19GB5026Q0007_Pre-proposal conference.pdf

SENSITIVE BUT UNCLASSIFIED SENSITIVE BUT UNCLASSIFIED

ATTACHMENT 3

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

MSG Cook Services Contract

Date of Conference: January 15, 2026 Time: 10:00 Location: Marine Security Guard Residence (MSGR) and Multi-Purpose Room, U.S. Embassy Libreville Date of Minutes: January 27, 2026

1. Introduction

A Pre-Proposal Conference convened with participation from six companies.

The session included a briefing and an actual visit of the kitchen in the Marine Security Guard Residence.

• Detachment Commander: David Lora (Contracting Officer Representative)

• Contracting Officer: Nathaniel (General Service Office)

• Contract Assistant: Judith Abourou

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 (do not purchase at this stage).

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 or complete FAR 52.204-90/91 for alternate options.

• 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 food quality, variety, dietary accommodation, and service excellence for morale and health.

D. Solicitation & Contract Clauses

Offerors were asked to pay special attention to the following solicitation and contract clauses, which establish key requirements and conditions for contract performance. The following clauses were specifically highlighted during the conference:

• 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).

Evaluation factors

The evaluation factors were presented to the vendors and there are based on the Compliance review, technical acceptability, price analysis and determination of responsibility.

Questions:

The attached questions were asked during the conference:

Vendors were allowed to ask further questions up until Friday January 23, at 1300, local time.

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 12:30.

Enclosure: Questions and Answers (1 to 7) https://www.sam.gov/

Questions & Answers

1. Could you confirm how many individuals we are required to prepare food for?

Answer:

The maximum number of individuals to be served is eight Marines.

2. Is the contractor responsible for trash removal from the Embassy compound?

No, the contractor’s responsibility for trash ends once it has been placed in the designated bin within the Embassy compound.

3. Is there a specific culinary style required, and should local menus and food specialties be considered?

Answer:

Please refer to Section II, “Menu.” The MSGR patrons are a diverse group, including Americans with varied cultural backgrounds and dietary preferences, as well as individuals with health, cultural, or religious dietary restrictions. The contractor is required to develop a 14-day menu cycle that offers a variety of food selections for each meal and each week, taking into account acceptability ratings, food availability, preparation limitations, and operational costs. The use of leftovers is permitted if items are stored and labeled according to food safety standards. Special meals (e.g., Mexican night, Italian supper, Asian stir-fry luncheon) are encouraged. A suitable vegetarian option must be available daily for any identified vegetarian diners.

4. Are we required to work beyond the time schedule set in the solicitation, specifically regarding overtime work?

No, the contractor is not required to perform overtime work.

5. Regarding temperature control, as specified in the scope of work, how can the contractor ensure that meals are served at the correct temperature if some meals are stored and not consumed immediately after preparation?

Answer:

The contractor is expected to serve meals at the appropriate temperature. If meals are prepared and stored for later consumption, it is understood that maintaining the correct temperature may not always be feasible. In such cases, exceptions will be considered, as this is beyond the contractor’s reasonable control.

6. Could you please confirm the list of all administrative documents required for this solicitation?

Answer:

Please refer to Section 3 of the solicitation, specifically paragraph A2. Offerors are required to provide documentation demonstrating legal business status in Gabon, sufficient financial resources, and possession of all mandatory local certificates. These include, but are not limited to:

• Attestation for Soumission CNSS

• Attestation for Soumission CNAMGS

• Attestation de non faillite (Certificate of Non-Bankruptcy)

• Tax certificate

• Business registration

• Sanitary certifications (Agrément sanitaire AGASA)

• Proof of SAM registration or alternate documentation, as applicable

7. Could you confirm whether meals should be prepared onsite or at the vendor’s premises?

Answer:

All meals must be prepared onsite in the MSGR kitchen at the U.S. Embassy Libreville. This contract does not permit meal delivery from the contractor’s premises to the Embassy.

8. We would appreciate confirmation as to whether there is a current incumbent for this requirement. If so, could you provide the contract number and contract value, if this information is publicly releasable?

Answer:

Please refer to the notice of intent to sole source posted on September 5, 2025, at www.sam.gov.

No further information can be provided at this time.

https://www.sam.gov/