MINUTES OF THE MEETING_19RP3824Q0176.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM PRE-PROPOSAL CONFERENCE

AUGUST 14, 2024

RFQ: 19RP3824Q0176

AIR POUCH HANDLING SERVICES FOR INCOMING INTERNATIONAL DIPLOMATIC POUCH

Introduction

The Contracting Officer welcomed all attendees and introduced representatives from Contracting & Procurement (C&P) and Diplomatic Technology (DT)- Mailroom.

1) SF 1449 cover sheet

- Deadline of submission of offers: 4 September 2024 (refer to block 8), no later than 4:00pm,

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

- EMAIL SUBMISSIONS are acceptable.

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

2) Section 1 – The Schedule, Prices

Subsection 1 Performance Work Statement

- Indefinite-Delivery, Indefinite-Quantity type of Contract under which firm fixed price delivery orders may be placed. Order will be placed by the designated ordering official, the Contracting Officer

- The quantities of supplies and services specified in this schedule are estimates only and are not guaranteed by this contract.

- For each year of the contract, the U.S. Government guarantees a minimum order of P500.00. The maximum amount of pick-up and shipping services each year of this contract will not exceed the total estimated amount under Item No. 5, 5.A, 5.B, 5C and 5D.

Subsection 2 Period of Performance

- After contract award and submission of acceptable insurance certificates, the CO shall issue a Notice of Award. The Notice of Award will establish a date (minimum 10 days from date of Contract award unless the Contractor agrees to an earlier date) on which performance will start.

- The contract will be for a one-year period from the date of the contract award, with three (3) one-year options.

Subsection 3 Pricing

- After contract award and submission of acceptable insurance certificates, the CO shall issue a Notice of Award. The Notice of Award will establish a date (minimum 10 days from date of Contract award unless the Contractor agrees to an earlier date) on which performance will start.

- The contract will be for a one-year period from the date of the contract award, with three (3) one-year options.

Subsections 5. Pricing Schedule (Base Year, Option Years and Total Prices)

Subsection 7 Invoices and Payment

- Individual invoices shall be submitted for each order, accompanied by the task order and other supporting documents.

- Invoices shall be submitted thru email at MNLFMCDBO@state.gov

Subsection 11 Insurance

- 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 amount of insurance described under Section a. comprehensive General Liability are minimum requirements only and does not preclude the contractor in obtaining a higher amount.

a. Comprehensive General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

1. Bodily Injury on or off site stated in U.S. dollars:

Per Occurrence $ 1,713.94 or equivalent in local currency

Cumulative $ 8,569.71 or equivalent in local currency

2. Property Damage on or off site stated in U.S. dollars:

Per Occurrence $ 1,713.94 or equivalent in local currency

Cumulative $ 8,569.71 or equivalent in local currency

Subsection 13 Permits

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

mailto:MNLFMCDBO@state.gov

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

3) Attachment 1 – Performance Work Statement Continuation (pages 19-30)

- The scope of work was discussed by DT- Mailroom representative

- If clarifications regarding the scope of work, under Attachment 1 are needed, questions must be submitted in writing.

- An amendment will be issued and posted to the SAM.gov.

4) Section 2 – Contract 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 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.

- The COR for this contract is the Mailroom Supervisor. 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.

NOTE: There are companies that offer services to assist in registering or renewing SAM registrations for a fee. Although it is ultimately your prerogative if you decide to go through them, offerors were reminded that SAM registration is free of charge.

- 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.

- FAR 652.242-73 Authorization and Performance, Offeror warrants that it is authorized to operate or do business in the Philippines, has licenses and permits required to perform the contract and shall fully comply with the laws and regulations of the Philippines during performance of the contract. If a https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1051105 https://www.acquisition.gov/content/part-28-bonds-and-insurance#i1087897 subcontractor or joint venture partner will perform the work, they too should agree to the requirements mentioned.

- 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 highlight 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.

5) Section 3 – Solicitation Provisions

- All offers must be segregated in volumes as required under Section 3.A

- Volume I - SF1449, Section 1 and Section 5 and W14

- Volume II

- FAR52.204-7, System for Award Management> Contractor should have an active registration to be eligible for award.

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

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

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

6) Section 4 – Evaluation Factors

- Criteria by which the USG will evaluate offers. The USG intends to award to the lowest priced, technically acceptable offer.

- Proposals which do not conform to the solicitation requirements may be eliminated at the USG’s discretion.

7) Section 5 – Representations and Certifications (55-83)

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

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 http://www.sam.gov/

8) Questions

− All questions must be in writing. Deadline of submission for questions is on 19 August 2024, 1:00 PM (Philippine local time)

− Oral answers during the pre-quotation conference are not binding unless provided in writing by the Contracting Officer.

− If answers to questions necessitate a change in the solicitation, an amendment will be issued. If not, a general Questions and Answers will be posted on the Embassy website.

9) Reminders

− Deadline for submission of quotations is on 4 September 2024 no later than 4:00 PM (Philippine local time)

− Changes discussed (if any) shall not be binding unless an amendment to the solicitation is issued by the Contracting Officer.

− Updates on the solicitation will be posted on SAM.gov. Ensure to check the website regularly.

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.

➢ 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

➢ 52.204-26 Covered Telecommunications Equipment or Services Representation

➢ 52.212-3 Offeror Representations and Certifications – Commercial Products and

Commercial Services