Site Visit Meeting Minutes for Janitorial Services.pdf

CONSULATE GENERAL OF THE

UNITED STATES OF AMERICA

360 UNlVERSITY A VENUE

TORONTO, ONTARIO

CANADA M5G I S4

Minutes of the Site Visit for the Janitorial Services Solicitation

Date:

Time:

Solicitation No.:

Location:

Attendees:

1. Jill Larson

2. Peter Mauti

Wednesday, January 03, 2024 10:00 a.m. to 12:00 p.m.

19CA 7024Q0002

360 University Ave., Toronto, ON and 480 University Ave., Unit 602, Toronto, ON

Contracting Officer Facilities Manager

3. Wayne Johnston - Contracting Officer Representative Contract Specialist 4. Afrin Sarmin

Introduction:

The Contracting Officer Jill Larson welcomed all attendees and introduced the COR and other attendees representing the U.S. Consulate General Toronto.

Agenda:

The meeting's agenda was presented to the attendees and the purpose of the site visit was explained in greater detail.

Discussion of Site Survey Logistics:

The visitors were escorted by three staff and a security guard the whole time.

The team walked together and stayed as quietly as possible. The visitor's badges were displayed the whole time during the site tour. No cell phone was allowed during the site visit. Afrin would take all necessary photos and share later with the QnA.

Discussion of the Solicitation Package:

1. It was emphasized that vendors must have an active registration in SAM.gov before submitting the quote. They will have to share a proof of registration along with the quote.

2. NOAA was explained. It was highlighted that the vendors must submit proof of NOAA agreement with the quote.

3. Combating Trafficking in Person clause was discussed.

4. Details on Zadroga Act was shared. W-14 form was discussed. The vendors will be provided with a copy of W-14 along with QnA.

5. Security clearance process was explained in great details. The contractor staff is required to go through the background check process as instructed by the Regional Security Office (RSO) at the U.S. Consulate General Toronto. The RSO will run the check on behalf of the Consulate.

6. It was notified to the vendors that the garbage truck comes usually twice a week. The vendor has to separate garbage from recycling.

7. It was mentioned that any chemical used under this contract will have to be cleared by the Contracting Officer's Representative (COR).

8. The vendors were told that they must supply all the required equipment to perform the janitorial services.

Questions and Answers:

Questions from attendees were compiled with questions received before and after the site visit. The Contracting Officer informed the attendees that all questions and answers would be sent to A-OPE for review and approval.

Conference attendees were notified that these questions and answers along with the meeting minutes and any amendments would be posted on the

SAM.gov site so that other vendors are not disadvantaged for being unable to attend the site visit.

Conclusion:

Vendors were reminded that all quotations must be submitted in SF-1449 attached to the RFQ package. All other required documents also have to be submitted to be considered as complete quote. Quotation due date was determined and shared. If no amendment to the solicitation issued, the quotes are due by Wednesday, January 29, 2024, 04:00 pm ET.

Prospective offerors were reminded that doing business with the U.S.

Government differs from commercial practice because the solicitation and award processes are regulated under the FAR. Attendees were reminded that any statements made during the conference do not change the solicitation and that any changes would be made by written amendment to the solicitation and posted on the SAM.gov site. The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S.

Government and the meeting was adjourned.

Sincerely, Contracting Officer