MINUTES_PRE-QUOTATION_CONFERENCE_19RP3819Q0056.pdf

Minutes from Pre-Quotation Conference of July 25, 2018

RFQ No. 19RP3819Q0056

Gardening Services for Manila, Philippines

Introduction

The Procurement Agent welcomed all attendees, and introduced representatives from the

Contracting & Procurement Section and Facilities Management (FAC).

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

A) Section 1 – The Schedule

(1) SF-1449 cover sheet

- Fill out blocks 12,17,19-24 and 30 as appropriate

- Offer due date/local time: August 12, 2019 at 4pm, local time

- No offers will be accepted after 4pm.

- Electronic submissions will not be accepted.

- Offers must be submitted to the Contracting & Procurement Office, GSO

Building, Seafront Compound.

(2) Subsection 1 – Scope of Contract, p 2

(3) Subsection 2.1 – VAT, p 2

- VAT is not applicable to this contract

- VAT shall not be included in the firm fixed prices.

(4) Subsection 2.2 – 2.6, Prices, pp 2-4

- Price shall include all labor, materials, insurance, overhead and profit

- Firm fixed price. Prices are not subject to adjustments due to any escalation in the cost of materials, tools, equipment, fuel, transportation, labor or inflation rate, or because of the contractor’s failure to properly estimate or accurately predict the cost or difficulty of achieving the results required, or due to fluctuations in currency exchange rates.

- Standard Services – will be paid at a fixed price per month

- Perfomance Period: from the start date in the NTP and continuing for 12 months, with three (3) one-year options to renew. Includes any transition period authorized under the contract.

(5) Subsection 3 – Offers and Payment in U.S. Dollars, p 4

- Applies to U.S. firms only

- U.S. firms desiring to be paid in US dollars should submit offers in US dollars.

RFQ No. SRP38019Q0056

Gardening Services for Manila, Philippines

(4) Subsection 4 – Foreign Firms, p 4

- Any firm which is not a U.S. firm is a foreign firm.

- Foreign firms shall submit prices and receive payment in Philippine pesos.

B) Continuation to SF-1449

(1) Subsection 1 – Scope of Work, pp 5-15 (to be discussed by FAC representative)

(2) Subsection 2 – Working Hours, p 15

- Monday through Saturday, between 7am and 4pm (CH and SF Compounds)

- Monday through Saturday, between 730am and 430pm (CMR and DCR)

- Except Holidays (refer to Addendum in Section 2)

(3) Subsection 3 – Deliverables, p 16

(4) Subsection 4.0 – Personnel Requirements, pp 16-18

(5) Subsection 5 – Materials and Equipment, p 18-19

- Contractor is responsible for any additional materials and equipment beyond what is listed in Attachment 1 that may be necessary to perform services at no additional cost to the Government.

- Refer to Attachment 1 – Contractor-Furnished Property, pp 23-26

(a) The list is for suggestion purposes only

(b) Contractor shall be responsible for identifying the type to perform services required by the SOW at no additional cost to the Government

(c) Contractor shall not pass on the cost of uniforms to employees, but cost part of the quotation.

(6) Subsection 6 – Insurance, pp 18-19

- Refer to Subsection 6.2, General Liability, p 18

* bodily injury & property damage - $2.5k per occurrence, $12k cumulative ( or the equivalent in local currency)

- Refer to Subsection 6.7 Government as Additional Insured, p 19 = the General

Liability insurance required of the Contractor shall name “the United States of

America, acting by and through the Department of State,” as an additional insured with respect to operations performed under this contract.

- Evidence of insurance to be provided within 10 days from contract award

(7) Subsection 7 – Laws and Regulations, p 19

- The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

Gardening Services for Manila, Philippines

(8) Subsection 8 – Transition Plan, p 20

(10) Subsection 9 – Quality Assurance Plan, pp 20-21

(11) Subsection 10 – General Safety Responsibilities, pp 21-22

C) Attachment 1 – Contractor-Furnished Property, pp 23-26

D) Attachment 2 – RSO Biographic Data Form, p 27

E) Section 2 – Contract Clauses, pp 28-44

- 52.222-50 Combating Trafficking in Persons, p 30. USG has a zero tolerance policy. Every instance of trafficking will be examined and could result in termination of employees or subcontractors, suspension of contract payments or contract terminations.

- Payment: monthly, by electronic funds transfer, net 30 days.

- Observance of Legal Holidays and Administrative Leave, pp 40-41

- COR, p 41: Architectural Draftsman

F) Section 3 – Solicitation Provisions, pp 45-49

Electronic submissions are not allowed.

Each offer must consist of the following:

- Volume 1 (2 copies, original + 1 duplicate)

- Volume 2 (4 copies, original + 3 duplicates)

- 52.204-7 SYSTEM FOR AWARD MANAGEMENT (SAM), p 48 *Contractor should have an active registration to be eligible for award.

- To register in SAM please go to www.sam.gov or refer to the attached quick guide

- A video guide has also been provided in our website on the link below: http://manila.usembassy.gov/business_opportunities.html

- A Data Universal Numbering System (DUNS), and NATO

Commercial and Government Entity (NCAGE) Code are pre-requisites in obtaining a SAM registration.

Please refer to the links:

http://fedgov.dnb.com/webform http://www.dlis.dla.mil/Forms/Form_AC135.asp

G) Section 4 – Evaluation Factors, pp 50-51

The Government intends to award a contract to the lowest priced, technically acceptable offeror, who is a responsible contractor.

http://www.sam.gov/ http://manila.usembassy.gov/business_opportunities.html http://fedgov.dnb.com/webform http://www.dlis.dla.mil/Forms/Form_AC135.asp

Gardening Services for Manila, Philippines

H) Section 5 – Representations and Certifications, pp 52-66

Should fill up all portions. Put N/A if not applicable, but do not leave anything blank

J) QUESTIONS

Should be submitted in writing no later than July 29, 2019

Conclusion

All questions and answers, minutes of the meeting and amendments (if any) will be posted on

FedBizOps (FBO).

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