MINUTES OF PRE-QUOTATION CONFERENCE AND SITE VISIT_19RP3825Q0117.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES OF THE PRE-QUOTATION CONFERENCE AND SITE VISIT

August 14, 2025

RFQ NO. 19RP3825Q0117

EXTERIOR REPAINTING OF NOX 1 BLDG.

INTRODUCTION

The Contracting Officer opened the meeting by welcoming all attendees and facilitating introductions. He invited other representatives from C&P and Facility Management (FAC) to introduce themselves.

Attendees were reminded that even if C&P was holding the Pre-Quotation Conference, it remains their responsibility to thoroughly review the solicitation document in its entirety.

I. DISCUSSION OF THE SOLICITATION PACKAGE

1) SF 1442 cover sheet

- Block 13: Deadline of submission of offers: 28 August 2025, no later than 4:00pm

(Philippine local time)

- No offers will be accepted after 4:00pm.

- 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.

- Complete blocks 14 through 20c and 30a-c

2) Section A. PRICE, page 2

- Firm Fixed Price. Shall include all labor, materials, all insurances, 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.

- 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.

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

dollars.

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

3) Section B. STATEMENT OF WORK, page 3 NOTE: No drawings will be provided for this requirement due to security reasons.

mailto:ManilaContracting@state.gov

4) Section C. PACKAGING AND MARKING, page 4

- Provides instructions on marking materials to be delivered to the Embassy

- Coordination for duty free shipments consigned to the U.S. Embassy Philippines shall be coursed through the GSO Customs and Shipping Office for issuance of Certificate of Tax Exemption relative to the requirement.

5) Section D. INSPECTION AND ACCEPTANCE, pages 5-6

- 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 7-9

- LIQUIDATED DAMAGES, page 7 – Php 18,210.00 for each calendar day of delay

- NOTICE to PROCEED, page 8 – will be issued after receiving and accepting of evidence of any bonds or insurance. Only the Contracting Officer is authorized to issue the Notice to Proceed.

- WORKING HOURS, page 8 – 7:30H – 16:30H, from Monday to Friday. Other hours, if requested by the Contractor, may be approved by the Contracting Officer’s Representative (COR).

7) Section F. ADMINISTRATIVE DATA – page 10 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE – Design Engineer

- 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)

- Payment: Requests for payment may be made no more frequently than monthly. 30 days EFT from receipt of correct invoice/billing statement.

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

8) Section G, SPECIAL CONTRACT REQUIREMENTS – pages 11-15

- Performance & Payment Bonds, page 11 – 50% of the contract price

- Insurance, page 11: in USD or equivalent in local currency o Bodily injury- $1,000.00 per occurrence; $2,000.00 cumulative o Property damage- $1,000.00 per occurrence; $2,000.00 cumulative

- Laws and Regulations, page 13 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.

mailto:MNLFMCDBO@state.gov

9) Section H, CLAUSES – pages 16-32

- 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.

- FAR 52.204-13 System for Award Management Maintenance, page 16 The Contractor shall maintain registration in SAM during contract performance and through final payment of any contract.

- FAR 52.222-50 Combating Trafficking in Persons, page 17. 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.

- 52.232-33 Payment by Electronic Funds Transfer-System for Award Management, page 18 – 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 52.204-25 Statute NDAA 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment, (pages 19-22)

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.

- 652.242-73 Authorization and Performance, page 32

10) Section I, LIST OF ATTACHMENTS – pages 33-39 ATTACHMENT 5 – SCOPE OF WORK – page 38 - As discussed by COR

14. SPECIFIC TASK: complete the work within one hundred and twenty (120) working days from the date of Notice to Proceed.

https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA

11) Section J. Quotation Information – pages 40- 46

- Each proposal must consist of the following in separate volumes

Volume I:

Standard Form 1442 Section A (PRICING) (indicate currency) Section L (REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS) Completed Attachment 4, "BREAKDOWN OF PROPOSAL PRICE BY DIVISIONS OF

SPECIFICATIONS – Do not change the format of this template Proof of SAM Registration and UEI number

Volume II:

Performance schedule in the form of a time scaled Network Diagram CPM Schedule Business Management/Technical Proposal Under the Business Management/technical proposal please make it as your checklist and ensure that each item is addressed.

- Electronic submissions are allowed. Offers must be emailed to ManilaContracting@state.gov in 2 separate file folders indicating Volume I and Volume

2. Kindly follow the submission specific size and format not to exceed 10MB per file.

- MAGNITUDE OF CONSTRUCTION PROJECT - page 45

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

- LATE QUOTATIONS - page 45: Late quotations shall be handled in accordance with the

FAR 52.214-7.

- 52.204-7 SYSTEM FOR AWARD MANAGEMENT (SAM) - page 46 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.

12) Section K. EVALUATION CRITERIA – page 47

- Criteria by which the USG will evaluate offers.

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

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

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

- Acceptability will be determined by assessing the offeror’s compliance with the terms of the RFQ and attendance to the site visit.

13) Section L, REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS OR QUOTERS - pages 48-58

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

- NDAA: 52.204-24 and 52.204-26 under pages 53-56

14) 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 18 August 2025, 4 P.M. (Philippine local time); Note: indicate the RFQ No./Notice ID, specific section, subsection, paragraph

no. in listing questions; No additional questions will be accepted after 18 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.

15) 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 to 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 were given the opportunity to familiarize themselves and thoroughly inspect each area under ATTACHMENT 5 – SCOPE OF WORK. No drawings or photos will be provided due to security reasons.

CONCLUSION

The Pre-Quotation Conference and Site Visit concluded, attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.