19GB5026Q0006_Pre-proposal conference.pdf

SENSITIVE BUT UNCLASSIFIED SENSITIVE BUT UNCLASSIFIED

ATTACHMENT 4

Pre-proposal conference – Multi Purpose Room U.S. Embassy Libreville

Mobile Phone Services Contract

Date of Conference: March 10, 2026 Time: 10:00 Location: Multi-Purpose Room, U.S. Embassy Libreville Date of Minutes: March 24, 2026

1. Introduction

A Pre-Proposal Conference was convened with participation from two companies.

The session consisted of a review of the solicitation package

• Procurement Supervisor: Melanie Ambourouet Akita (General Service Office)

• Contract Assistant: Judith Abourou

• Procurement Assistant: Wilfrid Ndoutoume Amvame

• Supervisory Information Systems Specialist: Kengne Patrice

• Information Management & GTM Support : Otchague Gianina

2. Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

A. Offer submission requirements offers shall be submitted in two (2) distinct volumes and include the following:

• Price Offer:

o Complete all pricing tables in Section 1.

o Fill in the cover page SF-1449 (blocks 12, 17, 19-24, and 30 as appropriate).

o Obtain a quote for DBA Insurance Reference: http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

http://www.dol.gov/owcp/dlhwc/lscarrier.htm

• Technical Offer:

o Follow Section 3, Technical Proposal criteria.

o Complete Section 5, Representations and Certifications, or attach the SAM registration page.

o Provide proof of SAM registration (we advise to notify Post should there face any issue with SAM registration of their local businesses).

o Cybersecurity Supply Chain Risk Management (C-SCRM) compliance

• Note: Offers not submitted in two distinct volumes will be automatically rejected.

(Refer to solicitation Section 3 for more details).

Vendors were encouraged to provide proper offers with sufficient details to allow a good evaluation of the bids.

B. DBA Insurance

• Only a quote is required at this stage; do not purchase DBA Insurance yet.

• The Government will not reimburse additional bank fees; vendors should factor these into their pricing.

C. Scope of Work

• The contract assistant reviewed Section 1 and Attachment 1 in detail.

• Emphasis was placed on the importance of service quality, issue resolution, security compliance, eSIM functionality, confidentiality and the continuous availability of the customer Service Center.

D. Solicitation & Contract Clauses

Offerors were advised to review the solicitation in its entirety and to special attention to solicitation and contract clauses, which establish key requirements and conditions for contract performance. Emphasis is put on the following clauses:

• FAR 52.204-23 – Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Jul 2018) (Section 1634 of Pub. L. 115-91)

• FAR 52.204-25 – Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (Aug 2020) (Section 889(a)(1)(A) of Pub. L. 115- 232)

• FAR 52.204-9 – Personal Identity Verification of Contractor Personnel (Jan 2011)

• FAR 52.204-12 – Unique Entity Identifier Number Maintenance (Oct 2016)

• FAR 52.204-13 – System for Award Management Maintenance (Oct 2018)

• FAR 52.214-34 – Submission of Offers in the English Language (Apr 1991)

• FAR 52.225-14 – Inconsistency Between English Version and Translation of Contract (Feb 2000)

• FAR 52.228-3 – Worker’s Compensation Insurance (DBA) (Jul 2014)

• FAR 52.228-5 – Insurance – Work on a Government Installation (Jan 1997)

• FAR 52.229-6 – Foreign Fixed Price Contracts (Feb 2013)

• FAR 52.217-8 – Option to Extend Services (Nov 1999)

• FAR 52.217-9 – Option to Extend the Term of the Contract (Mar 2000)

• FAR 52.232-19 – Availability of Funds for the Next Fiscal Year (Apr 1984)

• DOSAR 652.204-70 – Department of State Personal Identification Card Issuance Procedures (May 2011)

• DOSAR 652.232-70 – Payment Schedule and Invoice Submission (Fixed-Price) (Aug 1999)

• DOSAR 652.242-70 – Contracting Officer’s Representative (COR) (Aug 1999)

• DOSAR 652.242-73 – Authorization and Performance (Aug 1999)

Offerors are responsible for reviewing the entire solicitation to ensure compliance with all applicable Federal Acquisition Regulation (FAR), Department of State Acquisition Regulation (DOSAR), and any local requirements referenced in the solicitation. Failure to comply with these clauses may result in disqualification or termination of the contract.

E. SAM Registration

The Government emphasized that registration in the System for Award Management (SAM) is mandatory for this contract. Prospective contractors must be fully registered in the SAM database at the time they submit their offer, in accordance with FAR 4.1102. Vendors are strongly encouraged to begin the SAM registration process as early as possible to avoid delays. If a vendor is unable to complete SAM registration, they must promptly notify the Procurement Office. In such cases, the requirements outlined in FAR 52.204-90 and FAR 52.204-91 will apply, providing alternate guidance for SAM registration.

Procurement Office can provide guidance documents for SAM registration (www.sam.gov).

F. Evaluation factors (per Section 4 – Evaluation (Summary for Minutes)

Offerors were informed that the Government plans to award a single Indefinite Quantity Contract (one base year plus four option years) using FAR Part 13 comparative evaluation procedures to the responsible offeror providing best value, considering technical factors, past performance, and price.

First, proposals will undergo a compliance review, including a C-SCRM Go/No-Go check based on a completed C-SCRM Questionnaire and, where applicable, a Secure Software Development Attestation (or equivalent). Proposals that fail to meet these requirements or otherwise do not conform to the solicitation will not be further evaluated.

Eligible proposals will then be comparatively evaluated against each other (not via LPTA or a formal trade-off) to identify overall best value. Technical evaluation will focus on quality and reliability of mobile services (coverage, equipment, data services, billing, support, and compliance with telecommunications restrictions). Past performance will be compared to gauge likelihood of successful performance. Price will be reviewed for fairness and reasonableness, and proposals that are unreasonably high or low may be rejected.

Before award, the Government will confirm the apparent awardee’s responsibility (financial capacity, ability to perform, integrity, experience, and resources) in accordance with FAR 9.1.

G. Attachment 2 & 3

The C-SCRM Questionnaire and State Department Secure Software Development Attestation Form were explained in detail and emphasis was placed on the fact that this will be part of the compliance review process (C-SCRM Go/No-Go Evaluation Factor).

Questions:

Vendors were allowed to ask further questions up until Monday March 16, 1500, local time.

https://www.sam.gov/

No question were received.

Conclusion

The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned at 11:45.

Questions & Answers