19RP3825Q0061_MINUTES OF THE MEETING_SIGNED.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM THE PRE-PROPOSAL CONFERENCE AND SITE VISIT

MARCH 25, 2025, 10:00 a.m.

RFQ No. 19RP3825Q0061 Cleaning and Maintenance of Storm Water Drainages at U.S. Embassy Compounds

C&P welcomed all attendees and introduced the representatives from 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 will be extended to a later date since April 1, 2025, has been declared as holiday.

• 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

• Firm fixed price contract for the cleaning and maintenance of storm water drainages.

• The contract will be for a one-year period from the date of the contract award with no renewal option.

• The services shall be conducted on a semi-annual basis, excluding holidays listed on page 25-26.

- Pricing - (pages 4)

• The rates shall include all costs associated with providing cleaning and maintenance of storm water drainages, in accordance with the scope of work.

• 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.

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

- Statement of Work – (page 5-7) - Discussion c/o FAC

- Offers and Payments in U.S. Dollars

• U.S. firms are eligible to be paid in U.S. dollars. Applicable to U.S. firms

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

- Documents Exhibits and Other Attachments – (page 28)

3) Section 2 – Contract Clauses (pages 8 - 27)

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 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.

FAR52.204-13, System for Award Management Maintenance, page 22. The

Contractor shall maintain registration in SAM during contract performance and through final payment of any contract.

FAR 52.204-25 Statute National Defense Authorization Act (NDAA) 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment, (page 34)

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.

652.232-70 Payment Schedule and Invoice Submission, page 25

The contractor shall submit the invoices via MNLFMCDBO@state.gov as identified in Block 18b of the SF-1449 https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA mailto:MNLFMCDBO@state.gov

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

652.242-70 Contracting Officer’s Representative, page 27 The COR for this contract is the FACILITY MAINTENANCE ENGINEER. 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, page 27 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 subcontractor or joint venture partner will perform the work, they too should agree to the requirements mentioned.

4) Section 3 – Solicitation Provisions (pages 28-29) Each offer/quotation must consist of the following:

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

• Section 1, PRICING

• Section 5, REPRESENTATIONS AND CERTIFICATIONS

• Attachment A, Certification Regarding Compliance with Applicable Federal

Anti-Discrimination Law

• FAR52.204-7, System for Award Management (SAM): proof of active SAM registration, including the SAM Unique Entity Identifier (UEI) number, if applicable.

- Electronic submissions are allowed.

• Offers must be emailed to ManilaPurchasing@state.gov

• Kindly follow the submission specific size and format not to exceed 10MB per file:

o 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.

5) Section 4 – Evaluation Factors (page 32-33)

• 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.

mailto:ManilaPurchasing@state.gov

• 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.

6) Section 5 – Representations and Certifications (pages 34-60)

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

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

• 52.204-26 Covered Telecommunications Equipment or Services Representation

7) 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 27 March 2025 no later than 2:00 PM (Philippine local time). Note: indicate specific section, subsection, paragraph no. in listing questions; No additional questions will be accepted after 27 March 2025, 2:00 PM (Philippine local time)

• 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.

8) Reminders

• Submit required volumes.

• 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 ManilaPurchasing@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.

9) SITE VISIT

mailto:ManilaPurchasing@state.gov

• 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 will be shown the site and given the opportunity to familiarize themselves with the areas/locations.

• The Pre-Proposal Conference and site visit for Chancery and Seafront Compound has been concluded. Attendees were thanked for their presence and expressed interest in serving the U.S. Government. The meeting was then adjourned.

Mandatory Site Visit

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

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