Pre Proposal Conf QnA - Landscaping Contract.pdf
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- Solicitation number
- 19EK2024Q0002
- Issued by
-
Department of State
About this file
This is a Pre-Proposal Conference Question and Answer document for RFQ 19EK2024Q0002, a landscaping and gardening management services contract for the U.S. Embassy Malabo in Equatorial Guinea. The document outlines key administrative details including submission methods (either written or email, not both required), GSO contacts (Deanna L. Rector or Andrew Davnie-Easton), and the evaluation process involving a Technical Evaluation Panel that reviews proposals without seeing pricing information to determine acceptability before final GSO selection.
The document addresses four main questions from potential offerors regarding: SAM.gov registration assistance, site visit arrangements (scheduled for February 24, 2025 at 9am with registration required by February 20), UEI expiration considerations (active SAM registration required), and equipment cost deductions (contractor must furnish all equipment per scope). The contract start date is set for May 1st, 2025, and contractors must provide all labor, materials, equipment, and services as specified in the scope. The pricing should preferably be submitted separately from technical proposals, though this is not mandatory.
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Text version
February 24, 2025
RFQ 19EK2024Q0002
Landscaping and Gardening Management
Pre-Proposal Conference U.S. Embassy Malabo February 18, 2025
Comments from GSO:
1. The GSO contact is Deanna L. Rector, RectorDL@state.gov, but if the offer has the name of Andrew Davnie-Easton it will be accepted.
2. Documentation states that there are 2 methods of submitting a proposal but does not state that these are options. Offerors may submit the proposals in writing to the Embassy OR via email. It is not necessary to submit a proposal by both methods, just one.
3. When submitting your proposal, we PREFER, but do not require, that you submit your pricing on a separate document from the technical proposal.
4. The evaluation process was explained in the following steps:
a. The GSO, Deanna Rector, creates a technical evaluation panel (TEP) to evaluate the proposals based on the standards outlined in in the contract.
b. The TEP does not see the pricing just the technical documentation.
c. The TEP determines if each proposal is ACCEPTABLE or NOT ACCEPTABLE.
d. The GSO determines the winner of the contract based on standards outlined in the contract from the proposals deemed ACCEPTABLE.
5. The expected start date for the new contract will be May 1st, 2025
Questions Received:
Question 1: Can the Embassy staff provide more assistance to the vendors that find it difficult to register in SAM.gov?
Answer 1: We can provide written instructions in English and Spanish but suggest you reach out to SAM.gov help desk by calling them directly instead of sending them emails.
U.S. Embassy Malabo Procurement agents can provide documentation and guidance but are unable to offer answers about your specific company.
mailto:RectorDL@state.gov
Question 2: Are you going to conduct a site visit? Site visit helps contractors/offerors to prepare the correct technical proposals
Answer 2: We have scheduled a site visit for Monday, February 24th at 9am. Please send in the following information: company name, name of company representative to MalaboP@state.gov by 5:00pm Thursday, February 20th, 2025, to arrange entry to the building.
Question 3: If a proposal is submitted while the UEI is still valid, do you still consider that proposal if the UEI expires by the time the contract is being awarded?
Answer 3: You must have an active SAM registration to be eligible to bid on or receive government contracts.
Question 4: If the company is unable to provide all the equipment and that is provided by the Embassy, how does the Embassy value the cost of the equipment to calculate or know the percentage that will be deducting from the contractor’s offer?
Answer 4: There is no method for deducting the cost of equipment. Please refer to paragraph 1 of the Scope of Contract.
1. SCOPE OF CONTRACT
The Contractor shall perform gardening services, including furnishing all labor, material, equipment and services, for the U.S. Embassy Malabo, Equatorial Guinea. The price listed below shall include all labor, materials, insurance (see FAR 52.228-3 and 52.228-5), overhead, and profit.
mailto:MalaboP@state.gov
File details come from the government source that posted it. Updated .