SF30 Cover Page 00001 19IS7O23R0005.pdf

191S7023R0005 0001 ATTACHMENT A

Section 1, III,G 2.5

From

2.5 Designate representative(s) to provide guidance on income tax and national insurance codes, responsibilities, obligations, and prevailing practices. The assigned representative(s) shall speak English, and the local language, and be able to serve as a customer service interface with individual employees and resolve issues related to tax and

National Insurance withholding, including regular onsite visits and availability via email.

To now read

2.5 Designate representative(s) to provide guidance on income tax and national insurance codes, responsibilities, obligations, and prevailing practices. The assigned representative(s) shall speak English, and the local language, and be able to serve as a customer service interface with individual employees and resolve issues related to tax and

National Insurance withholding, including regular onsite visits and availability via email. The onsite visits are typically once a week for Jerusalem and once a month for Tel Aviv.

Section 1, III,G 3.3

From

3.3 The contractor shall prepare bi-weekly and monthly “102” reports using employee withholding calculations from previous pay periods that are assigned to a particular calendar month (Note: The 26 pay periods are spread over 12 calendar months). The customer assigns the pay periods to particular calendar months and provides this information to the contractor at the beginning of each calendar year.

To now read

3.3 The contractor shall prepare bi-weekly and monthly “102” reports using employee withholding calculations from previous pay periods that are assigned to a particular calendar month (Note: The 26 pay periods are spread over 12 calendar months). The customer assigns the pay periods to particular calendar months and provides this information to the contractor at the beginning of each calendar year. Provide “102” reports (Summary employer’s withholdings for all its employees. The Government may request English translations of the reports in English) in accordance with Israeli statutory provisions.

00001 ATTACHMENT B

July 24, 2023

MINUTES FROM PRE-PROPOSAL CONFERENCE OF JULY 19, 2023

SOLICITATION 19IS7023R0005 PAYROLL SALARY MGMT SERVICE

Introduction

Mr. Chanan Stern, the Contracting Specialist, welcomed all attendees and the following

Government Attendees were introduced:

1. Mr. Chanan Stern – Contract Specialist – Tel Aviv and COR

2. Ms. Sarit Baranes – Procurement Agent

3. Ms. Ranya Dahdal – Procurement Supervisor

4. Ms. Helen Burlya - Payroll Specialist Tel Aviv

5. Mr. Harout Kalaydjian – Payroll Supervisor Jerusalem

6. Ms. Jaclyn L Boyle – HR officer Tel Aviv

7. Ms. Shelly R First – HR supervisor Tel Aviv

8. Ms. Ilanit Kleiman – HR Specialist Tel Aviv

All attendees introduced themselves. The Contract Specialist thanked all attendees for coming and expressed his hope to have a fruitful and mutually beneficial working relationship.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1. Proposal due date, time, and delivery requirements were specified. It was emphasized that all proposals may be delivered electronically.

2. Confirmation that offers that do not meet the deadline and submission requirements will not be considered.

3. SF1449 – The completion and signing of the SF1449 was discussed

4. Section 1 subsection III Pricing – Contract line items were discussed. Each line item needs to be priced per employee with a total monthly and yearly amount completed. day, transfer or hour and the total yearly price for each line item needs to be priced out.

Minimum and Maximum discussed.

5. Section 1 subsection G. Statement of Work was discussed in detail. Deliverables were discussed here. Work plan, and QA plan were discussed here.

6. Section 2 Contract Clauses were discussed and the Clause 52.222-50, Combating

Trafficking in Persons (Nov 2021) was emphasized.

U.S. DEPARTMENT OF STATE

U.S. EMBASSY JERUSALEM, ISRAEL

19IS7023Q0001 00001

7. Clause 52.229-12 was discussed as was the requirement for the contractor submitting proposal need to submit a signed W-14 form if they are a foreign (non-American) contractor.

8. Section 3 was discussed as was the importance of the technical proposal.

9. Reviewed Section 4 – Evaluation Factors. It was noted that the U.S. Government will award the contract to the lowest priced and technically responsible offeror.

10. Reviewed Section 5 – Representations and Certifications – This section was explained in detail, and it was emphasized to all that the certifications need to be signed and certified as part of the technical proposal. The offerors need to provide their TIN (for American firms) and CAGE code and register with SAM or show proof of being in the process of obtaining those. NDAA certification and requirement was discussed.

11. It was emphasized that all questions that might arise prior to submission of the proposal may be submitted in written form by August 4, 2023, 07:00 US Eastern Standard time, 14:00 Israel standard time to all questions will be posted in SAM.GOV and US Embassy

Web site.

Questions

The attached questions were asked and answered during the conference

Conclusion

The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.

Sincerely, Doug L Demaggio

Contracting Officer

19IS7O23R0005 00001

• ATTACHMENT C

ANSWERS TO QUESTIONS ASKED AT THE PRE-PROPOSAL CONFERENCE

19IS7O23Q0007 00001

Question #1: Are all the employees who require payroll services Israeli citizens?

