19GE5025R0015 Pre-Proposal Conference Slides.pdf

Securing of Property Project U.S. Embassy Brussels

Solicitation No. 19GE50-25-R-0015

Pre-proposal Conference Thursday, January 16, 2025

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David Machen – Contract Specialist

Regional Procurement Support Office (RPSO) Giessenerstrasse 30 60435 Frankfurt am Main Germany

Email: machendd@state.gov

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WELCOME

mailto:machendd@state.gov

KEY TO SUBMITTING A SUCCESSFUL PROPOSAL

• What Contractors need to consider when preparing proposal documentation

• What the Government needs to receive with your submittal

• How the Government evaluates Contractor proposals

Proposal Submittal

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1. RFP Letter

2. Solicitation Document

(SAM.GOV)

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Solicitation Documents

L.5.4 SUMMARY OF INSTRUCTIONS

Offers shall consist of the following two physically separate volumes:

Volume Title No. of Copies

1 Price Proposal – See Section L.5.4 Electronic Copy (email only)

Volume Title No. of Copies

2 Technical Proposal – See Section L.5.4

Electronic Copy (email only)

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PRICE PROPOSAL

Volume 1

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B.2 TYPE OF CONTRACT

This is a firm fixed-price contract payable entirely in the currency indicated by the Contractor in Sub-Section B.3. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by this contract. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rates. Changes in the contract price or time to complete will be made only due to changes made by the Government in the work to be performed, or by delays caused by the Government (see Sub-Section F.10, Excusable Delays), as determined and approved by the Contracting Officer.

Firm Fixed-Price

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1. Scheduling

2. Overall Performance Period

3. Security (Physical and Financial)

4. Value Added Tax and Insurance Premiums

5. Everything you hear at this conference and see at the site that may affect pricing

Pricing Considerations

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Contract Award Feb 2025

Timeline Projection

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ADMINISTRATIVE SUBMITTALS

Within 14 calendar days after Contract Award:

• Irrevocable Letter of Credit (ILOC) Performance Surety

• Irrevocable Letter of Credit (ILOC) Payment Surety

• General Liability Insurance

• Defense Base Act Insurance (DBA)

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ADMINISTRATIVE SUBMITTALS

Approval of Construction Documents:

• Safety Plan (10 calendar days)

• Construction Schedule (7 calendar days)

• Submittal Register (7 calendar days)

• List of Personnel (14 calendar days)

• Quality Management Plan (7 calendar days)

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Deliverables Section F.4

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Submitting of any shop drawings, product data, samples, etc. 7 calendar days after award

Government review of submittals 3 calendar days

PRE-CONSTRUCTION NOTICE TO PROCEED (PCNTP) issued

Purchase and Shipment of Equipment and Material 7 calendar days (except supply and delivery of gates)

TOTAL PERIOD OF PRECONSTRUCTION PHASE: 17 calendar days

Preconstruction Phase Complete

February 2025

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Construction Begins

February 2025

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Project Completion:

Fencing and temporary gates (if necessary):

March 15, 2025

Gates installed and project complete: March March 31, 2025

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The delay in completing the work arises from unforeseeable causes beyond the control and without the fault or negligence of the Contractor. Examples of such causes include:

• Acts of God or of the public enemy,

• Acts of the Government in either its sovereign or contractual capacity,

• Acts of another Contractor in the performance of a contract with the Government,

• Fires,

• Floods,

• Epidemics,

• Quarantine restrictions,

• Strikes,

• Freight embargoes,

• Unusually severe weather, or

• Delays of subcontractors or suppliers at any tier arising from unforeseeable causes beyond the control and without the fault or negligence of both the Contractor and the subcontractors or suppliers

Excusable Delays

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F.9 WORKING HOURS

Work can be executed in accordance with local labor law.

The Contractor shall coordinate the actual construction work hours with the COR prior to commencement of construction services.

Allowable Working Hours

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Other Pricing Considerations

Pricing

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VAT shall be included as a separate line item on the price proposal and on all invoices.

For services over € 2,500.00 the contractor is required to add VAT to all invoices. The contractor shall insert the following text on all invoices over € 2,500.00:

“VAT Exemption, Article 151, § 1st, a, of the Council Directive 2006/112/EC”. Failure to add all of the required text will result in the return of your invoice for correction.

