MINUTES FROM PRE QUOTATION CONFERENCE and SITE VISIT 19RP3825Q0112.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM PRE-QUOTATION CONFERENCE AND SITE VISIT

JULY 30, 2025

RFQ No. 19RP3825Q0112

REFURBISHMENT OF ROOMS AT THE NOX 3 BUILDING

Introduction Contracting Officer and the Procurement Agents welcomed all attendees and introduced the representative from Facility Management (FAC).

I. DISCUSSION OF THE SOLICITATION PACKAGE

1) SF 1442 cover sheet o Complete blocks 14 through 20c and 30a-c o Deadline of submission of offers: August 15, 2025, no later than 4:00pm (Philippine local time) o No offers will be accepted after 4:00pm.

o EMAIL SUBMISSIONS will be accepted. Send to ManilaContracting@state.gov into 2 separate file folders indicating Volume 1 and Volume 2. File size must not exceed 10MB per email.

2) Section A. PRICE, page 3 o Firm Fixed Price. Shall include all labor, materials, all insurances (see FAR 52.228-4 and

52.228-5), overhead, and profit.

** 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.

o 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.

o U.S. firms are eligible to be paid in US dollars and should submit their offers in U.S.

dollars.

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

3) Section B, STATEMENT OF WORK, page 4

4) Section C, PACKAGING AND MARKING, page 5

5) Section D. INSPECTION AND ACCEPTANCE, pages 6-7 o The Contracting Officer’s Representative or his/her authorized representatives will inspect the services from time to time to determine that the work being performed and the supplies furnished are satisfactory or acceptable.

6) Section E, DELIVERIES OR PERFORMANCE – pages 8-10 o LIQUIDATED DAMAGES, page 8 – Php 14,800.00 for each calendar day of delay o NOTICE to PROCEED, page 9 – will be issued after receiving and accepting of evidence of insurance. Only the Contracting Officer is authorized to issue the Notice to Proceed.

o WORKING HOURS, page 9 o Room 1G05: Work shall be performed from Mondays through Saturdays, 4:30 p.m. to 1:30a.m., o Room 2E01: Work shall be performed from Mondays through Fridays, 7:30 a.m. to 4:30 p.m., excluding Philippine and American holidays. Other hours, if requested by the Contractor, may be approved by the Contracting Officer’s Representative (COR).

7) Section F. ADMINISTRATIVE DATA – page 11 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE – Architectural Draftsman o The COR is not authorized to issue changes or direct the Contractor to perform work outside the scope of the contract. Only the Contracting Officer or CO has the authority to issue a change or changes to the contract terms and conditions through contract modification(s) o Payment: Requests for payment may be made no more frequently than monthly. 30 days EFT from receipt of correct invoice/billing statement.

o Invoices or billing statement must be submitted electronically to MNLFMCDBO@state.gov

8) Section G, SPECIAL CONTRACT REQUIREMENTS – pages 12-16

- Performance & Payment Bonds, page 13 – 50% of the contract price

- Insurance, page 12: in USD or equivalent in local currency o Bodily injury- $884.19 per occurrence; $1,768.38 cumulative o Property damage- $1,768.38 per occurrence; $5,305.13 cumulative

- Laws and Regulations, page 14 o 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 o Compliance with all local labor laws, regulations, customs and practices pertaining to labor, safety and similar matters that is not inconsistent with the requirements of this contract.

9) Section H, CLAUSES – pages 17-34

- 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.

o 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.

o 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 service or equipment, (pages 20-23)

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.

- 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.

- 652.242-73 Authorization and Performance, page 33

10) Section I, LIST OF ATTACHMENTS – pages 35

11) Attachment 6 – SPECIFICATIONS – page 41 – As discussed by COR o The entire work must be completed and ready for use not later than 60 working days after the issuance of the Notice to Proceed.

The Contractor guaranties to complete the works simultaneously

- Thirty-five (35) working days for VA Room 1G05

- Sixty (60) working days for VA Room 2E01

12) Section J. Quotation Information – pages 43-49

- Each proposal must consist of the following in separate volumes

Volume I:

- Standard Form 1442

- Section A (PRICING)

- Section L (REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS)

- Completed Attachment 4, "BREAKDOWN OF PROPOSAL PRICE BY DIVISIONS OF

SPECIFICATIONS

- Proof of SAM Registration and UEI number Volume II :

- Performance schedule in the form of Network

Diagram CPM Schedule clearly showing the critical path, indicating commencement and completion of the entire project within the required contract completion schedule.

- Business Management/Technical Proposal o Under the Business Management/technical proposal please make it as your checklist and ensure that each item is addressed.

o 52.204-7 SYSTEM FOR AWARD MANAGEMENT (SAM) Contractor should have an active registration at the time their offer is submitted.

Your offer may be ineligible from further consideration without proof of registration in SAM.

To register in SAM please go to www.sam.gov 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.

Electronic submissions are allowed Must be submitted electronically to ManilaContracting@state.gov in two separate file folders indicating A.1 Volume 1 and A.2 Volume 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 10MB, the submission must be made in separate files and attached to separate emails with less than 10MB each.

SITE VISIT

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.

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

o MAGNITUDE OF CONSTRUCTION PROJECT - page 48

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

o LATE QUOTATIONS: Late quotations shall be handled in accordance with the FAR

52.214-7.

13) Section K. EVALUATION CRITERIA – page 50 o Criteria by which the USG will evaluate offers.

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

o Acceptability will be determined by assessing the offeror’s compliance with the terms of the RFQ.

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

o Compliance with the terms of the solicitation and attendance to the mandatory site visit.

o FAR 52.225-17 EVALUATION OF FOREIGN CURRENCY OFFERS (page 37) > evaluation of offers using the exchange rate used by the Embassy in effect in accordance with (b)(1) or (b)(2) of this clause.

14) Section L, REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF

OFFERORS OR QUOTERS - pages 51-62

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

Pages 56-59

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

52.204-26 Covered Telecommunications Equipment or Services Representation

15) 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 no later than August 1, 2025, 4pm (Philippine local time) and will be sent to ManilaContracting@state.gov o Deadline of submission of offers: August 15, 2025, no later than 4:00pm (Philippine local time) o No offers will be accepted after 4:00pm.

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.

II. SITE VISIT

The mandatory site visit was scheduled as a one-time basis to ensure all interested parties had an equal opportunity to familiarize themselves with the area. Attendees were guided around the site and provided the opportunity to learn about both locations.

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.