MINUTES OF THE MEETING_19RP3825Q0131 (2).pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES OF THE MEETING

PRE-QUOTATION CONFERENCE| 28 AUGUST 2025

RFQ: 19RP3825Q0131

Supply & Replacement of U/G Power Cables for Pump Station 1 & 2, Chancery Compound

AGENDA

Welcome all attendees Introduction of Government representatives and respective areas of responsibility.

1) SF 1449 cover sheet (page 1)

• Deadline of submission of offers: 5 September 2025 (refer to block 8), no later than

2:00pm (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 (page 3)

SUBSECTION I – SCOPE OF SERVICES

• Firm-fixed Price: The 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, page 4

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

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

dollars

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 5-9)

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 5 - 6 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

Please note that coordination for duty free shipments consigned to U.S. Embassy Philippines shall be coursed through GSO Customs and Shipping Office. Their contact information shall be provided upon the award.

Mark materials delivered to the site as indicated in the RFQ.

IV. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contract performance and provide the COR to monitor the contractor’s performance.

4) ATTACHMENT 1 – STATEMENT OF WORK (page 7)

5) SECTION 2 – CONTRACT CLAUSES (pages 15-30) − 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 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.

• FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD

MANAGEMENT (page 20). Payments will be made by Electronic Funds Transfer so the Contractor must ensur1 the correct EFT payment information is provided in SAM or the designated disbursement office.

• FAR 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (page 28) The Contractor shall maintain registration in SAM during contract performance and through final payment of any contract.

• 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 38)

• FAR 52.228-4 WORKERS’ COMPENSATION AND WAR-HAZARD INSURANCE

OVERSEAS (page 28) 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 30)

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

MNLFMCDBO@state.gov

− DOSAR 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE (page 31). The COR for this contract is the Facility Building Engineer Supervisor. 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 31).

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.

7) SECTION 3 – SOLICITATION PROVISIONS (PAGES 31 - 34)

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

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

A.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 = Technical requirements – (1) through (15)

• Electronic submissions are allowed (Refer to Invitation Letter and Section 3 page 26) Must be submitted electronically to ManilaPurchasing@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 35)

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

Your offer may be ineligible for the 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 37)

• Criteria by which the USG will evaluate offers. The USG intends to award 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 on the site visit.

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

9) SECTION 5 – REPRESENTATIONS AND CERTIFICATIONS (pages 38 - 62)

• 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

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

• 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 29 August 2025, 2:00 P.M.

(Philippine local time): indicate specific section, subsection, paragraph no. in listing questions; No additional questions will be accepted after the given deadline

• 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

• 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.