_Minutes of the Phase Two Construction of Lochab Wall Replacement 19KE5025Q0012 Pre-Proposal Conference Site Visit.docx

Minutes of the Phase Two Construction of Lochab Wall Construction 19KE5025Q0012 Pre-Proposal Conference & Site Visit Date & Time: January 17, 2025, at 9:00 AM Venue: LOCHAB Residence

Embassy members present: Dennis Isoe (FMM), Moses Mugo (FMM), Cynthia Kiage (FMM), Leslie Marks (Contracting Officer), Billy Otieno (GSO -Contract Specialist), Eric Kamau (GSO-Contract Specialist).

13 representatives from 14 prospective bidding companies were present.

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 attendees and USG personnel.

Min 2 –Solicitation Process Eric, 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 SF1442, and submit bids electronically to the provided email by January 29, 2025, at 10:00 AM. The requirements included:

Attachment 4. Breakdown of Proposal Price by Divisions of Specifications.

Attachment 5. POSHO Safety Package to include a tailored AHA.

3. Section K, Representation and certification.

4. Gantt Chart illustrating sequence of work to be performed.

5. Additional information as required in section L He also emphasized that all vendors must 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 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.

3.1 The Scope of Work (SOW), delivery requirements and expectations Facilities Maintenance team led by Denis, explained the Scope of Work/Statement of Work (SOW). Vendors were made aware of the strict timeline of 120 days to complete the project. Walls bordering neighbors will need a quick turnaround time without interference to the environment (Noise pollution, Waste control, etc.). Also, vendors were made aware of limited working space on the walls and encouraged to come up with innovative ways to mitigate such challenges without interrupting operations on site.

Min 4- Submittal Requirements The bids are to be submitted in soft copy, email referencing the solicitation number 19KE5025Q0012, financial proposal and technical proposal to be separated. SF1442 is to be filled. The RFQ submission is January 29, 2025, by 10:00AM.

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 January 20, 2025, by 10:00 AM It was agreed that the minutes, Questions and Answered would be shared with all on Wednesday, January 22, 2025.

Min 6 -AOB The Contracting Officer emphasized that the solicitation process is fair and transparent. She also encouraged bidders to remain engaged with future opportunities, even if their bid was unsuccessful.

Min 7– Site Visit The attendees were taken round the property and pointed out the sections referred to in the solicitation for demolition and construction.

There being no other business, the meeting was adjourned at 12:15 PM.

Questions and Answers Q1. Relocation of the KPLC Main line at the entrance Answer. This is not within the project scope. Post shall be responsible for the relocation.

Q2. The establishment of plot beacons and boundary lines to ensure the wall is built within the plot boundary. Will the survey map be availed?

Answer. Survey plan shall be provided, and the property beacons shall be confirmed prior to commencement of construction.

Q3. There are columns which are not yet complete and the reinforcement has been exposed to the elements and will require to be demolish yet this has not been take care of in the BOQ.

Answer. They are factored in the Pricing table Bills of Quantities. See Item B.1.2.2.1, which includes demolitions of all concrete foundations including any other works involved in demolition of the boundary wall. The steel reinforcement is covered in this description.

Q4. Some items on the BOQ have zero value in the quantity column e.g. B.1.2.3.5 Answer. The quantity for painting to walls, beams and columns is covered with the quantity (SM) provided in item (D) Q5. Will the contractor be allowed to work extended hours?

Answer. No, the contractor shall comply with the work hours indicated under F.8 .

Q6. Will the client still maintain their security personnel for the other assets within the plot boundary (Building, fuel tank)?

Answer. The contractor security personnel will cover the entire compound.

Q7. Has the client secured other statutory permits for the works (Nairobi County Government construction permit, NEMA Permit) This being a residential area? Has the client informed the neighbor on the impending construction that will general relative noise Answer. Yes, permits have been secured. Neighbors shall be notified after contract award.

Q8. BOQ Item No B 1.2.2.7 (A) UoM is indicate as CM? Clarify Answer. Revise item B 1.2.2.7 in the pricing table to state, Item (A) Excavation and disposal of unwanted soil and debris (180 C.M.).

Q9. When is the expected award date? The short rains are expected in the month of March, with the set timeline of 120 days. When is the tentative award date (Notice to commence).

Answer. On or before February 14, 2025.

Q10. Due to the large number of landscaping plants needed for the project, Can the Project Coordinator give a more detailed specification on the size of plants needed as opposed to the blank statement of (All plants are to be viewed and approved by the Project Coordinator and Answer. Refer to Item B.1.2.2.7 of the pricing table for quantities of plants to be supplied.

Q11. Kindly clarify on whether we are going to use the current Non-disclosure agreement form or you will share an updated version Answer. A Non-Disclosure Agreement will be signed by the contractor prior to contract award. An updated form will be provided at that point.