MINUTES FROM SITE VISIT AND PRE QUOTATION CONFERENCE.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM SITE VISIT AND PRE-QUOTATION CONFERENCE

JULY 18, 2023

RFQ No. 19RP3823Q0229

SUPPLY AND INSTALLATION OF OFFICE FURNITURE FOR MRSS OFFICE SPACE

Introduction Procurement Agents welcomed all attendees and introduced the representative from Manila Regional Support Service Office (MRSS) Mr. Shiraz Wahaj.

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 1449 cover sheet

- Deadline of submission of offers: September 8, 2023(refer to block 8), no later than

4:00pm, No offers will be accepted after 4:00pm.

- EMAIL SUBMISSIONS please make sure that file size should not exceed 10MB at

ManilaContracting@state.gov.

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

2) Section 1. PRICE

- This is firm-fixed price contract and shall include all labor, materials, insurance (see FAR

52.228-4 and 52.228-5), overhead, and profit.

** The Price offers 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.

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

- Only U.S. firms are eligible to submit in US dollars and payments will be made U.S. dollars.

- Validity of offers providing less than 30 calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

- VAT is not applicable to this contract. The U.S. Embassy has a tax exemption certificate from the host government.

3) Section 2, SCOPE OF WORK

- The Contractor shall delivery and install no later than 150 calendar days after contract award.

- Delivery shall be made between the hours of 8:00 am to 4:00 pm; Mondays through Fridays excluding Philippine and American Holidays.

- Certifications: Manufacturer must provide BIFMA and Green Guard certifications in order to be eligible for contract award.

- Warranty Terms: The furniture shall be free from defects in material and workmanship and have a minimum 5 year warranty. Warranty must be valid in the Philippines.

4) ATTACHMENTS

- Attachment I Breakdown of Price by Item Specifications

- Attachment II Office Furniture CAD Layout

5) Section 2, 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.

- 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE

The COR for this contract is the MRSS 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 – Offerors are encouraged to register and keep their SAM Registration ACTIVE. Free of charge. Contractor should have an active registration at the time their offer is submitted.

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

- 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:

https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1051105 https://www.acquisition.gov/content/part-28-bonds-and-insurance#i1087897 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

• 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.

6) Section 3, SOLICITATION PROVISIONS

- Each proposal must consist of the following in separate volumes

Volume I: Standard Form (SF) 1149, Section 1 Price, Attachment I- Breakdown of Price by Item Specifications, all of Section 5, Proof of SAM Registration and UEI number.

Volume II:

Business Management/Technical Proposal.

Electronic submissions are allowed.

- 52.204-7 SYSTEM FOR AWARD MANAGEMENT (SAM),

(Your offer may be ineligible for award without proof of registration in SAM).

• To register in SAM please go to https://www.sam.gov/SAM/ 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

7) Section 4. EVALUATION FACTORS

- To be acceptable and eligible for evaluation, quotation must be prepared following Section 3.

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

https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA https://www.sam.gov/SAM/ http://manila.usembassy.gov/business_opportunities.html http://fedgov.dnb.com/webform http://www.dlis.dla.mil/Forms/Form_AC135.asp

- The U.S. Government reserves the right to conduct a random ocular inspection as part of the evaluation process.

8) Section 5, 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 50-54.

9) 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. Contractor should have an active registration at the time their offer is submitted.

- 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 August 22, 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.

o It is anticipated that there will be an amendment for changes in drawings and scope of work.

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.