19GB5026Q0009_Pre-proposal conference.pdf

SENSITIVE BUT UNCLASSIFIED SENSITIVE BUT UNCLASSIFIED

ATTACHMENT 2

Virtual Pre-proposal conference

U.S. Embassy Libreville

PMSC wastewater plant treatment system Maintenance Services Contract

Date of Conference: April 21, 2026

Time: 15:00 local time

Location: Multi-Purpose Room, U.S. Embassy Libreville

Date of Minutes: April 28, 2026

➢ Introduction

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

The Government was represented by:

• Facility Manager: Lennox Browne

• NEC Facility Supervisor: Jacques Cédric Massouema Mboula

• Electrical Control Technician: Maganga Rodrigue Dany

• Plumbing Technician: Akendengue Aken Gildas

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

• Contract Assistant: Judith Abourou

• Procurement Assistant: Wilfrid Ndoutoume Amvame

The session consisted of a review of the solicitation package.

Conference was held to clarify the solicitation for annual preventive maintenance for the sanitary sewer collection system and the wastewater plant treatment system at the U.S. Embassy

Libreville.

➢ 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.

• 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).

• 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 discussion

• The contract assistant reviewed Section 1 while the NEC Maintenance Supervisor presented Exhibit 1 in detail.

• Emphasis was placed on the importance of providing detailed information in offers demonstrating that the scope is understood.

• Period of performance confirmed as 1 Base Year + 4 Option Years; incorrect “Base + 3” reference will be corrected by amendment.

• Two comprehensive annual preventive maintenance visits are required per contract year.

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

• Consumables/expendables used in preventive maintenance must be included in the fixed-price; major repairs and hardware replacements are excluded and will be handled via separate quotes and purchase orders. Contractor to use high-quality, cost-effective materials and systems that ensure reliability, dependability and durability.

• Technicians must be trained and experienced on all systems concerned for this contract.

• Contractors shall follow strict guidelines for Safety Health and Environmental

Management, UL standards, NFPA

• Contractor may be provided limited, non-sensitive historical maintenance data

• Contract is for scheduled preventive maintenance only; emergency/unscheduled call-outs may be ordered separately as needed.

• Past performance submissions must include at least three similar contracts for sanitary sewer collection system and the wastewater plant treatment system maintenance.

Offerors are required to provide with customer details, values, periods of performance, and CO/COR contact information.

D. Solicitation & Contract Clauses

Offerors were advised to review the solicitation in its entirety and to pay 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 52.225-14 – 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 652.242-70 – Contracting Officer’s Representative (COR) (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)

Section 4 – Evaluation Factors

➢ Award goes to the lowest-priced offer that is both technically acceptable and from a responsible contractor.

➢ Price is evaluated based on total evaluated price (all quantities and options).

➢ The Government may reject offers that are unrealistically low or high.

➢ Technical acceptability is based on compliance with RFQ requirements.

➢ Responsibility is evaluated under FAR 9.1 (financial capability, schedule capability, integrity, experience, equipment, and legal eligibility).

https://www.sam.gov/

G. Next Steps for Offerors

a. A formal amendment will:

i. Correct the scope of work with regards to chlorine requirements previously specified in the latter scope.

ii. Attach the written Minutes and the Q&A.

Offerors should ensure they have received and acknowledged all amendments before submission of offers. Quotations should reflect the final, amended solicitation.

H. Questions:

Vendors asked questions during the conference and were informed that they could ask further questions up until Friday April 28, at 1500, local time.

I. 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 16:30.

Questions & Answers

Q1. Is the BAS linked to the WWPT System?

Answer:

No, the BAS system is not linked to the WWPT system.

Q2. Are we allowed to enquire about the previous contractor?

You may inquire about previous contractors through available government platforms.

Q3. How many site visits are required per year?

The scope of work requires Two (2) visits per year: (1) Semi-Annual and (1) Annual.

Q4. Per your Scope of Work, there are some chlorine testing requirements described in

Exhibit 1:

“Free and Total Chlorine Goal Free Chlorine = 0.5 – 1.5 mg/L

If the plant has a chlorine contact tank, test the effluent being discharged from the plant…

Chlorine Contact Time Goal CT = 20 mg/L-minutes

The wastewater treatment plant maintenance contractor will measure the flow rate of the effluent discharged from the plant at peak hour flows and will calculate the disinfection contact time of the plant (time between injection of chlorine and the discharge of the effluent from the plant)...”

It is my understanding that Chlorine is no longer a requirement for this particular contract.

Could you confirm?

Correct. The UV disinfection system replaced the chlorination skid. However, we may reactivate the chlorination skid during the contract period to ensure SHEM compliance. Therefore, the chlorine testing requirements in the Scope of Work remain unchanged.

Q5. We would like to visit the site—if possible—to verify the configuration of the wastewater treatment plant.

We cannot organize a site visit at this time. The Embassy has one open-air wastewater treatment station. For complete configuration details, please refer to Exhibit 1 of the solicitation document, specifically Section II (Project Requirement) and the Description of Equipment.

End of Q&A.