Minutes_Shipping_Pre-Quotation_Conference__19AU9018Q0003.docx

Minutes of the Pre-quotation Conference for Shipping and Packing Services on February 15, 2018, 9:30 hrs at the Embassy of the United States of America

Solicitation Number: 19AU9018Q0003

U.S. Government participants:

Barbara C. Irwin/Contracting Officer Christine Baumgartner-Lemberger/Contracting Specialist Christina Liebisch/Procurement/Contracting Supervisor Alfred Liebisch/Shipment Supervisor – Contracting Officer’s Technical Representative

Introduction:

The Contracting Officer, Barbara C. Irwin, welcomed all participants and introduced all U.S. Government participants and explained their functions.

Purpose of the conference:

The pre-quotation conference was conducted to provide prospective offerors the opportunity to understand post’s work requirements and provide clarifications regarding the solicitation.

A copy of the minutes of the pre-quotation conference along with the questions and answers is made available to all prospective offerors that have requested or received a copy of this solicitation whether they attended or not. The minutes will be posted on the FedBizOpps homepage: http://www.fbo.gov . Moreover, the deadline for additional questions is February 21, 2018. All questions should be received by then in order to receive answers.

Discussion of the Solicitation Package:

Reiteration of the most important provisions of this solicitation:

· Quotation submission due date and time will be on March 2, 2018; 2 p.m. local time as indicated in the solicitation cover page and SF1449 , block 8 to the address stated in block 9.

· An amendment to this solicitation will be sent in order to take out the requirement to obtain the insurance according to the Defense Base Act since we just recently received a waiver. (Sec 3/p.49) The amendment needs to be acknowledged by each vendor and be returned to our office –either immediately or it may be submitted along with the quote.

· Offerors should complete the quotation by following the instructions as listed in Section 3. Offerors are reminded that their quotation includes both price for the base year and all option years as well as technical documents.

· The basis for this contract is the U.S. Acquisition Law and jurisdiction for this contract is in Washington D.C. in lieu of Vienna.

· A precondition for receiving an award is that the offeror must prove that he is able to provide the services cited in the scope of work.

Section 1:

· Type of Contract:

This is an indefinite delivery-indefinite quantity contract meaning that all quantities cited in the solicitation/contract are estimates only and do not bind the Government to order these quantities.

There is a peak season every year during the summer months – especially in June and July when the majority of the diplomats move.

The Government may make a single award or a multiple award to two or more companies.

· Contract duration: 1 base year plus 4 option years to be unilaterally determined by the U.S. Government.

· Offerors have to proof that they are properly insured as outlined in the solicitation.

· Project Manager: is required to be fluent in English

· Delivery Schedule: Biographic information of employees has to be provided for security purposes.

Attachment I:

Contains the statement of work. The contract contains all incoming and outgoing shipments within the geographical area of Vienna.

Section 2:

Contains standardized contract clauses. Most of them are cited by reference. Full text of these contract clauses can be found on the webpage cited in this section.

Availability of funds for the next fiscal year. Funds are provided only till the end of each fiscal year, i.e. September 30 of each year. It could happen that payments might be delayed if there is no agreement on the budget.

Section 3:

Solicitation Provisions:

Offerors shall fill out the blanks in the cover page prices and in the Representations & Certifications.

Offerors shall demonstrate their ability to perform work by providing the information cited in Section 3.

The company (companies) receiving the award will need to register in SAM – the System for Award Management. At the time of submission of the quote a vendor does not have to be SAM-registered.

Section 4:

The award of the contract is based on the lowest priced, technically acceptable offeror who is a responsible contractor.

The selection criteria are listed in Section 4.

QUESTIONS AND ANSWERS:

The Embassy received questions from offerors regarding this solicitation upfront. Most of them are relating to the Statement of Work. The Embassy read the questions and their answers. The Embassy also received some questions regarding the Representations & Certifications which were not discussed at the conference but will be answered in writing along with the other questions and answers.

All companies on the solicitation mailing list will receive a copy of all questions and answers. Furthermore, all documents including the questions and answers of this conference will be posted on Fedbizopps: http://www.fbo.gov and can be found there under the solicitation number.