19NL8020Q0002 Minutes Pre-proposal conference Janitorial Service.pdf

Meeting Minutes of Pre-proposal Conference Janitorial Services The Hague – 19-NL-8020-Q-0002

*Note: In the wake of the COVID-19 outbreak and the Mission’s directive to limit non-essential visits to the Embassy, the scheduled in-person meeting at the Embassy was changed to Teleconferencing. Participants have been asked to call into the meeting at 10am on May 15, 2020. Below are the sign-in credentials provided to participants who had expressed interest.

Netherlands (NL)+31 20 708 8560 /PIN: 361 232 002 4479#

Date: May 13, 2020 Time: 10:00 a.m.

Venue: U.S. Embassy, The Hague – The Netherlands

Attendees: Wendy M. Washington – GSO / Contracting Officer

Geoffrey Osei-Bonsu – Procurement Supervisor Lindomar Elizabeth – Procurement Agent Jacob van der Boon –Maintenance Supervisor (COR)

Representatives from three Janitorial companies took part. A fourth company who had earlier expressed interest failed to participate.

Introduction:

Agenda was distributed via -email- to all the offerors.

Sign-in sheet was checked based on presence of teleconference participants.

Introduction was given by the Contracting Officer (CO) – Wendy M. Washington.

Introductions were given by all the offerors followed by the introduction of the Embassy team and their expertise.

The CO informed all the offerors that any questions contractual pertaining to the contract will have to be written and submitted by email to TheHagueContracts@state.gov by close of business May 19, 2020.

Project Overview:

The CO explained the purpose of the solicitation and mentioned that the solicitation is a

“Full and Open Competition, where all potential offerors are given a fair and equitable opportunity to win the award. She also added that the contract has a performance period of one-year from the date of the contract award, with four (4) year options to renew.

The CO informed the offerors that the technical questions would be answered by the Contracting Officer’s Representative-COR. She also added that any contractual questions relating to the contract should be submitted to TheHagueContracts@state.gov by May mailto:TheHagueContracts@state.gov mailto:TheHagueContracts@state.gov

19, 2020. Contractual questions can only be in writing. Once received, the CO will compile the questions, answer them, make sure that the Office of Procurement Executive in Washington DC approves them, and then they will be posted on beta.sam.gov along with the minutes. All answers will be disseminated before the submission date of the proposal.

The CO called upon the (COR) to explain the Statement of Work (SOW) and overall intention of the SOW.

The COR explained the SOW and added that the solicitation is for the provision of Janitorial services to the Embassy of the United States of America in The Netherlands as specified in the SOW, section 1 of the solicitation.

The COR explained the SOW in detail and covered all technical aspects of the solicitation.

The CO explained the pricing schedule in Section 1 of the solicitation.

The CO explained that the terms and conditions of the solicitations are the same terms and conditions of the contract. If any question or inquiry should result in a change in the solicitation, an Amendment will be prepared.

The CO referenced FAR 52.222-50, Combating Trafficking in Persons and explained how companies must prevent such activities from occurring. The CO also explained that quotes submitted on the proposal submission date, once negotiated prices are agreed upon and the contract is signed and awarded, there would be no price adjustment to benefit the contractor.

Submittal Requirements:

The CO informed the offerors about the submittal requirements which are:

Proposal should be submitted by or before 12noon June 2nd 2020 (local time).

Proposal should contain one original and 2 copies and should be hard copy submittals.

The technical proposal should be separated from the price proposal.

Offerors should follow the directions given in Section 3 for submitting the proposal.

The hard copy proposal should be submitted in a sealed envelope to US Embassy, The Hague – behind delivery entrance of the Embassy, addressed to the Contracting Officer.

Offeror should mention the solicitation number on the Envelope.

Potential offerors will have to submit complete packages, with appropriate representations and certifications, technical and price proposal, and signatures.

Late proposals will not be considered for evaluation.

Evaluation Factors:

The CO informed the Offerors about the evaluation factor:

She stated that the evaluation would first be on the technical merits of the proposal, and for those that were technically acceptable; the proposals would be evaluated on pricing. The process is to identify the lowest priced technically acceptable proposal that meets the Embassy’s other criteria as well.

To be an acceptable proposal, it must be prepared in accordance with Section 3, and must meet all the requirements set forth in the other sections of the solicitation.

Proposals will be evaluated in two phases: Technical Evaluation and Price Evaluation.

Technical Evaluation: Technical Evaluation Panel includes the COR and other individuals, who determine the acceptability of the proposal based on the solicitation’s technical requirements.

Price Evaluation: The CO will evaluate the price and will consider only the lowest priced, technically acceptable offer, and will follow with negotiations, if the proposal falls within the competitive range.

The award selection will go to the lowest priced, technically acceptable, responsible offeror.

On numerous occasions the CO reiterated the need for potential offerors to complete all the relevant sections of the proposal, to sign it and submit it in a timely manner.

The conference concluded at 11:00am and attendees were thanked for their presence and expression of interest in serving the U.S. Government.