SF30-Amendement 2 to Solicitation 19P05025Q0008 SITE VISIT MINUTES.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

2. AMENDMENT/MODIFICATION NO.

19P05025Q0008-A00002

3. EFFECTIVE DATE

02/14/2025

4. REQUISITION/PURCHASE REQ. NO.

PR15091075

5. PROJECT NO. (If applicable)

6. ISSUED BY

CODE

7. ADMINISTERED BY (If other than Item 6)

CODE

American Embassy Avenida das Forças Armadas

Lisbon

Contracting Officer

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code)

9a. AMENDMENT OF SOLICITATION NO.

19P05025Q0008

9b. DATED (SEE ITEM 11)

01/24/2025

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[X ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [ ] is extended. [X] is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning 1 copy of the amendment;(b) By acknowledging receipt of this amendment on each copy of the offer submitted; or© By separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF

OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

X

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [X ] is required to sign this document and return 1 copy to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment to the solicitation is to:

Publish the site visit minutes regarding the meetings held on February 5, 2025 . No questions were received until February 12, 2025, date set for Q&A.

See continuation sheet.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME OF CONTRACTING OFFICER

Jonathan Nwosu

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE SIGNED 16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE SIGNED

02/18/2025

SF30

US. Embassy Lisbon, Portugal

Minutes of the Pre-Proposal Conference February 5, 2025

Gardening Services DCR Avenida Torre de Belem 10

CMR – Rua do Sacramento a Lapa 18 19P05025Q0008

The meeting was called to order at 9:00 am. The following U.S. Embassy staff participated in the meeting and site visit:

José Gregorio (Procurement Assistant) José Freitas (Procurement Clerck) Lisete Marques (Management Admin Assistant) Vânia Moreira (Admin. Clerck)

Representatives of the following firms (Prospective Offerors) attended the meeting:

• Horto do Campo Grande

• Vadeca

• Mota Engil Ativ

The Procurement Assistant (PA) explained the conference parameters and that all complex questions would have to be submitted in writing and would be answered subsequently. He also indicated that any changes to the solicitation would be done in the form of written amendments and will be sent to the prospective offerors and must be acknowledged in writing.

The deadline set for questions is February 12, 2025, at 17.00, local time.

It was mentioned that Standard Form SF1449 must be filled out and return with the proposal. Also, on the proposal, a monthly price should be indicated.

The PA informed all present that all the information regarding this solicitation will be available to all equally. It was also indicated that the solicitation and the whole contracting process is done in accordance with United States Government regulations, i.e. Federal Acquisition Regulation (FAR), Department of State Acquisition Regulations (DOSAR) and the Office of the Procurement Executive.

Traffic in Persons Clause was also referred during the meeting. The matter is of great importance to the USG and the Department of State. Reference is made in solicitation to FAR 52.222-50 regarding the use of illegal labor by contractors and subcontractors.

Section 3 - All required documentation on section 3 must submitted with the proposal.

Registration in the System Award Management (SAM) (www.sam.gov), which has become mandatory for all contractors engaging in business with the U.S. Government for contracts above thirty thousand U.S. dollars was also mentioned to the meeting attendees.

Lisete Marques addressed some key points in the Statement of Work (SOW), such as the Grounds Maintenance Plan. The use of fertilizers and other toxic chemicals must be pre-authorized the Contracting Officer Representative.

The Ground Maintenance Plan is the maintenance plan for each of the gardens and should contain detailed tasks. These tasks’ log will enable the Contracting Officer Representative (COR) to evaluate the work performance.

Vania Moreira referred to the solicitation FAR Clause 652.236-70 Additional Safety Measures, related to Accident Prevention.

Section 4 – Evaluation criteria. The scrutiny of the winning proposal is done based on proposals that are technically accepted and are of lower price. (LPTA).

http://www.sam.gov/

Section 5 – This section must be filled out and returned. The PA addressed the meeting by explaining the new situation in contracting activities related to recently release of FAR clauses 52.204.24 and 52.204.25 (NDAA requirements) for commercial items.

All proposals must be submitted by 17:00 on February 28, 2025.

The Procurement Assistant advised that all technical questions must be addressed in writing and be sent to lisbonprocure@state.gov as indicated in the solicitation.

At 10:30 am the site visit continued to the CMR (Chief of Mission Residence, at Rua do Sacramento a Lapa). Lisete Marques showed the entire gardening areas and particular spaces that need to be intervened. Being the Ambassador’s residence, this garden requires particular attention, namely when official functions or special occasions take place.

Lisete Marques showed the gardeners storage shacks and indicated that no fuel storage is allowed.

Lisete showed the attendees the trees that need to be intervened. She mentioned that new plants will possible be introduced in the gardens, depending on the new CMR occupants.

One contractor requested photographs of the gardens if possible.

The prospective quoters were escorted out and the meeting was adjourned by 1100 am.

mailto:lisbonprocure@state.gov