Chancery Gardening Site Visit - Notes.pdf

19P05025Q0001

Pre-proposal Minutes

Questions and Answers Chancery Gardening Site Visit

11/7/2024, 9:50AM

The mee�ng was called to order at 9:50 am. The Procurement Assistant (PA), José Gregório, welcomed all atendees and introduced himself and the members of the Embassy that were present at the mee�ng:

Embassy Staff:

o José Gregório - Procurement Assistant o Lisete Marques - FAC Assistant (COR) o Gus Kosmas - Contrac�ng Officer o Rodrigo Costa (Note Taker)

List of Atendees:

o Sara Roque Mar�ns – “ATIV MOTA ENGIL” o Inês Magalhães Crespo da Cruz Antunes Rodrigues – “ONE SOURCE” o Ana Patricia Oliveira Brizida Saldanha – “ONE SOURCE” o Natan Lopez

The Procurement Assistant (PA) explained briefly the conference parameters and that all complex ques�ons will have to be submited in wri�ng and will be answered subsequently. He also indicated that any changes to the solicita�on will be done in the form of writen amendments and will be sent to the prospec�ve offerors and must be acknowledged in wri�ng.

The PA reiterated the fact that the length of the contract is for a base year plus one op�on year.

He men�oned that the Government holds the unilateral right to exercise the op�on year.

The PA informed all present that all the informa�on regarding this solicita�on will be available to all equally. It was also indicated that the solicita�on and the whole contrac�ng process is in accordance with United States Government regula�ons, i.e. Federal Acquisi�on Regula�on (FAR), Department of State Acquisi�on Regula�ons (DOSAR) and the Office of the Procurement Execu�ve (AOPE).

All the ques�ons and the Embassy’s official answers will be on a separate page en�tled “Ques�ons and Answers” and it will be posted on the Embassy’s website and SAM pla�orm.

The Procurement Assistant reiterated the fact that the length of the contract is for a base year plus one op�on year. He men�oned that the Government holds the unilateral right to exercise the op�on year.

PA indicated that on form SF-1449 (cover page of the solicita�on) blocks 17, 24 and 30a. and 30b.

must be filled out by the offeror. Informa�on required on Block 19-24 will be provided in Sec�on 1 – The Schedule – III. Pricing.

The PA con�nued the mee�ng by referring to Sec�on 2- Contract Clauses (Federal Acquisi�on Regula�on FAR and Department of State Acquisi�on Regula�on DOSAR). Some contract clauses are inserted by reference, others are in full on the solicita�on. The clauses can be found online.

PA referred to Sec�on 3 – Solicita�on Provisions that refer to the documents that need to be provided with the proposal. Failure to submit these documents may result in disqualifica�on.

Quota�ons are due for submission on or before November 18, 2024, by 5pm by email to lisbonprocure@state.gov No late submissions will be accepted. PA men�oned that statements made at the pre-proposal conference do not change the solicita�on. As stated earlier in the mee�ng, all communica�ons have to be in wri�ng, if there are any addi�onal ques�ons, please make sure that they are put in wri�ng and submited by November 10, 2024, the answers will also be in wri�ng and will be posted on the Embassy website on the SAM pla�orm.

PA referred to the payment clause – please note that once we sign the contract, we cannot deviate, as part of the necessary documenta�on, you will be required to submit proof of insurance. Any of the contractors´ employee coming in to work at the Embassy, for any given reason, will be subject to preliminary security at the entrances. The PA encouraged the winning firm to submit addi�onal names if regular staff members are unable to atend work for whatever reason.

The PA focused the importance placed by Department of State on issues related to Combating Human Traffic (FAR 52.222-50).

The Procurement Assistant continued to address the meeting by calling everyone’s attention to Section 3, regarding the importance of registering in the SAM (www.sam.gov System Award Management) registration, which has become mandatory for all contractors engaging in business with the US Government for contracts above thirty thousand US dollars.

mailto:lisbonprocure@state.gov http://www.sam.gov/

The Procurement Assistant referred to Section 4– Evaluation Factors. All proposals will be evaluated by a Technical Evaluation Panel (TEP) without price and will be scrutinized by their technical factors.

Sections 5 – Representations and Certifications: when contractors are registered in SAM.gov, the questions and information pertaining to this Section are already answered.

