RFQ 19GT5024Q0012 - Site Visit - Meeting Minutes.pdf

Minutes of the Site Visit for the Gardening Services Solicitation

Date: March 12, 2024

Time: 9:30 am

Solicitation Number: 19GT5024Q0012

Attendees: Julie A. Espinosa, A/GSO Contracting Officer Amilcar Castillo, FAC Mechanical Engineer

Pedro Aceituno, FAC A/POSHO Sergio De La Roca, FAC Building and Grounds Coordinator Ingrid Cifuentes, GSO Contracting Agent

Introduction:

The Contracting Officer, Julie A. Espinosa, welcomed all attendees. Ingrid Cifuentes introduced the Facilities team representing the U.S. Embassy in Guatemala.

Agenda:

The meeting’s agenda was presented to the attendees and the purpose of the site visit was explained in greater detail.

• Welcome to Attendees

• Review of solicitation package

• Tour of both sites (Current Embassy Compound and Old Embassy Compound) garden areas

• Questions and Answers

• Reminder of offer submission due date/time

• Site visits wrap up and dismissal.

Discussion of the Solicitation Package:

The Contracting Agent and Facilities representatives referenced the statement of work to provide site conditions and detailed gardening requirements. Additionally, the major sections of the solicitation were highlighted by the Procurement Office. Please see the summary below.

Questions and Answers:

Questions from attendees were compiled with questions received before and after the site visit. The Contracting Officer informed the attendees that all questions and answers would be sent to A-OPE for review and approval. Conference attendees were notified that these questions and answers along with the meeting minutes and any amendments would be posted on the SAM.gov site so that other vendors are not disadvantaged for being unable to attend the site visit.

Conclusion:

Prospective offerors were reminded that doing business with the U.S. Government differs from commercial practice because the solicitation and award processes are regulated under the FAR.

Attendees were reminded that any statements made during the conference do not change the solicitation and that any changes would be made by written amendment to the solicitation and posted on the SAM.gov site. The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government and the meeting was adjourned.

Sincerely, Julie A. Espinosa Contracting Officer

Enclosure: Detailed Summary of the Site Visit

Site Visit Summary

Seven potential offering companies attended the site visit which was organized in two separate stages:

Stage 1: administrative overview of the Solicitation package The following topics were discussed:

1. Due date for quotations, including correct email address and size of the files.

2. Section 1

• Cover page instructions including the date and signature of the SF-1449.

• Scope of the contract, including the consideration that temporary additional services may be required.

• Pricing descriptions, the consideration that there is a base year and four option years.

• Supervision requirements, the consideration that a permanent bilingual supervisor is required.

• Quality control and reporting requirements.

• Grounds maintenance plan that needs to be submitted.

• Methods and frequency including attention to EPA, SHEM and POSHO requirements.

• Housing and transportation requirements for contractor employees if applicable.

• Attachments were referenced, special attention required for clarity on government furnished property, contractor furnished materials/equipment and the safety management plan.

3. Section 2, Contract clauses

• Special attention to trafficking in persons was addressed.

4. Section 3, Solicitation provisions requirements were addressed including but not limited to:

• Defense base act and liability insurance

• Local labor law compliance

• SAM registration was reminded as a mandatory requirement.

5. Section 4, Evaluation factors

• Contractors were advised to review the factors that the technical panel would consider establishing the acceptability of the offer.

6. Section 5, Representations and Certifications

• NDAA compliance

• Form W-14 importance and the reason it is required for compliance.

Stage 2: Tour of the garden areas in both locations

The current Embassy Compound surrounding garden areas were toured and potential offerors were reminded that current plant distribution cannot be altered to maintain the undergrowth natural appearance unless a written approval is provided. Tour provided an overview of the different areas including the sloped and high-altitude work that is required.

Once the tour was completed, all attendees drove to the old embassy compound where the perimetral garden was toured to provide an understanding of the differences between the two locations and enable the potential offerors to have an idea of the reach of the required gardening services.