MINUTES FROM PRE-QUOTATION CONFERENCE AND SITE VISIT_19RP3826Q0018.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM THE PRE-QUOTATION CONFERENCE AND SITE VISIT

January 12, 2026, 8:00 a.m.

RFQ No. 19RP3826Q0018

Garbage Collection and Disposal Services

INTRODUCTION

Representatives from the Contracting & Procurement (C&P) Office and Facility Management (FAC) Office attended the Pre-Quotation Conference at the Chancery Compound, NOX 1 Building, Conference Room H.

Procurement Agent, Jewela Acuzar, welcomed all the attendees, and had the representatives from C&P and FAC introduce themselves.

I. DISCUSSION OF THE SOLICITATION PACKAGE

The following sections were highlighted during the pre-quotation conference:

SF-1449 cover sheet

- Fill out blocks 12,17,19-24 and 30 as appropriate

- Offer due date/local time: January 30, 2026, no later than 4PM, Philippine local time

- No offers will be accepted after 4pm.

- 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)

Section 1 – The Schedule

1. Performance Work Statement –p3 Purpose:

The contract is for a firm fixed price garbage collection and disposal services at the U.S. Embassy in the Philippines, as detailed in Attachment 1 of the PWS.

Period of Performance:

The contract begins on the date specified in the Notice of Award and runs for 12 months. The Government may exercise up to four additional one-year renewal options and one six-month extension. It is unilateral right of the U.S. Government to exercise the option years. The USG may opt not to exercise if funds are not available, contractor’s performance is not satisfactory and if the requirement is no longer required.

mailto:ManilaContracting@state.gov

Types of Services:

a. Standard Services: Routine garbage/trash collection, hauling, and disposal within specified embassy buildings and spaces.

b. Construction Debris: Collection, hauling, and disposal of construction and other debris as specified.

c. Temporary Additional Services: Extra services may be ordered in writing by the Contracting Officer’s Representative (COR). These are in addition to standard services and are priced per unit. The minimum order is one trip; the maximum is twenty-four trips during the contract period.

2. Pricing – p5 Firm Fixed Price - Prices are 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.

• The Government will pay the Contractor a fixed monthly price for satisfactorily performed Standard Services.

• The Government will also pay for Temporary Additional Services ordered each month by the Government based on satisfactory performance of the work.

• U.S. firms (incorporated in the U.S.) may submit offers and receive payment in U.S. dollars.

• Foreign firms (not incorporated in the U.S.) must submit prices and receive payment in local currency.

Please complete all the blank spaces and ensure that there are no mathematical errors.

II. VAT p9 VAT is not applicable to this contract. The U.S. Embassy has a tax exemption certificate from the host government. A copy will be provided if necessary.

ATTACHMENT 1 – Performance Work Statement, pp10-23. All interested contractors MUST read the PWS.

ATTACHMENT 2 – Government Furnished Property, p24

ATTACHMENT 3 – Contractor Furnished Property, p25

Section 2 – Contract Clauses, pp26-50

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, p28. 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.

The COR for this contract is the FAC Procurement Specialist (p49). 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)

FAR 52.222-50 Combating Trafficking in Persons p30 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 52.204-7, System for Award Management p54

• 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.

FAR 52.228-4, Workers’ Compensation and War-Hazard Insurance Overseas p41 DBA insurance, in accordance with FAR 28.305 and PIB 2017-04 . US Embassy Manila has an active waiver. Although not applicable to this requirement, contractors are encouraged to review and read this clause.

FAR 52.229-11, Tax on Certain Foreign Procurement Payments (Zadroga Act) p85 This clause is not applicable to this requirement but contractors are encouraged to read this clause. Please see FAR 29.402-3 and PIB 2020-05. 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 you will need to highlight 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.

NDAA 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment.

http://www.sam.gov/ https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1051105 https://www.acquisition.gov/content/part-28-bonds-and-insurance#i1087897 https://usdos.sharepoint.com/sites/A-OPE/PD/Lists/PIBs/PIBs.aspx https://www.acquisition.gov/content/part-29-taxes#id205VI010V4Y https://usdos.sharepoint.com/sites/A-OPE/PD/Lists/PIBs/PIBs.aspx 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

Please review FAR 4.21 and PIB 2020-05 and highlight clause FAR 52.204-25 in Section 2 and the provision 52.204-24 in Section 5 and the offerors requirement 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.

Section 3 – Solicitation Provisions pp51-57 Each offer must consist of the following:

Volume 1 or A.1

• Standard Form 1449 cover page (complete blocks 12,17,.19-24 and 30)

• Section 1 – The Schedule, Paragraph II, Pricing (Items 1 through 7). Please indicate the currency.

• Section 5

• Proof of SAM registration to include the SAM UEI

Volume 2 or A.2

• Use the list of submittals as a checklist to ensure that all criteria have been addressed.

SITE VISIT – page 55

• 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.

Section 4 – Evaluation Factors, pp58-59

• Criteria by which the USG will evaluate offers.

https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989H0G40RF https://usdos.sharepoint.com/sites/A-OPE/PD/Lists/PIBs/PIBs.aspx https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id1989I600I4C https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id1989I600I4C https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA

• 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 RFQ and attendance to the site visit.

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

Section 5 – Representations and Certifications, pp 60-87 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 60-64

Questions

• QUESTIONS must be submitted in writing so that written answers can be provided. Oral answers or any changes discussed during this conference are not binding unless provided in writing by the Contracting Officer.

• Written questions must be submitted on or before 16 January 2026, 4 P.M.

(Philippine local time); Note: indicate the RFQ number, specific section, subsection, paragraph no. in listing questions; No additional questions will be accepted after this date)

• 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.

REMINDERS

• Deadlines shall be strictly observed.

• Follow instructions.

• Submit required volumes and indicate currency on offer.

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

• Any updates, questions and answers, minutes of the meeting and amendments

(if any) will be posted on SAM.gov and the U.S. Embassy website.

• The Embassy will not always provide you with notifications about the updates, so offerors are encouraged to check the SAM.gov website regularly.

II. SITE VISIT

All attendees were shown the sites (Chancery, Seafront, CMR and DCR) and were given the opportunity to familiarize themselves with the areas.

CONCLUSION

The Pre-Quotation 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.