TAB_G_Minutes_from_the_pre-quotation_conference_Final.pdf

January 16, 2019

The Embassy of the United States of America Procurement & Contracting Office Dzona Dzeksona 2 81000 Podgorica Montenegro

Solicitation 19MJ1919Q002 Packing & Shipping Services

Pre-quotation Conference by Prospective Offerors

Meeting Minutes

Venue: Conference room, U.S. Embassy Podgorica Date & time: January 10, 2019 at 12:00

Panel: Saaranen Paul, General Services Officer & Contracting Officer (CO)

Asci Cem, Information Management Officer, Chair Technical Evaluation Panel

Radovic Aleksandar, GSO Assistant & Supervisor of Shipping Section Popovic Dunja, Procurement/Shipping Agent Susic Milan, Procurement Agent Tuzovic Sanela, Procurement Supervisor

Attendees: 4 representatives from 2 offerors

Introduction

The Contracting Officer (CO) welcomed all attendees, introduced all members of the evaluation committee and their roles in the process. He also asked the representatives from companies whether all of them understand English and if translation would be required. He thanked them for coming and for the questions they have already submitted.

The Procurement Agent in charge of the solicitation showed a PowerPoint Presentation detailing the U.S. Government solicitation procedures and rules. For example, the Procurement Agent emphasized that statements made at the conference do NOT change the solicitation; if any answer is not sufficiently addressed in the solicitation, an amendment may be required.

The following information was provided via Power Point:

1. The Solicitation timeline with attention to the due date for quotes on January 25, 2019 at 14:00. The proposal must be divided into separate Price and Technical sections and delivered in 2 separate envelopes.

2. SF-1449 must be completed and the Block 24 should list the total value of the quote for the base year and the option years.

The CO said that it is important to follow the instructions for filling in the Form SF1449 and to follow the Sections of the Solicitation package.

3. Section 1 The Schedule was further explained with a notation to the following:

a. The contract will be an indefinite delivery indefinite quantity for Packing and Shipping services required by the agencies set forth in Section 1;

b. Quantities are estimated, the estimated amount of tonnage to be shipped/moved on an annual basis is 45 tons;

c. The option to extend the term of the contract for the next option year is at the discretion of the U.S. Government, not the contractor;

d. The contract will be in effect for a one-year period beginning on the date services are started, set forth in the Notice to Proceed, with four one-year options to renew;

e. The price for option years must be provided in the proposal and are not subject to re-negotiation after the contract is signed.

The Procurement Supervisor further explained that only one contractor will be awarded the contract. In the event the Embassy would need another contractor, for example in a ‘’busy’’ season and/or in the case of overlapping demands with several different packing & shipping services, the Embassy reserves the right to issue a Purchase Order to another contractor.

4. Defense Based Act Insurance (DBA) is mandatory for all types of US

Government contractors and the costs must be included in the price. The offerors should obtain DBA Insurance from Department of Labor approved providers at the website http://www.dol.gov/owcp/dlhwc/lscarrier.htm

A couple of DBA sources were mentioned which have been used by other vendors.

5. Pricing Section 4.F of the Solicitation was particularly addressed and clarified in order assure the Grand Total reflects the sum of the Option Years and the base year correctly.

It was further mentioned that the evaluation of offers for award purposes would be covered in detail throughout the presentation.

6. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government

7. Solicitation requirements must all be fulfilled for an offer to be technically acceptable.

All provisions of Section 3 should be carefully considered and reflected in the quotation.

8. The U.S. Government will conduct an evaluation of all offers consisting of a compliance review, technical acceptability, price evaluation and responsibility determination. An award will be made to the lowest priced, technically acceptable offeror who is a responsible contractor.

9. The awardee is to obtain a DUNS number, and registration in NCAGE and SAM is strongly encouraged. Offerors have been instructed to please include the DUNS number on the front page of the technical proposal.

The attachment contains the answers to the questions that have been asked so far. The Contracting Officer has asked all prospective offerors to write all of their questions and send them by email to PodgoricaSolicitations@state.gov by January 11, at 16:00. All questions and answers will be posted on the FedBizOpps website.

Conclusion

The conference concluded and attendees were thanked for their presence and expression of interest in serving the needs of the U.S. Government for Packing and Shipping services. The meeting was adjourned at 13:00.

Sincerely, Paul Saaranen Contracting Officer

Sanela Tuzovic Procurement Supervisor

Enclosure:

Questions and Answers mailto:PodgoricaSolicitations@state.gov