19SG2018Q0016_Travel_management_solicitation___Q_AND_A.docx

19SG2018Q0016 – Travel Management services Solicitation for U.S. Embassy, Dakar

Minutes of the pre-proposal conference on April 12, 2018

The meeting began with the introduction of Embassy representatives and potential offerors; followed by the discussion of work statement of performance and the solicitation requirements to clarify the offering and evaluation process.

Additionally, the CO asked if the offerors were all able to download the solicitation package from FBO website, and the answer was in the affirmative.

Below are questions and answers raised by the potential offerors during the pre-proposal conference.

Q – What kind of furniture / equipment to be provided by the offeror for the Embassy implant A – As stated in section 1, on page 17, paragraph 5.0 the USG will provide a fully furnished office to the contractor. Refer to Attachment 3, which will be updated at the time of the award.

The contractor shall be responsible for all other items not listed in the attachment to include but not limited to the software installation, internet subscription, the payment of the monthly usage charge, etc.

Q – What are the requirements of the solicitation?

A – We have a lot of different agencies / customers with various needs for official and personal travel and we require 7 days/ 24 hours support, for more details please refer to the SOW in the solicitation Section 1 starting from page 05 and paragraph 3.10

Q – What will be the staffing level?

A – It’s up to the offeror to decide on the human resources to assign to our contract , but essentially the USG will need at least 02 persons for on-site service. Refer to section 1 , paragraph 7.0 Since the contractor personnel will work on the USG site, the Defense based Act (DBA) insurance is required. For building access and security clearance we also recommend the contractor to identify backup for each position

Q – Can the Embassy provide details on paragraph 1.1 (what ‘’other countries’’ mean?)

A – The USG personnel travels worldwide, we expect to have a proactive contractor, who will be able to assist us in a very short notice in case of medical evacuation for example..

Q – Which currency will be used for this solicitation?

A – As stated on section1 paragraph 2.3 , Contractor shall identify the currency of his proposal.

Q – On the pricing table what does base period mean? Do we have to fill an amount or a period in this column?

A – As stated on paragraph 1.0 , the contract issued from this solicitation will be for 01 base year period plus 04 options of one-year period to renew at the discretion of the USG if the contractors ‘s performance are satisfactory. The contractor is required to provide the prices for each service and for each period. These prices are binding.

Q - How long will it take once the solicitation is closed to issue a contract?

A- The process could take anywhere from one month to 3 months depending of different level of approvals.

Q – What’s the DUNS and SAM, is it mandatory to have it ?

A – The DUNS is a company identification number. A registered DUN on SAM is a mandatory requirement for companies who wants to do business with the USG. Prospective contractors must registered in the SAM database prior to award of a contract.

http://www.dnb.com/content/dam/english/dnb-data-insight/duns-number/duns_number_guide.pdf

Once you get the DUNS, it has to be validated on www.sam.gov and this process takes time. This is the reason why potential offerors are encouraged to get a DUNS registered on SAM.

www.sam.gov is an official FREE, government-operated website. You will find more details on how the get your DUNS registered on the website portal under HELP there is a Quick Guide for International Entity Registrations.

Q – Will an electronic submission be acceptable?

A – No, The conference was concluded and attendees were thanked for their attendance and expression of interest in working with the U.S. Government. The attendees were also reminded of the dateline of the Solicitation.