MINUTES OF CONFERENCE SITE VISIT_19RP3825Q0116 (002).pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM PRE-QUOTATION CONFERENCE AND SITE VISIT

30 JULY 2025

RFQ: 19RP3825Q0116

SUPPLY AND REPLACEMENT OF POWER MONITORING SYSTEM

Introduction Contracting Officer, Michael Warren welcomed all attendees and 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

- Deadline of submission of offers: 15 August 2025 (refer to block 8), no later than 4:00pm (Date and time is Philippine local time) (refer to Amendment 001).

- 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 (page 3)

SUBSECTION I. – SCOPE OF SERVICES

− 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.

− Price listed below shall include all labor, materials, overhead, profit, and transportation necessary for the supply, delivery and installation of the required items in accordance with Attachment 1 to the American Embassy Manila, Philippines

SUBSECTION II. PRICING

A. FIRM-FIXED PRICES – to be completed by offeror

B. 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.

C. OFFERS AND PAYMENT IN U.S. DOLLARS

Applicable to U.S. Firms

D. 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 (page 4-6)

II. DELIVERY LOCATION AND TIME

U.S. Embassy Manila, Philippines, 1201 Roxas Blvd., Ermita, Manila, Philippines The Contractor shall deliver and install all items not later than 8 weeks after date of contract award Delivery shall be made between the hours of 7:30AM – 4:30PM, Mondays through Fridays, except holidays

III. PACKAGING AND MARKING

IV. QASP

4) ATTACHMENT 1 – STATEMENT OF WORK (page 7) – as discussed by FAC Representative

5) ATTACHMENT 2 – DIAGRAM (page 8) - as discussed by FAC Representative

6) SECTION 2 – CONTRACT CLAUSES (pages 9-23)

- 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 11). 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 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD

MANAGEMENT (page 13). 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 52.229-12 TAX ON CERTAIN FOREIGN PROCUREMENT PAYMENTS (ZADROGA ACT)

(pages 17-19). 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 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.

- FAR 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (page 20) 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.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 20)

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 20) 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.

- DOSAR 652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (page 22-23)

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

MNLFMCDBO@state.gov

- DOSAR 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE (page 23). The COR for this contract is the Electrical Engineer/BAS Engineer. 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 242-73 AUTHORIZATION AND PERFORMANCE (page 23).

7) SECTION 3 – SOLICITATION PROVISIONS (PAGES 24-26)

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

A.1 Volume 1

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

(2) Section II. PRICING (indicate the currency)

(3) Section 5, REPRESENTATIONS AND CERTIFICATIONS

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

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

- Electronic submissions are allowed (Refer to Invitation Letter and Section 3 page 26)

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.

- FAR 52.204-7, SYSTEM FOR AWARD MANAGEMENT (page 27)

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

8) SECTION 4 – EVALUATION FACTORS (pages 29-30)

− 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 to include the technical information required by Section 3 and attendance to the site visit.

− Proposals which do not conform to the solicitation requirements may be eliminated at the USG’s discretion.

9) SECTION 5 – REPRESENTATIONS AND CERTIFICATIONS (pages 31-53)

− Fill out only those that are applicable and indicate N/A for items that do 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

10) QUESTIONS

− Questions must be submitted in writing so that written answers can be provided. Oral answers during this conference are not binding unless provided in writing by the Contracting Officer.

− Written questions must be submitted on or before 1 August 2025, 4 P.M. (Philippine local time)(refer to Amendment 001); Note: indicate solicitation no./notice ID, specific section, subsection, paragraph no. in listing questions; No additional questions will be accepted after 1 August 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.

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

11) REMINDERS

− Deadlines shall be strictly observed.

− Follow instructions.

− Submit required volumes. Indicate currency on offer.

− SAM registration is FREE OF CHARGE.

− Any extension 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.

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 ATTACHMENT

1 – STATEMENT OF WORK

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.