Conference Minutes.pdf

Minutes from Pre-Quotation Conferences held on December 12 in Rome, December 15 in Florence, and December 16 in Milan, 2025.

Introduction

Rome:

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

• Ms. Tiziana Carfora, Acquisition Supervisor

• Mr. Gabriele Di Mario, Facility Maintenance Supervisor and Contracting

Officer’s Representative (COR) for the service

• Mr. Simone Badia, Facility Representative and Government Technical

Monitor (GTM) for this location

Florence:

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

• Ms. Tiziana Carfora, Acquisition Supervisor

• Mr. Gabriele Di Mario, Facility Maintenance Supervisor and COR for the service

• Mr. Simone Badia, Facility Representative

• Mr. Paolo Poli, GTM for this location

Milan:

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

• Ms. Tiziana Carfora, Acquisition Supervisor

• Mr. Gabriele Di Mario, Facility Maintenance Supervisor and COR for the service

• Mr. Simone Badia, Facility Representative

• Ms. Elisa Sperotto, GTM for this location

Additionally, the following representatives from the Milan Post attended:

• Mr. Paul Furgiuele, Milan Facility Manager Representative

• Ms. Maria Rosa Balestracci and Ms. Alessandra Ocarni, Milan Procurement

Rappresentative

Summary of Discussions

Rome Pre-Solicitation Conference:

The following main points of the solicitation package and requirements were discussed:

➢ SAM.gov Registration: Registration in the SAM.gov database is mandatory prior to offer submission. Registration procedures can be completed at: https://sam.gov/

➢ Standard Form SF-1449: Instructions on how to complete the standard form.

➢ Price Offer Submission:

o Section 1 – Prices; Attachment 1a – Rome Prices o Base Year plus four Option Years o Exclusion of VAT from contract prices and related procedures o Standard Services: five-year projection and the Government’s unilateral right to extend the service annually o Temporary Additional Services: Indefinite-Delivery Indefinite-

Quantity (IDIQ) contract; minimum and maximum guaranteed quantities; estimated quantities are not guaranteed by the Government o Task Orders: Procedures for ordering services

➢ Zadroga Act: IRS Form W-14 must be completed and included in the offer.

➢ Section 4 – Evaluation Factors for Award:

o Lowest Price Technically Acceptable (LPTA) as the source selection process o Evaluation of price and technical offers by a technical panel o The Contracting Officer’s role in finalizing the contract award

➢ Section 3 – Offer Submission Instructions:

o Offeror qualifications o Electronic submission procedures and deadlines o Technical offer requirements: required documents, clarity of information, experience, and past performance o Questions and Answers: procedures and deadlines; questions must be submitted in writing; written responses will be posted on SAM.gov

➢ Attachment 2a – Rome Technical Specifications:

o Description of required services o Frequency of standard services o Garbage pickup and disposal o Availability of area/space measurements, specifications, and numbers https://sam.gov/ o Locations served and types of services provided o Chief of Mission residence requirements o Performance-based service requirements o Temporary additional services o Cleaning of historical spaces o Material data sheets for products to be used o Services performed in classified areas o Security clearance requirements and procedures o Peak season during summer, with higher demand for temporary additional services o Invoicing procedures

➢ Section 5: To be completed and included in the offer

Florence Pre-Solicitation Conference:

The following points were discussed:

• Price Offer Submission: Section 1 – Prices; Attachment 1b – Florence

• Attachment 2b – Florence Technical Specifications:

o Description of required services o Frequency of standard services o Availability of area/space measurements, specifications, and numbers o Temporary additional services o Cleaning of historical spaces

Milan Pre-Solicitation Conference:

The following points were discussed:

• Price Offer Submission: Section 1 – Prices; Attachment 1c – Milan and

Attachment 1d – Genoa

• Attachment 2c – Milan and Genoa Technical Specifications:

o Description of required services o Frequency of standard services o Availability of area/space measurements, specifications, and numbers o Temporary additional services

Site Visits

Site visits were conducted at all three locations—Rome, Florence, and Milan— with representatives of the Offerors in attendance.

