Minutes of Pre-Sol. Conf. 2023.doc.docx

Minutes of Pre-Proposal Conference Chancery Janitorial Services Contract U.S. Embassy Tallinn

Solicitation nr. 19EN1023Q0002

Time: April 5, 2023 at 11:00, started at 11:05 Venue: U.S. Embassy Tallinn 2nd floor conference room

The purpose of the pre-proposal conference is to provide clarification to government requirements, highlight areas of special interest, emphasize major goals and to answer questions, also conduct a site visit

The proposal closing date is scheduled for May 9, 2023, at 17:00

Participants from American Embassy Tallinn:

1. Steven Anderson - Contracting Officer

2. Leila Loitmaa - Customer Service Assistant/Contracting Officer Representative (COR)

4. Katrin Lipstal - Procurement Agent

5. Karolin Rillo - Procurement Agent

Participating Companies:

1. SPS Grupp Oü

2. Kinnisvarateenindus Oü

3. Krausberg Eesti Oü

4. Eesti Haldus OÜ

1. Opening remarks and Introduction, sign-in

· Agenda was distributed to all the offerors.

· Sign-in sheet was checked and signed by participants.

· Introduction was given by Contracting Officer Steven Anderson, followed by the introduction of the Embassy team and their expertise.

· Offerors were informed that any questions pertaining to the solicitation and contract will have to be written and submitted by email to TallinnProcurement@state.gov by May 9, 2023, 17.00 local time.

2. Project overview

· Procurement Agent Karolin Rillo 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. She also added that the contract has a performance period of one-year from the date of the contract award, with the availability of two option years to renew.

· Procurement Agent Karolin Rillo informed the offerors that the technical questions would be answered by the Procurement Agents and Contracting Officer’s Representative-COR. She also added that any questions relating to the contract in this meeting will be documented and sent to all offerors by email after the pre-proposal conference. All questions that arise post the pre-proposal conference should be submitted in writing to TallinnProcurement@state.gov by April 14, COB. Once received, the CO will compile the questions, answer them, and the answers will be sent by email to all offerors by April 21 COB along with the pre-proposal conference minutes.

· Procurement Agent Karolin Rillo explains the Statement of Work (SOW) and covered all technical aspects of the solicitation.

· Procurement Agent Karolin Rillo explained the pricing schedule in SF1449 cover page and Section 1 of the solicitation.

· Procurement Agent Karolin Rillo 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.

· Procurement Agent Katrin Lipstal gave a short overview of the SAM database registration process.

3. Proposal submission requirements

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

Proposals should be submitted by or before 5 pm May 9, 2023 (local time) by email to TallinnProcurement@state.gov. Proposals must be in English and incomplete proposals will not be accepted.

· Offerors should follow the directions given in Addendum Section 3 for submitting the proposal. Potential offerors will have to submit complete packages, with appropriate representations and certifications, technical and price proposal, supporting documents and signatures.

· Late proposals will not be considered for evaluation.

4. Evaluation factors

Procurement Agent Karolin Rillo informed the Offerors about the evaluation factors as described in Section 4:

· She stated that the evaluation would first be on the technical merits of the proposal, and for those that were technically acceptable; the proposals would be evaluated on pricing. The process is to identify the best value technically acceptable proposal that meets the Embassy’s other criteria as well.

· To be an acceptable proposal, it must be prepared in accordance with Section 3, and must meet all the requirements set forth in the other sections of the solicitation.

· Proposals will be evaluated in two phases: Technical Evaluation and Price Evaluation.

· Technical Evaluation: Technical Evaluation Panel includes the Contracting Officer, COR and Procurement personnel, who determine the acceptability of the proposal based on the solicitation’s technical requirements – past performance, experience, availability of finances and staff and submission of all required Representations andf Certifications in Section 5, copies of insurances and licenses and evidence of SAM registration.

· Price Evaluation: The Contracting Officer will evaluate the price and will consider the best valued, technically acceptable offer, and will follow with negotiations, if the proposal falls within the competitive range.

· The award selection will go to the technically acceptable, best value responsible offeror.

5. Questions and Answers

1. Q: 1.3 Can you please provide square meters to the Embassy Chancery area?

A: Please see Solicitation Addendum Section 3 – ‘Locations’ spreadsheet for estimated m2.

2. Q: 1.3.6.3 Please specify the Embassy Chancery and CMR windows area (sqm);

A: The approximate Embassy Chancery building windows area is 350m2 (excluding the Entrance building window area) The CMR windows cleaning requirement (1.3.6.5) shall be removed from the scope of work of this Solicitation by a amendment that will be sent to all participants.

3. Q: 1.3.6.3 - Can the windows in the Chancery building be opened?

A: Yes, all windows can be opened to inside so both sides of the windows can be washed from inside the room.

4. Q: 5.0 Is the portable hand-vacuum on 4th floor EXEC area (Ambassador offices) Embassy’s property or the current cleaning contractor?

A: This is Embassy owned equipment and to be used by Government employees only.

5. Q: 3.0 How is the parquet floor maintained in 4th floor EXEC section (Ambassador offices)?

A: The floor is daily swept with damp mopping to remove any dust, sand, footprints, liquid spills and other. No waxing is required for the parquet floor.

6. Q: 3.0 How are the hallway runners that cover the parquet cleaned?

A: As per Section 1, 1.3.6.4 the runners are thoroughly cleaned/shampooed once a year.

7. Q: 5.0 Where is the storage space for cleaning materials and equipment located?

A: All supplies and equipment are kept in a small room adjacent to the cleaning personnel changing room in the basement of the Embassy Chancery and the cleaning personnel has free access to it at all times.

8. Q: 2.0 When can the cleaning personnel get access to the Medical Unit (2nd floor adjacent to the conference room)?

A: The Medical Unit can only be cleaned while the Nurse occupying the cabinet is present. The cleaning personnel will have no access to that room without an escort.

9. Q: 1.3.16 Q: Is cleaning coffee machines in the kitchenettes on all floors the responsibility of the cleaning personnel?

A: Coffee machines maintenance is not included in the scope of work of this Solicitation and is the responsibility of the Embassy personnel.

10. Q: 3.0 Is any kind of deep-cleaning required for the 1st floor hallway floor tiles?

A: No deep-cleaning is required to perform for that floor. It is included in the daily requirement (1.3.1.1) to damp mop this area to keep it free of dust, mud, sand, footprints, liquid spills and ohter debris.

11. Q: 1.3.4.7 Are the emergency exit stairwells listed in the Locations spreadsheet in Section 1 - 3.0 Locations?

A: Yes, they are listed below ‘Other areas’ Section as “Fire Exits’ with a total area of 120m2.

12. Q: 2.4 How many cleaning people do you have working in the building at the moment?

A: We currently have 2 cleaning ladies who work simultaneously to cover the area during the first half of the day, but in the new Contract we require that cleaning personnel would be present in the building 8 hours per day until at least 16.00 pm. This can be covered in shifts between two people.

13. Q: Can the cleaning personnel get access to their personal cellphones while on duty in the building?

A: Yes, the approved cleaning personnel will be issued yellow identity badges, that give them access to the building without an escort and also permit them to bring in personal belongings. The only areas where phones and electronic equipment are not permitted are the Controlled Access Areas in the 4th floor EXEC office and 5th floor office areas.

14. Q: 1.3.5.6 How often are the showers and saunas in gym area used?

A: Both women’s and men’s showers are used daily and should be mopped daily, saunas are used regularly after usage of gym and should be checked for cleanness also daily.

6. Site visit

Meeting adjourned at 12.40