19DA2023Q0005_Meeting Minutes_Student Transportation Services_Pre-Quotation Conference Copenhagen_FINAL.pdf

SENSITIVE BUT UNCLASSIFIED

Meeting minutes from Pre-Quotation Conference Student Transportation Services Copenhagen – 19DA2023Q0005

Date: April 19, 2023 Time: 13:00 (local time) Venue: U.S. Embassy, Copenhagen – Denmark

Attendees: Kevin M. Phillips – GSO / Contracting Officer (CO)

Clifford Lowe – Motorpool Supervisor (COR) Ulrika C Madsen – Procurement Supervisor Lone H Mikkelsen – Purchasing Agent

Representatives from two (2) Transportation Services companies.

Introduction:

• The Contracting Officer (CO) welcomed all attendees.

• The Sign-In Sheet was distributed and signed by participants.

• Introduction was given by the CO.

• Introduction were given by the offerors followed by the introduction of the Embassy team.

Project Overview:

• The CO referenced FAR 52.222-50, Combating Trafficking in Persons and the Contractors responsibility to prevent such activities from occurring.

• The CO explained that under Trafficking in Persons regulations, Housing Plans and Recruitment

Plans must be submitted with the proposal and reviewed prior to award to determine adequacy.

o The Recruitment of Third Country Nationals for performance on Department of State

Contracts requirement will only apply when the offerors intend to recruit third-country nationals specifically on this contract.

• The CO discussed the requirement for Defense Base Act (DBA) Insurance, and briefed the offerors that Denmark has an active geographic waiver, but the waiver does not apply to any employees under this contract who: (a) is a citizen of the United States of America; or (b) is a lawful resident of the United States of America; or (c) was hired in the United States of America.

• The CO highlighted to the offerors, the Tax on Certain Foreign Procurement Payments (Zadroga

Act) and the requirement to fill out an Internal Revenue Service Form (W-14) with the offer and every invoice.

• The CO discussed the Statue NDAA 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment, and the requirement for the offerors to certify:

o That they will or will not provide covered telecommunications equipment or services to the Government.

o Whether they do or do not use covered telecommunications equipment or services that uses covered telecommunications equipment or services.

• 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 base period from August 9, 2023 through June 14, 2024.

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

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

• The CO explained the pricing schedule in Paragraph 3.0 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 that all offerors shall be registered in the SAM (System for Award

Management) Database https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. All prospective offerors are therefore highly encouraged to register immediately if they are interested in submitting a quotation.

Guidelines for registration in SAM are also available at: https://www.sam.gov

Submittal Requirements:

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

• Quotation should be submitted by or before May 9, 2023 at 12:00 hours (local time).

Quotation should be submitted electronically to Attn.: Ulrika C Madsen (E-mail:

CopenhagenProcurement@state.gov). No quotations will be accepted after this time.

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

• 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 offerors 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.sam.gov/ mailto:CopenhagenProcurement@state.gov

Questions:

No questions were asked during the conference or prior to the conference.

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, Kevin M. Phillips Contracting Officer