19DA2026Q0001_Meeting Minutes_Gardening Services_Pre-quotation conference - Site visit Copenhagen.pdf

SENSITIVE BUT UNCLASSIFIED

Embassy of the United States of America

Copenhagen, Denmark

Meeting minutes from Pre-Quotation conference – Site visit Gardening Services Copenhagen – 19DA2026Q0001

Date: January 14, 2026 Time: 12:30 (local time) Venue: U.S. Embassy, Copenhagen – Denmark

Attendees: Ryan D. Young – EFM GSO Supervisor/ Contracting Officer (CO)

Ulrika C Madsen – Procurement Supervisor Mie Moeller – Procurement Agent Maja Jones – Procurement Agent Atle Klaebel – Building Engineer Supervisor (COR) Julain Franco – Maintenance Worker

Representative from three (3) gardening and landscaping companies.

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, including introduction of the Embassy team.

• Introduction was given by the offerors.

• The CO advised that the site visit will be conducted following the conclusion of the pre-quotation conference. Each company is responsible for providing its own transportation to/from the site visit.

Project Overview:

• The CO explained the purpose of the solicitation and noted that it is a “Full and Open Competition”, where all potential offerors are given a fair and equitable opportunity to compete for the award. He also stated that the contract has a one-year performance period from the date of the contract award, with four (4) one-year options to renew, plus a 6-month option to extend the services.

• The CO informed the offerors that any questions regarding the solicitation will have to be written and submitted by email to e-mail: CopenhagenContracts@state.gov by January 20, 2026 at 17:00 (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 Global Acquisitions in Washington DC, all questions and answers will be posted on https://www.sam.gov together with the minutes. All answers will be disseminated before the submission date of the quotation.

• The CO referenced FAR 52.222-50, Combatting Trafficking in Persons regulations, Housing Plans and Recruitment Plans must be submitted with the quotation and reviewed prior to award to determine adequacy.

mailto:CopenhagenContracts@state.gov https://www.sam.gov/ o The Recruitment of Third Country Nationals (TCNs) 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 highlighted the Tax on Certain Foreign Procurement Payments (Zadroga Act) and the requirements to fill out an Internal Revenue Service Form (W-14) with the offer and every invoice.

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

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 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 explained the pricing schedule in Paragraph 2.0 of the solicitation.

• 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 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 February 11, 2026 at 17:00 hours (local time).

Quotation should be submitted electronically to CopenhagenContracts@state.gov. No quotations will be accepted after this time.

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

• Quotations must be submitted in two (2) separate volumes:

o Volume 1: Price Proposal o Volume 2: Technical Proposal (including all technical information for evaluation)

• Potential offerors must submit complete packages, with all required 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 make 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 (2) phases: Technical Evaluation and Price Evaluation.

https://www.sam.gov/ https://www.sam.gov/

• Technical Evaluation: The Technical Evaluation Panel, including the COR and other designated personnel, will evaluate quotations for technical acceptability based on the solicitation’s requirements.

• Price Evaluation: The CO will evaluate quotations for price reasonableness and will consider only the lowest priced, technically acceptable offer.

• Award will be made to the lowest priced, technically acceptable, responsible offeror.

Conclusion Pre-Quotation Conference:

The pre-quotation conference was concluded, and all participants travelled to the site. No questions were received during the conference.

Site Visit:

• Upon arrival, 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 two (2) locations:

o Ambassador’s Residence (CMR) o Deputy Chief of Mission’s Residence (DCR)

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

Conclusion Site Visit:

The site visit was concluded, and the CO once again informed the offerors that any questions regarding the solicitation must be written in English language and submitted by email to:

CopenhagenContracts@state.gov by January 20, 2026 at 17:00 (local time).

Attendees were thanked for their presence and expression of interest in serving the U.S. Government.

The meeting was adjourned. No questions were received during the site visit.