MINUTES OF PRE QUOTATION CONFERENCE SITE VISIT (Local Moves).pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES OF PRE-QUOTATION CONFERENCE

April 8, 2025

RFQ No. 19RP3825Q0075

LOCAL PROPERTY MOVEMENT SERVICES

Introduction

The Contracting & Procurement Representative, Bernadette Legayada welcomed all attendees and introduced representatives from the Contracting & Procurement (C&P) and Property and Supply (P&S).

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1) SF 1449 cover sheet

- Deadline of submission of offers: April 29, 2025 (refer to block 8), no later than 4:00pm (Philippine local time), 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 page 1, blocks 12, 17, 19-24, and 30 a-c as appropriate

2) Section 1 – The Schedule

Subsection I – Scope of Services

- Contractor shall provide a minimum of 500 units (1 cu ft/unit) and a maximum quantity not to exceed the quantity indicated in paragraphs 4 will be an indefinite quantity.

- Indefinite-Delivery, Indefinite-Quantity type of Contract under which firm fixed price task order orders may be placed.

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

Subsection 3 Pricing This is firm-fixed price contract and shall include all direct and indirect cost labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. This includes but is not limited to cost of materials, tools, equipment, fuel, transportation, labor, toll fees (if any), elevator permits, village permits, etc.

3.A- VAT – PAGE 5

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

3.B. Offer and a Payments in U.S. Dollars

(1) U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States.

(2) Foreign Firms. Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency.

Subsection 4. Pricing Schedule

4. A Base Year Prices 4.B First Option Year Prices

4. C 6 months (FAR 52.217-8 Option to Extend Service)

4. D Grand Total

- Offerors are requested to fill-out the table based on their offer.

Subsection 7 – INVOICES AND PAYMENT

- Payment shall be made in Philippine currency based on the prevailing official exchange rate at the time the invoice is processed at the Voucher Unit, Financial Management Center

(FMC).

- 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 10. Personal Injury, Property Loss or Damage (Liability) The Contractor shall hereby assume absolute responsibility and liability for any and all personal injuries or death and/or property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of the services under this contract.

Subsection 11. Insurance

Comprehensive General Liability

Bodily Injury on or off site stated in Philippine currency:

Per Occurrence $1,746.30 or approved in local currency

Cumulative $ 8,731.49 or approved in local currency.

Property Damage on or off site stated in Philippine currency (including Acts of God – such as floods, earthquakes, etc.):

Per Occurrence $ 2,619.45 or approved in local currency

Cumulative $ 8,731.49 or approved in local currency

Subsection 13. Permits

At no cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the prosecution of work. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. The Contractor shall provide evidence of possession or status of application for such permits, licenses, and appointments to the Contracting Officer with its proposal.

Attachments

- Attachment 1 Performance Work Statement

- Attachment 2 Property Issue or Turn in Receipts

- Attachment 3 Government Furnished Property

- Attachment 4 Contractor Furnished Equipment and Materials

- Attachment 5 Estimated volume of commonly moved items

- Attachment 6 Certification Regarding Compliance with Applicable Federal Anti-

Discrimination Law

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.

- 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 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.

- 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.

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

- 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 52.216-22, Indefinite Quantity, o The quantities of services specified in the Schedule are estimates only and are not purchased by this contract.

o Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering 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 2 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.

- 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE The COR for this contract is the

GSO/P&S Supply and Administration 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)

- Tax on Certain Foreign Procurement Payments (Zadroga Act), please see FAR 29.402-3 and PIB 2020-05. This Act of the Internal Revenue Code imposes a tax of two percent (2%) on the amount of payment for each payment. Unless the exceptions in FAR 29.402- 3 apply. If an exception does apply then you will need to highlight the requirement to fill out Internal Revenue Service Form W-14 and the form is required with their offer and every invoice. Under Section 5 clause 52.229-12 and the provision FAR 52.229-11.

4. Section 3 – Solicitation Provisions

- Volume I – SF1449, Section 1 Pricing, Section 5 filled out and Attachment 6 Certification Regarding Compliance with Applicable Federal Anti- Discrimination Law

- Volume II – under A.2

- 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.

- Attendance to the site visit

52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

The Government may elect to award a single task order contract or to award multiple delivery order contracts or task order contracts for the same or similar supplies or services to two or more sources under this solicitation.

6. Section 5 – Representations and Certifications

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

- Respond to NDAA pages

- Respond to Zadroga pages

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.

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 11 April 2025, no later than 4:00 pm (Philippine local time) and will be sent to ManilaContracting@state.gov o Deadline of submission of offers: 29 April, 2025, no later than 4:00pm (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 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.