19TC1019R0002_-_Attachment_A_-_Minutes_of_Meeting.pdf

Request for Proposal number 19TC1019R0002 – Janitorial services Pre-Proposal Conference and site visit

Minutes of Meeting

Date: April 17, 2019 Time: 09:00 – 11:40 a.m.

Venue: Multipurpose Room and various offices/locations, U.S. Embassy Abu Dhabi

Panel: John Marten – Supervisory General Services Officer David Haskett – General Services Officer and Contracting Officer (CO) Marwan Issa – Supervisory Maintenance Engineer

Christy Britto – Contract Management Specialist and Contracting Officer’s Representative (COR) Venugopal Dhanakodi – General Maintenance Foreman Jacob John – Procurement Supervisor Joseph John – Procurement Agent

Attendees: 27 representatives from 17 companies:

- Emirates International Property Services (BFM)

- Dynamic Contracts Consultants Company LLC /EMCC

- Contractor Cleaning Services LLC

- Abu Dhabi National Gen.

Contracting LLC

- Model Building Maintenance LLC

- Arabian Gulf Facility Management

- Electrolux Maintenance and

Commercial Services LLC

- Clean Tech Services LLC

- National Corporation for Tourism and Hotels

- Astrea Group

- Etihad International Hospitality

- Red Head Facilities Management

- Khidmah-Sole Proprietorship LLC

- Advanced Facilities Management

LLC

- Delight International Facilities

Management

- National Catering Services and

Foodstuff LLC

- Adeeb Electrical and Electronics

Services LLC

Introduction:

David Haskett welcomed all offerors, explained the purpose of meeting and introduced the Embassy panel followed by the introduction of the offerors. Questions concerning this meeting/solicitation must be emailed to AbuDhabiContracts@state.gov or JohnJM@state.gov before 1pm on April 18, 2019. Sign-in sheet was distributed to all the offerors.

Note to Offerors:

The information contained within these questions and answers is provided for informational purposes and under no circumstances shall it be construed to change any terms and conditions or requirements within the solicitation. If any answer does address a change in the solicitation, it will reference an Amendment.

mailto:AbuDhabiContracts@state.gov mailto:JohnJM@state.gov

Minutes of Meeting and Questions and Answers Page 2 of 3 Janitorial services – 19TC1019R0002

Overview:

David the Contracting Officer (CO) explained the purpose of this contract which is outlined in SF-1449 in block 10. He emphasized that this contract is for the cleaning services inside the Embassy.

The CO explained that the minutes of meeting along with the answers to the questions (Q&A) that were received prior and after the pre-proposal conference and site visit will be disseminated to the all the prospective offerors. These minutes and the Q&A must be approved in Washington; any excessive delay may lead to an extended submission deadline.

CO is the POC until the contract is awarded. The COR becomes the primary POC after the contract award.

CO explained that the contract will be awarded based on Lowest Priced Technically Acceptable (LPTA). He also added that the U.S. Government is very transparent, treating all offerors equally and without prejudice.

Christy Britto, the COR explained the Scope of Work (SoW) of the solicitation in detail.

John Marten mentioned that the Embassy is very transparent in processes and the answers to questions will be shared with all offerors. He also added that there are many clauses indicated in the contract to protect the awardee as well as the U.S.G.

Joseph explained that this contract is for a base year with four option years to renew. He also added that this is a firm-fixed price and hence the offerors should estimate the pricing considering the economy, inflation etc. while submitting their proposal. Once awarded, there will be no cost correction for the Contractor’s costs as reflected in their final offer.

The UAE Workmen’s Compensation Plan (WCP) is required by all UAE-licensed companies for their workers. Joseph explained that the DBA – Defense Base Act – Insurance is the separate requirement of the US Government. The list of approved DBA providers is here:

https://www.dol.gov/owcp/dlhwc/lscarrier.htm. Once awarded the Embassy will instruct the Contractor to submit a quotation for review. Once approved, the contractor will procure this DBA insurance, and to submit the invoice separately as soon as the policy is issued.

The policy start date must be the same as the date of contract effective date. The Contractor name on the policy must be the same as the Contractor’s license and their SAM registration.

He also added that the pricing should be submitted in the same format of the solicitation.

Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period.

Joseph informed the offerors of the following:

o Offerors must submit a Technical proposal with one original and two copies, in a separate envelope; and, a Commercial proposal with one original and two copies, in a separate envelope. These envelopes must be clearly addressed to CONTRACTING OFFICE with the contract identification: 19TC1019R0002 Janitorial Services.

https://www.dol.gov/owcp/dlhwc/lscarrier.htm

Minutes of Meeting and Questions and Answers Page 3 of 3 Janitorial services – 19TC1019R0002 o Section 3 and 4 of the solicitation must be followed while preparing the proposal.

o Each of the blanks in Section 5 must be filled in.

o Price proposal should be in local currency: Arab Emirate Dirhams (AED / Dhs).

o Once awarded this Contract cannot be modified to increase the price as this is a firm-fixed price contract.

o Audited financial statements should be submitted. A print out of bank statement does not comply with this requirement.

o Though not required when submitting your offer, the Embassy highly recommends that vendors register in the System for Award Management (SAM) prior to submitting their offers. Registration is free. There are three steps to complete the process; see our webpage for the links and explanations.

(https://ae.usembassy.gov/embassy-consulates/abu-dhabi/contract-opportunities/ ). Prior registration will be beneficial once awarded the contract; it can reduce the time between Award and Notice to Proceed by several weeks.

o The U.S. Government has zero tolerance in regards to Trafficking in Persons.

Hence, offerors must submit their Housing and their Staff Recruitment plans along with the proposals in compliance with FAR Clause 52.222-50 – Combatting Trafficking in Persons. Joseph added that housing plan is required only if labor/staff accommodation is provided by employer. If housing allowance is provided, then that must be mentioned in the proposal. Offerors must include the lease contract of the staff accommodation and the details of labor/staff.

Joseph informed the offerors that such accommodation would be inspected prior to awarding the contract; and subsequently inspect twice a year (a surprise visit) after the award is made. Recruitment plan must include how the recruitment is done in your company and identify the workers are recruited through an agent and so.

o RFP submission deadline was originally on May 6, 2019 by or before 4 pm (local time). NOTE: This is being amended to May 23, 2019 at 4 pm local time;

Government will issue a SF-30 Amendment of Solicitation.

The attendees were escorted to various locations in the Embassy to better understand the scope of work.

The pre-proposal conference adjourned at 11:40 am.

https://ae.usembassy.gov/embassy-consulates/abu-dhabi/contract-opportunities/ https://ae.usembassy.gov/embassy-consulates/abu-dhabi/contract-opportunities/