MINUTES FROM PRE-QUOTATION CONFERENCE AND SITE VISIT_19RP3825Q0079.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM PRE-QUOTATION CONFERENCE AND SITE VISIT

2 JULY 2025

RFQ NO. 19RP3825Q0079

GARDENING SERVICES FOR U.S. EMBASSY, BAGUIO COMPOUND,

CAMP JOHN HAY, BAGUIO CITY

Introduction Supervisory C&P Specialist, Noel Ocampo, 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

− Block 8: Deadline of submission of offers is 21 July 2025 no later than 4:00 P.M. (date and time is Philippine local time).

− Electronic submissions will be accepted. Kindly follow the submission specific size and format not to exceed 10MB per file.

− Fill out the SF-1449, blocks 12, 17, 19-24, and 30a-c as appropriate

2) Section 1 – The Schedule (pages 3-8)

Subsection 1.0 – Scope of Contract, page 3 − Performance period of the contract is from the start date in the Notice of Award continuing for 12 months with four (4) one year option periods and probable 6 months extension, if exercised by the Government

− Standard Services:

Gardening services including all labor, materials, equipment and services Government will pay the Contractor the fixed price per month for standard services that have been satisfactorily performed.

− Temporary Additional Services:

Standard Services required at times other than the normal workday (i.e special events at post).

Shall be performed by Contractor trained employees and shall not be subcontracted.

Based on IDIQ (min: 400 sqm; max: 22,000sqm). Will be ordered via task orders on an as needed basis.

Subsection 2.0 – Pricing, pages 4-8 − 2.1 Value Added Tax VAT shall not be included in the firm fixed prices. VAT is not applicable to this contract. The U.S. Embassy has a tax exemption certificate from the host government.

− Firm-fixed Price: 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.

2.2 Base Period

2.3 First Option Year Prices

2.4 Second Option Year Prices

2.5 Third Option Year Prices

2.6 Fourth Option Year Prices

2.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

2.8 Grand Total

Subsection 3.0 – OFFERS AND PAYMENT IN U.S. DOLLARS

Applicable to U.S. Firms

Subsection 4.0 – FOREIGN FIRMS Offers and payments in local currency for non-U.S./foreign firms

3) Continuation to SF-1449, Schedule of Supplies and Services Block 20, Description/Specifications/Work Statement (pages 9-25 paragraphs 1 - 9) – as discussed by FAC Representative

− LOCATION OF GARDENING SERVICES

All areas designated under 1.13 (page 16) Additional areas specified in 1.15 (page 16)

− 2. WORKING HOURS (page 18): Monday through Saturday, 7:30 a.m. to 4:30 p.m.

except for the holidays identified in the Addendum in Section 2.

− 5. MATERIALS AND EQUIPMENT (pages 21-22)

− 6. INSURANCE (pages 22-23)

6.2 GENERAL LIABILITY

a) Bodily Injury stated in US Dollars:

Per Occurrence $1,754.17 or the equivalent in local currency Cumulative $8,770.85 or the equivalent in local currency

b) Property Damage stated in US Dollars:

Per Occurrence $1,754.17 or the equivalent in local currency Cumulative $8,770.85 or the equivalent in local currency

6.7 Government as Additional Insured. The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State," as an additional insured with respect to operations performed under this contract.

− 9. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP) (pages 24-25)

Method for the COR to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued satisfactory performance.

− ATTACHMENT 1 – GOVERNMENT FURNISHED PROPERTY (pages 26-27) − ATTACHMENT 2 – CONTRACTOR FURNISHED PROPERTY (page 28) − ATTACHMENT 3 – FIREBREAK LAYOUT (page 29) − ATTACHMENT 4 – OVERSEAS VETTING QUESTIONNAIRE (page 30) − ATTACHMENT 5 – PERSONAL DATA SHEET (page 31) − ATTACHMENT 6 – BAGUIO COMPOUND GARDENING SERVICES CHECKLIST (page 32)

4) Section 2 – Contract Clauses (pages 33-56)

− 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 35) 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 52.229-12 TAX ON CERTAIN FOREIGN PROCUREMENT PAYMENTS (ZADROGA

ACT) (pages 36) 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 the offeror is required 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.

