19AS7021Q0002 - Minutes from Pre-Proposal Conference and Site Visit - Feb 3 2021.pdf

CO NSULATE G ENERAL O F T HE UNITED ST ATES O F A MERICA

SY D NEY, A USTRALIA

L e v e l 5 9 , M L C C e n t r e - 1 9 - 2 9 M a r t i n P l a c e - S Y D N E Y N S W 2 0 00

February 4, 2021

To: All Interested Quoters

From: Brandon Nugent, Contracting Officer

Subject: Minutes from Pre-Proposal Conference and Site Visit of February 3, 2021

RE: Request for Quotations number S-19AS7021Q0002

Security screening of attendees commenced at 9:15AM on the ground floor of 50 Miller Street, North Sydney, NSW. Attendees were escorted, by elevator, to Level 5 of the building. Attendee names and company affiliation were recorded on a visit roster.

The Contracting Officer welcomed attendees at 9:30AM and introduced himself, the

Contracting Officer’s Representative, and two notetakers. Attendees were reminded that no statements made by the Contracting Officer or any other representative of the U.S. Government during the pre-proposal conference and site visit should be considered or construed as a change to the solicitation. Any changes to the solicitation will be communicated by issuance of a written amendment posted to beta.SAM.

Levels 5 (highlight: two-story internal atrium), 10 (highlight: outdoor terrace), and 8 (highlight:

bathrooms and areas representative of typical office space) were visited, in that order, with a transit through the north stairwell and Level 6 (highlight: glass-covered walls; entry and egress familiarization). The escort-required areas referred to in 2.1.9 were not available for viewing.

Late arriving attendees were permitted to join the conference and site visit, already in progress.

After visiting all above-mentioned areas, the contracting officer highlighted the following aspects of the solicitation:

• The U.S. Government intends to make an award to the responsible contractor submitting the lowest-cost, technically acceptable quotation. The process is not negotiation-focused, so quoters should prepare their quotation accordingly.

• Expect the U.S. Government to check references supplied by a quoter.

• The solicitation requests pricing for three distinct types of services. Standard services are priced on a monthly basis while temporary additional services and disinfection services are priced on a per-square-meter basis. Quoters are reminded to apply pricing appropriate to each of the services.

• The resultant contract will be for one year, with four one-year options. Clause 52.217-9 covers the exercise of options. Quoters are reminded that option years are exercised at the exclusive discretion of the Government.

• All quoters are reminded to register in the System for Award Management.

• Quoters should ensure that they make representations where required in Section 5. Most representations are made by checking boxes in the document.

• Quoters are reminded that pages 28-50 of the solicitation document are an example of the security package that will need to be completed for each worker or supervisor the awarded contractor intends to assign to the project. Those pages should not be completed when submitting a quotation. Only the awarded contractor will need to complete security packages for the staff they intend to have carry out the work.

• 5.4.1 of the description/specifications/work statement notes that the Government reserves the right to deny access to its facilities to anyone at any time. If contractor personnel are found to be unsuitable for access to a Government facility, the contractor may not be told the specific reason why.

• When submitting a quotation, carefully follow the instructions in Section 3. Be sure to sign and date the SF-1449 in Box 30.

• The solicitation document is very long, but it is vital that quoters read and understand the entire document.

• Written questions can be e-mailed to SYDAccounts@state.gov by 17:00 on Wednesday, February 10, 2021. Before asking a question, please review the solicitation to see if the question is already addressed in it. If asking a question regarding a particular element of the solicitation, please reference the page, section, clause, etc. so the Contracting

Officer can address the question most directly.

• Quotations are due, to SYDAccounts@state.gov, by 17:00 on Wednesday, February 24.

The pre-proposal conference and site visit concluded at 10:30AM, with the contracting officer thanking attendees for their time and their interest in doing business with the U.S. Government.

Attendees were escorted back to the ground floor and dismissed.

Questions asked during the pre-proposal conference and site visit were recorded by notetakers.

Answers to those questions, and to any questions submitted via e-mail, will be posted on beta.SAM o/a Wednesday, February 17, 2021.

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