Minutes of pre-quotation conference and Q As (warehousing solicitation) FINAL signed.pdf

EMBASSY OF THE UNITED STATES OF AMERICA

Minutes of Pre-Quotation Conference Solicitation number 19CB6023Q0023

Warehouse Services for the U.S. Embassy Phnom Penh

September 21, 2023

General Services Office U.S. Embassy Phnom Penh #1, Street 96, Phnom Penh, Cambodia Tel: 023 728 000; Fax: 023 728 400

Minutes from Pre-Quotation Conference of September 14, 2023

Introduction

The Contracting Officer welcomed all attendees, introduced the following staffs to the attendees:

- GSO/Contracting Officer, Zoë Treuer

- GSO Assistant, Aly Diop

- Warehouse & Supply Team: Chea Rathanak, Ngun Pengchheang, Pang Chorn, Hem

Phyrom.

- Procurement Supervisor, Oum Phin Pitou

- Procurement Agent, Chansophal Phon

Attendees of the contractors:

- Kerry Worldbridge Logistics,

- Crown World Wide,

- CEVA Freight (Thailand) Ltd,

- Stronghold Group LLC,

- Mi Casa System Inc.

Discussion of the Solicitation Package

1. Contracting Officer started the pre-quotation conference by introducing Warehouse Team and Procurement Team, and explaining the purpose of the conference, and providing brief overview of this warehousing contract requirements. The offerors were encouraged to read through all the sections and follow the instructions in the solicitation, so they will be able to submit complete quotations by October 06, 2023, at 4:00pm. Any question can be asked and will be answered in writing, sent to all prospective offerors.

2. The following sections of the solicitation were highlighted:

• Section 1 through 5 were highlighted in brief;

• Section 3 & 4 were brought to the attention of the offerors to ensure they will comply with the solicitation provisions and requirements and submit complete quotations;

• Contracting Officer representative briefed the description/work statement in the solicitation, and explained the requirements.

• Quotation due date and time: 4:00 PM, local time on October 06, 2023. No quotation will be accepted after this time;

• Combating Trafficking in Persons (52.222-50) was mentioned. A copy of TIP clause

52.222-50 was handed over to each contractor;

• System for award management was explained to the offerors. They were encouraged to register in SAM as soon as possible and prior to the submittal of their quotations.

A copy of registration guidance was provided to them.

• James Zadroga Act, Tax on Certain Foreign Procurement Payments;

• Prohibiting on contracting with entities using certain telecommunications and video surveillance service or equipment.

Questions:

• All questions asked during the conference will be answered in writing, sent to all prospective offerors and the offerors were encouraged to submit questions sooner rather than later.

• The attached questions were asked during the conference, and the answers attached with these minutes take precedence over those during the conference.

Conclusion

The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Embassy Phnom Penh. The meeting was adjourned.

Sincerely, Zoë Treuer Contracting Officer Enclosure: Questions and Answers

EMBASSY OF THE UNITED STATES OF AMERICA

September XX, 2023

First Set of Questions and Answers Solicitation number 19CB6023Q0023

Questions have been received regarding the solicitation for Warehouse Services for the U.S. Embassy

Phnom Penh

Note to Offerors:

The information contained within these questions and answers is provided for informational purposes and under no circumstances shall it be construed to change any terms or conditions or requirements within the solicitation. If any answer does address a change in the solicitation, it will reference an Amendment.

The questions and answers are as follows:

Question 1: In case of damage/loss, what is the requirement for insurance?

Answer 1: Please refer to paragraph C.4 Insurance, Section 1 in the solicitation document.

Question 2: How much value of money for the whole inventory in the warehouse?

Answer 2: Average value of items stored at the warehouse amounts to $2 million USD.

Question 3: When will the warehouse services contract start?

Answer 3: This contract for the warehouse and storage services is expected to commence on November 24, 2023.

Question 4: When do you plan to award the contract?

Answer 4: Contract award is anticipated in early November 2023.

Question 5: James Zadroga Act: do you deduct 2% of total amount, including VAT 10%?

Answer 5: Regarding James Zadroga Act, Tax on Certain Foreign Procurement Payments, the U.S.

Government imposes a 2% tax on any foreign person for contract payments received from U.S. Government for goods and services, if the W-14 isn’t filled out along with the proposal and doesn’t apply for that vendor.

In practice, 2% is deducted based on the invoice amount of each invoice. The 2% deduction will only apply to the net amount (exclusive of VAT portion).

Question 6: What is requirement for swing space, is it private/sharing space?

Answer 6: Please refer to paragraph C.2.2.2, Section 1 in the solicitation. There is no specified need for private or shared space.

Question 7: Do you require Wi-fi or internet system installation at the warehouse?

Answer 7: There is no requirement for contractor to provide Wi-fi or installation of an internet system.

Question 8: Will you require service of moving the Embassy’s inventory to new warehouse?

Answer 8: There will be a separate procurement action for that moving service.

Question 9: Do you have minimum requirement/specifications regarding racking system?

Answer 9: Racking requirements and specifications are mentioned Section 1 of the solicitation documents. Here are racking standard requirements:

- Racking shall be configured to maximize storage capacity.

- Commercial-grade racking systems, typical of pallet racking system built with adjustable beds or shelves, with each cell 1.5 meters high and able to carry two pallets. .

- Standard plastic/wooded pallet is 1 x 1.2 meter (40 x 48 inch) with load capacity of 500 kilograms per pallet.

- Aisles space between racks must permit forklift movements.

Question 10: Are there any requirements/specifications for outdoor space? Does this area have to be paved?

Answer 10: Yes. Pavement shall be concrete or asphalt and yard space shall include appropriate drainage to prevent flooding.

Question 11: Will pallets be supplied by Embassy?

Answer 11: Yes, the Embassy will provide pallets.

Question 12: Do you require racking system in the climate-controlled room?

Answer 12: No, the U.S. Embassy will provide shelving. Please refer to paragraph C.2.1.1 (f), Section 1 in the solicitation.

Question 13: Can we submit our offer using a subcontractor license?

Answer 13: Please review clause 652.242-73 (b) AUTHORIZATION AND PERFORMANCE (AUG 1999) on page 35 of the Request for Proposal.