Pre-quotation minutes 19MJ1924Q0006.pdf

Embassy of the United States of America Podgorica, Montenegro

March 14, 2024

14:00h (CEST)

SOLICITATION 19MJ1924Q0006

Preventative Maintenance Services of Generators

Panel:

Marisa MacIsaac - Contracting Officer & GSO

Bradley Rollans- Facilities Manager

Evelyn Hernandez- Professional Associate

Jelena Vulicevic-Gordijan- Building Engineer Supervisor

Jelena Kaludjerovic- Procurement Agent

Ivan Roganovic- Electrical Technician

Attendies:

1. Caterpillar – Marc Stuckey, Senior Account Manager

2. Fluid Solutions – Jamie Wilson, Construction and Services Manager

3. Teknoxgroup Crna Gora d.o.o- Miodrag Jovovic, General Manager; Dejan Jurisevic, Warehouseman; Kenan Devlic- E&T Product Support Manager; Milos Bijedic; Fahrudin Imamovic-

Power System Service Specialist

4. Artek- Kamil CAN, Project Engineer

Introduction:

The Contracting Officer (CO) welcomed all attendees, introduced herself and other panel members. She noted that this pre-quotation conference was an opportunity to provide some clarity regarding the solicitation and for quoters to ask questions, whilst the complete Q&A would be posted on SAM.gov. She mentioned that we received one question prior to the conference, the reply was to be provided during the conference and within the final Q&A due to transparency and equal treatment of bidders.

Discussion of the Sol icitation Package:

Deadline for submission of quotes is April 15, 2024, by 16h. All quotes need to be sent directly to

PodgoricaSolicitations@state.gov, official email for contracting purposes.

SF-1449 is a mandatory part of solicitation package, so it needs to be filled in completely.

Pricing portion of Section I must be filled out. It includes description of services required, so prices can be inserted directly in tables provided.

Documentation which must be provided as part of the solicitation package is listed in Section 3 of the solicitation document. Quote must include all documents requested to be considered complete.

One of the requirements is to provide proof of SAM registration by including the SAM UEI number. Registration in SAM (System for Award Management) database at https://www.sam.gov is required by FAR 4.1102, so contract for services required under this solicitation cannot be issued to quoter who is not registered. Registration process can be time consuming, so those who are not registered yet are advised to do so as soon as possible.

As prescribed in Section 3 of solicitation document, it is mandatory to submit a copy of the DBA

(The Defense Base Act) Certificate of Insurance. The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm. So, it is necessary to reach out to any of the approved providers.

Q&A:

Q1. In the documentation, we are not sure whether the scope of work includes both service and material, i.e., whether we offer filters, oil, fluids, and spare parts, or whether the US Embassy procures it independently/ separately from this procurement?

A1. Spare parts are not part of this contract. The U.S. Embassy in Podgorica will supply all fluids, filters, and spare parts necessary. When the solicitation discusses materials, the expectation is that the contractor will arrive with all arrive with all the necessary tools, software, and computers necessary to perform maintenance. The solicitation does ask contractor to provide a list of recommended spare parts at the end of service which will be taken into consideration for purchase.

mailto:PodgoricaSolicitations@state.gov http://www.dol.gov/owcp/dlhwc/lscarrier.htm

Q2. Are the generator sets designed to work in standby mode or prime mode?

A2. All the generators are prime movers, however, in this application they are stand by. The compound runs off city power and in the absence of city power the generators turn on and power the building.

Q3. Could you please provide information about the 4th generator from the list of generators, which model it is, what power and the serial number.

A3. Part of this information can be provided. It is Caterpillar brand, the model number is

DE330EO, the power rating is 300 KVA, and voltage is 400/230 V.

Q4. Can you give us an explanation of what DBA insurance includes, which insurance company is acceptable to get this insurance?

A.4. DBA insurance provides workers compensation type insurance coverage for contractor employees performing under government contracts outside the United States. The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

Q5. Can we get the document related to the quotation in Word?

A5. Yes, we can send that to you if needed. Please send your request to

PodgoricaSolicitations@state.gov .

Q6. How will the Embassy buy spare parts, locally or from the U.S, or you have them on stock?

A6. The U.S. Embassy will provide spare parts. The U.S. Embassy reserves the right to decide where spare parts will be purchased since, they will not be a part of this contract.

Q7. Is the load bank mentioned is the solicitation document in the property of the U.S. Embassy and who connects it during the testing?

A7. It is the property of the U.S. Embassy, and it is already connected.

Q8. Will there be a solicitation for providing spare parts?

A8. We currently have no information regarding purchasing spare parts.

http://www.dol.gov/owcp/dlhwc/lscarrier.htm mailto:PodgoricaSolicitations@state.gov

Conclusion

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

Sincerely, Marisa MacIsaac

Contracting Officer