19DA2024Q0001_Meeting Minutes_MSG Cook Services_Pre-quotation conference Copenhagen_FINAL.docx

Meeting minutes from Pre-Quotation Conference MSG Cook Services Copenhagen – 19DA2024Q0001

Attendees: Kevin M. Phillips – GSO / Contracting Officer (CO) Ernesto Castaneda – MSG Mess NCO Ulrika C Madsen – Procurement Supervisor Mie Moeller – Procurement Agent

Representative from one (1) cook services provider.

Introduction:

· The Contracting Officer (CO) welcomed all attendees.

· The Sign-In Sheet was distributed and signed by participant.

· Introduction was given by the CO.

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

Project Overview:

· The CO informed that funding is not currently available for this solicitation and that quotes should be valid for a period of 90 days.

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

· 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 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:

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

· 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 year, with one (1) option year.

· The CO called upon the Mess NCO to explain the Statement of Work (SOW) and overall intention of the SOW.

· The Mess NCO 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 January 16, 2024 at 10:00 hours (local time).

Quotation should be submitted electronically to 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.

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,

SENSITIVE BUT UNCLASSIFIED