Attachment A- Minutes of Pre-Proposal Conference.pdf

SENSITIVE BUT UNCLASSIFIED

Minutes of the Pre-Proposal Conference

October 01, 2020

At the U.S. Embassy in Amman, Jordan

19-J010-20-R-0001

Cleaning/janitorial and disinfection services

Introduction

The meeting was called to order at 10:00 am. The Contracting Officer welcomed all attendees and introduced herself Cynthia Jachim, Contracting Officer (CO).

Embassy staff attended the meeting:

Employee name Section Title

Cynthia Jachim Procurement Contracting Officer

Haitham AlZuhlof Procurement Contracting Officer Assistant

Yaser Belaidi Procurement Contracting Officer Assistant

Ahmad AlTibi Facility Management Mechanical Engineer

Noor AlKadash Facility Management Maintenance Supervisor

Representatives of the following firms requested (Prospective Offerors) to attend the meeting:

Firm

Ahmad AlKhatib Trading Establishment

Alhidab Cleaning Services Company

AlMethaleiah for Hotel Services

Al-Sharkiyoun for Decoration

Blackstone Holdings Jordan

Bright white company for cleaning services

Brother Group LLC

Creative Projects Consortium

Electronics Jordan Trading Co. Ltd

EverGreen

Four Seasons Est

Imdad Total Site Services

Jo-Sadeen Contracting Co.

Lexical LLC.

Lina Cleaning Services

Nasser Group

Regency Enterprises Services

RODRA Co for Investment & Trade LLC

Suliman Alabed Allatif and his Partner Company

Super Clean (Al-Amazon)

Total Care

Wasita Group

ZAH trading

EFS Facilities Services

Sign in sheet was distributed to all the attendees.

Brief introduction was given by the Contracting Officer (CO) in conjunction with the

Contracting Officer Assistant (COA).

The Contracting Officer Assistant addressed the following point:

Explained briefly the meeting parameters and that all complex questions would have to be submitted in writing and would be answered subsequently. Also explained that any changes to the solicitation would be done in the form of written amendments and will be posted on beta.sam.gov and the Embassy website and must be acknowledged in writing.

The purpose of the pre-proposal meeting is to enable prospective bidders to become familiar with the solicitation document, overview of the contract and areas that need clarification.

Informed the attendees that statements made at the conference do not change the solicitation, and they must check the website for any amendments on the RFP.

Questions are accepted until October 05, 2020 at 4:00 P.M. (local time) and must be sent in English to AmmanRFQQuestions@state.gov, questions and answers will be published on beta.SAM.gov and the Embassy website.

All questions and the Embassy’s official answers will be posted on beta.sam.gov and

Embassy’s website.

Proposals must be submitted via email to AmmanRFQ@state.gov and not later than

November 02, 2020 at 4:00 PM local time.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

Section A: SF-33

Standard form SF-33 must be completed, any proposal that is deemed incomplete will be considered technically unacceptable.

- Name and address of the offeror (block 15A).

- DUNS number (block 15A).

- NCAGE number (block 15A).

- Name and title of person authorized to sign offer (block 16A).

- Signature (block 17A).

- Date (block 18A).

Section B: SUPPLIES OR SERVICES AND PRICES/COSTS

This is a fixed price contract with indefinite delivery/indefinite quantity for temporary/additional services.

The requirement in the solicitation is divided into two category, standard services for monthly janitorial and upon request for additional janitorial and disinfection services.

The U.S. Embassy will issue task orders requesting all services under this contract.

mailto:AmmanRFQQuestions@state.gov mailto:AmmanRFQ@state.gov

The Government shall place orders for additional services totaling a minimum of 100 square meter per year and not to exceed a maximum of 250, 000 square meters.

Pricing is to be provided on the price schedule in section B and must be answered in its entirely.

The Government will pay the contractor a fixed price per month for the standard services and the additional services. The Contractor shall include any premium pay for services required on holidays only in the fixed prices for Standard Services. The Contractor shall include any premium pay for overtime only in the fixed rates for Temporary Additional

Services.

