Minutes_Pre-Quotation conference and Site Visit Gardening Services Soliciation 19HK3021Q0002.pdf

U.S. Consulate General Hong Kong

Minutes for Pre-Quotation Conference and Site Visit for Gardening Services Solicitation

3 Barker Road, Hong Kong

Solicitation Number 19HK3021Q0002

November 13, 2020 at 10am (local time)

Welcome/Introduction

The Procurement Team welcomes all attendees and introduces the following staff to the attendees:

• Perry Chen – Contracting Officer (CO)

• Christopher Grawburg – Facility Manager and COR

• Maria Chiu – Procurement Supervisor

• Michael Ng – Facility Maintenance Supervisor

Explain/Discussion of the Solicitation – CO and Procurement Supervisor

The following sections of the solicitation were highlighted:

1. Procurement Team explains that the purpose of the Conference is highlighted on the solicitation requirements and specific quotation requirements; all questions asked will be not be answered during the conference and site visit but rather all questions and answers will be posted on the beta.SAM.gov site as soon as possible after the conference. The CO also informed attendees that statements made at the conference do NOT change the RFQ - any changes will appear in a written amendment to the solicitation (SF-30).

2. Period of Performance of the contract: base year + 2 option years. Remind the participants that any options in the contract under FAR clause 52.217-9 are the choice of the Government, not the contractor.

3. Contract Type: It is a fixed price contract, the Government makes fixed prices payment per month.

4. Quotation Submission requirements: The following sections of the solicitation were highlighted (bidders must complete and submit the following):

➢ SF-1449 (Page 1 and 2)

➢ Section 1 – Pricing (Page 5 – 8). Tell the attendees that prices for option years must be part of the quotation and are not subject to re-negotiation and change after the contract is signed. Additional information as required in Section 3. Review the

“Summary of instructions”

➢ In page 4, James Zadraga Act tax requirement. The location of the Clause (Section

2) Provision (Section 5)

• If exemption is available (one the countries listed earlier)

1. how to fill out W-14

2. W-14 must be submitted with offer

3. W-14 must be submitted with each voucher or invoice

• If exemption is not available, 2% will be withheld from each invoice

➢ Section 5, Representations and Certifications must be signed back along with the quotation.

➢ no “exe” file will be accepted if bidders submit the quotation electronically

Section 4: Evaluation Factors

5. Explain :

➢ 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT AND

52.217-8 OPTION TO EXTEND SERVICES (Page 25-26)

➢ FAR 52.222-50, Combating Trafficking in Persons and highlight how firms must prevent such activities from occurring.

6. Quotation due date and time: November 30, 2020 (5pm local time). Late proposals will not be considered, unless they conform to the late proposal provision (FAR 52.215-1, or 52.212-1 for commercial items)

7. Highlighted SAM registration requirement which is required prior to award.

Prospective contractors shall be registered in the System for Award Management (SAM) prior to the award of a contract or any procurement action at or above a total value of 30,000USD.

Offerors are encouraged to register prior to the submittal of their quotation.

8. Requirement for DBA insurance: Hong Kong does not have a DBA insurance wavier. Please read Page 44, Section L of the solicitation for the DBA insurance requirement.

9 Briefing on Description/Specs/Work Statement (Page 7) – COR

• Explain service requirement - go through SOW.

➢ All work shall be performed during 08:00 AM and 05:00 PM Monday through

Saturday except for the holidays identified in the Addendum in Section 2.

Locations for Work: 3 Barker Road

➢ Pay attention to 1.12.3, contractor base year price requirement and Attachment 2 –

Contractor Furnished Materials (Page 21)

Questions:

All questions asked, will be not be answered during the conference. Questions must be submitted in writing and the CO will provide a copy of the Qs and As to all conference attendees, and post the Q’s and A’s on beta.SAM.gov.

Walk through/site visit at 3 Barker Road, Hong Kong

Conclusion:

The conference with site visit concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.