Minutes_-_Pre-Proposal_Conference.docx

Pre-Proposal Conference Solicitation #19KS7019R0002, Warehouse Support Services December 13, 2018, 14:00 U.S. Embassy Annex

Minutes

I. Attendees The Contracting Officer, the Contracting Specialist, the Contracting Officer Representative, and 15 representatives of 11 prospective vendors attended the conference.

II. Introduction The Contracting Officer welcomed the attendees and indicated the following:

· Responses to any questions will be published in writing on FedBizOpps.gov; questions will not be answered during the conference.

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

III. Discussion of the Solicitation Package The following sections of the solicitation were highlighted in the discussion led by the Contracting Specialist, the Contracting Officer, and the Contracting Officer Representative:

1. Cover page and SF 33

· How to complete SF 33

· Proposals, including the SF 33, must be received by January 10, 2019, 17:00 Korean Standard Time

· Proposals must be submitted in electronic format at SeoulProposals@state.gov and the file size must not exceed 30MB

2. Section B Supplies or Services and Prices/Costs

· Section B.3 Type of Services: Standard Services and Temporary Additional Services

· Section B.4 Pricing: Must include all labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit

· The Government will pay the Contractor a fixed price per month for Standard Services that have been satisfactorily performed. The Government will also pay the Contractor for Temporary Additional Services ordered each month by the Government for satisfactorily completed work.

· Offers and Payment in U.S. dollars: 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.

3. Section C Description/Specification/Work Statement

· Reviewed the overall requirements of the solicitation, including warehouse operations, house make-ready, event set-up, airport logistics, laundry and ironing, as well as Temporary Additional Services

4. Section E Inspection and Acceptance

· The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action if any of the services exceed the standard.

5. Section F Deliveries or Performance

· F.1.1 The performance period of this contract is from the start date in Notice to Proceed and continuing for 12 months, with 4 (four), one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

· F.1.2 The Government may extend this contract for up to four (4) additional 12-month periods in accordance with the option clause in Section I. 52.217-9, Option to Extend the Term of the Contract, which also specifies the total duration of this contract. See also Section I, FAR 52.217-8, Option to Extend Services, for up to an additional six months of optional performance, if required by the Government.

· F.3 Deliverables under the contract and delivery schedule

· F.4 All work shall be performed during 08:30 - 17:00, Monday thru Friday except for the holidays

6. Section G Contract Administration Data

· The COR for this contract is Supply Supervisor.

· The COR is responsible for inspection and acceptance of services. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

7. Section H Special Contract Requirements

· Insurance: Minimum requirements for the contract

· Issuance of oral task orders: The Contracting Officer may issue oral task orders. Any oral task orders issued shall be confirmed in writing within three days when the Mission is open for business.

8. Section I Contract Clauses

· FAR 52.204-13 System for Award Management Maintenance: SAM registration for all actions over $30,000, required prior to award.

· FAR 52.222-50 Combating Trafficking in Persons

9. Section K Representation, Certifications and Other Statements of Offerors

· Reminded the offerors to fill in all the blanks in this section.

10. Section L Instructions, Conditions, and Notices to Offerors

· The offerors must follow the guidelines for submission of offers in Section L. Explain L.1.1.2(1) thru L.1.1.2(8)

11. Section M Evaluation Factors for Award

· The Government intends to award a contract resulting from this solicitation to the lowest priced, technically acceptable offeror who is a responsible Contractor.

IV. Questions

Q1: In Part I, Section B.3(b), is the minimum and the maximum orders for Temporary Additional Services for each year or for all five years?

Q2: Is there a reference guide for SAM registration?

V. Meeting Adjourned