The Facilities Maintenance Assistant addressed the meeting by reviewing the Statement of Work (SOW) that is incorporated in the solicitation. She began by explaining the duties and roles of the Embassy´s personnel within the contract, namely the roles of the Contracting Officer Representative (COR). FAC Assistant went further into details on the SOW exemplifying areas that are expected to be covered in more detail than other. For example, cleaning outside stairs leading to the Embassy main door, power washing services, leaves and trash blowing of stairs and paths, front and back entrances. FAC Assistant emphasized the importance of having a general work plan incorporated in the proposal. FM mentioned that working hours are from 8am to 5pm on weekdays and US holidays are observed. Provision for additional non routine works is also contemplated on the contract. Other works that are not on the written contract must be quoted and contracted separately.

The Embassy will provide spaces for storage and other work-related usage. The contractor’s employees are expected to follow the U.S. standards of work and other work-related regulations.

The prospective quoters were escorted out of the CLO Library for a site visit. The site visit began by the Embassy’s back gardens near white marble statue fountain and proceeded to the front garden areas of the compound where the attendees were given the opportunity to gather onsite information of the grounds and on areas that need to be covered. The FAC Assistant explained in detail what need to be done, daily, weekly and each semester, for the visitors to acquire a more concise idea of what is expected to be addressed by their staff.

Lastly the prospec�ve quoters visited the areas on the back of the Chancery building and those adjacent to the NEX building.

The site visit ended by 11.00 am and all atendees were escorted out.

Questions and Answers

1. Does the original SOW only work for the original square meters mentioned therein or do the additional services represent additional square meters?

- The SOW it’s for the total square meters of the compound. The additional services are to be contracted outside the contract with a minimum required of 250 square meters and a maximum of 2,100 square meters

2. Should the names of the employees that will work at the compound (backups included) be in the proposal?

- No, only the total of workers on site. The names should be provided after award.

3. How does the clearance process work?

- After the award of the contract, the Security department will reach to the company asking all the necessary information of the employees. After that, an interview will be conducted by the same department and a badge will be issued for each employee.

4. What is the best way/procedure/products to clean the handrails and the little lamps on the Embassy grounds?

- Water and proper detergent

5. Who should send and receive the reports of all the work that has been done? Do these reports need to be sent weekly, monthly?

- The reports can be sent weekly in the first 6 months and then monthly. The COR for the contract may request additional reports.

- The reports should be sent to the COR of the contract.

6. Is there a minimum number of people required to be assigned to the contract? If so, how many?

- The quantity of workers on site should be on the proposal. US Embassy does not require a minimum number of employees. This should be informed by the prospective quoter.

7. In section 1.5.5 of "CONTINUATION TO SF-1449 SCHEDULE OF SERVICES, BLOCK 20," it is mentioned that an optional price should be included for the removal and pruning of trees above 4 meters in height. However, in section 2, this option is not clearly indicated in the table. Could you please clarify?

- The price for the removal and pruning of trees above 4 meters is just informative. In case of need from the US Embassy, we will proceed with a separate purchase order.

8. Prospective quoter wants to submit a quotation and subcontract gardening services thru a local contractor, would this be possible?

- Yes.

9. My company was unable to attend the site meeting. Is it possible to obtain a site plan or map of the locations under the contract to be serviced and any other documentation that was provided to the attendees?

- Nothing additional was provided – this was walk about to assess grounds, layout-type of foliage, etc.

10. Is there an incumbent contractor?

The current incumbent is ATIV Mota Engil

11. If yes, can you provide the name and past award price under FOIA?

- Should be able to search in www.sam.gov FPDS

12. Is this contract for full and open award, is this contract for full and open award? Is there any incentive for SDVOSB or WOSB US companies?

- Full/open SDVOSB/WOSB/USA are considered however, please note: . FAR 19.000(b) excludes overseas purchases (supplies and services when they are awarded and performed entirely outside the U.S.) from mandatory participation in the Department’s Small and Disadvantaged Business Utilization (SDBU) program.

13. Grounds Maintenance Plan - Is there one in place now?

- The Solicitation has a request for the contractor to present/develop a Grounds Maintenance Plan, which is a deliverable. (See page 6)

14. There is a conflict in the solicitation for the requirement of the Grounds Maintenance Plan - on page 6, paragraph 1.3.5 it states that the Grounds Maintenance Plan shall be submitted for approval within 30 days after contract award. On page 9, section 3.0 Deliverables it states that the Grounds Maintenance Plan is required with the proposal. Please clarify the requirement.

- An amendment to the solicitation has been issued and published in www.sam.gov

15. Upon award can the new contractor do any inventory and assessment of the grounds to establish the health and condition of the various plants, trees and shrubs before assuming ownership of the service areas?

- See answer to #09

16. We kindly request an extension of the submission deadline.

- Extension for submission cannot be granted.