. Please clarify whether the following proposal requirements are now eliminated:

a. Resume of key personnel Resumes of key personnel are required for all principles, project managers, supervisors, engineers, and financial managers.

b. Plan of ensuring quality of services including but not limited to contract administration and oversight.

Plan of ensuring quality of services including but not limited to contract administration and oversight must be included. This is a Quality Assurance/Quality Control plan and must include concrete testing (per specs), and commissioning protocol for the barriers.

c. a copy of the Certificate of Insurance(s), or (2) a statement that the contractor will get the required insurance” Insurance is required. A certificate of insurance is required. A statement that the contractor will get the required insurance is acceptable to place the bid but the insurance certificate must be submitted prior to the NTP.

13. What is the contractor to do with the removed barriers and associated removed barrier components?

Contractor to dispose of barriers per local codes. Contractor must certify that barriers were disposed according to local laws and regulations.

14. Who is responsible for performing any required works that need to be accomplished within or passing through secured rooms and/or areas (i.e. Post 1, SIC Room, CAC Guard Control Rooms)?

An escort will be provided for work in areas that require a cleared American for access.

15. Who is responsible for making the final termination connections?

The U.S.G. will make the final terminations. Plan for a two week termination and testing period for each barrier to certify completion. Commissioning protocols per manufacturer’s recommendations to be submitted for review within 4 weeks of NTP but no later than 2 weeks prior to commissioning actions.

16. Is attendance to the pre-scheduled site visit was mandatory for bidding to the subject RFQ.

You can submit your proposal even if you didn’t participate to the site visit. I was not mandatory.

17. Please advise if our staff currently available in Djibouti may visit the work site even the first pre-scheduled site visit date has been passed.

There will be no other site visit.

18. Since the second barrier “Must” remain in full operation until the first barrier has been completed, to now include the additional time required for the USG to complete those additional requirements as stated in the USG answer to question 15. It is then only logical to presume that the performance period is also extended 2 weeks per barrier for a total of 4 weeks. This means the original given performance period of 9 weeks will now be extended by 4 weeks to a new total performance period of 13 weeks, is this correct, and if not please explain in detail as to why?

The performance period remains unchanged.

19. Is contract includes commissioning and supervising of Barriers? We couldn't find any specific paragraphs or statement in SOW and other documents.

The contract only includes what is stated in the scope of work.

FAQ

· On page 6 of the referenced Solicitation it is required that bidders submit resumes of Key Personnel. Which key positions does the Government require for this contract?

We require principals, project managers, and engineers who will be directing and supervising the work being done.

· What is Government’s definition of “Witness” as stated on page 7 of the Solicitation document?

We define it as a person authorized by the Contractor’s Company to sign legal documents of commitment for that Contractor.

· Section 4 of this Solicitation discusses evaluation of a grand total price and “all options”. No Bid Schedule is attached. Are bidders required to submit a FFP of a grand total only? Are any options to be priced; and if so, please provide options information.

This is a fixed price contract and a final fixed price is the bid required. There are no options or additions in the final price.

· Referencing company incorporation documents, and local licenses and permits: Will documents submitted in their original language be evaluated positively.

All documents must be submitted in English and when there are documents in both English and another language, the English version shall take president over any other version.

· Does the Government have any requirements for phasing of works? Can works on barriers take place simultaneously?

No, barriers must be done individually. One of the gates must be operational at all times.

· How many copies are required upon submittal of proposals?

Two signed originals are required for your submittal.

· Is an Irrevocable Letter of Credit (ILOC) required for this project?

A payment and performance bond or ILOC is required for this project in the amount of 100% of the contract value. Insurance is also required.

· Are we to submit also the registration documents/licenses of our key subcontractors?

Yes, they must be included in your proposal.

Notices

· The deadline to submit your proposal is Monday 23rd December 2013 at 16h30. Only the hard copy will be considered. You can either put your proposal at the Main CAC (main entrance of the Embassy facing Lootah Village) or send it through post. We will only consider the date stamped by the receiving Clerk (Guards or Mailroom).

· This is a fixed price contract. Once you submitted your proposal you cannot change the price.

· It may happen that some changes needs to be done to the initial contract. In this case, only the Contracting Officer will be able to do so in writing. The Contracting Officer is the only one authorized to release an amendment. There will be a Contracting Officer’s Representative (COR) and other government representatives on the project who will supervise the work but ONLY the Contracting Officer can change the contract scope.

· You are only engaged to do the work stated in the SOW. If you do additional work, the USG will not pay for this work. Similarly, if you are asked to provide works not indicated in the SOW, you are fully in your right to refuse. Any work outside of the contracted Scope of Work must be fully approved by the Contracting Officer BEFORE it is started or the USG WILL NOT pay for it.

· Post restrooms will not be available; you must include porta-john in your proposal.

· Post dining facilities will not be available.

· If you want to setup an office trailer, we will provide a space inside the compound.

· All materials, tools should be safely stored and locked in a safe box at the end of the day. A copy of the key will be provided by the Contractor prior to the start of the project.

· Some outlets may be available for small hand tools but for larger tools, the contractor will not have access to the post electricity and must have their own generators.

· The company must be able to do legally business in Djibouti.

· No verbal modifications will be allowed to amend the scope of work in any way.