The contractor will receive a Certificate 151, validated by the Belgian Ministry of Finance. Upon receipt of the Certificate 151, the contractor reimburses the VAT to the U.S. Embassy.

Value Added Tax

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B.5 DEFENSE BASE ACT (DBA) INSURANCE

DBA insurance is required for all United States citizens or residents and individuals hired in the United States, regardless of citizenship.

DBA insurance is not required for all Host Country Nationals (HCNs) and Third Country Nationals (TCNs)

The current list of DOL’s approved DBA insurance providers is located at http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

Defense Base Act Insurance (DBA)

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Irrevocable Letters of Credit (ILOC’s)

Project Surety

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H.1 BOND REQUIREMENTS

H.1.1 Bonds Required Pursuant to Far 52.228-15 - "Performance and Payment Bonds – Construction", this is an International contract, Irrevocable Letters of Credit (ILOC’s) are the preferred security for this project. The Contractor shall furnish two ILCO’s, one in the amount 20% of the contract price as a performance surety, and one in the amount of 20% of the contract price as a payment surety. Samples of ILOC sureties acceptable to the Government are shown in sample forms in Section J.

Irrevocable Letter of Credits (ILOC’s)

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H.1.4 Duration of Coverage

The required performance and payment securities shall remain in effect in the full amount required one year after the expected final payment.

Irrevocable Letter of Credits (ILOC’s)

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FAR 52.204-7 – SYSTEM FOR AWARD MANAGEMENT

SAM registration is be a mandatory requirement for contract award.

System for Award Management (SAM):

https://sam.gov

Registration Requirements

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1. Standard Form 1442 (SF-1442)

2. Section B.3

3. Breakdown of Price Proposal

All three submittals shall match i.e. each have an Identical Total Amount.

The Three areas of Pricing Data

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Pricing 1: SF-1442 Page 2

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Pricing 2: Section B

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Letter from Financial Institution - ILOC’s

A letter or similar documentation from a financial institution confirming that, in the event of contract award, the required contract bonding will be provided punctually, and in accordance with the contract requirements at Section H.1.

Ability to Obtaining Required Bonding

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Volume 2

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TAB A - PERFORMANCE SCHEDULE

TAB B - KEY PERSONNEL

TAB C - MANGEMENT INFORMATION

TAB D - PAST PERFORMANCE AND CONSTRUCTION EXPERIENCE

TAB E - PRELIMINARY QUALITY MANAGEMENT PROGRAM

TAB F - SUBCONTRACTING-PERFORMANCE OF WORK BY CONTRACTOR

TAB G - COMBATTING TRAFFICKING IN PERSONS

L.5.5.3 VOLUME 2: TECHNICAL PROPOSAL

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(A) Performance Schedule

The performance schedule shall be presented in the form of a time scaled Network Diagram CPM Schedule or a Gantt chart, clearly showing the critical path, indicating commencement and completion of the entire project within the required contract completion schedule. The schedule shall be in sufficient detail to clearly show each portion of work and its planned commencement and completion dates.

Performance period shall be provided in calendar days. The period shall include all time aspects of the work, including advance ordering of long lead items.

TAB A – PERFORMANCE SCHEDULE

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(B) Key Personnel The Government considers the offeror’s:

• Program Manager;

• Project Engineer;

• Field Superintendent for Construction;

to be key personnel under any contract resulting from this solicitation. The offeror shall provide a detailed resume and the experience of these individuals. If these individuals are not current employees provide a letter of intent.

TAB B – KEY PERSONNEL

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(C) Management Information

1. Company Profile (Owners, Partners, and Principal Officers)

2. Principal Material Suppliers

3. Equipment Owned / Equipment Available

4. Number of Personnel that will be assigned to the Project

5. Authorization to do business and operate in the Belgium

TAB C – MANAGEMENT INFORMATION

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5. Authorization and Performance

In accordance with DOSAR 652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999), Contractor shall be required to have obtained necessary authorization to do business and operate in the Belgium. If the offeror has obtained such authorization, provide a statement confirming this fact. If offeror has not obtained such authorization, provide:

a) a thorough description as to what steps you have taken to investigate all requirements to obtain authorization to perform in the Belgium

b) details of your findings and a description of what your organization will actually be required to undertake to obtain licensing and requisite permit(s), and

c) specific information concerning the period of time you anticipate it will take to obtain appropriate authorization.

