MINUTES OF CONFERENCE AND SITE VISIT_19RP3824Q0124.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM THE PRE-QUOTATION CONFERENCE AND SITE VISIT

JUNE 25, 2024, 8:00 AM

RFQ No. 19RP3824Q0124

REPAIR WORKS AT 2A NORTH PPT

Introduction The Contracting Officer welcomed all attendees while Procurement Agent, Kris Alcantara, introduced the other representatives from Contracting and Procurement (C&P) and Facility Management (FAC).

I. 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

- Block 13: Deadline of submission of offers: July 12, 2024, 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, page 3

- 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, page 4

4) Section C. PACKAGING AND MARKING, page 5 mailto:ManilaContracting@state.gov

5) Section D. INSPECTION AND ACCEPTANCE, pages 6-7

- 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 – pages 8-11

- The entire work must be completed and ready for use not later than 100 working days after issuance of the Notice to Proceed.

- LIQUIDATED DAMAGES, page 8 – Php 15,656.00 for each calendar day of delay

- NOTICE to PROCEED, page 9 – will be issued after receiving and accepting of evidence of any bonds or insurance. Only the Contracting Officer is authorized to issue the Notice to Proceed.

- WORKING HOURS, page 10 – 7:30H – 16:30H, from Monday to Friday except on Philippine holidays. Noisy works from 10:00AM to 4:00 PM as per guidelines from PPT.

Other hours, if requested by the Contractor, may be approved by the Contracting Officer’s Representative (COR).

7) Section F. ADMINISTRATIVE DATA – page 12 652.242-70 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 – pages 13-17

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

- Insurance, page 11: in USD or equivalent in local currency o Bodily injury- $865.00 per occurrence; $1,730.00 cumulative o Property damage- $865.00 per occurrence; $1,730.00 cumulative

- Laws and Regulations, page 15 o The Contractor shall comply 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, page 16 – There are some materials which mentions a brand. Please note that you may provide equivalent model/brand and will be subject for approval or rejection.

mailto:MNLFMCDBO@state.gov

9) Section H, CLAUSES – pages 18-34

- 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 52.204-13 System for Award Management Maintenance, page 18 The Contractor shall maintain registration in SAM during contract performance and through final payment of any contract.

- FAR 52.222-50 Combating Trafficking in Persons, page 19. 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.

- FAR 52.204-25 Statute NDAA 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment, (pages 21-24)

The offerors are required 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, page 28 – Payments will be made by Electronic Funds Transfer so the Contractor must ensure the correct EFT payment information is provided in SAM or the designated disbursement office.

- 52.211-6 Brand Name or Equal, page 30 – Offeror must prove that the salient physical, functional, or performance characteristics specified in the solicitation.

- 652.242-73 Authorization and Performance, page 34 https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA

10) Section I, LIST OF ATTACHMENTS – pages 35-42

• Attachment 6 – SCOPE OF WORK – page 41 - As discussed by COR

11) Section J. Quotation Information – pages 43- 48

- Each proposal must consist of the following in separate volumes:

Volume I:

▪ Standard Form 1442

▪ Section A (PRICING) (indicate currency)

▪ Section L (REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS)

▪ Completed Attachment 4, "BREAKDOWN OF PROPOSAL PRICE BY DIVISIONS OF

SPECIFICATIONS

▪ Proof of SAM Registration and UEI number Volume II:

▪ Performance schedule in the form of a "bar chart" and

▪ Business Management/Technical Proposal o Under the Business Management/technical proposal please make it as your checklist and ensure that each item is addressed.

- Electronic submissions are allowed. Offers must be emailed to ManilaContracting@state.gov in 2 separate file folders indicating Volume I and Volume

2. Kindly follow the submission specific size and format not to exceed 10MB per file.

- 52.204-7 SYSTEM FOR AWARD MANAGEMENT (SAM) - page 47

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

▪ Your offer may be ineligible from further consideration without proof of registration in SAM.

▪ To register in SAM please go to www.sam.gov

▪ SAM registration is FREE OF CHARGE. There are companies that offer services to assist contractors in registering or renewing your SAM registration for a fee.

Although it is ultimately the contractor’s prerogative if they decide to go through them, please be reminded that SAM registration is free of charge.

- MAGNITUDE OF CONSTRUCTION PROJECT - page 47

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

- LATE QUOTATIONS - page 47: Late quotations shall be handled in accordance with the

FAR 52.214-7.

12) Section K. EVALUATION CRITERIA – page 49

- 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.

http://www.sam.gov/

- Acceptability will be determined by assessing the offeror’s compliance with the terms of the RFQ and attendance to the site visit.

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

13) Section L, REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF

OFFERORS OR QUOTERS - pages 50-60

- 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 55-58

14) Reminders:

- QUESTIONS – must be submitted in writing so that written answers can be provided.

Note: indicate specific section, subsection, paragraph no. in listing questions.

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.

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

Deadline of submission of questions is on June 27, 2024, no later than 4pm (Philippine local time) and must be sent to ManilaContracting@state.gov. No additional questions will be accepted after June 27, 2024, 4PM (Philippine local time)

- Deadline of submission of offers: July 12, 2024, no later than 4:00pm (Philippine local time). No offers will be accepted after 4:00pm.

- Submit required Volumes I and II.

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

- Offerors are encouraged to check the SAM.gov website regularly.

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

Contracting Officer.

II. SITE VISIT

All attendees were shown the site and were given the opportunity to familiarize themselves with the area.

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