MINUTES OF THE PRE-PROPOSAL CONFERENCE AND SITE VISIT_19RP3825R0001.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES OF THE PRE-PROPOSAL CONFERENCE AND SITE VISIT

26 June 2025

RFP No. 19RP3825R0001

REPLACEMENT OF ROOF AT DT BUILDING AND SAF BARRACKS

INTRODUCTION

The Contracting and Procurement Representative, Jewela Acuzar, welcomed all attendees and introduced the representatives from the Contracting and Procurement (C&P) and Facility Management Office (FAC).

Attendees were reminded that while C&P is doing a Pre-Proposal Conference, it is still the responsibility of offerors to read the solicitation from cover to cover.

I. DISCUSSION OF THE SOLICITATION PACKAGE

1) SF 1442 cover sheet

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

- Block 13: Deadline of submission of offers: July 21, 2025, no later than 4:00pm

(Philippine local time)

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

- EMAIL SUBMISSIONS are encouraged and 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. (refer to the Invitation Letter)

2) Section A. PRICING, page 3

- 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.

- 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.

mailto:ManilaContracting@state.gov

3) Section B. STATEMENT OF WORK, page 4 In case of differences between small and large-scale drawings, the latter will govern.

4) Section C. PACKAGING AND MARKING, page 5 Instructions are provided if items or materials need to come into the country duty free.

5) Section D. INSPECTION AND ACCEPTANCE, pages 6-7 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

- The entire work must be completed and ready for use not later than 90 working days after issuance of the Notice to Proceed.

- LIQUIDATED DAMAGES, page 8 – Php 14,893.99 for each calendar day of delay

- NOTICE to PROCEED, page 9 – 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 10 – 0730H – 1630H, Mondays through Saturdays, 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 – 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 12-17

- Performance & Payment Bonds, page 12 – 50% of the contract price

- Insurance, page 12: in USD or equivalent in local currency o Bodily injury- $902.85 per occurrence; $1,805.71 cumulative o Property damage- $902.85 per occurrence; $1,805.71 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 mailto:MNLFMCDBO@state.gov 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 Acquisition.gov. 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 17

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 18. The 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.

- 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)

Attendees were encouraged to review FAR 4.21 and FAR 52.204-25 and the provision 52.204-26.

The offerors are required to certify:

o That they will or will not provide covered telecommunications equipment or services to the Government.

o 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.

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

- 52.232-33 Payment by Electronic Funds Transfer-System for Award Management, page 19 and 27 – 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.

- 52.211-6 Brand Name or Equal, pages 29-30 – Offeror must prove that offers of

“equal” products, including “equal” products of the manufacturer, meet the salient physical, functional, or performance characteristics specified in the solicitation.

- 652.242-73 Authorization and Performance, page 34

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 I, LIST OF ATTACHMENTS – pages 35-42

Attachment 6 – SCOPE OF WORK – page 41 – The COR provided a summary of the Scope of Work.

11) Section J. Quotation Information – pages 43- 48 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

Proof of SAM Registration and UEI number

Volume II:

Performance schedule in the form of a time scaled Network Diagram CPM or Critical

Path Method Schedule Business Management/Technical Proposal o Under the Business Management/technical proposal, attendees are advised to make it their 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.

- SITE VISIT – page 48

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.

Official photos will be provided by the COR.

- MAGNITUDE OF CONSTRUCTION PROJECT - page 48 It is anticipated that the range in price of this contract will be: between $100,000 and $250,000.

This is not the budget. It means that the U.S. Government’s estimate for this contract is within this range.

- LATE QUOTATIONS - page 48: Late quotations shall be handled in accordance with the FAR 52.214-7.

- 52.204-7 SYSTEM FOR AWARD MANAGEMENT (SAM) - page 49 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 50

- This is the 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.

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

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

http://www.sam.gov/

13) 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.

- NDAA: 52.204-24 and 52.204-26 under pages 56-59

14) Reminders:

- 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 part of the Questions and Answers.

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

- Changes discussed shall not be binding unless an amendment to the solicitation is issued by the Contracting Officer.

- Deadline of submission of questions is on June 30, 2025, no later than 4pm

(Philippine local time) and must be sent to ManilaContracting@state.gov. No questions shall be accepted after this date.

- Deadline of submission of offers: July 21, 2025, no later than 4:00pm

(Philippine local time). No offers will be accepted after 4:00pm.

- Submit required Volumes I and II.

- All questions and answers, minutes of the meeting and amendments (if any) will be posted on SAM.gov and the U.S. Embassy website.

- Offerors are encouraged to check the SAM.gov website regularly.

- Any extension to the submission deadline shall be through an amendment issued by the Contracting Officer.

- Offerors are welcome to participate in solicitations. If they are awarded all the resultant contracts, they must ensure that they can fully commit to the successful completion of the requirement without any issues. On the other hand, if an offeror decides to withdraw their offer for any reason, it will not be held against them.

II. SITE VISIT

All attendees were shown the sites and were given the opportunity to familiarize themselves with each area. Official/ approved photos will be provided by the COR to all attendees.

CONCLUSION

The Pre-Proposal 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.