Pre_quotation_minutes.docx

Minutes from Pre-Quotation Conference for 19KS7018Q0003,Gardening Services on February 22, 2018

Introduction

All attendees were welcomed.

We explained to the attendees that we will compile all questions asked prior to and during the conference and publish a written response on FedBizOpps, and that no questions will be answered during the conference.

If necessary, any solicitation amendments that result from these questions will be prepared and issued concurrently. All amendments, questions, and answers will be posted on the FedBizOpps site.

Discussion of the Solicitation Package:

The following sections of the solicitation were highlighted in the discussion: The contracting specialist in cooperation with COR led the discussion, explaining each salient points of the solicitation.

SF 1449: How to complete SF1449 - Reiterated the importance of meeting the due date and time for submitting the Standard Form SF1449 and that no offers that fail to meet the deadline will be considered.

Section1, paragraph 1.0, Scope of contract:

-The price shall include all labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. The Government will pay the Contractor the fixed price per month for standard services that have been satisfactorily performed.

-U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States. Foreign firms: Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency.

-The performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months, with four one-year options to renew.

Section 1, paragraph 2.1,Value Added Tax (VAT):

-Valued Added Tax is not applicable to this contract. The tax exemption certificate is to be provided by the Embassy.

Section 1, paragraph 2.2 thru 2.7, Base Year Prices and each of the four option years:

Section 1 Continuation, paragraph 1.0 thru 5.0 “Scope of Work and attachment 1, Government Furnished Property” - COR explained and clarified our requirements for the offerors’ better understanding Section 1 Continuation, paragraph 6.0, Insurance – provide a copy of the Certificate of Insurance or a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

Section 2, Contract clauses:

-FAR 52.222- 50, Combating Trafficking in Persons, Combating Trafficking in Persons and highlight how firms must prevent such activities from occurring -FAR 52.204-13, System for Award Management Maintenance: Highlighted the SAM registration which is required prior to award.

-FAR 52.217-8, Option to Extend Services: Explain FAR clause 52.217-8, allows the extension of the services for continued performance of services within the limits and at the rates specified in the current contract. The exercise of the extension is an unilateral decision by the Government. The total extension of performance shall not exceed 6 months.

-FAR 52.217-9, Option to Extend the term of the contract: Explain FAR clause 52.217-9 allows the Government to unilaterally exercise the pre-negotiated contract terms at the Government's option, not the contractor. There may be up to four one year options.

-DOSAR 652.242-70, Contracting Officer’s Representative (COR): The CO designates a representative to help him/her to monitor the performance of the contract with an exception of matters dealing with financial obligation. The COR for this contract is the senior engineer.

Section 3, Solicitation Provisions: Explain that the offerors must follow the guidelines in Section 3.

Section 4, Evaluation Factors The Govt intends to award a contract resulting from this solicitation to the lowest priced, technically acceptable offeror. The Government reserves the right to reject quotations that are unreasonably low or high in price.

Section 5, Representations and Certifications The offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website.

Questions:

Q1) How will the technical evaluation be used to score our submissions?

Q2) The section 1.4.4. Seasonal Flowering asks to provide seasonal flower and planting services at all locations. Please provide the total quantity of areas subject to seasonal planting.

The above questions were not answered at the conference. Rather attendees were advised all questions and answers would be posted on the FedBizOpps as soon as possible after the conference.

Conclusion

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