Conference Minutes.pdf

Minutes From Pre-Proposal Conference held on April 24, 2024.

Introduction.

The Contracting Officer, Mrs. Crystal D. Sheridan, welcomed all attendees. The following Embassy representatives attending the conference were introduced: Ms.

Tiziana Carfora, Acquisition Supervisor; Mr. Andrea Battilocchi, Facility

Engineering Supervisor – COR of the contract; Mr. Paul Furgiuele, Deputy Facility

Manager, and Mr. John Crisafulli, Acquisition office representative.

Following the main points of the solicitation package and requirements that were discussed during the conference:

➢ Mandatory registration of companies to the SAM.gov database prior to submittal of proposals; registration procedures.

➢ Section M – Evaluation Factors for Award: LPTA as source selection process used. Economic and technical proposals; technical panel evaluation.

The Contracting Officer role in finalize the contract award.

➢ Economic Offer Submission – Volume I:

Standard Form - SF-1442: how to fill the standard form.

Section B – Prices:

▪ Base Year + 4 Option Years prices.

▪ Exclusion of VAT from the contract offered prices.

▪ Firm-fixed prices: 5-year length projection.

▪ Scheduled and Unscheduled services.

Zadroga Act: IRS form W-14. To be filled and included in the offer.

Section K – To be filled and included in the offer.

➢ Technical Offer Submission – Volume II:

Section L – Instructions on offer submission:

▪ Qualifications of Offerors.

▪ How to submit the proposal electronically and meet the deadlines.

▪ The elements of the technical proposal: documents to be submitted, clarity of information to be provided, experience and past performance.

▪ The Subcontract and its requirements.

▪ Questions and Answers: procedures and deadlines; questions to be submitted in writing; written replies shall be posted on SAM.gov.

➢ FAR 52.222-50, Combating Trafficking in Persons: understating the requirements.

➢ Quality Control: the Contractor responsibility in assessing a quality control system to meet the terms of the contract.

➢ Section C and Section J, Exhibits:

These sections of the solicitation package were both discussed by the Contracting representatives and the COR:

▪ Description of the services required by the contract.

▪ Minimum requirements: simultaneous performance by two teams of

HVAC technicians.

▪ Spare parts requirements.

▪ Exhibit C – manufacturer performance requirements.

▪ How to handle minor and major repairs.

▪ Performance requirements during summer season, August included.

▪ Emergency calls.

Site Visit

A site visit within the Embassy compound was held right after the conference. A few sites were showed as sample of systems/equipment to be maintained under the contract.

Pre-Proposal Conference Attendee List

Eight Firms/Ten persons attended the pre-proposal conference:

1. Mr. Damiano Galeno, CPL Concordia

2. Mr. Filippo Latini, CPL Concordia

3. Mr. Francesco Miraglia, CBRE/Hitrac

4. Mr. Marco Venturi, C.ED. Impianti

5. Mr. Enzo Ceccolini, C.ED. Impianti

6. Mr. Andrea Pandimiglio, Habitek

7. Mr. Marco Belli, Habitek

8. Mr. Paolo Galiardi, WSG Consulting/Generali Impianti

9. Mr. Gianluca Danese, CBRE

10. Mr. Manuel Ottaviani, Climater

Questions

Several questions were raised by the firms’ representatives during the conference.

Written responses will be drafted and posted on SAM.gov:

Q1: Where the spare parts needed can be found?

Q2: FGAS requirements. Are local laws applicable?

Q3: Can any emergency call be performed during the nights?

Q4: Ref. Exhibit C “List of Equipment to be Maintained by Manufacturer

Company”. Is an agreement with manufacturer company required?

Q:5 Are the Panasonic systems listed in the solicitation subject to a mandatory agreement with the manufacturer company?

Conclusion

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

Sincerely, Crystal D. Sheridan

Contracting Officer

05/07/2024 07:55 GMT

Sheridan, Crystal (SheridanCD@state.gov)