MINUTES_19RP3823Q0147_FOR POSTING.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM SITE VISIT AND PRE-QUOTATION CONFERENCE

JULY 18, 2023

*Unless otherwise stated, the following applies to the solicitations listed below:

19RP3823Q0149 – Repair Works for 9A Cameron Essensa 19RP3823Q0147 – Repair Works for 10A Cameron Essensa 19RP3823Q0168 – Repair Works for 2C North PPT

Introduction Procurement Agents welcomed all attendees and introduced the representatives from Facility Management (FAC), Site Visit All attendees were shown the site and were given the opportunity to familiarize themselves with the area.

Discussion of the Solicitation Package The following sections of the solicitation were highlighted:

1) SF 1442 cover sheet

- Complete blocks 14 through 20c and 30a-c

- Deadline of submission of offers: August 4, 2023, no later than 4:00pm (Philippine local time). No offers will be accepted after 4:00pm.

- EMAIL SUBMISSIONS will be accepted. Send to ManilaContracting@state.gov into 2 separate file folders indicating Volume 1 and Volume 2. File size must not exceed 10MB per email.

2) Section A. PRICE

- Firm Fixed Price. Shall include all labor, materials, all insurances (see FAR 52.228-4 and 52.228-5), overhead, and profit.

** Price is 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.

- Value Added Tax. VAT shall not be included in the price as it is not applicable to this contract. The US Government is exempt from payment of taxes.

- U.S. firms are eligible to be paid in US dollars and should submit their offers in U.S. dollars.

- Local/Foreign firms must submit prices in Philippines Pesos. Payments will also be made in

Philippine Pesos.

3) Section B, STATEMENT OF WORK

4) Section C, PACKAGING AND MARKING mailto:ManilaContracting@state.gov

5) Section D. INSPECTION AND ACCEPTANCE

- The Contracting Officer’s Representative or his/her authorized representatives will inspect the services from time to time to determine that the work being performed and the supplies furnished are satisfactory or acceptable.

6) Section E, DELIVERIES OR PERFORMANCE

- The entire work must be completed and ready for use not later than 90 working days after the issuance of the Notice to Proceed.

- LIQUIDATED DAMAGES – Php 12,921.76 for each calendar day of delay

- NOTICE to PROCEED – will be issued after receiving and accepting of evidence of insurance.

Only the Contracting Officer is authorized to issue the Notice to Proceed.

- WORKING HOURS

*19RP3823Q0149 – 8:00am – 5:00pm, from Mondays to Fridays excluding Philippine holidays. Other hours, if requested by the Contractor, may be approved by the Contracting Officer’s Representative (COR).

*19RP3823Q0147 – 8:00am – 5:00pm, from Mondays to Fridays excluding Philippine holidays. Other hours, if requested by the Contractor, may be approved by the Contracting Officer’s Representative (COR).

*19RP3823Q0168 – 8:30am – 5:30pm, from Mondays to Fridays excluding Philippine holidays. Other hours, if requested by the Contractor, may be approved by the Contracting Officer’s Representative (COR).

*19RP3823Q0168 – Noisy Works: 10:00am – 4:00pm as per guidelines from PPT Building Administration.

7) Section F. ADMINISTRATIVE DATA

652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE – Architectural Draftsman

- The COR is not authorized to issue changes or direct the Contractor to perform work outside the scope of the contract. Only the Contracting Officer or CO has the authority to issue a change or changes to the contract terms and conditions through contract modification(s)

- Payment: Requests for payment may be made no more frequently than monthly. 30 days EFT from receipt of correct invoice/billing statement.

- Invoices or billing statement must be submitted electronically to MNLFMCDBO@state.gov

8) Section G, SPECIAL CONTRACT REQUIREMENTS

- Performance & Payment Bonds, page 11 – 50% of the contract price

- Insurance, page 11: in USD or equivalent in local currency o Bodily injury- $900.00 per occurrence; $1,800.00 cumulative o Property damage- $900.00 per occurrence; $1,800.00 cumulative

- Laws and Regulations o Compliance with all laws, codes, ordinances, and regulations applicable to the performance of the work without additional expense to the U.S. Government o Compliance with all local labor laws, regulations, customs and practices pertaining to labor, safety and similar matters that is not inconsistent with the requirements of this contract

- Or-Equal Clause – For approval or rejection by the Contracting Officer mailto:MNLFMCDBO@state.gov

- Subcontractors and Suppliers – The U.S. Government reserves the right to review, approve or reject proposed subcontractors

9) Section H, CLAUSES

- 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 H, 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.

- 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.

- 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 H and the provision 52.204-24 in Section L 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.

- 52.232-33 Payment by Electronic Funds Transfer-System for Award Management

- 52.211-6 Brand Name or Equal – Offeror must prove that the salient physical, functional, or performance characteristics specified in the solicitation.

10) Section I, LIST OF ATTACHMENTS

11) Attachment 6 – SPECIFICATIONS – Discussed by the COR

12) Section J. Quotation Information

- Each proposal must consist of the following in separate volumes

Volume I:

o Standard Form 1442 o Section A (PRICING) https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989H0G40RF https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id1989I600I4C https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id1989I600I4C https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA o Section L (REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS) o Completed Attachment 4, "BREAKDOWN OF PROPOSAL PRICE BY DIVISIONS OF

SPECIFICATIONS

o Proof of SAM Registration and UEI number

Volume II :

o Performance schedule in the form of a "bar chart" and o Business Management/Technical Proposal

- Electronic submissions are allowed.

- 52.204-7 SYSTEM FOR AWARD MANAGEMENT (SAM)

An Offeror is required to be registered in SAM when submitting an offer or quotation, and shall continue to be registered until time of award, during performance, and through final payment of any contract.

- MAGNITUDE OF CONSTRUCTION PROJECT

It is anticipated that the range in price of this contract will be: between $100,000 and $250,000.

- LATE QUOTATIONS: Late quotations shall be handled in accordance with the FAR 52.214-7.

13) Section K. EVALUATION CRITERIA

- Criteria by which the USG will evaluate offers.

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

- Acceptability will be determined by assessing the offeror’s compliance with the terms of the RFQ.

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

14) Section L, REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS OR

QUOTERS

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

- NDAA: 52.204-24 and 52.204-26 under pages 53-56

15) Conclusion

- SAM registration is FREE OF CHARGE. There are companies that offer services to assist you in registering or renewing your SAM registration for a fee. Although it is ultimately your prerogative if you decide to go through them, please be reminded that SAM registration is free of charge.

- QUESTIONS – must be submitted in writing so that written answers can be provided. If answers to the questions will necessitate a change in the solicitation, an amendment will be issued. If not, it will be in the form of a general Questions and Answers.

Reference/Indicate the section of the solicitation where the question is based on.

Oral answers during this conference are not binding unless provided in writing by the Contracting Officer.

Deadline of submission of questions is on July 21, 2023 no later than 4pm (Philippine local time).

- REMINDERS

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

o Offerors are encouraged to check the website regularly.

o Submit the required volumes.

o Indicate currency on the offer.

o Any extension to the submission deadline shall be through an amendment issued by the

Contracting Officer.

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