MINUTES OF PRE QUOTATION CONFERENCE.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES OF PRE-QUOTATION CONFERENCE

February 12, 2025

RFQ No. 19RP3825Q0044 Preventive Maintenance of Consular Sound System

Introduction

The Contracting Officer welcomed all attendees and introduced representatives from the Contracting & Procurement Section (C&P) and FAC.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1) SF 1449 cover sheet

- Deadline of submission of offers: February 21, 2025 (refer to block 8), no later than 4:30pm, No offers will be accepted after 4:30pm.

- 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 page 1, blocks 12, 17, 19-24, and 30 a-c as appropriate

2) Section 1 – The Schedule

Subsection I – Scope of Services

- The Contract will be for a one (1) year period from the date of the contract award, with three (3) one year option to renew and one six-months option, if exercised by the Government.

- The 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.

Subsection II. Pricing & Payment

- A. Base Period Prices

- B. First Option Year Prices

- C. Second Option Year Prices

- D. Third Option Year Prices

- E. 6 Months Extension

- F. Grand Total Base Plus Option Years

Note: Payment for services rendered shall be made per month after satisfactory completion of the maintenance. Individual invoices shall be submitted for each order, accompanied by the Purchase Order and other supporting documents thru email at MNLFMCDBO@state.gov mailto:MNLFMCDBO@state.gov

Subsection III- VAT 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

- U.S. firms are eligible to be paid in U.S. 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.

Subsection Attachment A Performance Work Statement

3) 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 I, 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. 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.

- FAR 52.228-4 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.

- FAR 52.217-8 OPTION TO EXTEND SERVICES

o Unilateral right of the government and shall not exceed 6 months.

- FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT

o Unilateral right of the government and shall not exceed 3 years.

- 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

The USG’s fiscal year ends on September 30 of the current calendar year. The USG’s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made.

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

- 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 PIB 2020-05 and highlight clause FAR 52.204-25 in Section I and the provision 52.204-24 in Section K 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.

- 652.242-70 Contracting Officer’s Representative (COR) AUG 1999 o The COR is the Building Engineer Supervisor- Ceferino Agustin o 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).

4. Section 3 – Solicitation Provisions

- A.1 Volume I – SF1449, Section 1, Section 5

- A.2 Volume II – Other requirements

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

5. Section 4 – Evaluation Factors

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

- Acceptability will be determined by assessing the offeror's compliance with the terms of the RFQ.

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

6. Section 5 – Representations and Certifications

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

- NDAA pages 37-38 and pages 60-61

10. Reminders o 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.

https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989H0G40RF https://usdos.sharepoint.com/sites/A-OPE/PD/Lists/PIBs/PIBs.aspx 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

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 14 February 2025, no later than 4:30 pm (Philippine local time) and will be sent to ManilaContracting@state.gov o Deadline of submission of offers: 21 February, 2025, no later than 4:30pm (Philippine local time) o All questions and answers, minutes of the meeting and amendments (if any) will be posted on SAM.gov.

o Submit required Volumes I and II o Offerors are encouraged to check the SAM.gov website regularly.

o Any extension to the submission deadline shall be through an amendment issued by the Contracting Officer.

Conclusion

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.

mailto:ManilaContracting@state.gov