Minutes_Pre-Solicitation19KE5022R0001_Construction of a Perimeter Wall and Gate House for LOCHAB Residence v2.pdf

MINUTES OF CONSTRUCTION OF A PERIMETER WALL AND GATE HOUSE FOR

LOCHAB RESIDENCE CONTRACT PRE-PROPOSAL AND SITE VISIT SUMMARY

VIRTUAL CONFERENCE HOSTED BY THE US EMBASSY NAIROBI

Solicitation Number 19KE5022R0001

February 23, 2022, 11:00 AM

Embassy members present: Aisha O’Neal (Contracting Officer); Eric Kamau (Contract

Specialist); Dan Okumu (Procurement Supervisor); Charles Onyango (IT Specialist); Phil Hayes

(Senior Facility Manager); Marie Ljubojevic (Deputy Facility Manager); Moses Mugo (Facility

Management Engineer/Contracting Officer Representative); Vikas Saini (Facility Management

Engineer); Peter Ruheni (Facility Management Engineer); Brett Lyon (Facilities Maintenance);

Thomas Hall (Facilities Maintenance)

84 representatives from 78 prospective bidder companies were present.

Introduction

• Vendors signed into the virtual TEAMS meeting.

• The Contracting Specialist started the meeting by welcoming the offerors and introduced all

Embassy attendees.

• The Contracting Specialist began with a few ground rules, indicated that all microphones should remain muted, and all questions posted in the chat box.

The Solicitation Process

• A pre-solicitation conference (TEAMS) was held for Construction of a Perimeter Wall and

Gate House for LOCHAB Residence Solicitation Number 19KE5022R0001, E. Kamau provided the conference introduction. Also provided was an explanation of the purpose which was to ensure prospective offerors understood the significant solicitation requirements and to provide instructions for official question submissions. Participants were informed all contractual written questions should be submitted to the CO in writing, at this email NairobiGSO-

Contracts@state.gov by February 25, 2022 by 10:00 am and that responses pertaining to the contract will be disseminated to all offerors electronically along with the meeting minutes on

March 4, 2022 by 1600.

• Reminded proposals must be submitted in a sealed envelope marked "Proposal Enclosed

Solicitation number 19KE5022R0001" to Aisha O’Neal, also via email NairobiGSO-

Contracts@state.gov on or before March 11, 2022, by 10:00 am. No proposal will be accepted after this time. See L.5 Submission of Offers instructions.

• Kamau, E. provided the project overview, solicitation guidance, and a comprehensive review of the solicitation process. Specifically, he called attendees attention to the following sections of the solicitation document:

mailto:NairobiGSO-Contracts@state.gov mailto:NairobiGSO-Contracts@state.gov mailto:NairobiGSO-Contracts@state.gov mailto:NairobiGSO-Contracts@state.gov

PART 1

Sections A and B- The Schedule and Supplies and Services

• Provided instructions on populating Standard Form (SF) 1442 - Solicitation, Offer, and Award

(Construction, Alteration or Repair). Instructed to complete the entire OFFER portion of the SF

1442, including all blank spaces, and have the form signed by an authorized representative of your company, or the proposal may be considered unacceptable and may be rejected. Advised to complete the Acknowledgement of Amendments section (#19-20c) if applicable.

• Discussion on project: schedule; scope; period of performance; pricing table; solicitation description; scope of work; delivery requirements; expectations; and terms and conditions

• Discussion regarding Quality Assurance & Surveillance Plan; Contracting Officer

Representative (COR) verification & Role

• Addressed VAT and explanation of non-acceptance of VAT in pricing or invoices

• Addressed James Zadroga 9/11 2% levy requirement.

• Advised to review and familiarize with the B.1.1 Pricing Notes that must be taken into consideration when determining pricing.

• Discussed Pricing Table Section B.1.2. Clarified the pricing should include provisions to the building code (e.g., British and ASTM standards, etc.). Explained that line items in the pricing table unit amounts will guide on the rate to be stated and calculated based on the quantities requested. Instructed to provide a grand total of the cost of the entire project services and supplies. Offeror should include any cost they may incur. Instructed that the quantities represented in the pricing chart are based on the Embassy’s measurements and what has been verified though the Architectural and Engineering (A&E) contractor and that the awarded contractor will have an opportunity to confirm subsequent to award.

