Night shuttle service - PRE PROPOSAL CONFERENCE - Meeting minutes-Final.docx

Pre-proposal Conference Minute – U.S. Embassy Ulaanbaatar Subject: Pre-Proposal Conference for Night Shuttle Service RFQ Number: 19MG1022Q0005 Meeting location: Yellowstone conference room, U.S Embassy Meeting time and date: 10:00am, 05/16/2022

Attendance:

Baigaltuya Sodnomdash, Procurement Agent

Batjargal Jargalsaikhan, Guard Force Commander

N. Serchinmaa, Head of Finance Department

INTRODUCTION

The Contracting Officer, Adam Starr-King

· I would like to welcome you all and thank everyone for coming here today. (The CO introduced himself and other members from the Embassy.)

· We will give you detailed information regarding the requirements, and instructions on how to submit your proposals completely and correctly and note other required materials that you must provide.

· Your quotation must be submitted in a sealed envelope to the US Embassy Ulaanbaatar, before 17:00, June 10, 2022. Comment by Lowther, Lorri A: You will have to do an amendment to extend the offer due date to give the offerors to review the Q&As before the offer due date. Comment by Adam Starr-King: We have proposed June 10. If we post by June 3, this will still allow vendors a week to review and revise their offers as necessary.

DISCUSSION OF THE SOLICITATION PACKAGE

The following sections of the solicitation were highlighted Adam Starr-King:

· For a quotation to be considered, your company should be registered in the System for Award Management SAM.gov and it is completely free to register and you must complete and submit the followings:

· A completed solicitation, in which the SF-1449 cover page (fill out blocks 12, 17, and 30 as appropriate), and Section 1, Pricing must be put monthly payment for 5 years as stated on the pages 5 and 6, with separate line for VAT.

· It will be a fixed price contract for 5 years, therefore, bidders should factor all necessary costs/expenses and should include it in their price quotation.

· Section 2, page 14 is about Combating Trafficking in Persons (TIP). Contractors are responsible for preventing TIP activities, forced labor and such from occurring.

· Moreover, on the Page 18 is about certain foreign procurement payments which is tax of 2% on the amount of each payment. The only exemptions are trade and tax agreements. Mongolia does not have a trade or business tax agreement with the US, so we expect to deduct 2% from each payment. Therefore, please pay attention to the W-14 form that can be found in this package and fill out. This form must be received along with your proposal.

· Page 27 addresses DBA. This is a requirement for holding a particular type of insurance that safeguard you from sudden injury and accidences. Section 3 has a link that directs you to the detailed information on DBA. DBA insurance requirement is a part of a contract.

· Claiming an exemption, if you are not US based vendor or US citizen, you are not exempted from this tax of 2%, therefore, you should represent as “foreign” in page 52.

· After we receive all the solicitations, based on the evaluation factors in section 4, of the solicitation, we will select a technically acceptable and the lowest priced offeror.

· Section 3 Solicitation Provisions tells you details of how to submit complete offer. In the Section 3, you must provide name of the project manager who understands written and spoken English, Evidence that the offeror/quoter operates an established business with a permanent official address and telephone number.

· Also, please provide list of your clients’ information over the past 3 years with their contact information, demonstrating your prior experience with relevant past performance and reference.

· Provide evidence that your firm is financially reliable, be able to provide necessary personnel and equipment to perform the work.

· All offerors must submit their strategic plan including information such as how many staff would you assign on this project, what type of vehicle you will use, and type of insurance etc. to help us to understand your proposed approach in the legal manner that we require.

· Baigaltuya, the procurement Agent will brief you about NDAA 889 compliance requirement.

Baigaltuya Sodnomdash:

· Section 5 outlines NDAA 889 requirements. This section prohibits the US Government agencies from procuring purchase of equipment/services containing covered technology that provided or produced by certain entities of People’s Republic of China. You must certify that you will or will not provide and use covered telecommunications and video surveillance equipment or services to the US Government. Read the entire RFQ package thoroughly.

Several questions were asked during the conference and the Contracting Officer replied with the following:

We will accept your questions however, we will not answer them at this time. We will answer all questions and post them on SAM.

Conclusion

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

Contracting Officer