19AU9024R0001_Minutes Pre-Proposal Conference_Make Ready Services.pdf

MINUTES FROM THE PRE-PROPOSAL CONFERENCE

FOR MAKE-READY SERVICES ON JANUARY 17, 2024

Solicitation Number: 19AU9024R0001

U.S. Tri-Mission Vienna, Austria

Tri Missions’ participants:

General Services Office:

Richard R. Johnson - General Services Officer Jan M. Reilly - Assistant General Services Officer Joshua K. Rombot - Assistant General Services Officer Charles O. Collins - EPAP GSOffice Christine Baumgartner – Procurement Supervisor Daniel Worel – Contracting Specialist Herbert Salzmann - Contracting Specialist

Facility Maintenance Office:

Patrick O. Maune/Deputy Facility Manager Teresea Brandenstein - Senior Facility Engineer

Introduction The General Services Officer welcomed all attendees, introduced Tri Mission’s staff and explained that the purpose of the pre-proposal conference was to reiterate important issues of the solicitation and to give answers to any questions that were submitted or discussed during the conference.

The minutes of the meeting will be made available to all prospective offerors that have requested or received a copy of the solicitation whether they attended the conference or not.

The following issues were discussed:

Part A: Summary of important solicitation provisions

1) Contract Term: one (1) base year plus three (3) one-year renewal options;

anticipated starting date: Summer 2024 transfer season; it is not a construction contract but mainly a contract covering cleaning and painting services.

2) Prices: Section B

- This is a firm fixed price contract: no economic price adjustment will be paid as a result of collective bargaining agreements; contractors should consider any escalation adjustment in their calculations for the three option years;

- Based on the contract line items individual task orders shall be issued for each residence; VAT shall not be included in the individual line item but priced out separately in the grand total (B.3.7);

- The offered price has to be an all-inclusive price: prices should include labor and material; prices have to be filled in for the base year and the three option years; the overall grand total will be the basis for award;

3) Scope of Work: Section C

- Painting and thorough cleaning of residences as specified in detail in Section C to be provided at various locations in Vienna;

- There is an annual average of 85 residences

- Official working hours are MO-FR, 7:00 – 18:00 hrs.; The Contracting Officer may approve other hours;

- Unscheduled Maintenance and Repair Services are not part of this contract but will be ordered through separate purchase orders, these services include gardening, electrical, plumbing, masonry and carpentry services;

- The services will from time to time be inspected by U.S. Government personnel; any deficiencies will immediately be reported to the Contracting Officer. The Contractor shall also designate a Project Manager/Supervisor who shall be responsible for on-site supervision of the Contractor’s workforce including inspection visits and spot-checks as addressed in Section C.5. (quality control by contractor)

- The Contractor shall finish all work at a residence within 10 days

4) Special contract requirements: Section H

- Upon award the contractor has 5 days to submit a detailed information package on personnel to allow for security checks;

- Security clearances might take three weeks or longer;

- No day laborer can be used under this contract.

5) Attachments: Section J

Exhibit 1 – Technical Specifications and Checklists

Exhibit 4 – Contractor furnished material; contractors are requested to provide a list of material (to include product data sheets in English) for review and approval

Exhibit 6 – Sample Task Order Form

6) Statements of offeror: Section K

Please fill in all requested fields such as

- POC name plus title for price determination in K.1 (b) (2) (i);

- TIN and type of enterprise in K.3;

- Representation regarding certain telecommunications and video surveillance service in K.5 and K.6

- Authorized contract administrator in K.12

7) Instructions: Section L

In order for a proposal to be considered, offerors must complete and submit the required paperwork:

- Standard Form (SF) 1442;

- Section B – services and prices/costs;

- Section K – Representations and Instructions;

- offeror must hold all necessary licenses and permits to perform the work;

- contractor must meet all local insurance requirements;

- list of clients, demonstrating prior experience (at least five references within the past three years);

- operation plan to address number of employees and scheduled hours for each individual location;

- material list to include product data sheets;

- information about internal quality control is required;

- active SAM registration in order to be eligible for award

Offerors shall also return a signed form W-14 together with the proposal (please see attached copy)

8) Evaluation factors for award: guidelines for evaluation factors for award are outlined in Section M.

- The Government intends to award a contract to the lowest priced, technically acceptable offeror who is a responsible contractor. The Government may award based on initial offers, without discussions.

- A Multi-Award (e.g., more than one contractor will be awarded) is possible;

9) Solicitation due date: January 31, 2024, 10:00 hrs.; no late proposals will be accepted.

Part B: All questions received from offerors and answers thereto will be made available to each potential offeror on sam.gov

Q: What is the difference between Base year and Option Year?

A: The Base Year is the first year of the contract, whereas an Option Year would be a one-year extension to that contract. In this solicitation we want the prices for one base year and three option years.

Q: Will the entire quantities of the services from the Statement of Work be needed?

A: The amounts of services in the solicitation are estimated capacity numbers of an average year.

Q: Will a site visit be possible for each residence in order to provide an accurate quote?

A: Yes, there will be a walkthrough with Facilities, otherwise quantities will be provided to be priced-out.

Q: Will the contract line item for the painting of wooden windows and doors be in sqm or in linear meters?

A: In sqm.

Q: What about plastic window frames? Do they also have to be painted?

A: No, but each individual contract line item which will be needed will be discussed during the walkthrough with the facility section or will be provided.

Q: What is unscheduled maintenance outside this contract?

A: Section B.3.8 cites the various unscheduled maintenance services for which we would like to have current labor rates. However, these services are outside this contract. In the event that the need for these services arise separate purchase order will be issued.

Q: Are clearances also needed for subcontractors?

A: Yes, clearances for any individual working at the Tri-Mission’s residences are needed.

Q: What is SAM?

A: The System for Award Management is a platform where contractors have to be registered in order to do business with the U.S. Government. A registration in SAM is mandatory in order to be eligible for award.

Attachments: W-14 form Please check first if the country of your company is a listed country with tax treaties and a WTO GPA Member. If this is the case then please fill in part I, check the box in Part II and add the following in Part IV: (e.g. if your country is based in “Austria”) “Austria” is a listed country with tax treaties and a WTO GPA Member and is therefore exempted from withholding. Sign Part V.