19AU9026R0002_Minutes Pre-Prop_Conf.pdf

MINUTES FROM THE PRE-PROPOSAL CONFERENCE

FOR Passenger Transportation Services, April 16, 2026

Solicitation Number: 19AU9026R0002

U.S. Tri-Mission Vienna, Austria

Tri Missions’ participants:

General Services Office:

Martin Pauls – Motor Pool Supervisor

Christine Baumgartner – Procurement Supervisor

Norbert Tritscher - Contracting Specialist

Introduction

After the welcome of all attendees and introduction of Tri Mission’s staff, it was 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.

Written questions will be answered by and published (SAM.gov) on April 24, 2026

The following issues were discussed:

Part A: Summary of important solicitation provisions

1) Contract Term: one (1) base year plus two (2) unilateral one-year renewal options on behalf of USG;

anticipated starting date: Summer 2026; it is a service contract for vehicles with drivers

2) Prices: SF-1449 and Section 1; page 2 - 4

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

- Based on the contract line items individual task orders shall be issued for each visit; VAT shall not be included in the individual line item but priced out separately.

- The offered price must be an all-inclusive price: prices must include labor, material and insurance;

prices must be filled in for the base year and the two option years; the overall grand total will be the basis for award.

3) Scope of Work: Section 1; page 5 - 9

- Passenger transportation services with vehicles and drivers for official VIP visits

- Can be one person needing one vehicle for one hour, up to 60 vehicles for longer duration, depending on visit.

- Prices: including all expenses (labor, fuel, insurance, maintenance);

- 3 types of vehicles – Sedan, SUV, Van (8 pax capacity);

- Personnel: Qualification: shall be experienced and competent. Minimum standards: compliance with security, English skills, local knowledge and alternate routes, licenses

- Security Clearance: Min. 5 drivers and 6 vehicles; 15 employees names for security clearance. At a minimum the offeror must respond with the names and explain the roles and responsibilities of the following individuals:

1 Project Manager

1 Business Admin/Accounting clerk

5 Direct Hire Drivers

- Task orders – see Section 1, subpart 9: Will normally be issued in writing. Orally only by the CO (only in special circumstances).

- COR – Contracting Officer’s Representative is the Motor Pool Supervisor. He manages the day-to-day administration of the contract. COR provides direction to the contractor in technical matters and details, which are within the scope of the contract/task order, and will not affect terms and conditions of the contract.

4) Special contract requirements:

- Contract clauses in Section 2 – we will not go through contract clauses in detail

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

- Security clearances might take three weeks or longer;

5) Statements of offeror:

- 52.240-90: Security prohibitions and exclusions representations and certification

6) Instructions: Section 3; page 27ff

For a proposal to be considered, offerors must complete and submit the required paperwork:

- Standard Form (SF) 1449;

- Section 1 – services and prices/costs; quantities are estimates

- offeror must hold all necessary licenses and permits to perform the work, company registration; GISA

- contractor must meet all local insurance requirements – insurance certificate

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

- offerors capability – equipment, personnel and finance – GISA or balance sheet

- proof of SAM registration to include the SAM UEI number, however we cannot explain details here on

SAM registration and refer all offers to the SAM.gov website help section.

Evaluation factors for award: Section 4; page 33ff

- 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.

8) Solicitation due date: May 05, 2026, 10:00 hrs. local time; 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: In case there is no SUV – what can we replace with?

A: Replace with price of a Mini Van.

Q: Will we receive task order for each individual transport task?

A: No. Contracting will issue a written task order containing the general request/requirement (i.e.

number of hours and vehicles needed), while the COR (Motor Pool Supervisor) will manage details with you (place of pick-up, timing, etc).

Q: Can the list of 15 additional drivers be updated?

A: Yes. You can keep the list up to date (i.e. name a new driver, delete driver etc.). You need to provide the necessary information for security clearance for additions and let us know whom to take off the list.

Q: How long in advance will you know about VIP visits.

A: The timeline may vary depending on the visit. Can be a 3-week advance notice but can also be as short as one week.

Q: Does the dispatcher need to be one individual or group of individuals?

A: If a process for dispatching is in place and there is a single email and a single phone number this can be a group. However, in case of lager visit (i.e. if we need 10 drivers or more) the dispatcher must be an individual physical person.

Q: Evaluation factors – are you only looking at the lowest priced, technical acceptable offer or also at management approach, etc.

A: We are going to look at the whole picture and evaluate as defined in Section 4 of the solicitation. One of the deciding factors, however, is going to be price.

Q: Do we also need to register the vehicles with your security?

A: Only in case of UN VIP visits, vehicles need registration for the UN premises, and we need the corresponding information 5 days in advance to get security clearance.

Q: Do we need NAICS code and SAM registration.

A: Yes, as you need a NAICS code to get the SAM registration. SAM registration is a requirement.

Q: If a multi award contract and task order over $ 10.000 – how do you decide who gets the order?

A: The process is described in Section 1, subpart 9. For large visit it may happen that we give orders to multiple companies due to the magnitude of the visit.

Q: Can you please explain point 6.2. Level of service, driver must be available within 15min of a request being made?

A: The task order will contain the information as described in section 9 and in these minutes. The COR will communicate with the vendor to coordinate the pickup time and location. The driver needs to be ready to be dispatched within 15 minutes of the request being made. This means driver shall be ready within 15 minutes to leave from the dispatch point to the location for a requested pick up.