Questions

Several questions were raised by the firm’s representatives during the three conferences. Written responses will be drafted and posted on SAM.gov:

Q1: How should an offer be presented in the case of a joint venture?

Q2: Will the new contractor need to supply dispensers for soap, paper towels, and toilet paper?

Q3: How many workers are currently employed by the existing contractors?

Q4: How many apartments will require cleaning (temporary service) each year, and where are they located in Rome?

Q5: Are the external windows accessible for cleaning?

Q6: Who is the current contractor, and what is the value of the current contract?

Q7: Are contractor’s offices required to be located in each city, Rome, Florence, and Milan?

Q8: Is it necessary to have an English-speaking cleaner supervisor always available in Florence?

Q9: Do all three sites have a storage area available for the contractor?

Q10: How will the requirements of Italian labor law regarding the transfer of current contractor employees to the new contractor be managed?

Q11: Does the new contract foresee a reduction in services to be performed by the awardee compared to the current contract?

Q12: Can U.S. certifications be submitted as valid substitutes for the Italian documents requested in the solicitation?

Q13: Milan: Will the van have a dedicated parking spot?

Q14: How many apartments will require cleaning (temporary service) each year, and where are they located in Milan?

Pre-Proposal Conference Attendee List:

Following is the list of companies and their representatives who attended the pre-proposal conference at each location:

Rome:

▪ Domenico Di Palma, PFE S.p.A.

▪ Mario Zacco, Impresa Piemonte Srl

▪ Benedetta Filippini Lera, Impresa Piemonte Srl

▪ Miretta Foti: Global Solutions Worldwide

▪ Simone Longhi, CST Roma

▪ Hanna Parkhamovich, Markas Srl

▪ Concetta Vitiello, Pellegrini SpA

▪ Roberta Panella, Pellegrini SpA

▪ Pierfrancesco Ladisa, ABFS

▪ Andrea Donghi, Milano Fulgida Srl

▪ Alfonso Galasso, Milano Fulgida Srl

▪ Simona Vastano, PFE S.p.A.

▪ Nicola Ladisa, ABFS

▪ Francesco Maria Aversa, MSE Group Srl

▪ Paolo Ciarloni, Vivaldi & Cardino SpA

▪ Silvio Santoro, Foumtum Development LLC

Florence:

▪ Pierfrancesco Ladisa, ABFS

▪ Longhi Simone, CST Roma

▪ Belinda Mauceri, Foumtum Development LLC

▪ Andrea Donghi, Milano Fulgida Srl

▪ Miretta Foti, Global Solutions Worldwide

▪ Francesco Maria Aversa, MSE Group Srl

▪ Roberta Panella, Pellegrini Spa

▪ Concetta Vitiello, Pellegrini Spa

▪ Jacopo Riva, PFE S.p.A.

▪ Giuseppe Pierno, Vivaldi & Cardino SpA

Milan:

▪ Nicola Ladisa, ABFS

▪ Longhi Simone, CST Roma

▪ Longhi Sergio, CST Roma

▪ Belinda Mauceri, Foumtum Development LLC

▪ Andrea Donghi, Milano Fulgida Srl

▪ Miretta Foti, Global Solutions Worldwide

▪ Francesco Maria Aversa: MSE Group Srl

▪ Simone Pennesi, N.S.I. Nigra Servizi Italia S.r.l.

▪ Gabriele Aggio, Pellegrini SpA

▪ Marco Cattaneo, Pellegrini SpA

▪ Francesco Vigneri, Pellegrini SpA

▪ Jacopo Riva, PFE S.p.A.

▪ Leonardo Cestari, Vivaldi & Cardino SpA

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

01/07/2026 10:01 GMT

Sheridan, Crystal (SheridanCD@state.gov)