Cairo_Hotel_IDIQ_Pre-Proposal_Conference_Notes.pdf

Hotel Rooms IDIQ Solicitation No. S19EG3018Q0035, Amendment A001

American Embassy Cairo, Egypt Page 2 of 10

SECTION A

EMBASSY CAIRO PRE-PROPOSAL CONFERENCE NOTES

SOLICITATION NO. 19EG3018Q0035

Embassy Cairo held a pre-proposal conference on April 17, 2018 from 10am to 12pm in order to address questions regarding solicitation 19EG3018Q0035 for Hotel Rooms.

In attendance from the U.S. Embassy were the Senior GSO, Contracting Officer, and

Procurement Supervisor, as well as 19 represents from hotels and travel agencies.

After brief introductions, the contracting officer highlighted the following elements of the solicitation:

1. As per the Proposal Request Letter, quotations are due on or before May 02, 2018 at

02:00 PM.

2. As per Section 1, part I Scope of Services:

a) the contract minimum of 50 Hotel Room nights and a maximum of 14,000

Hotel Room nights in Cairo, Egypt;

b) hotel facilities shall include access to controlled-access parking, gym facilities, spa facilities, and swimming pool(s); and

c) the contract will be for a one year period from the date of the contract award, with 2 (two) one-year options.

3. Section 1, part II Base Period/III First Option Year/IV Second Option Year, defines the pricing for a “Basic Room”. The price shall be the current per diem rate at the time of placement of the order or in accordance to the price list above – whichever is the lower of the two prices. The most updated per diem rates are found at the following web site http://aoprals.a.state.gov/Web920/per_diem_action.asp?MenuHide=1&PostCode=10328

4. Section 1, part VI Definitions, provides key room requirements.

5. Section 1, part VII Responsibility of the Government and part VII Responsibility of the

Traveler are important to note.

6. Section 1, part X Quality Assurance and Surveillance Plan (QASP) indicates a performance threshold of no more than one (1) customer complaint per month. This refers to complaints raised to the Contracting Officer Representative and deemed to be of a serious nature.

7. According to Section 2, Clause 52.216-19 Order Limitations (OCT 1995), the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within two (2) working days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. This clause notes a minimum order of $175 and maximum order of $500,000.

Hotel Rooms IDIQ Solicitation No. S19EG3018Q0035, Amendment A001

American Embassy Cairo, Egypt Page 2 of 10

8. Per Section 4, Evaluation Factors, the award (s) will be made to the lowest price, acceptable responsible offeror. Proposal shall include the following;

a) a completed solicitation;

b) an overview of the offeror’s security measures/protocol;

c) and PDF copies of offeror’s hotel site plan, floor plans, and parking areas.

9. Section 5, clause 52.212-3 Offeror Representations and Certifications highlights the importance of the offeror registering on the System for Award Management (SAM) website located at https://www.sam.gov/portal.

Answers to questions submitted in connection with the pre-proposal conference are included in the following section of this amendment.