19AU9025R0001_Minutes Pre-Prop_Conf.pdf

MINUTES FROM THE PRE-PROPOSAL CONFERENCE

FOR MAKE-READY SERVICES ON December 10, 2024

Solicitation Number: 19AU9024R0001

U.S. Tri-Mission Vienna, Austria

Tri Missions’ participants:

General Services Office:

Richard R. Johnson - General Services Officer Charles O. Collins - EPAP GSO Daniel Worel – Contracting Specialist Herbert Salzmann - Contracting Specialist Meredith Petrnousek – Realty Assistant

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: March 2024 transfer season; it is not a construction contract but mainly a contract covering 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.3.2);

- 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 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;

- 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)

4) Special contract requirements: Section H

- Upon award the contractor has 10 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

Attachment 1 – Technical Specifications Price Breakdown between labor and other

Attachment 2 – Sample Task Order Form

Attachment 3 – Sample Monthly Report Form:

6) Statements of offeror: Section K

Please fill in all requested fields such as

- Certificate of Independent Price Determination: POC name plus title for price determination in K.1 (b)

(2) (i);

- TIN and type of enterprise in K.4;

- Representation regarding certain telecommunications and video surveillance service in K.6 and K.7

- Authorized contract administrator in K.13

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)

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

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: December 30, 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: Regarding Section B 3.3, CLIN 0001.1, which specifies "Surface preparation to include cleaning old paint, repairing plaster, spackling, priming, and smoothing the surface," could you provide further details on the specific standards or specifications required for this service? Additionally, as material costs can vary significantly depending on the type used, could you clarify the expected materials or guidelines for the surface preparation process?

A: Standard hard wall or drywall surface preparation (e.g. spackling, priming and if needed smoothing of the surface). Any other service requirements which go beyond industry standards in Austria will be covered by a separate purchase order.

Q: Some of the materials specified for coating the basement floors may not be suitable for other areas, such as garages, which would require different materials (e.g. one-component or two-component paints. If we identify such issues, could you explain the correct procedure for addressing them to remain compliant within U.S.

contracting policy?

A: The offeror shall assume that only one-component paint will be used. If areas are identified where two-component paint has to be used a separate purchase order will be issued.

Q: During previous make-ready painting work, it was found that some residences were not prepared properly (e.g., furniture not moved, curtains not removed), which delayed the work. Could you clarify the expectations regarding the removal of furniture and curtains before the painting begins?

A: The offeror shall assume that all furniture will be gathered at the center of the rooms to be covered by offeror. All furniture will be repositioned by USG.

Q: Austrian law classifies mold into three different hazard classes. Given that the cost of remediation can vary significantly, would you consider specifying the type of mold removal service to be priced?

A: The offeror shall assume that all mold is of hazard class 1 for all tasks. If a different mold hazard class is identified during the work a separate purchase order will be issued.

Q: Although it is rare, there have been instances where the task order did not accurately reflect the actual conditions on-site. For example, after furniture was removed, significant damage was discovered that wasn't covered by the original work order. Could you please clarify the procedure for handling situations where the work required exceeds the scope described in the task order, to avoid delays?

A: We consider all issued work to be standard, meaning that vendors should assume surfaces are in good condition. If a service provider identifies a more significant issue or different level of work, please promptly report the findings, along with photographic evidence, to the Contracting Officer's Representative (COR). If the situation exceeds the scope of the current task order, either an amendment of that task order will be issued, or a separate task order or purchase order will be issued.