Site Visit Minutes.pdf

SBU - CONTRACTING AND ACQUISITIONS

Embassy of the United States of America

February 28, 2024

Minutes from Site Visit on February 26, 2024

Introduction

The Contract Specialist welcomed all attendees, introduced the Contracting Officer Representatives and the Program Officers.

Attendees:

o Contracting Specialists: Veronica Tecuatl and Jesus Gonzalez o Contracting Officers: Kyle Konrad and Jonh P. Harris o Program Officers: Ed Smith o Contracting Officer Representative (COR): Alejandrina Falcon o 6 Contractors

Purpose:

The purpose of this site visit was to brief all prospective offerors about the solicitation and to see the locations where the restroom renovation will take place. It was also important to highlight that doing business with the U.S. Government differs from commercial practice because the solicitation and award processes are regulated under FAR.

General directions for this site visit:

• After the introductions, the site visit was led by the COR.

• Attendees visited the section where the restroom will be renovated as well as the underground where the piping installation will be performed.

Questions & Answers

• The contracting team compiled all questions in a single file and will be included in the Q&A, which will be posted on sam.gov.

Attendants’ attention was called to the following:

Statements:

The statements made during the site visit do NOT change the solicitation.

All changes will be made by written amendment to the solicitation.

Amendments:

Amendments are necessary during the solicitation period for such reasons as:

• Issues raised by prospective offerors, either in a pre-proposal conference or otherwise;

• The need to change the closing date for receipt of offers;

• The need to correct ambiguities; or

• Changes in quantity, specifications, or delivery schedules.

Amendment 0001 is to be posted on sam.gov to include 2 additional tasks required for this project.

The U.S. Government implements the Fair Release of information, in other words, what you tell one, you must tell all.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

L.5 SUBMISSION OF OFFERS

• Prospective offerors need to have an active registration in sam.gov in order submit a quote.

• 3 separate volumes are required as indicated under L.5.1, Summary of Instructions.

• Submission Date & Address, and deadline to send questions were highlighted.

• A complete Safety Plan and a clear description of work plan, to include a Gantt chart are required to be considered technically acceptable.

ATTACHMENT 3 – STATEMENT OF WORK

• J.3.4.2, Commencement, Completion of Work and Working hours. The timeline stated for completion of this work is mandatory and cannot be extended.

• J.3.4, Work Requirements, compliance with Safety standards on everyday work were highlighted.

ATTACHMENT 5 – QUANTITY SURVEY

• Each CLIN was reviewed.

• The COR notified the prospective offerors on the need to include 2 additional tasks which will be included in Amendment 0001.

SECTION M – EVALUATION FACTORS

• M.1.1, General

• M.1.2, Basis for Award

• M.1.3, Award Selection

• M.2, Award without Discussions

Conclusion

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