Minutes Maintenance Services for Heating Equipment.docx

RFP #19FR6320R0006 – Maintenance Services for Heating Equipment of the U.S. Mission in Paris

Pre-proposal conference minutes

The preproposal conference was held on June 11, 2020 at 10:30 am with the representatives of two solicited companies, CEPRIM and PROCHALOR.

Participants:

· Una O’Dwyer – Contracting Officer / Procurement Supervisor

· Dominique Mazier – Procurement Agent

· Olivier Mathieu – Facility Inspector

· Renaud Juge – Technical Manager CEPRIM

· Mathieu Jean-Alphonse – Sales Representative CEPRIM

· Alexandre Chardron – Sales Engineer PROCHALOR

The contract has a part with firm fixed prices for standard services, to be billed monthly; and a price schedule for unscheduled corrective services (hourly labor rate, transport, and a price percentage for the spare parts). This work will have to be quoted by the contractor and followed by a delivery order.

SF 1442

· Page 1: Section 13.A: deadline (date and time) for the submission of the offers, which must be complied with in order to be considered (sent by mail or carrier)

· Page 2: Fill out sections 14 (company’s address), 15 (telephone number), 16 (payment address if different from the company’s), 17 (fill out the period of validity and the total amount of the offer), 20.A, 20.B et 20.C (to be filled out by the person in charge of the contract, dated and signed) and the sections 30.A, 30.B et 30.C (to be filled out by the contracting person in charge of the offers, dated and signed).

SECTION B

· Pages 5 and 6: indication of the indices ICHTTS10 and FSD20. Prices will be adjusted according to the indices in progress at the end of the year (Procurement will send an updated contractor to the contractor).

The CLIN (Contract Line Item Number), containing prices, includes various office buildings and residences of the U.S. Mission in France provided with heating, ventilation, and air-conditioning.

· Page 8: Firm prices part – Indicate in paragraph B.5.1.1 the total ex VAT for the preventive maintenance of heating equipment – Clin 0001 to 0008 (the price by equipment is to be filled out in “Exhibit I”.

· Page 9: Indicate in paragraph B.5.1.2 the hourly labor rate ex VAT for corrective maintenance outside of the preventive maintenance visits:

. 2nd chart Clin 0009 et 0010: interventions from Monday to Friday, from 05:00 to 22:00.

(hourly rate for a heating-engineer and hourly rate for a heating technician).

Every hourly rate must be multiplied by the 50 estimated interventions hours over 12 months.

. 3rd chart Clin 0011 et 0012: interventions from Monday to Friday, from 22:00 to 05:00.

(hourly rate for a heating-engineer and hourly rate for a heating technician).

. 4th chart Clin 0013 et 0014: interventions on weekends and holidays (hourly rate for a heating-engineer and hourly rate for a heating technician).

. 5th chart Clin 0015: transport rate which must be multiplied by the 50 estimated interventions hours over 12 months.

(same rate no matter the day and time of the intervention).

· Page 9:

. 6th chart tableau Clin 0016: spare parts and supplies needed for emergency interventions.

Paragraph B.5.2 CONTRACT PRICE: State total ex VAT for maintenance services and estimated total ex VAT for emergency intervention for each specialty, add VAT and indicate the total amount, inclusive of VAT.

Upon sending the bill, please add a 5.5 % VAT for the following residences: Boulogne and Neuilly compounds and Ambassadors’ residences.

Indicate the same prices, to be adjusted according to indices for option years. (Pages 10 to 22).

- Page 23: Indicate the total amounts (including VAT) for the base year and the 4 option years and the grand total VAT for the 5 years.

SECTION C

· Pages 24 to 32: Specification, including the details of the work and services in the contract.

For questions on this section, please see Jean-François Bui (tel: 01 43 12 26 17) or Eric LeJoly (tel: 01 43 12 22 76).

SECTION D

· Page 33: Summarize all the technical specifications for packing and marking.

SECTION E

· Pages 34 to 35:

E.2: internal quality assurance system.

Describe the followed procedure in case of a complaint in terms of the quality of services.

SECTION F

· Pages 36 to 39:

F.3: Deliverables – dates for the selected contractor to submit the required documentation F.7: The contractor can only start work upon receiving the “Notice to proceed”, sent by Procurement.

SECTION G

· Pages 40 to 42: Explains how the contract and billing works.

No advance payment. Monthly installment authorized but always in arrears.

G.3: VAT: 20% for offices and 10% for residences.

SECTION H

· Pages 43 to 52: Mandatory copies of insurance policies from the contractor, to be provided no later than 30 days after the contract has been awarded.

SECTION I

· Pages 53 to 67: States the contractual clauses in the solicitation material where only the title appears (pages 53 to 58) and the clauses where the full text appears in the solicitation. This is the standard procedure in every solicitation material for construction.

The full text of the clauses where only the title appears can be read here: http://www.statebuy.gov/home.htm.

Clause 52.249-10 – Default: States the followed procedure in case of non-compliance or breach of the contract by the company.

SECTION J

· Page 68: List of attachments.

EXHIBIT A GMMS

EXHIBIT B

Example of a repair order in case of unscheduled corrective services (must be confirmed by a “delivery order” to the contractor, which constitutes as a purchase order)

EXHIBIT C

Descriptive including responsibilities, qualifications and skills required for the contractor’s employees to be able to intervene on the Embassy’s air-conditioning equipment.

EXHIBIT D

Reserved.

EXHIBIT E

Reserved.

EXHIBIT F

Example of a report to attach to the invoice each month.

EXHIBIT G

Background on annual inspection of the equipment included in the GMMS system.

EXHIBIT H

List of French and US Holidays for 2020 (to be sent by Facilities every calendar year).

EXHIBIT I

List of all heating equipment of the US Mission (please indicate monthly unit price for the maintenance services)

SECTION K

· Page 77 to 89: Sworn statement, summarizing all the terms and condition to be met by the companies applying.

SECTION L

· Pages 90 to 96: States the required terms for a company to submit a bid.

L.1.2: i.e.: The company must possess enough personnel, supplies and financial means to perform the services in the contract.

They must also have the necessary permits and licenses required by the law to perform this type of work.

L.1.3: States the responsibilities of the company (to study the required specifications, visit the place of work and evaluate the needs in terms of supplies, equipment, and labor).

L.2.2: Provide 1 file, by separating the documents as follow:

· SF 1442 and section K duly completed,

· Section B. including prices with and without VAT, as well as the details of the prices included in Exhibit I.

· Planning of the services in a chart and technical offer.

L.2.3: the technical offer must include a presentation of the company and specific information relating to the required specifications as well as a list of references, certifying the company’s ability to perform this type of services.

SECTION M

· Pages 97 to 99: This section explains the procedure applied to consider and award this contract.

EDITS

Any verbal edits of the solicitation material or of the contract must also be added as a written amendment, signed by the Contracting Officer of the Embassy before its implementation. Any verbal edit will not be valid unless an official amendment has been approved and signed by the Contracting Officer.

CONCLUSION

The contract will be awarded according to prices (the lowest price will be selected), compared to the quality of services and technical performances deemed technically acceptable by the Embassy.

Contracting Representatives for the Embassy:

Contracting Officer: sole signatory of the Embassy contract Contracting Officer Representative: contract administrator, who will check that the services are performed according to the contract.

QUESTIONS AND ANSWERS: No questions were asked by the two companies attending the conference