− FAR 52.232-33 Payment by Electronic Funds Transfer – System for Award Management (page 37) 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.

− FAR 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (page 41) The Contractor shall maintain registration in SAM during contract performance and through final payment of any contract.

https://www.acquisition.gov/content/part-29-taxes#id205VI010V4Y https://www.irs.gov/forms-pubs/about-form-w-14 https://www.irs.gov/forms-pubs/about-form-w-14 https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id205VI0L0TXK https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id205VI0L0TXK

− FAR 52.204-25 Statue NDAA 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment (page 41)

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 52.228-4 WORKERS’ COMPENSATION AND WAR-HAZARD INSURANCE

OVERSEAS (page 41) DBA insurance, in accordance with FAR 28.305. US Embassy Manila has an active waiver. Although contractors are encouraged to review and read this clause.

− FAR 52.216-18 ORDERING (pages 42-43) Orders shall be placed by issuance of task orders for services to be furnished under the contract; from the date established on the Notice of Award through the option periods, if exercised

− FAR 52.216-19 ORDER LIMITATIONS (page 43)* − FAR 52.216-22 INDEFINITE QUANTITY (pages 43-44)*

*Applies to Temporary Additional Services

− FAR 52.217-8 OPTION TO EXTEND SERVICES (page 44) Unilateral right of the government and shall not exceed 6 months.

Refer to Subparagraph 2.7

− FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (page 44) Unilateral right of the government and shall not exceed 5 years.

− DOSAR 652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (page 48)

The contractor shall send invoices to FMC’s electronic mailbox only:

MNLFMCDBO@state.gov https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1051105 https://www.acquisition.gov/content/part-28-bonds-and-insurance#i1087897 mailto:MNLFMCDBO@state.gov

− DOSAR 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE (page 52-53) The COR for this contract is the FAC Procurement Specialist/COR. 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).

− DOSAR 652.242-73 AUTHORIZATION AND PERFORMANCE (page 53)

5) Section 3 – Solicitation Provisions (pages 57-60)

− Use Section 3 requirements as checklist to ensure complete and accurate submission.

A.1

(1) SF-1449 cover page (blocks 12, 17, 19-24, and 30 as appropriate)

(2) Section 1.2.0 PRICING (subparagraphs 2.2 through 2.8; indicate the currency)

(3) Section 5, REPRESENTATIONS AND CERTIFICATIONS

(4) Proof of SAM Registration to include SAM UEI number

A.2 = Technical requirements – (1) through (8)

− FAR 52.204-7, System for Award Management (page 61)

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

Your offer may be ineligible for award without proof of registration in SAM.

= To register in SAM please go to www.sam.gov or refer to the attached quick guide

− Electronic submissions are allowed (Refer to Invitation Letter) Must be submitted electronically to ManilaContracting@state.gov in two separate file folders indicating A.1 and A.2.

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.

6) Section 4 – Evaluation Factors (page 63)

− Criteria by which the USG will evaluate offers. The USG intends to award to the lowest priced, technically acceptable, and responsible contractor.

− 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.

http://www.sam.gov/ mailto:ManilaContracting@state.gov

7) Section 5 – Representations and Certifications (pages 65-89) − 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 52.229-11 Tax on Certain Foreign Procurements-Notice and Representation

8) 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 7 July 2025, 4 P.M. (Philippine local time); Note: Indicate the solicitation number, specific section, subsection, paragraph no. in listing questions; No additional questions will be accepted after 7 July 2025, 4 P.M. (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.

9) Reminders

− Submit required volumes. Indicate currency on offer.

− Any extension or changes shall be through an amendment issued by the Contracting

Officer.

− Updates on the solicitation will be posted on SAM.gov. Offerors are encouraged to check the website regularly for updates on the solicitation.

− SAM registration is FREE OF CHARGE.

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.