The required insurances under this contract are not reimbursable and shall be included in the contractor’s rates.

Section C: Work Statement

Work statement for standard cleaning/janitorial services and temporary Additional

Services for Disinfection/Cleaning. The Offeror shall read the statement of work and submit written questions in English to AmmanRFQQuestions@state.gov no later than

October 05, 2020 at 4:00 P.M. Questions and answers will be posted on Beta.sam and

Embassy website.

Section D: Reserved.

Section E: INSPECTION AND ACCEPTANCE

After contract award, the Contracting Officer will assign a Contracting Officer

Representative (COR) whose main responsibility is to make sure the contractor is in compliance with the contract requirements and meeting the standard performance.

Procedures and duties are addressed in section E for offerors to read.

Section F: DELIVERIES OR PERFORMANCE

The performance period of this contract is one year from the start date in the Notice to

Proceed, with option to extend up to four (4) additional 12-month periods in accordance with the option clause 52.217-9, Option to Extend the Term of the Contract. And FAR

52.217-8, Option to Extend Services, for up to an additional six months of optional performance, if required by the Government.

Point # F.4 DELIVERY SCHEDULE: The contractor shall follow the delivery schedule outlined to submit all the required documentation for this contract.

After contract award and submitting of all required documentation and certifications, the

U.S. Embassy will issue a Notice to Proceed.

Section G: CONTRACT ADMINISTRATION DATA

The U.S. Embassy is exempted from sales tax (Value added tax), and the contractor shall submit his monthly invoice to the Financial Management Office directly.

mailto:AmmanRFQQuestions@state.gov

Section H: SPECIAL CONTRACT REQUIREMENTS

Point H.4-d: The contractor shall maintain general liability insurance during the contract period of performance, and the insurance policy shall be submitted to the Contracting

Officer.

Section I: CONTRACT CLAUSES

52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

52.222-19 CHILD LABOR – COOPERATION WITH AUTHORITIES AND

REMEDIES (JAN 2018)

52.222-50 COMBATING TRAFFICKING IN PERSONS (MAR 2015)

52.244-06 SUBCONTRACTS FOR COMMERCIAL ITEMS (AUG 2019)

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MARCH

2000)

52.229-12 TAX ON CERTAIN FOREIGN PROCUREMENTS (JUN 2020): If the contract is awarded to a foreign person, the U.S. Embassy will withhold 2% from the contractor invoice if exemption not presented and submitted. Please read the clause for more details.

Section J: LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

This section includes 6 exhibits, and the offeror shall read through and submit questions in writing before October 05, 2020 as stated in the solicitation.

Section K: REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS

The offeror shall have active SAM registration, and shall submit the representations and certifications in the proposal.

Section L: INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees.

The offeror shall submit all required documentation and evidence as requested in section

L for evaluation.

The offeror shall include the point of contact in the list of clients for the reference check.

If the offeror provides housing for their personnel, a housing plan must be submitted in detail and in accordance with all applicable laws.

Section M: EVALUATION FACTORS FOR AWARD

a) Initial Evaluation: The Government will evaluate all proposals received to ensure that each proposal is complete in terms of submission of each required volume, as required by Section L. The Government may eliminate proposals that are missing required information.

b) Technical Acceptability: The Government will thoroughly review those proposals remaining after the initial evaluation to determine technical acceptability. The

Government may also review past references provided as part of the Experience and

Past Performance information as described in section L.

c) Price: The Government will evaluate price for all technically acceptable offerors and determine the lowest overall price in accordance with Section B.

d) Responsibility: The Government will evaluate the offeror’s financial resources, ability to comply with the required performance period and satisfactory record of integrity and business ethics.

e) The award selection will go to the lowest priced, technically acceptable, responsible offeror.

offerors were reminded that the Government intends to award this contract based on initial proposals and without holding discussions, following FAR 15.306(a)(3).

Questions:

The attached questions were asked during the meeting, prior or after the meeting following the due date for submitting questions:

Conclusion

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

Sincerely, Cynthia Jachim

Contracting Officer

Enclosure: Questions and Answers