Minutes_pre_proposal_conf.pdf

Embassy of the United States of America Warsaw, Poland

April 16, 2018

MINUTES FROM PRE-PROPOSAL CONFERENCE

MAKE READY SOLICITATION SPL90018R0002

April 16, 2018, 10:00 a.m.

Introduction:

The conference took place on April 16, 2018 at 10:00 am local time.

The Contracting Officer, Joel Dylhoff, welcomed representatives of seven firms and introduced Embassy staff participating in this meeting:

Malgorzata Rosinska-Porczyk – Contracting Officer and Procurement Supervisor (General Services Office) Joanna Kowalczuk – Purchasing Agent (General Services Office) Iwona Kosowska – Housing Inspector (General Services Office) Tomasz Jaznicki – Housing Inspector General Services Office

Discussion of the Solicitation Package:

At the beginning of the conference, attendees were informed that statements made at the conference do NOT change the solicitation. Any changes will be made by written amendment to the solicitation if there is a need to do so.

The Contracting Officer (CO) briefly explained the purpose of the conference and informed attendees that all complex questions would have to be submitted in writing and would be answered subsequently.

It was also indicated that all questions, answers, and amendments, if any, will be posted on the Federal Business Opportunities (FedBizOpps) website, so they are available to all.

The CO indicated that the solicitation and prospective contract is subject to United States Government law, Federal Acquisition Regulations (FAR), and Department of State Acquisition Regulations (DOSAR). No local agreement will be signed with the winning offeror (s).

The following issues were addressed:

Type of the contract: The Government intends to award a fixed-price, Indefinite Delivery Indefinite Quantity (IDIQ) contract to one or multiple companies at the end of this solicitation. The contractors shall perform work upon receipt of funded task orders issued by the Contracting Officer.

Period of Performance: The contract is for one base year with four optional renewal years. The total duration of this contract shall not exceed 5 years.

Defense Base Act Requirements: The CO explained that U.S. Government contracts in Poland are subject to the Defense Base Act (DBA). Its purpose is to provide compensation for injury, disability, or death to contracted employees working under this contract. It must be purchased in addition to any mandatory insurance required by local labor law. DBA insurance costs must be determined by the offerors and they should be included in the quote under Section B. The Government shall reimburse the cost based on provided receipts.

Trafficking in Persons: The CO mentioned the Combating Trafficking in Persons clause and stated that the United States Government holds a zero tolerance policy on trafficking in persons issues and it is the contractor’s responsibility to make sure their employees to do not engage in such activity.

Compliance with this policy will be strictly monitored by the Government during the course of this contract.

System for Award Management (SAM): All contractors are required to obtain a DUNS and Bradstreet number and register in the System for Award Management at www.sam.gov upon winning the contract award. The registration is free of charge.

Statement of Work (SOW): The Housing Inspectors went through all details provided under the SOW.

They summarized the Government requirements for quality work and use of materials in accordance with provided specifications. They described the inspection process and which procedures are to be documented on the checklist sheets and reports provided in Exhibit 4.

At the end of the conference the Contracting Officer reminded attendees that the deadline for submission of offers is May 7, 2018 at 16:00 local time and no offers shall be accepted after this time.

Instructions are found in Section L and M.

Questions:

The attached questions were asked during the conference or prior to the conference.

Conclusion:

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

Joel Dylhoff Contracting Officer

Enclosure: Questions and Answers http://www.sam.gov/

Q.1. Could the invoices, issued by Polish companies, be paid in U.S. dollars?

A.1. Section B, paragraph B.3.2 states that only U.S. firms are eligible to be paid in U.S. dollars. Local firms shall submit their invoices in local currency and shall be paid in local currency.

Q.2. May we obtain VAT exemption for materials imported from the U.S. under this contract?

A.2. On the basis of an international agreement between the US Government and Polish Government and local regulations, the exemption from VAT is only possible for the Embassy as a Diplomatic Mission. In order to obtain VAT exemption, goods would have to be transferred over to the Embassy and would become property of the U.S. Government. The invoice and all transport documents would have to be issued for the American Embassy.

Q.3. Please provide a list of US insurance companies for the DBA Insurance arrangement.

A.3. Section L. first paragraph, the offeror may obtain DBA insurance directly from any Department of Labor approved providers. The list of providers is available on website:

http://www.dol.gov/owcp/dlhwc/lscarrier.htm Information regarding DBA Insurance Information is available at: https://www.dol.gov/owcp/dlhwc/lsdba.htm Because the policy is issued directly to a particular company, the company must contact the insurer himself and provide all required data necessary to receive such a policy.

Q.4. May we change prices based on inflation factor?

A.4. Please refer to Section I. FAR clause 52.232-5, which states The contractor will be paid a fixed amount for services provided from award of the contract. It was explained during the proposal conference that the rates/prices in Section B are fully loaded, all-inclusive. After the contract is signed, no changes in price are authorized, as this contract is not a subject to any economic price adjustment.

Q.5. What are insurance requirements under this contract?

A.5. Please refer to Section H paragraph H.4. Insurance and Section I, FAR 52.228-3 Workers’ Compensation Insurance (Defense Base Act). The Contractor is required to provide general liability insurance, mandatory local insurance, and DBA insurance as described in the referenced sections and clauses.

http://www.dol.gov/owcp/dlhwc/lscarrier.htm https://www.dol.gov/owcp/dlhwc/lsdba.htm