Any plan reflecting a protracted period (i.e. more than 15 calendar days after award) in obtaining license(s) and/or permit(s) shall be rejected at the discretion of the Contracting Officer since further delay would otherwise harm the Government.

TAB C – MANAGEMENT INFORMATION

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Tab D – Past Performance And Construction Experience.

1. Similar in Magnitude

2. Similar in Construction Features

TAB D – PAST PERFROMANCE AND

CONSTRUCTION EXPERIENCE

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Tab E – Preliminary Quality Management Program

In accordance with section E.4 of the solicitation the Contractor shall provide with their offer a Quality Management Program (QMP) which defines and implements a quality system. The quality system is a documented organizational process which describes responsibilities, procedures, and resources for providing quality control and quality assurance on a project.

TAB E – PRELIMINARY QUALITY

MANAGEMENT PROGRAM

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Tab F – Subcontracting - Performance Of Work By The Contractor Identify the work, by percentage that will be performed by the contractor with its own work force on site. For sub-contractors, list the percentage of work they will perform, and provide documentation that demonstrates their experience relevant to the works planned to be assigned to them under the respective subcontracts.

See also Section H.24.

TAB F – PERFORMANCE OF WORK BY

THE CONTRACTOR

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What is a Third Country National? Yes No United States Citizens and Residents

Citizens and Legal Residents of the Belgium

Other Nationalities

TAB G – COMBATING TRAFFICKING IN PERSONS

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• If the offeror is using Third Country nationals, you must submit a Recruitment Plan.

• If the offeror is using Third Country nationals and providing accommodation, submit a Recruitment Plan and Housing Plan.

TAB G – COMBATING TRAFFICKING IN PERSONS

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If the Offered Price is $550,000 or higher, offerors must certify that:

Contractors, contractor employees, and their agents shall not:

• Engage in severe forms of trafficking in persons,

• Procure commercial sex acts,

• Use forced labor,

• Destroy, conceal, confiscate, or deny access to an employee’s passport or other

ID and immigration documents

• Use misleading or fraudulent practices to recruit employees

• Charge employees, or potential employees, recruitment fees

• Fail to provide return transportation upon the end of employment

• Provide housing that fails to meet the host country housing standards

• If required by law, fail to provide an employment contract in writing

TAB C – COMBATING TRAFFICING IN

PERSONS CERTIFICATION

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A Compliance Certification and Compliance Plan are required if:

The total price offered is $550,000 or greater (regardless as to whether TCNS are employed)

• See H.25 and provision 52.222-56 for details

• Model compliance plans and other aides can be found at the Responsible Sourcing Tool website (www.responsiblesourcingtool.org)

COMBATING TRAFFICING IN PERSONS

CERTIFICATION (cont.)

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L.7 PROPOSAL DUE DATE

The proposal shall be delivered via email marked “PROPOSAL 19GE5025R0015”, no later than 1500 hours Central European Time (CET) on Feb 4, 2025.

NOTE: No proposals will be accepted after the time specified above.

DUE DATE FOR PROPOSALS

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By Email:

machendd@state.gov

PROPOSALS SUBMITTED TO

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EVALUATION OF PROPOSALS

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EVALUATED STRICTLY AGIANST THE CRITERIA SET FORTH IN THE

SOLICITATION.

SECTION L PROVIDES THE INFORMATION REQUIRED TO BE

SUBMITTED.

SECTION M PROVIDES INFORMATION CONCERNING HOW THE

GOVERNMENT WILL EVALAUTE THIS DATA SUBMITTED.

TECHNICAL PROPOSALS

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Section L - What the solicitation asked you to submit

Section M - What the solicitation tells you will be evaluated

Evaluation

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The award will go to the lowest price offer which is technically acceptable.

AWARD DETERMINATION:

LPTA

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Submit questions per email to:

machendd@state.gov

No later than Jan 22, 2025

QUESTIONS AND ANSWERS

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Thank you!

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