MINUTES FROM THE PRE-PROPOSAL CONFERENCE_19RP3825Q0064_FIN dtd 2MAY2025.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM SITE VISIT AND PRE-QUOTATION CONFERENCE

April 25, 2025, 9:00 AM

RFQ No. 19RP3825Q0064 Supply and Installation of Fresh Air and Ventilation System at the U.S. Embassy, Manila

Introduction Procurement Agents welcomed all attendees and introduced the representatives from Facility Management (FAC), Discussion of the Solicitation Package The following sections of the solicitation were highlighted:

1. SF 1442 cover sheet

• Complete blocks 14 through 20c, and 30a – 30c

• Deadline of submission of offers: May 9, 2025, (refer to block 13A), no later than 2:00

PM (Philippine Local Time). No offers will be accepted after 2:00 PM.

• EMAIL SUBMISSIONS will be accepted. Send to ManilaPurchasing@state.gov into 2 separate file folders indicating volume 1 and volume 2. File size must not exceed 10 MB per file.

2. Section A – PRICING, page 4.

• This is a firm-fixed price contract and shall include all labor, materials, insurance (see

FAR 52.228-4 and 52.228-5), overhead, and profit.

• The Price offers are 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.

• Local/Foreign firms must submit prices in Philippines Pesos. Payments will also be made in Philippine Pesos.

• Only U.S. firms are eligible to submit in US dollars and payments will be made U.S. dollars.

• 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.

• Use of VAT Certificate

• Contractors are strictly prohibited from using the U.S. Embassy VAT Certificate for purchasing supplies or covering any expenses related to this requirement.

mailto:ManilaPurchasing@state.gov

• The VAT Certificate is provided solely for the awarded contractor’s use in filing business forms with the BIR.

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.

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 whether the work is being performed, and the supplies furnished are satisfactory or acceptable.

6. Section E. Deliveries and Performance 9-11

• The entire work must be completed and ready for use not later than 120 calendar days.

• Contractor is required to commence work under this contract within 15 calendar days after receipt of Notice to Proceed.

• Liquidated damages, page 9 – PHP 7,150.00 for each calendar day of delay until the work is completed or accepted.

• Working hours, page 11 is 7:30 am to 4:30 pm Monday through Sunday, including

Philippine and American holidays, page 58.

• Preconstruction Conference will be held 10 calendar days after the contract award.

7. Section F – Contract Administration Data, page 12

• 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE (COR) – FAC/Facility Maintenance Engineer

• Alternate Contraction Officer (A/COR) – FAC/Electrical Engineer

• Government Technical Monitor (GTM) – FAC/Refrigeration and Aircon Mechanic

• 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 Terms and Conditions, page 13 – 16

• General Liability

• Bodily Injury: $4,367.72* per occurrence, $8,735.45* cumulative mailto:MNLFMCDBO@state.gov

• Property Damage: $4,367.72* per occurrence, $8,735.45* cumulative

• Note: *Or equivalent in local currency

• Laws and Regulations, page 14

• 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

• Compliance with all local labor laws, regulations, customs and practices pertaining to labor, safety and similar matters that are not inconsistent with the requirements of this contract.

9. Section H – Clauses, page 17 – 73

• 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 52.204-13 System for Award Management Maintenance, page 48 The Contractor shall maintain registration in SAM during contract performance and through final payment of any contract.

• FAR 52.222-50 Combating Trafficking in Persons, page 18.

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.

• National Defense Authorization Act (NDAA) > FAR 52.204-25 Statute NDAA 889(a)

(1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance services or equipment, (pages 21-23)

• 52.232-33 Payment by Electronic Funds Transfer-System for Award Management, page 27 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.

• 52.211-6 Brand Name or Equal, page 32-33 – 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.

• 652.242-73 Authorization and Performance, page 32

10. Section I, LIST OF ATTACHMENTS, page 34

• Attachment 5 – Drawings

• Attachment 6 – Specifications/Scope of Work: to be discussed by COR

• Attachment 7 - Certification regarding Compliance with Federal Anti-Discrimination

Law

• Attachment 8 - Philippine and American Holidays

11. Section J. Quotation Information, pages 35 - 39

Each proposal must consist of the following in separate volumes

Volume I:

• Standard Form 1442

• Section A (Pricing) (indicate currency)

• Section L (Representation, Certifications, and Other Statements)

• Completed Attachment 4 (Breakdown of Price by Divisions of Specifications)

• Completed Attachment 7 (Certification regarding Compliance with Applicable Federal

Anti-Discrimination Law

• Proof of SAM Registration and UEI number

Volume II:

• Performance schedule in the form of a "bar chart"

• Business Management/Technical Proposal

• Electronic submissions are allowed.

• Offers must be emailed to ManilaPurchasing@state.gov in two (2) separate file folders indicating Volume I and Volume 2.

• Follow the submission specific size and format not to exceed 10MB per file.

12. Site Visit, page 39

• 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.

mailto:ManilaPurchasing@state.gov

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

13. Magnitude of Construction Project, page 39

• It is anticipated that the range in price of this contract will be between $25,000.00 and $100,000.00.

14. Late Quotations, page 39

• Late quotations shall be handled in accordance with FAR 52.214-7.

15. 52.204-7 SYSTEM FOR AWARD MANAGEMENT (SAM) - page 43

• Contractors should have an active registration at the time their offer is submitted.

• Your offer may be ineligible for further consideration without proof of registration in

SAM.

• To register in SAM please go to https://www.sam.gov/SAM/ or refer to the attached quick guide

• A video guide has also been provided on our website on the link below:

http://manila.usembassy.gov/business_opportunities.html

• Data Universal Numbering System (DUNS), and NATO Commercial and Government

Entity (NCAGE) Code are pre-requisites in obtaining a SAM registration. Please refer to the links:

http://fedgov.dnb.com/webform http://www.dlis.dla.mil/Forms/Form_AC135.asp

• 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.

16. Section K. Evaluation Criteria – page 41

• 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 at the site visit.

• The Government reserves the right to reject quotations that are unreasonably low or high in price.

https://www.sam.gov/SAM/ http://manila.usembassy.gov/business_opportunities.html http://fedgov.dnb.com/webform http://www.dlis.dla.mil/Forms/Form_AC135.asp

17. Section L. Representations, Certifications, and Other Statements, page 42 – 43

• Fill out only those that are applicable and indicate N/A for items that do not apply.

• NDAA: 52.204-24 and 52.204-26 under pages 47 - 51

Reminders:

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 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.

Always check posted amendments throughout the solicitation process.

Unauthorized reproduction and/or distribution of drawings are strictly prohibited and will be grounds for exclusion from any USG solicitations.

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.