MINUTES FROM PRE QUOTATION CONFERENCE AND SITE VISIT_19RP3824Q0155.pdf

SBU ‐ CONTRACTING AND ACQUISITIONS

MINUTES FROM PRE‐QUOTATION CONFERENCE AND SITE VISIT

JULY 19, 2024, 8:00 AM

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

19RP3824Q0155 – PROPOSED CDC OFFICE EXPANSION NOX 3

19RP3824Q0156 –REFURBISHMENT OF ROOMS AT GROUND FLOOR, VA BUILDING

Introduction Procurement Agent welcomed all attendees and introduced the representatives from Facility Management (FAC).

I. DISCUSSION OF THE SOLICITATION PACKAGE

1) SF 1442 cover sheet ‐ Complete blocks 14 through 20c and 30a‐30c.

‐ Block 13: Deadline of submission of offers: August 2, 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 4 ‐ 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 5 In case of differences between small and large‐scale drawings, the latter will govern.

4) Section C. PACKAGING AND MARKING, page 6 Instructions are provided if items or materials need to come into the country duty free.

SBU - CONTRACTING AND ACQUISITIONS

5) Section D. INSPECTION AND ACCEPTANCE, pages 7‐8 ‐ 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 9‐11 ‐ The entire work must be completed and ready for use not later than:

*19RP3824Q0155 – 65 working days after issuance of the Notice to Proceed.

*19RP3824Q0156 – 40 working days after issuance of the Notice to Proceed.

‐ LIQUIDATED DAMAGES, page 6 –

* 19RP3824Q0155‐ Php 12,600.00 for each calendar day of delay *19RP3824Q0156‐ Php 14,160.00 for each calendar day of delay

‐ NOTICE to PROCEED, page 10 – 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 11

* 19RP3824Q0155‐ 7:30 am – 4:30 pm, from Mondays to Fridays excluding Philippine and American holidays.

*19RP3824Q0156‐ 3:30 pm – 12:30 am, from Mondays to Fridays excluding Philippine and American holidays.

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 – Engineering 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 13 – 50% of the contract price ‐ Insurance, page 14: in USD or equivalent in local currency

* 19RP3824Q0155

o Bodily injury‐ $2,558.85 per occurrence; $4,264.76 cumulative o Property damage‐ $2,558.85 per occurrence; $4,264.76 cumulative

*19RP3824Q0156

o Bodily injury‐ $853.97 per occurrence; $1,707.80 cumulative o Property damage‐ $1,707.80 per occurrence; $5,123.39 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.

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, 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 22‐24)

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.

o 52.232‐33 Payment by Electronic Funds Transfer‐System for Award Management, page 29 – 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.

o 52.211‐6 Brand Name or Equal, page 31 – Offeror must prove that offers of “equal” products, including “equal” products of the manufacturer must meet the salient physical, functional, or performance characteristics specified in the solicitation.

o 652.242‐73 Authorization and Performance, page 35

10) Section I, LIST OF ATTACHMENTS *19RP3824Q0155 Attachment 6 – SCOPE OF WORK – page 43 ‐ As discussed by COR *19RP3824Q0156 Attachment 6 – SCOPE OF WORK – page 42 ‐ As discussed by COR

11) Section J. Quotation Information ‐ 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.

‐ SITE VISIT

*19RP3824Q0155 page 49 *19RP3824Q0156 page 48

Site visits serve as an opportunity for offerors to gain firsthand knowledge of the project site, its surroundings, and any existing conditions that may impact construction activities.

Mandatory. Acceptance of any offer is contingent upon compulsory attendance of the site visit. Failure to attend the site visit will result in proposal rejection.

Taking photos is not allowed during the site visit. Offerors are urged and expected to inspect the site where the work will be performed.

‐ MAGNITUDE OF CONSTRUCTION PROJECT

*19RP3824Q0155 page 49 *19RP3824Q0156 page 48

It is anticipated that the range in price of this contract will be: between $25,000 and $100,000.

‐ LATE QUOTATIONS:

*19RP3824Q0155 page 49 *19RP3824Q0156 page 48

Late quotations shall be handled in accordance with the FAR 52.214‐7.

‐ 52.204‐7 SYSTEM FOR AWARD MANAGEMENT (SAM)

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.

12) Section K. EVALUATION CRITERIA

*19RP3824Q0155 page 51 *19RP3824Q0156 page 50

‐ 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 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 52‐62

*19RP3824Q0155 pages 52‐62 *19RP3824Q0156 pages 51‐61

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

‐ 19RP3824Q0155 NDAA: 52.204‐24 and 52.204‐26 under pages 57‐60 ‐ 19RP3824Q0156 NDAA: 52.204‐24 and 52.204‐26 under pages 56‐59

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 part of the 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 July 23, 2024, no later than 4pm (Philippine local time) and must be sent to ManilaContracting@state.gov. No additional questions will be accepted after July 23, 2024, 4PM (Philippine local time).

‐ Deadline of submission of offers: August 2, 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.