19KE5025Q0008 Landscaping and Gardening Services Questions and Answers and Minutes of the Prepropsal Conference.pdf

Minutes of the Landscaping and Gardening Services 19KE5025Q0008 Pre-Proposal

Conference & Site Visit

Date & Time: February 3, 2025 at 10:00 am

Venue: Chancery Conference Room 012.

Site visit: Embassy Compound, Rosslyn Ridge

Agenda

1. Introduction

2. Opening Remarks and Review of solicitation process

3. Qualifications of Offerors and Evaluation Criteria.

4. Scope of work

5. Submittal Requirements

6. Questions

7. Site visit.

Min 1 – Introductions

The Pre-Proposal conference began with individual introductions of the contractors’ representatives and Embassy Staff.

Billy, the contract Specialist stated the importance of the conference attendance and noted that the site visit would happen immediately after the pre- proposal conference. The

Contracting Officer emphasized that the solicitation process is fair and transparent. She encouraged bidders to register in Sam.gov and remain engaged with future opportunities, even if their bid would be unsuccessful.

Min 2 –Solicitation Process

Billy, Contracts Specialist welcomed all attendees and took them through the Quotation instructions as stated on the cover letter. He emphasized the need to follow the instructions in section L of the solicitation, complete the required portions of Standard

Form SF1449, and submit bids electronically to the provided email by February 17, 2025, at 16:00 PM EAT. The requirements included:

1. SF-1449

2. Section I Pricing

He also emphasized on all vendors be registered in SAM.gov before submitting their bids.

Min 3 – Qualifications of Offerors and Evaluation Criteria

Eric emphasized on the Contractor’s responsibility to familiarize with Scope of work, Qualification of offerors, evaluation criteria and the clauses of the contract. He explained into details the importance of reviewing the qualifications of the offeror before submitting bids and ensure that the technical proposal captures all the evaluation factors, and the qualifications required.

He also made emphasis on Section 5 Representations and Certifications and Additional information as required in Section 3

3.1 The Scope of Work (SOW), delivery requirements and expectations

Facilities Maintenance team led by Hussein Kitsomo, explained in detail the Scope of

Work/Statement of Work (SOW), deliverables and expectations.

Winning vendor will be required to provide a Point of Contact who is to be the liaison between the Government and the vendor and have qualified personnel to guide on ground maintenance including soil testing and provide timely reports on the same.

Vendors were made aware of need to seek approval before application of any fertilizer and pesticides. Emphasis was also made on safety of employees when offering the services and handling any chemicals.

Min 4 Submittal Requirements

The bids are to be submitted in soft copy via email referencing the solicitation number

19KE5025Q0008, financial proposal and technical proposal to be separated. SF1449 is to be filled. The RFQ submission is February 17, 2025, by 16:00PM EAT.

Min 5 Questions

Billy reported that all contractual written questions should be submitted to the Contracting

Officer in writing at the email address NairobiGSO-Contracts@state.gov by February 7, 2025, by 16:00 PM

It was agreed that the minutes, Questions and Answered would be shared with all on

Tuesday February 11, 2025.

Min 6 AOB

The Contracting Officer emphasized that the solicitation process would be fair and transparent and encouraged bidders to register in Sam.gov mailto:NairobiGSO-Contracts@state.gov

She stressed that any work to be done will revolve around 19KE5025Q0008 and that winning vendor must uphold the safety of its employees when offering the services in the life of the contract.

Min/7/2025 – Site Visit

The attendees were taken round the property.

A total of 14 companies were represented.

There being no other business, the meeting was adjourned at 11:20 AM.

Questions asked during the Preconference

1. Whether the financial and technical proposals should be submitted as one document.

Answer: Submit them as 2 separate documents i.e. Technical Proposal and Financial

(Price) Proposal

2. Clarify on the issue of contract working days and hours

Answer: Official working Monday to Friday 0715-1630 Hours

Saturday 0730-1230Hours

3.. Will the government provide areas/points to keep trash/Compost?

Only Rosslyn Ridge has a figured-out location where trash can be left to decompose and later used as manure. None at Embassy Compound and other sites under the contract.

4. Whether work will proceed on holidays Kenyan or American?

Answer: Contractor will work during Americans holidays.

5.Suppose the Embassy wanted to change a flower/plant, how does the vendor go about it?

Answer: Rarely but there must be a justification and approval from OBO because most plants and flowers are suggested by the (OBO). Vendor to wait for guidance from Contracting Officer Representative.

6. When do we use fertilizers and chemicals. How do we go about it

Answer: Contractors are not allowed to apply any fertilizer or pesticide without the approval of the COR.

7. When due to heavy rains and windy climate a tree or its branches fall off …. Who is responsible to cart away?

Answer: Cutting of tree and carting away will be handles separately and its not part of the maintenance contract.

8. Can a foreign company bid.

Answer: Yes but demonstrate how you will work on a subcontracted local firm. The subcontracted firm should also meet the RFQ requirements.

9. Preferred currency preferred to bid.

Answer: Kenya Shillings

10.Who is the current contractor?

Answer: Diani Flowers

11. What is the value of the incumbent's contract?

Answer: $ 1,328,608.04

12. When is the anticipated award date?

Answer: March 1st 2025

13.Is subcontracting permitted?

Answer: Yes, If so, can we utilize our subcontractors' licenses and permits?

Answer: Yes

14. Is there a deadline for submitting questions?

Answer: February 7th, 2025, 5PM East African Time