24Q0070_PreproposalMinutes.pdf

United States

Department of State Washington, DC 20521

Panama, Republic of Panama September 6th, 2024

Dear Prospective Offeror:

SUBJECT: Minutes from the site-visit of Tuesday September 3rd, 2024, at 10: 00a.m at New

Embassy Compound – Panama City.

Solicitation Number 19PM0724Q0070 – Chancery Building New Office Furniture.

Introduction

All attendees were welcomed, and the U.S. Embassy representatives were introduced.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

• Solicitation Due Date and Time:

o 12:00p.m., Friday, September 13th, 2024 o No proposals will be accepted after this time.

• Instructions, Conditions and Notices to Offerors:

o Section 3 – Solicitation Provisions (page 22)

• Evaluation Factors for Award:

o Section 4 – Evaluation Factors (page 26)

• Questions and Answers o If there are any questions regarding this solicitation, please submit them in writing by email to: pnmprocreq@state.gov no later than COB September 4th, 2024.

o All questions and answers will be published at SAM.gov webpage.

• Questions did during the Site Visit

▪ Plans in .dwg could be available?

• DOS answer: Once the awardee was selected .dwg plans with no SBU information will be share.

▪ ALL furniture must comply with the Electrical In-Built, UL and NFPA 70. All wires must be capable to work with three circuits.

19PM0724Q0070 – Chancery Building New Office Furniture Site-Visit Minutes

▪ Who will be responsible for data wire installation and connections?

• DOS answer: U.S. Embassy Panama City personnel will be responsible for data wire installation and connections.

▪ Are the underdesk cabinets structural part of desk?

• DOS answer: Those Cabinets shall be attachable and have the dimensions to keep it bellow desk without problems, option would be revised during the technical evaluation part.

▪ Layout measure have tolerances?

• DOS answer: No but could be included if previously the offeror evaluates that any change in sizes impacts the minimum safety requirements to egress the building.

▪ What is the current panel height?

• DOS answer: Panels height is 72 inches.

▪ What about the color’s pallet?

• DOS answer: According to Attachment A 3.4.12. Furniture color Scheme:

Provide color options that will go with the color scheme within the building. Final decision of color options will be made at time of award from COR. Cubicle panels shall be fabric from bottom to top.

▪ Offerors must consider 1 to 2 days windows for carpet change. This carpet change will be performed by the U.S. Embassy Panama City personnel.

▪ Electric test will be performed according to the project progresses.

▪ The uninstalled furniture must be carefully packed and placed in a place designated by the embassy staff who will oversee its removal.

▪ The cubicles designated with counters must keep same height.

▪ Vinyl floor in FAC will be change to carpet?

• DOS answer: Yes.

▪ Option for electric adjustable height desk in FAC Office was requested by the FM.

• Other questions received by email

▪ The origin of any element may or may not be from China?

• DOS answer: USA preferred, but manufacturing in other places is allowed if it complies with the minimum requirements of each item, with the FAR Provisions and Clauses and the listed requirements in the specifications.

Please refer to FAR Clause 52.225-5 which applies to this Solicitation (See Amendment #0001), provision 52.212-3 (g)(4).

▪ On the attached layout there are 4 position models that are not described or mentioned in the same way as the only two models requested, such as the supervisor position and the general workstation.

• DOS answer: Refer to Attachment A – pages 18 to 21.