Minutes_of_Meeting_19TC1019Q0002.pdf

Request for Quotation number 19TC1019Q0002 – School Bus Services Pre-quotation Conference by Prospective Quoters

Minutes of Meeting

Date: June 10, 2019 Time: 10:00 – 10:50 A.M.

Venue: Multipurpose Room, U.S. Embassy Abu Dhabi

Panel: Marty Aversa – Deputy Management Counselor

David Haskett – General Services Officer & Contracting Officer (CO) Heather Smith – General Services Officer & Contracting Officer (CO) Morgan Paul – Assistant Regional Security Officer Jacob John – Procurement Supervisor Binu Kunnel Baby – Purchasing Agent Cora Dagdagan – Purchasing Agent Tatiana Ojermark – Administrative Assistant

Attendees: 10 representatives from 6 companies.

Orient Transport Hafilat School Transportation

Fast Rent A Car Arabian Nights for Travel and Tourism

Global Wings School Bus Transportation

The Emirates General Transport Services Corporation

Introduction:

David Haskett welcomed all quoters, explained purpose of the meeting and introduced the Embassy panel followed by the introduction of the quoters. Sign-in sheet and Agenda were distributed to all the quoters.

Note to Quoters:

The information contained within this document (MoM) is for informational purposes and under no circumstances shall it be construed to change any terms and conditions or requirements within the solicitation.

Overview:

David Haskett, the Contracting Officer (CO) explained the purpose of this contract which is outlined in SF-1449 in block 20.

David mentioned that this a single award contract for a Base year with Four year option to renew with no price adjustment. This is a firm-fixed price contract.

David explained the scope of work in detail. Also specified that the buses should be parked under Contractor’s parking area, not in Embassy compound.

David added that the contractor needs to designate a Bus coordinator to coordinate with the Contracting Officer Representative (COR) designated by the Contracting Officer.

David explained the bus routes, standard services and additional services.

Minutes of Meeting Page 2 of 2 School Bus Services – 19TC1019Q0002

David explained the need of submitting Housing and Recruitment plan of the drivers, monitors and Bus Coordinator. Government has zero tolerance on Trafficking in Persons and will do surprise inspections to ensure the contract staff are living in a safe environment to meet governmental standards.

Jacob John, the procurement Supervisor advised the bidders to fill out the relevant blocks of SF 1449 and pricing table under Section 1 of the solicitation.

Jacob explained the solicitation provisions outlined in Section 3 and the Evaluation factors required in Section 4.

Jacob explained that the quoters should provide pricing for a base year and all option years in Arab Emirates Dirhams (AED).

David informed the quoters that their bids should clearly identify pricing, but do not add any Value Added Tax (VAT). Contractor is authorized to include VAT in their invoice and which will be paid by Embassy.

Jacob emphasized that quoters should submit their Commercial and Technical offers separately, in separate envelopes, each with one original and two copies. This ensures that Technical Evaluation Panel is not aware of pricing when they review these documents.

Jacob added that the evaluation would be in two stages, i.e. ‘Technical’ and ‘commercial’. Technical includes; the past performance, financial capability, license, proof of adequate staff and equipment etc.

David informed the quoters that a solicitation amendment would be issued to correct few minor typo, but no change in the scope of work. The quote submission date may be extended if the contracting office takes time to disseminate the Minutes of Meeting and Answers for the Questions.

David informed the quoters that all technical and contractual questions must be e-mailed to Abu Dhabi Contracts at AbuDhabiContracts@state.gov no later than 1200 noon (local time) on Wednesday, June 12, 2019.

Jacob mentioned that the RFQ closing date provided in the solicitation is by 5 pm on June 30, 2019 and any bid received after the deadline would not be considered for further evaluation.

The Deputy Management Counselor, Marty Aversa emphasized the importance of safety and security of the passengers.

The pre-quotation conference adjourned at 10:50 a.m.

(End) mailto:AbuDhabiContracts@state.gov