MINUTES OF PRE-QUOTATION AND SITE VISIT_25Q0016.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM PRE-QUOTATION CONFERENCE AND SITE VISIT

8 JANUARY 2025

RFQ: 19RP3825Q0016

HVAC WATER TREATMENT SERVICES FOR U.S. EMBASSY PHILIPPINES

Introduction Procurement Agent, Kris Alcantara, welcomed all attendees 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 1449 cover sheet

- Deadline of submission of offers: 17 January 2025 (refer to block 8), no later than 4:00pm, No offers will be accepted after 4:00pm.

- EMAIL SUBMISSIONS will be accepted. Kindly follow the submission specific size and format not to exceed 10MB per file. (Also, refer to Invitation Letter)

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

2) Section 1 – The Schedule, Prices

Subsection I. Performance Work Statement (page 3)

- Firm fixed price contract for Water Treatment Services

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

Subsection II. Pricing (pages 3-8)

- The rates shall include all costs associated with providing HVAC water treatment services in accordance with the scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable).

- No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the Contractor’s failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

- Payment will be made in consideration of satisfactory performance of services required.

- FIRM-FIXED PRICE

A. Base Year B. Option Year 1 C. Option Year 2 D. Option Year 3 E. 52.217-8 OPTION TO EXTEND SERVICES (if exercised by the USG) F. Total for All Years

Subsection III. Value Added Tax (pages 8)

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

Subsection IV. Offers and Payments in U.S. Dollars (pages 8-9)

(1) U.S. firms are eligible to be paid in U.S. dollars. Applicable to U.S. firms

(2) Foreign Firms. Offers and payments in local currency for non-U.S./foreign firms

3) Continuation to SF-1449, Schedule of Supplies/Services, Block 20, Description/Specifications/Work Statement (pages 10-19)

- As discussed by FAC/COR

4) Attachment 1 – Statement of Work – HVAC Water Treatment System (page 20) – 11 pages

- As discussed by FAC/COR

5) Section 2 – Contract Clauses (pages 21-37)

- 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.

FAR 52.222-50 Combating Trafficking in Persons, page 23. 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.

52.232-33 Payment by Electronic Funds Transfer-System for Award Management, page 24 – 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.

FAR52.204-13, System for Award Management Maintenance, page 31 The Contractor shall maintain registration in SAM during contract performance and through final payment of any contract.

FAR 52.228-4, page 31 - DBA insurance, in accordance with FAR 28.305 and PIB 2017-04 also, US Embassy Manila has an active waiver. Although contractors are encouraged to review and read this clause.

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://usdos.sharepoint.com/sites/A-OPE/PD/Lists/PIBs/PIBs.aspx

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, (page 31)

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.

FAR 52.217-8 OPTION TO EXTEND SERVICES (page 32) ⮚ Unilateral right of the government and shall not exceed 6 months.

⮚ Refer to Paragraph II.E (pages 7-8)

FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (page 32) ⮚ Unilateral right of the government and shall not exceed 4 years.

652.232-70 Payment Schedule and Invoice Submission, page 34 Monthly invoices and service report shall be submitted via email at MNLFMCDBO@state.gov.

Payment via electronic funds transfer within 30 days from receipt of correct invoice.

652.242-70 Contracting Officer’s Representative, page 36 The COR for this contract is the Building Engineer 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).

652.242-73 Authorization and Performance, pages 36-37

6) Section 3 – Solicitation Provisions (pages 38-42)

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

- Volume I –

• SF1449 cover page (blocks 12, 17, 19-24 and 30 as appropriate)

• Section 1, PRICING

• Section 5, REPRESENTATIONS AND CERTIFICATIONS https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA mailto:MNLFMCDBO@state.gov

• The offeror shall provide proof of SAM registration to include the SAM UEI number

- Volume II – items (1) through (8)

- FAR52.204-7, System for Award Management > Contractor must have an active registration at the time their offer is submitted. (Also, refer to Invitation Letter)

- Electronic submissions are allowed. (Refer to Invitation Letter) 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.

Must be submitted in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 10MB. If the file size should exceed the 10MB, the submission must be made in separate files and attached to separate emails with less than 10MB each.

7) Section 4 – Evaluation Factors (page 43-44)

- Criteria by which the USG will evaluate offers. The USG intends to award to the lowest priced, technically acceptable offeror who is a responsible contractor.

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

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

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

8) Section 5 – Representations and Certifications (pages 45-66)

- Kindly fill- out only those that are applicable and indicate N/A for item that does not apply.

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

NDAA-pages 45-48

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

⮚ 52.204-26 Covered Telecommunications Equipment or Services Representation ⮚ 52.229-11 Tax on Certain Foreign Procurements-Notice and Representation

9) Questions

- Questions must be submitted in writing so that written answers can be provided. Oral answers during this conference or site visit are not binding unless provided in writing by the Contracting Officer.

- Written questions must be submitted on or before 10 January 2025 no later than 12:00 noon (Philippine local time). Note: indicate specific section, subsection, paragraph no. in listing questions; No additional questions will be accepted after 10 January 2025, 12:00 noon (Philippine local time) mailto:ManilaContracting@state.gov

- 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 SAM.gov.

10) Reminders

- Submit required volumes. Indicate currency on offer

- SAM registration is FREE OF CHARGE.

- Offerors are encouraged to check the website regularly for updates on the solicitation.

- Any extension to the submission due date of offers shall be through an amendment issued by the Contracting Officer.

- Quotation must be submitted electronically to ManilaContracting@state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 10MB. If the file size should exceed the 10MB, the submission must be made in separate files and attached to separate emails with less than 10MB each.

II. SITE VISIT

The mandatory site visit is scheduled on a one-time basis to allow all interested parties equal opportunity to familiarize themselves with the area. All attendees were shown the site and given the opportunity to familiarize themselves with the areas/locations under Continuation to SF-1449, Schedule of Supplies/Services, Block 20, Description/Specifications/Work Statement.

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.

mailto:ManilaContracting@state.gov