23Q0033-PreProposalMinutes Review r.docx

United States Department of State Washington, DC 20521 US Embassy Republic of Panama

April 27, 2023

Dear Prospective Quoters:

SUBJECT: Meeting Minutes and Q&A from the Pre-Proposal Conference for Solicitation Number 19PM0723Q0033 – Cellphone and Data Services

Introduction

This meeting was conducted virtually on Wednesday, April 26, 2023 by the Contracting Officer (CO), Timothy Carpenter who welcomed all attendees and introduced the Information Systems Officer – Paul Fano; the Information Management Specialist – Stephanie Quiñones; the Telecommunications Supervisor and COR – Robinson Urriola and the Procurement Representatives - Malena Dawson & Aranza Gutierrez.

Discussion of the Solicitation Package

In addition, the following information from the solicitation were discussed:

· Solicitation Due Date and Time:

· 3:00 pm (local time) on Thursday, May 25, 2023.

· Late quotes will not be accepted beyond the deadline noted in solicitation.

· Instructions, Conditions and Notices to Offerors:

· Submission of quotations:

· Filled Standard Form 1449.

· Price information in section 1.

· Additional information required in section 3.

· Filled Representations and Certifications in section 5. Proof of SAM Registration

· Completed IRS Form W-14, found at www.irs.gov/w14

· CYBERSECURITY SUPPLY CHAIN RISK MANAGEMENT (C-

SCRM) C-SCRM Questionnaire and C-SCRM Software Producer Attestation Form

· Evaluation Factors for Award:

· Will be performed by comparing each offer to directly to one another to determine which provides the best value to the Department utilizing technical, past performance criteria and price. This will NOT be a low price technically acceptable or trade-off process. (Refer to Section 4 – Page 44).

19PM0723Q0033 Pre-Proposal Conference Minutes

· Pricing Schedule (Base year and Option years):

· The option year rates must be in the offer. No changes will be made after the contract is signed.

· Clause 52.217-9 Option to Extend the Term of the Contract:

· Allows the exercise of options to be the choice of the U.S. Government, not the contractor (Refer to Section 2 – Page 33).

· Performance Period:

· The contract will consist of a twelve-month base period with two one year option periods.

· Contract Type:

o IDIQ – with Task Orders, fixed unit prices.

· Performance Work Statement:

o Offerors must indicate how can they meet the requirements for each bullet. (Refer to Section 1, pages 7-13).

· Wi-Fi Calling (voice over wi-fi)

· Types of plans

· Cellphone reception at COPEG (Pacora) offices

· Questions and Answers

· All questions must be submitted in written form no later than 3:00 pm (local time) on Thursday, April 27, 2023.

The following information was also highlighted:

· Reference FAR 52.222-50, Combating Trafficking in Persons and the Contractors responsibility to prevent such activities from occurring.

· Offerors were reminded that registration in System for Award Management (SAM) was required at the time their offer or quotation is submitted. Offerors were recommended to start their registration process as soon as possible (if they have not done it).

· NDAA 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment was also discussed. Clause FAR 52.204-25 in Section 2 was highlighted. And the need to provide the offeror representation to the provisions 52.204-24 (page 30 & 31) and 52.204-26 (page 32) in Section 5. Reenforcing the need of the offerors requirement to certify:

· That they will or will not provide covered telecommunications equipment or services to the Government.

· Whether they do or do not use covered telecommunications equipment or services that uses covered telecommunications equipment or services

· The attendees were reminded ATTACHMENT 1 - CYBERSECURITY SUPPLY CHAIN RISK MANAGEMENT (C- SCRM) SOFTWARE PRODUCER ATTESTATION FORM, needed to be completed with the C-SCRM Questionnaire Worksheet, and the Software Producer Attestation worksheet. Instructions were also discussed on how to complete the forms.

Questions and Answers

Attached as an enclosure to these minutes are the questions asked and the Government’s responses.

Conclusion

The Pre-Proposal conference concluded, and attendees were thanked for their presence and expression of interest in serving the U.S. Government.

Sincerely, Timothy Carpenter Contracting Officer Enclosures: Questions and Answers image1.jpg image2.png