Answer #1: Section 1. Background / Scope of Services, of the solicitation states, “The US

Embassy Jerusalem (hereinafter referred to as the customer) requires payroll services for its locally employed staff (LES).”. For purposes of this acquisitions, locally employed staff are considered Israeli citizens, Palestinian Authority citizens, and third country nationals.

Question #2: Is it possible to share the type of positions being employed?

Answer #2: The type of positions being employed is not relevant to the services required for the solicitation. Services required are based on Salary of employees and not based on their position titles.

Question #3: Is it possible to share the salaries and associated benefits of the employees?

Answer #3: Salaries of the employees will be supplied to the contractor after award, and Section

1, III.G.3.1 of the solicitation states the following, “The customer shall provide the contractor with comma separated values (CSV) payroll files.”

The solicitation, section 1, III G 2,2 also states the contractor shall be responsible for the following in regard to associated benefits, “Provide monthly tax, pension and social security withholding reports calculated from employees’ wages for each pay period (as defined in section 5.2). Provide “102” reports

(summary employer’s withholdings for all its employees) in accordance with Israeli statutory provisions with the following exception:

The employee contribution for National Insurance calculations requires a special formula to account for employer contributions. For purposes of the contract employees contribute 32% of the total required NII contribution of 19.5% of their pay, and the employer contributes 68% of the total contribution of 19.5% of total pay”.

Question #4: Are the employees expected to be employed by the Contractor?

Answer #4: No, all employees are Locally employed Staff (LES), employed by the US Government.

Question #5: What will be the minimum of the resultant contract?

Answer #5: Section 1, I of the contract states, “. The minimum for this indefinite delivery, indefinite quantity contract is US$5,000.00 (or equivalent in local currency) for the base and all option periods (combined).”

Question #6: What is meant by the wording of the maximum for the resultant contract?

Answer #6: Section 1, I of the contract states. “The maximum for this indefinite quantity contract (if the USG exercises all options) shall be any quantity or combination of supplies and services with a contract value of US$3,500,000.00 (or equivalent in local currency)”, which refers to the total maximum.” As stated, this is the total maximum of the resultant contract, including all option years (combined).

Question #7: When is the required active start date for the resultant contract?

Answer #7: The Government will require the contract service to be fully active by the start of the next calendar year,1 January 2024.

Question #8: How many current local employees are currently employed at the Embassy?

Answer #8: Currently the Embassy employes a total of 1,145 Locally employed staff.

Question #9: Is the service pricing in section 1, III. of the solicitation a price per local employee per month?

Answer #9: Yes, in accordance with section 1, III. Contract Pricing, of the solicitation, there is a requirement to price a cost per month per LES Employee in NIS.

Question #10: How long does the contractor have to return the CSV payroll files referenced in section 1,III, 3.1 of the solicitation?

Answer #10: Section 1, III,G 3.2 of the solicitation states, “The contractor shall process the CSV payroll files (section 3.1) and return them to the customer for tax, and National Insurance withholding within 7 calendar days.”

Question #11: What are the online forms that are to be given access to the Embassy LES employees?

Answer #11: Section 1, III,G 3.6 of the solicitation states, “The contractor provides employees with individualized ISO 27001 controlled access to on-line pay slips.”

Question #12: Does the Contractor need to develop a new unique system that will allow for the special requirements of this solicitation?

Answer #12: Section 1, III,G 1.1 of the solicitation states, “Identify or design a system that can accommodate the unique challenges of calculating local income tax, social security payments, pension, education fund and severance pay handling services for the customer taking into account biweekly pay periods and non-standard payroll calculations.”

Question #14: How many onsite visits are required from the designated contractor representative?

Answer #14: Section 1, III,G 2.5 of the solicitation states, “Designate representative be able to serve as a customer service interface with individual employees and resolve issues related to tax and National Insurance withholding, including regular onsite visits and availability via email.” The onsite visits are typically once a week for Jerusalem and once a month for Tel Aviv.

The Government is amending Section 1, III,G 2.5 in the solicitation to include “The onsite visits are typically once a week for Jerusalem and once a month for Tel Aviv.

Question #15: Can the bi-weekly and monthly official 102 reports be in Hebrew?

Answer #15: Yes, these are official Israeli forms that can continue to be in Hebrew. The

Government may request an English translation of the reports for some employees. The

Government is amending Section 1, III,G 3.3 in the solicitation to the following: “Provide “102” reports (Summary employer’s withholdings for all its employees. The Government may request

English translations of the reports in English) in accordance with Israeli statutory provisions.

Question #16: Will the Government supply the contractor with all the required information to allow for money routing of pensions contributions to the applicable pension and education funds?

Answer #16: Yes, the Government will supply the Contractor with all the applicable routing information for the pension and education funds for each employee in accordance to section 1, III,G, 2.3 of the solicitation.