Minutes of the Pre-Quotation Conference for Janitorial Cleaning Serives_ 19AU9023D0001-final.docx

Janitorial Services Pre-proposal Conference for The U.S. Tri-Mission Vienna Solicitation Number: 19AU9023R0003 on November 28, 2022, 2 p.m.

U.S. Government participants:

Peter A. Schroeder/Senior General Services Officer Jan M. Reilly/Contracting Officer Erwin Saurer – Contracting Officer’s Technical Representative Christine Baumgartner-Lemberger/Contracting Specialist Daniel Worel/Procurement Agent

Introduction:

Welcoming all participants and introduction of all U.S. Government participants and explaining their functions.

Purpose of the conference:

The pre-quotation conference is being 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.

Questions need to be in English and shall be submitted in writing. The deadline for receiving additional questions is December 5, 2022. All questions should be received by then in order to be able to prepare answers before the solicitation due date. We plan to post the Q’s & A’s on December 7th 2022.

Answers provided verbally in the course of this conference are to be considered preliminary and are not binding – only the written answers posted under the Q’s and A’s on the SAM.gov homepage:

https://sam.gov/content/opportunities are binding.

Discussion of the Solicitation Package:

The following is to stress some important aspects of this solicitation:

· This solicitation is for a fixed-price contract for office cleaning services. That means no economic price adjustment for labor rates, material costs or equipment can be charged by the contractor.

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

· The Statement of Work- Section C describes in detail the services and quality levels. The locations are referenced in Section B and addressed in detail in section J, Locations for janitorial services, where the cleaning services have to be provided including the respective quality levels A, B and C (which indicate the frequency of the services).

· Offerors need to fill out Section 5, Representations and Certifications – e.g. FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) and FAR 52.204-26 Covered Telecommunications Equipment or Services Representation (OCT 2020) and have to be filled out.

· Regarding the Zadroga Act which is part of this contract solicitation: If the vendor’s country has tax treaties or is a WTO GPA member the offeror can apply to be relieved from the 2% Zadroga tax in case of award of the contract. For Austria both applies. However, the form W14 has to be submitted along with offer. It can be found at: https://www.irs.gov/forms-pubs/about-form-w-14. If the exemption for the vendor’s country applies - fill in part I, check the box in Part II and add the following in Part IV: Austria is a listed country with tax treaties and a WTO GPA Member and is therefore exempted from withholding tax.

Sign Part V.

· Offerors are reminded that their quotation includes both price for the base year and the option year as well as the “technical proposal” documents as described in the solicitation. Please make sure to separate to create separate documents for the price part and the technical part of the proposal – as different offices work on the evaluation of the quote.

· In case amendment to the solicitations will be issued these need to be acknowledged by each vendor and be returned to our office –either immediately or they may be submitted along with the quote.

· Contractor staff working on site will need to have staff cleared by our Regional Security Office. This can take up to 2 months currently.

· Project Manager: is required to be fluent in English

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

· The winning contractor has to be registered in SAM.gov (System for Award Management) in order to be eligible to receive an award. Our Procurement Office will assist with the registration if necessary.

Section B:

Contains the scope of work and the basis for pricing.

Section I:

Contains standardized contract clauses. Most of them are cited by reference.

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 L:

This section gives the offeror instructions how to submit a bid:

Technical proposal – please separate

Offerors shall fill out the blanks in the cover page, SF 33 Section B - Prices Section K - Representations & Certifications

· Offerors need to fill out Section 5, Representation and Certifications – e.g. FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) and FAR 52.204-26 Covered Telecommunications Equipment or Services Representation (OCT 2020) and have to be filled out.

Offerors shall demonstrate their ability to perform work by providing the following information:

Offeror must:

- hold all local licenses and permits to perform the work.

- local insurance requirements

- past performance information (3 years, 5 clients)

- provide evidence that necessary personnel, equipment and financial resources are available -quality control plan -strategic plan

- list of materials used – as environmentally friendly materials have to be used

Section M:

The selection criteria.

The award of the contract is based on the lowest overall-priced, technically acceptable, responsible offer.

We intend to award the contract without discussions, meaning that we intend to award based on initial offers. Therefore, it is advised that offerors already present all necessary documents and come in with their lowest price in their initial offer.

Representations – Please fill in:

K 1 (b) 2 (i) – POC – name and title of person determining the price K 4 Taxpayer Identification Number of enterprise K7 As discussed before, The Offeror needs to check whether or not he uses prohibited telecommunication equipment. clause 52.204-24 and clause 52.204-26.

K 10 Authorized contract administrator

· Quotation submission due date and time is December 15, 2022, 10 a.m.