Pre Proposal Conference Minutes Feb 28 2024.pdf

1 | P a g e 6

PRE-PROPOSAL CONFERENCE MINUTES

FEBRUARY 28, 2024- 10H30 –

Solicitation # 19FR6324R0002 – Fuel Tank Refurbishment

This document provides clarifications on our requirements and how to prepare your offer in accordance with the solicitation document.

PART 1- PRESENTATION

Persons in this meeting:

Monti Singla – OBO Environmental Engineer David Scovill – Senior Facility Manager Olivier Mathieu – Maintenance Supervisor Una O’Dwyer – Contracting Officer Anne Hibert – Contract Specialist

PART 2- REQUIREMENTS - QUESTIONS / ANSWERS

Brief explanation of our needs and a Q&A session for potential bidders to well understand the requirements.

Question 1: Do you have a preferred method for the relining of the tanks?

Answer 1: We do not have a preferred method. Any relining method that allows for the detection of leak and fuel levels and that complies with the specifications shall be acceptable after assessment.

Question 2: What kind of fuel analysis do you wish? What specific figures are you looking for?

Answer 2: After discussion, the US Embassy decided to cancel the fuel analysis. A fuel filtration shall be required as specified in the revised scope of work in the attached SF30-Amendment A0001.

Question 3: In France, there are 2 types of Health and Safety Plan – a simple one and a more complex one. The complex one requires the presence of a safety coordinator on site during the work. Which one do you wish?

Answer 3: The Contractor shall anticipate the most complete plan. At a minimum a site superintendent who is safety trained for confined space shall be one site with two other confined space trained personnel who will enter the tanks. An additional safety coordinator shall not be required if the superintendent already has this additional role.

2 | P a g e 6

Question 4: What is the length of the protection barrier required?

Answer 4: The length is estimated to be 14m as shown in the revised diagram 1 in the SF30-Amendment A0001. The protection barrier shall surround the construction area being worked on during the two phases.

Question 5: The current installation is not compliant with French regulations- pipes are welded to the tanks and it is not authorized. What do we do? Also, this makes it impossible to determine where a possible leak is coming from during the pressure test phase. How do you want to proceed?

Answer 5: The current tanks conditions cannot be changed. The contractor shall propose a method to pressure test the pipes. It may be possible to pressure test the pipes once the tank is emptied.

Question 6 : There is a current leak detector in tank 3. Can you confirm if it shall be removed and replaced by a complete new system?

Answer 6: A new leak detection and fuel gauges shall be installed for all three tanks.

Question 7: This work requires different specialized workers. Is it possible to sub-contract? If so, do you accept a sub-contractor that we use to bid on its own?

Answer 7: Sub-contracting is acceptable. A main contractor shall bid on this project and provide a detailed subcontracting plan mentioning all the sub-contractors used and for which part of the work. A sub-contractor shall not bid independently as a principal contractor for this project.

Question 8: Would you advise names of French contractors for the disposal of Hydrocarb Hazmat in order for us to comply with French regulation for disposal of such material?

Answer 8: The following companies provide this service in France:

AHC services (Assainissement Hygiene Confort – located in Saint Denis- France SARPI Velia - France

PART 3- YOUR OFFER:

Documents to constitute your offer

SF1442 – page 1 & 2

Rubrik 14: name and address of the bidding company Rubrik 15- Telephone number Rubrik 17: Total price all taxes and VAT included in Euros Rubrik 19: if appliable, indicate the amendment number and the date of acknowledgement.

Rubrik 20a.: name and title of the individual responsible for signing the solicitation

3 | P a g e 6

Rubrik 20b.: signature of the individual responsible for signing the solicitation Rubrik 20c.: offer signature date

Structure of the solicitation

SECTION B– PRICING

This contract is a firm fixed price contract.

You shall complete each line items of the pricing table in page 3. You shall insert the total price in Euros excluding VAT, the VAT amount and the total cost in euros VAT included.

SECTION C –

This is the Scope of services detailed in Attachment 1

SECTION D

This is how you should label any equipment entering and staying in the premise.

SECTION E TO H

Governmental standards in terms of inspection and acceptance, deliverables and performance, contract administration, insurance, responsibilities, warranties, personnel, equipment.

Invoicing and payment conditions mentioned in page 17 and 18.

Invoicing shall be in accordance with the relevant purchase order and the instructions on this page and preferably submitted by email to ParisFMCDBO1@state.gov.

Invoices shall be labelled to:

American Embassy – Attn : Isabelle Blanchot Financial Management Center, Room A-18 2 avenue Gabriel 75382 Paris Cedex 08 mailto:ParisFMCDBO1@state.gov

4 | P a g e 6

Invoicing can be made partially after services are received. Payment shall be made within 30 days after invoice is received, if the relevant invoice is correct.

Invoices shall follow the pricing structure of the contract and shall notify task order number for identification (19FR6324PXXXX)

SECTION I

This concerns the clauses by reference or in full text. For details concerning the referenced clauses, you can check www.acquisition.gov

SECTION J

List of attachments to the RFP

SECTION K

Representation and statements of offerors.

SECTION L

INSTRUCTION TO OFFERORS

Pages 75 to 79 :

The Contractor shall provide a complete offer with the following elements as requested in pages 32-33:

The completed SF1442 as mentioned earlier Section B- pricing table in page 3 of the RFP with your prices for each line.

Section K- clause 52.2024-24 (d-representation) in page 62 completed. This clause concerns the supply and use in the Contractor network of telecommunication equipment type Huawei, ZTE, Hikvision, Hytera, Dahua

An estimated schedule for the completion of the project A detailed commercial offer A detailed administrative and technical offer included:

Name of a project manager that will be the Embassy POC (supervisor), Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing- Kbis or equivalent A proof of SAM registration List of clients over past five years with details demonstrating experience and past performance in similar to steel underground refurbishment http://www.acquisition.gov/

5 | P a g e 6

A company profile demonstrating its personnel, equipment and financial capabilities.

Licenses and permits required by Local law. This include URSAFF certificate demonstrating the company complies with French labor and fiscal law or equivalent.

A work plan taking into account all work elements in Attachment 1 – scope of work of the RFP and showing how the Contractor will be providing the services.

Data sheet of the proposed products Details of the human, material and financial resources assigned to perform the services.

A plan insuring quality of services A health and safety plan for this project A copy of business insurance certificate CATEC certificate or equalt for the selected employees on the project LNE certificate for tanks transformation or equal If subcontractor is being used, a complete subcontracting plan including:

o all elements above demonstrating sub-contractor capability and experience (Kbis or equal, experience in the field, personnel and financial resources, permits to work in France) o A proof of partnership and good business relationship for a minimum of 3 years.

o Past performance demonstrating a good business relationship o Past performance of the subcontractor(s) in providing relining steel underground fuel tanks over the past 5 years o The Health and safety plan and all certificates as required to the main contractor above

SECTION M

EVALUATION OF THE OFFERS- pages 82-83

This indicates the criteria used to evaluate the offers received. Lowest priced but technically acceptable is the basis for award.

Closing date for the solicitation is currently on March 29, 2024 at 16:00 hrs and preferably by email to: Pariscontracting@state.gov.

After that time, offers shall not be considered acceptable.

Any questions shall be addressed to Pariscontracting@state.gov with the solicitation reference.

mailto:Pariscontracting@state.gov mailto:Pariscontracting@state.gov

6 | P a g e 6

AMENDMENTS

Please note that any verbal amendments to the solicitation are only effective if followed up by a written amendment document signed by the Contracting Officer