19GB5026Q0025_Pre-proposal conference - Q and A.pdf

SENSITIVE BUT UNCLASSIFIED SENSITIVE BUT UNCLASSIFIED

ATTACHMENT 2

Virtual pre-proposal conference

Questions & Answers

U.S. Embassy Libreville

I. Virtual pre-proposal conference

Trash Collection Services Contract

Date of Conference: September 17, 2026

Time: 14:45 local time

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

Date of Minutes: September 22, 2026

➢ Introduction

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

The Government was represented by:

• NEC Ground Supervisor: Alain Gibudi (COR)

• Contract Assistant: Judith Abourou

The session consisted of a review of the solicitation package.

The purpose of this site visit was to brief prospective offerors on the requirements of Solicitation

19GB5026Q0025 for Trash Collection Services at the U.S. Embassy Libreville, and to address questions regarding the solicitation, technical requirements, and submission procedures.

➢ Discussion of the Solicitation Package

The meeting covered the following topics:

1. General Overview

2. Offeror Submission Requirements

3. SAM Registration

4. Solicitation and Contract Clauses

5. Evaluation Factors

6. Questions & Answer.

• 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.

A. 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.

B. Scope of Work discussion

The Contractor shall furnish all labor, materials, equipment, and services for trash collection at the U.S. Embassy Libreville, with quoted prices inclusive of insurance, overhead, and profit. A Notice to Proceed will be issued after award and submission of acceptable insurance certificates

Temporary Additional Services: Structured as an IDIQ arrangement for special-event support outside scheduled services, processed separately, with a minimum of 96 and a maximum of 2,000 one-location pick-ups over the full period of performance.

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

Period of Performance: 12 months from Notice to Proceed, with three (3) option years plus an additional FAR 52.217-8 option period

C. 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.

D. 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.

E. 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).

F. Next Steps for Offerors

a. A formal amendment will:

i. Correct the scope of work with regards to the closing date typo and the period of performance.

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.

G. Questions:

Vendors asked questions during the conference and were informed that they could ask further questions up until Monday September 21, at 1200, Libreville local time.

H. 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 16:00.

II. Questions & Answers

QUESTION #1: Are the 240-liter bins and other waste containers already available at the

Embassy compound and residences, or is the contractor expected to provide them?

RESPONSE #1: Currently, all bins are already available in most locations. However, when the need arises, Contractor may be required to provide 240-liter bins.

QUESTION #2: Could you please provide the number of containers and their distribution across the Embassy compound and the designated Akanda residences?

Residence Number of Container/Quantity

1 CMR

03 Dumpsters of 1.80m(L) x 1.20m(l) x 1.70m(P), or 11

100Litres

2 SABLIERE COMPOUNDS 1

03 Dumpsters of 1.80m(L) x 1.20m(l) x 1.70m(P), or 11

100Litres

3 SABLIERE COMPOUNDS 2

4 SABLIERE COMPOUNDS 3

5 SABLIERE COMPOUNDS 4

6 SABLIERE COMPOUNDS 5

7 SABLIERE COMPOUNDS 6

8 QUATRO 1 1 Container of 240Liters

9 QUATRO 2 1 Container of 240Liters

10 QUATRO 3 1 Container of 240Liters

11 QUATRO 4 1 Container of 240Liters

12 ISLAND ROSE 2 Containers of 240Liters

13 SNOW WHITE 1 1 Container of 240Liters

14 SNOW WHITE 2 1 Container of 240Liters

15 SNOW WHITE 3 1 Container of 240Liters

16 SNOW WHITE 4 1 Container of 240Liters

17 SNOW PARK 1 Container of 240Liters

18 SUNRISE 1 1 Container of 240Liters

19 EMBASSY ROW 3 1 Container of 240Liters

NEC(New Embessay

Compound)

03 Dumpsters of 1.80m(L) x 1.20m(l) x 1.70m(P), or 11

100Litres

3 Containers of 240Liters

TOTAL

16 Containers of 240liters

09 Dumpsters of 3700Liters each.

QUESTION #3: The pricing schedule indicates 8 “Collect and Transportation” units per month.

Could you please confirm whether one unit (“Each”) corresponds to one complete scheduled collection round covering all designated locations and containers.

RESPONSE #3: the Government confirms that “each” refers indeed to one complete scheduled collection round covering all designated locations and containers.

QUESTION #4: May a U.S.-registered prime contractor satisfy the Gabon-specific licensing, permits, local business documentation, personnel, equipment, and operational requirements through a qualified Gabonese subcontractor that will perform the local trash collection services?

RESPONSE # 5: Yes, a U.S.-registered prime contractor may satisfy the Gabon-specific licensing, permits, local business documentation, personnel, equipment, and operational requirements through a qualified Gabonese subcontractor that will perform the local trash collection services.

QUESTION #5: The solicitation contains two quotation deadlines: September 24, 2026 at 15:00 Libreville time in the cover letter and September 25, 2026 at 10:00 in SF-1449 Block 8. Please confirm the controlling deadline.

RESPONSE # 5: The controlling deadline is September 24, 2026, at 15:00 Libreville time as stipulated in the cover letter.

QUESTION #6: The PWS references a base year plus four one-year options, while the pricing schedule provides a base year plus three option years and FAR 52.217-9 states a four-year maximum duration. Please confirm the intended contract term and the option periods offerors should price.

RESPONSE #6: The pricing schedule providing a base year plus three option years and FAR

52.217-9 stating a four-year maximum duration are correct. The references in the PWS are amended accordingly.

End of Q&A.