Minutes from Pre-Quotation Conference_19RP3822Q0105 TMC.pdf

SBU - CONTRACTING AND ACQUISITIONS SBU - CONTRACTING AND ACQUISITIONS

Minutes from Pre- Quotation Conference October 13, 2022

RFQ: 19RP3822Q0105

TRAVEL MANAGEMENT SERVICES FOR U.S. EMBASSY MANILA

Introduction

The Contracting & Procurement Supervisor welcomed all attendees and introduced representatives from the Contracting & Procurement Section (C&P) and Customer Care Center/Travel.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1) SF 1449 cover sheet

‐ Deadline of submission of offers: October 27, 2022 (refer to block 8), no later than 4:00pm, No offers will be accepted after 4:00pm.

‐ EMAIL SUBMISSIONS will be accepted.

‐ Fill out page 2, blocks 12, 17, 19-24, and 30 a-c as appropriate

2) Section 1 – The Schedule, Prices (page 2-4)

Subsection I. Description ‐ The Contractor shall provide travel management service to the US Embassy Manila.

‐ This is requirements type of contract for all travel management services under Section 1, paragraph 27.0 ‐ The Contract will be for a one (1) year period from the date of the contract award, with four (4) one year option to renew.

** it is the unilateral right of the US government to exercise the option years.

*** Option years may not be exercised due to lack of funding, poor vendor performance and the need for the requirement no longer exists.

Subsection 2. Transaction Fee and Commission Refund Process ‐ Transaction Fee – The Government shall pay the Contractor a transaction fee based on a fixed rate per transaction. Under Pricing 2.3 ‐ VAT is not applicable to this contract. The U.S. Embassy has a tax exemption certificate from the host government ‐ Under 2.3 (b) Pricing Schedule

**Offerors are requested to complete the table based on their offer.

** All Pricing is per Transactions and in US Dollars ** The transaction fees 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 due to fluctuations in currency exchange rates.

*** During the contract period, the U.S. Government guarantee minimum for the entire contract is 20 transactions. The contract maximum for base and all option years is 7,116 transactions.

3) Description/Specifications/Work Statement (pages 6-45)

- Discussion c/o C3/TRAVEL

‐ 13.0 Hours of Service o The Contractor shall provide service Monday through Friday during 7:30 am to

4:30 pm.

o The Contractor shall provide emergency services outside regular working hours through a 24-hour, toll-free phone number, available to all Government travelers.

‐ 22.0 Insurance Subsection o The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this contract, whatever insurance is legally necessary.

The Contractor shall procure and maintain during the entire period of performance under this contract the following minimum insurance:

‐ 24.0 Permits o The Contractor shall obtain all permits, licenses and appointments required for the prosecution of work (at no cost to the USG).

o The Contractor shall provide evidence of possession or status of application for such permits, licenses, and appointments to the Contracting Officer with its proposal.

4) Section 2 – Contract Clauses (pages 46-69)

‐ Contract clauses are incorporated by reference or full text and forms part of the contract.

The clauses can be accessed electronically at the website provided under Section 2, Addendum to Contract Clauses. If the Contractor is unable to access the sites, the Contractor may request the Contracting Office for a full text copy in writing, and a copy shall be provided.

‐ 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE

The COR for this contract is the Customer Care Center Director. The COR is not authorized to issue changes or direct to the Contractor to perform work outside of the scope of the contract. Only the CO has the authority to issue a change or changes to the contract terms and conditions through contract modification(s).

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

‐ FAR52.204-7, System for Award Management - Contractor should have an active registration at the time their offer is submitted.

** Free of Charge**

‐ FAR 52.228-4 DBA insurance, in accordance with FAR 28.305 , US Embassy Manila has an active waiver. Although contractors are encouraged to review and read this clause.

‐ FAR 29.402-3 Tax on Certain Foreign Procurement Payments (Zadroga Act) PIB

2020-05., The James Zadroga 9/11 Health and Compensation Act of 2010 applies to all federal contracts awarded to foreign persons or companies over the Simplified Acquisition Threshold (SAT). This Act imposes a 2% Tax on the amount of payment for each payment. Unless the exceptions in FAR 29.402-3 apply. If an exception does apply, then you will need to highlight the requirement to fill out Internal Revenue Service Form W- 14 and the form is required with their offer and every invoice. Under Section 5 clause 52.229-12 and the provision FAR 52.229-11.

‐ Statue NDAA 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment. Please review FAR 4.21 and clause FAR 52.204-25 in Section 2 and the provision 52.204-24 in Section 5 and 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

If the offeror does not comply with representations and certification (either in their offer or in SAM), the offer is considered non-responsive. The CO may remove the offer from consideration for award per FAR 4.2103. If the Offeror represents that it does use the prohibited technology or services, it is only eligible for award if a narrow exception applies or if a waiver is obtained.

‐ 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

If funds are not presently available for performance under this contract beyond September 30 of the current calendar year. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30 of the current calendar year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

‐ 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

The Government may extend the term of this contract by written notice to the Contractor within the performance period of the contract or within 30 days after funds for the option year become available, whichever is later.

The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years

5. Section 3 – Solicitation Provisions (pages 70-74)

‐ SF1449, Section 1 and Section 5 ‐ FAR52.204-7, System for Award Management. Contractor should have an active registration to be eligible for award.

‐ Please ensure to make it as a checklist and respond to each requirement.

6. Section 4 – Evaluation Factors (page 75-26)

‐ Criteria by which the USG will evaluate offers. The USG intends to award to the lowest transaction fees, as determined by the procedures outlines in paragraph 3.0.

‐ The quoter shall submit a completed solicitation, including Sections 1 and 5.

‐ Proposals which do not conform to the solicitation requirements may be eliminated at the

USG’s discretion.

‐ The Government reserves the right to reject proposals that are unreasonably low or high in price.

7. Section 5 – Representations and Certifications (pages 78-91)

- Fill out only those that are applicable and indicate N/A for item that does not apply.

- NDAA page 78-79 and page 81

- Tax on Certain Foreign Procurements- page 88-90.

8. Questions

Questions received prior to this conference

1. Is it mandatory and required to attend the pre-proposal conference in order for a proposal to be considered? I reside in US and traveling to Manila would be a quiet of travel.

2. Will it be possible to schedule us another date for the pre-quotation conference at the site after a week of our arrival?

* *Kindly check the response of the first set of Q&A on SAM.gov.

***All questions must be in writing no later than October 14, 2022, 12:00NN.

Conclusion

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

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.