19CY6026Q0013_Conference_Minutes.pdf

AMERICAN EMBASSY NICOSIA

JUST-IN-TIME OFFICE EXPENDABLE SUPPLIES

SOLICITATION NO.: 19CY6026Q0013

MINUTES OF PRE-QUOTATION CONFERENCE

May 7, 2026

Attendees Unistat Ltd

Introduction Procurement Specialist Aliki Evangelidou opened the conference by thanking the participants for attending the conference. Embassy personnel introduced themselves.

Ms. Evangelidou followed by stating that the purpose of the pre-quotation conference was to discuss the work statement, mandatory requirements for submission of the quotation, and attempt to clarify issues so that all offerors have the same information on which to prepare their quotations.

Ms. Evangelidou then outlined the agenda and explained that only written questions would be accepted. Written responses will be posted on the internet via SAM.gov and a record of the pre-proposal conference will also be posted on the internet via SAM.gov

Supply Supervisor, Constantinos Mavrikios and Contracting Officer’s Representative, Andreas Constantinou followed by explaining the ordering and delivery procedures.

The Mandatory requirements for submission of the solicitation:

• Standard Form – 1449 Item 12 – Discount Terms - none - net 30 days. The discount terms in block 12, on form SF- 1449, applies to the discount given on payment of an invoice. The U.S. Government pays net thirty (30) days. The offeror may indicate a % discount and the number of days by which the U.S. Government is to make payment. eg. the offeror may indicate ten (10) percent discount, (from the invoice amount) if the U.S. Government were to make payment within twenty

(20) days of receipt of the invoice.

Items 17a – Offeror Name, Address , Telephone Number and UEI Number.

Items 24 will be completed same as page 45.

Items 30 a – c – signature, name and date

• Section 1 Continuation to Block 23 (pages 3 - 45) - Pricing The contract will be for one year, with four option years and six months extension.

Continuation to Block 20 (pages 46 – 49) – Schedule of Supplies and Services This describes the Work Statement for the delivery of supplies.

• Section 2 – Contract Clauses (pages 50 - 68) This section describes the contract terms and conditions. The items that are checked “X” are the clauses that apply. The clauses are either incorporated by reference or are provided in full text.

Clauses incorporated by reference shall be accessed electronically at the link indicated on page 58. The ordering procedures and limitations were explained.

• Section 3 – Solicitation Provisions (pages 69 – 73) This section lists the minimum information that must be included in the offer. All information must be provided in English. Solicitation provisions are either incorporated by reference or are provided in full text. Provisions incorporated by reference shall be accessed electronically at the link indicated on page 71.

• Section 4 – Evaluation Factors (pages 74) This section describes how the U.S. Government will evaluate the proposals. Lowest priced, acceptable, responsible offeror. This information must be provided in the quotation.

• Section 5 – Representations and Certifications (pages 75 – 100) Complete as appropriate and submit certificates and representations.

Conclusion The Pre-Quotation Conference concluded, and participants were thanked for their participation and expression of interest in serving the U.S. Government.