19DA2020Q0001_Meeting Minutes_Gardening Services_Pre-quotation conference - Site visit Copenhagen.pdf

SENSITIVE BUT UNCLASSIFIED

Meeting minutes from Pre-Quotation conference – Site visit Gardening Services Copenhagen – 19DA2020Q0001

Date: June 23, 2020 Time: 10:00 (local time) Venue: U.S. Embassy, Copenhagen – Denmark *)

*) Due to the COVID-19 outbreak and the Mission’s directive to limit non-essential visits to the Embassy, the scheduled meeting at the Embassy was changed to an outdoor meeting held in the garden of the Ambassador’s Residence.

Attendees: Timothy Lockwood – GSO / Contracting Officer (CO)

Ulrika C Madsen – Senior Contracting Agent Tommy Hansen – Maintenance Supervisor (COR) Rasmus Tue Andersen Svarrer – Residence Manager, Ambassador’s Residence (CMR), attended pre-quotation conference incl. site visit on CMR only.

Representative from One (1) Gardening company.

Introduction:

• The Contracting Officer (CO) welcomed all attendees.

• Agenda was distributed and the Sign-in Sheet was signed by participants.

• Introduction was given by the CO.

• Introduction was given by the offeror followed by the introduction of the Embassy team.

• The CO informed the offeror that any questions regarding the solicitation will have to be written and submitted by email to Ulrika C Madsen (e-mail: MadsenUC@state.gov by June 29, 2020 at 10:00 (local time).

Project Overview:

• The CO explained the purpose of the solicitation and mentioned that the solicitation is a “Full and Open Competition, where all potential offerors are given a fair and equitable opportunity to win the award. He also added that the contract has a performance period of one-year from the date of the contract award, with four (4) year options to renew.

• The CO informed that any contractual questions relating to the contract should be submitted to MadsenUC@state.gov by June 29, 2020 at 10:00 (local time). All questions must be in writing in English language. Once received, the CO will compile the questions and answer them. With the approval from the Office of Procurement Executive in Washington DC, all questions and answers will be posted on the betaSAM website https://beta.sam.gov/ together with the minutes. All answers will be disseminated before the submission date of the quotation.

• The CO called upon the (COR) to explain the Statement of Work (SOW) and overall intention of the SOW.

• The COR explained the SOW and added that the solicitation is for Gardening Services to the U.S Embassy in Copenhagen, Denmark at the following 4 locations:

o U.S. Embassy (Chancery) mailto:MadsenUC@state.gov mailto:MadsenUC@state.gov https://beta.sam.gov/ o Ambassador’s Residence (CMR) o Deputy Chief of Mission’s Residence (DCR) o Marine House (MSGQ)

• The COR explained the SOW in detail and covered all technical aspects of the solicitation.

• The CO explained the pricing schedule in Paragraph 2.0 of the solicitation.

• The CO explained that the terms and conditions of the solicitations are the same terms and conditions of the contract. If any question or inquiry should result in a change in the solicitation, an Amendment will be prepared.

• The CO informed the offeror that all contractors have to be registered in the SAM (System for

Award Management) Database https://www.sam.gov prior to contract award pursuant to FAR provision 52.204-7. All prospective offerors are therefore encouraged to register prior to the submittals of quotations.

Guidelines for registration in SAM are also available at:

https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM

Submittal Requirements:

The CO informed the offeror about the submittal requirements which are:

• Quotation should be submitted by or before August 26, 2020 at 12:00 hours (local time).

Quotation should contain one original in hard copy, including an electronic copy submitted to MadsenUC@state.gov. No quotations will be accepted after this time.

• Offerors should follow the directions given in Section 3 for submitting the quotation.

The hard copy quotation should be submitted in a sealed envelope marked “Quotation Enclosed” to The American Embassy, Dag Hammarskjölds Allé 24, 2100 Copenhagen O, addressed to the Contracting Officer.

• Potential offerors will have to submit complete packages, with appropriate representations and certifications, technical and price quotation, and signatures.

Evaluation Factors:

The CO informed the Offeror about the evaluation factor:

• The evaluation would first be on the technical merits of the quotation, and for those that were technically acceptable; the quotations would be evaluated on pricing. The process is to identify the lowest priced technically acceptable quotation that meets the Embassy’s other criteria as well.

• To be an acceptable quotation, it must be prepared in accordance with Section 3, and must meet all the requirements set forth in the other sections of the solicitation.

• Quotations will be evaluated in two phases: Technical Evaluation and Price Evaluation.

• Technical Evaluation: Technical Evaluation Panel includes the COR and other individuals, who determine the acceptability of the quotation based on the solicitation’s technical requirements.

• Price Evaluation: The CO will evaluate the price and will consider only the lowest priced, technically acceptable offer, and will follow with negotiations, if the quotation falls within the competitive range.

• The award selection will go to the lowest priced, technically acceptable, responsible offeror.

https://www.sam.gov/ https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM mailto:MadsenUC@state.gov

Conclusion:

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

Sincerely, Timothy Lockwood Contracting Officer