MINUTES OF PRE-QUOTATION CONFERENCE SITE VISIT (003).pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES OF PRE-QUOTATION CONFERENCE

June 23, 2025

RFQ: 19RP3825Q0085

FABRICATION SERVICES AND INSTALLATION OF SECURITY GRILLES AND SOLID CORE DOORS

AT DIPLOMATIC RESIDENCES

Introduction

The Contracting & Procurement Representative, Bernadette Legayada welcomed all attendees and introduced representatives from the Contracting & Procurement (C&P) and Regional Residential Security.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1) SF 1442 cover sheet

- Complete blocks 14 through 20c

- Deadline of submission of offers: July 7, 2025, no later than 4:00pm (Philippine local time), No offers will be accepted after 4:00pm.

- EMAIL SUBMISSIONS will be accepted and encouraged. Kindly follow the submission specific size and format not to exceed 10MB per file (Also, refer to Invitation Letter)

2) Section B – Supplies or Services and Prices/Cost

- This is an Indefinite Delivery, Indefinite Quantity type of Contract

- The contract will be for 1 year period from the date reference on the Notice to Proceed with one (1) year option to renew and one six- months option, if exercised by the Government.

- For each effective year of the contract, the U.S. Government guarantees a minimum order of Php 200,000.00 worth of services. The maximum amount of services ordered under each year of the contract will not exceed the total contract price for each contract year.

- Order will be placed through a firm fixed price task order.

- Firm fixed price. 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

- 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.

- Currency o B.3.2 A. Local firm shall be in Philippine Peso.

o B.3.2 B. Offer and Payment 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.

- Under B.3.3 – B.3.5 (Base Year, First Option Year and Option to Extend for 6 months ) and include B.3.6 Grand Total Price o Offerors are requested to fill-out the table based on their offer.

3) Section C Description/ Specifications/Work statement

- Discussion c/o RSO/RSA

4) Section D- Packing and Markings

5) Section E –Inspection and Acceptance

6) Section F- Deliveries or Performance

- Period of Performance: The Contract start date in Notice to proceed and continuing for 12 months with 1 (one) year option and one six months option, if exercised by the Government.

- Liquidated damages: Php 2,500.00 for each calendar day of delay.

- Working hours: 8:30 AM to 4:30 PM, Mon-Fri, excluding holidays

- Contractor shall give 24 hours in advance notice to the COR who will consider any deviation from the hours specified.

- Deliverables (F.3 page 25)

7) Section G. Administration Data

- 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE,

The COR for this contract is the Assistant Regional Security Officer

- 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).

- Advance payment is not authorized.

- Individual invoice should be emailed FMC's electronic inbox ONLY:

MNLFMCDBO@state.gov

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

8) Section H. Special Contract Requirements Upon award, the contractor shall furnish a performance and payment bond --

*Performance bond: 20% of contract price.

*Payment bond: 20% of contract price.

Insurance: Bodily injury- $897.86 per occurrence or approved equivalent in local currency, $1,795.72 cumulative or approved equivalent in local currency;

Property damage- $897.86 per occurrence or approved equivalent in local currency, $1,795.72 cumulative or approved equivalent in local currency;

9) Section I 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 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 52.216-18, Ordering

Services to be provided under this contract shall be ordered by issuance of a task orders by the Contracting Officer. Order will be placed by the designated ordering official, who is the Contracting Officer.

- FAR 52.216-19,Order Limitations

- 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 1 year.

- 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.

mailto:MNLFMCDBO@state.gov

- 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 I page 45 and the provision 52.204- 26 in Section K page 93-95 and 97 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 52.232-33 Payment by Electronic Funds Transfer-System for Award Management,– 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 52.222-50 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 29.402-3 Tax on Certain Foreign Procurement Payments (Zadroga Act) PIB 2020- 05., The James Zadroga 9/11 Health and Compensation Act of 2010 applies to all federal contracts awarded to foreign persons or companies over the Simplified Acquisition Threshold (SAT). This Act imposes a 2% Tax 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. Also review FAR 52.229- 12 in Section 2 or the provision FAR 52.229-11 in Section 5 of the solicitation.

- 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 , US Embassy Manila has an active waiver. Although contractors are encouraged to review and read this clause.

https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989H0G40RF 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 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 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#i1051105 https://www.acquisition.gov/content/part-28-bonds-and-insurance#i1087897

- 652.242-73 Authorization and Performance 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.

10) Section J. List of Documents, Exhibits and Other Attachments

11) Section K. Representations, Certifications and other Statements of Offerors or Quoters

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

- NDAA pages 93-95 and 97

- Tax on Certain Foreign Procurements pages 107-108

12) Section L – Instructions, Conditions, and Notices to Offerors

- All offers must be segregated in volumes as required under Section L Solicitation as follows:

o Volume 1 Completed SF 1442 Proof of SAM Registration Section K Representations, Certifications and other Statements of

Offerors or Quoters

Exhibit A Sketch of Solid Core Door

Exhibit B Photo for Sliding Door

Exhibit C Emergency Fire Exit Grill

Exhibit D Aircon Grill

Exhibit E Photo of Fire Exit Cable Lock

Exhibit F Task Order Form

Exhibit G Performance Bonds (Standard Form 25)

Exhibit H Payment Bonds (Standard Form 25A)

Exhibit I Breakdown of Price by Divisions of Specifications

Exhibit J Installed Existing Fixtures o Volume 2

Section B Pricing Completed Exhibit I Breakdown of Price by Divisions of Specifications o Volume 3 Business Management/Technical Proposal

- Electronic submissions are allowed.

Offers must be emailed to ManilaContracting@state.gov in 3 separate file folders indicating A.1, A.2 and A.3. Kindly follow the submission specific size and format not to exceed 10MB per file.

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.

MAGNITUDE OF CONSTRUCTION PROJECT

It is anticipated that the range in price of this contract will be: between $25,000 to $100,000.00

13) Section M – Evaluation Factors for Award

- To be acceptable and eligible for evaluation, quotation must be prepared following Section L and should be registered to SAM.

- The Government intends to award a contract to the lowest priced, technically acceptable offeror, who is a responsible contractor

- 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.

Reminders:

o All 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.

o Oral answers during the site visit and conference are not binding unless provided in writing by the Contracting Officer.

o Deadline of submission for questions is on June 25, 2025, 4:00 PM (Philippine local time) o Changes discussed (if any) shall not be binding unless an amendment to the solicitation is issued by the Contracting Officer.

mailto:ManilaContracting@state.gov

Updates on the solicitation will be posted on SAM.gov and Embassy local website.

Ensure to check the websites regularly.

Deadline for submission of quotations is 7 July, 2025, 4:00 PM (Philippine local time)

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.