• Explained contract is firm, fixed- price contract payable entirely in the currency indicated in the

SF-1442. No additional sums will be payable for 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.

Section C – Description/Specifications Statement of Work

• Addressed the detailed specifications and drawings are indicated under Section J Attachments 5 and 6.

Section E – Inspection and Acceptance

• Quality Assurance Plan will be the basis for managing the quality of services to be delivered

• Advised the COR will periodically inspect services being performed and the supplies furnished to determine whether work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

Section F- Deliverables and Performance

• Addressed the contract will commence 14-days after the date the Contractor receives the notice to proceed.

• Addressed the contract is expected to complete the entire work ready for use not later than 180 working days and that this includes final cleanup of the premises and completion of “punch list items”

• Advised the regular workday expectation of 0800-1700 from Monday through Friday and provided a list of observed holidays.

• Advised on the project deliverables stated in F.11 and stressed adherence to all timelines.

Section D – Contract Administration Data

• Provided COR for this contract is the Embassy Project Engineer who is the contractor’s point of contact.

• Addressed payment procedures: contractor will send all invoices electronically to Financial

Management Center, U.S. Embassy Nairobi, email: NairobiPayables@state.gov

Section H – Special Contract Requirements

• Discussed bond/irrevocable letters of credit requirements that contractor is required to provide with 10 days.

• Discussed insurance requirements which absolved the U.S. Embassy of any associated liabilities and statutory industry liability requirements.

• Informed offerors of H.4 document ownership rest with U.S. Embassy.

• Reminded offerors to provision and comply with all labor, health and safety laws and customs.

• Reminded offerors to comply with all safety requirements and ensure all gear is in adherence with DOSAR 652.236-70.

PART II

Section I – Contract Clauses

• Discussion on contract clauses and importance familiarizing and fully understanding; many were addressed, specially explained was new Zadroga Act implementation and Human

Trafficking

• SAM registration importance and instructions. Reminded participants of the annual requirement to re-register

Section J – List of Attachments

• Contractors were advised to provide either Attachment 1, Attachment 2 or Attachment 3.

mailto:NairobiPayables@state.gov

• Advised to ensure they complete Attachment 4 in its entirety.

• Advised that concept drawings were provided for the advert and the updated drawings will be provided after pre-solicitation conference.

• Advised that 52 paged specifications under Attachment 6 are to be referenced in conjunction with the rest of the solicitation document.

Section K – Representations and Instructions

• Reminded to populate the various representation statements. Offerors may be disqualified in they fail to complete this section in its entirety.

• Discussion of representations and certifications; Reminded bidders to pay attention to areas in this section requiring input such as SAM registration status.

Section L – Instructions, Conditions, and Notices to Offerors or Quoters

• Advised to ensure they fully comply with the instructions indicated in this section.

• Explanation of solicitation provisions and requirements – attendees were instructed not to simply use the boiler plate tender submissions. Provide responses to the solicitation provisions.

• Provided submittal requirements instructions; reminded to provide i. hard copies separate volumes as indicated in the table below and ii. Soft copies separate volumes as indicated in the table below to the following address nairobigso-contracts@state.gov. indicating Solicitation

Number 19KE5022R0001; also reminded technical documents may have identifiable markings but should not have any pricing information.

Section M - Evaluation Factors for Award

• Discussion of the evaluation criteria; reminded of the summary of instructions Section L.5.1;

the evaluation factors that will form part of the technical selection criteria.

• Advised under FAR provision 52.215-1 (included in Section L of this RFP), award of this contract may be made based on initial proposals and without holding discussions, following FAR

15.306(a)(3).

SITE VISIT SUMMARY

Participants were to participate in the virtual Site Visit. Mugo, M. conducted the virtual site visit and pointed out the critical areas to be focused on and indicated the A&E drawings and specification addressed all such areas. The associated photos will be provided to all potential vendors indicating these critical areas. Potential bidders are advised to reference these photos with the A&E drawings to provision for all pricing and workplan requirements.

Next, Kamau, E. reminded attendees of the RFQ submission date. He discussed the importance of full adherence to the process.

O’Neal, A. thanked participants for attending.

The conference adjourned at 1310 hour