Minutes of Meeting - Questions and answers 19TC1025Q0004 -DPO1.pdf
PDF 189 KB Posted
- Solicitation number
- 19TC1025Q0004
- Issued by
-
Department of State US Embassy Abu Dhabi
About this file
These meeting minutes document a pre-quotation conference for Solicitation 19TC1025Q0004 for Diplomatic Post Office (DPO) Services at the U.S. Embassy in Abu Dhabi. The solicitation requires a contractor to handle and process incoming and outgoing diplomatic mail bags, with key details including collection and delivery requirements: five to seven bags per day, pickup most Thursdays and Fridays during specific working hours (0730-1530 Monday-Thursday, 0730-1100 on Friday), with bag weights ranging from 1-30 kg. The contractor will be responsible for all customs clearance, airport destination charges, and associated fees.
The document outlines specific submission requirements for bidders, including completing Standard Form 1449, following solicitation sections 3 and 4, submitting an audited financial statement, and providing separate price and technical proposals. Electronic submissions are mandatory, with a 10MB file size limit for PDF documents. The RFQ submission deadline is April 25, 2025, at 10:00 am UAE time, with questions due by April 15, 2025, at 10:00 am. Five companies attended the virtual pre-quotation conference, and the embassy provided detailed clarifications about mail bag processing, collection times, and contractor responsibilities.
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Other files
| File | Type | Posted |
|---|---|---|
| 19TC1025Q0004 - cover letter.pdf | ||
| SF1449 - DPO solicitation 19TC1025Q0004.pdf | ||
| 19TC1025Q0004 - DPO Solicitation.pdf |
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Text version
Meeting Minutes Page 1 of 4 Solicitation 19TC1025Q0004-Diplomatic Post Office Services
RFQ 19TC1025Q0004
Diplomatic Post Office Services Pre-Quotation Conference–Meeting Minutes
Date: April 11, 2025 Time: 10:00 am – 11:00 am Venue: U.S. Embassy Abu Dhabi
Panel: Procurement and Contracting Supervisor DT Infrastructure Chief DPO Mail Pouch Supervisor
Contracting Agent
Attendees: Representatives from five (5) companies as listed below attended through
MS Teams:
Delight International Movers
DFS
EMX (EMPOST)
Grow Life General Trading Co L.L.C
TAREQ AL MOSTAQBAL LOGISTIC SERVICES L.L.C
Introduction:
The Contracting Agent welcomed all interested bidders, explained the purpose of the meeting, and introduced the Embassy’s panel. Bidder’s representatives introduced themselves to the panel.
The due date for submitting questions concerning this meeting and RFQ was set to 10:00 am on April 15, 2025, via email to AbuDhabiContracts@state.gov .
Note to Bidders:
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
Meeting Minutes Page 2 of 4
Overview:
The Contracting Agent explained the following:
• Duly fill in Standard Form (SF) 1449
• Follow Section 3 and 4 of the solicitation
• Duly fill in and submit Section 5.
• Duly fill in FAR 52.204-24 (NDAA 889) under Section 5.
• Audited financial statement must be submitted.
• Submit Price and Technical Proposals separately.
• E-mail your quote to AbuDhabiContracts@state.gov and copy
MokbelIA@state.gov .
• Mark the subject line “Quotation enclosed – RFQ No. 19TC1025Q0004”.
• Single file should not exceed 10MB. Only PDF documents will be accepted.
• Active SAM registration status – User guide and link will be sent to the bidders.
• Evaluation Process was explained.
• Questions are due by 10:00 am on Tuesday, April 15, 2025.Answers to questions will be disseminated to all prospective bidders. RFQ submission deadline (soft copy ONLY): April 25, 2025 at 10:00 am (UAE time).
The requesting Office (DT) explained the Scope of Work (SOW) of the RFQ in details.
(end of Meeting minutes)
The following questions/clarifications received and below are the answers as per the requesting office:
In Sec�on 1, Schedule 1. Performance Work Statement
SL NO. CLARIFICATION REQUEST
COMMENTS FROM
EMBASSY
1.
Incoming DPO Mail Bags: Process all necessary paperwork for clearing DPO mail bags. - In the last mee�ng held on Tuesday, March 4, 2025, Embassy representa�ves
Paperwork will be handled by the contractor.
mailto:AbuDhabiContracts@state.gov mailto:MokbelIA@state.gov
Meeting Minutes Page 3 of 4 informed us that this scope will be handled by the US Embassy. Please confirm
2.
If clearance needs to be done by us, how will we provide the DNATA & delivery order fee, airport handling charges, customs charges, bill of entry fee, storage charges, etc., which will be applicable for clearing the shipment.
The contractor will be responsible for all fees and charges for inbound items.
3.
If clearance is done by the US Embassy, then we will have to provide the transporta�on, manpower, equipment, and DBA insurance.
Kindly confirm
Confirmed. Clearance will be handled by the contractor.
4.
Do we need to consider the collec�on and delivery of the DPO bags on weekends, public holidays, and a�er office hours?
Kindly advise
No. Delivery will be done during working hours Monday
– Thursday 0730 – 1530 and Friday 0730 - 1100
5.
Could you please let us know the collec�on and delivery �mings at the US Embassy in Abu Dhabi?
Inbound: Monday – Thursday 0730 – 1530 and Friday 0730
– 1100 Outbound Thursday 1000 – 1530 and Friday 1000 – 1100
6.
If the US Embassy mail room is not accep�ng the DPO bags, can we keep this in our vehicle? If there is any vehicle deten�on, how can we charge to US Embassy? Kindly advise
Bags should be retrieved from the airport and delivered during working hours.
7.
How many hours prior no�ce US Embassy provide us to collect the bags from the Airport or the US Embassy Abu Dhabi?
Minimum no�fica�on period will be 24 hours, but it is usually closer to 72 hours ahead of arrival.
8.
Who will be doing the import customs clearance from DXB Airport?
The Contractor will be responsible for all custom clearance.
9.
Who will provide airport des�na�on charges, customs, and airport charges?
The contractor will be responsible for all applicable fees.
Meeting Minutes Page 4 of 4
10. How many DPO bags need to be collected from the Embassy in a day?
Five to seven bags.
11. How many DPO bags need to be collected from the Airport in a day?
The contractor will process and deliver any incoming.
Quan��es vary..
12.
How many �mes in a day do we need to collect from the Embassy, and how many DPO bags do we need to collect per �me?
Once per day. Pickup is most Thursdays and every Friday.
The Embassy will call to schedule each pickup.
Outbound Thursday 1000 – 1530 and Friday 1000 – 1100.
Five to seven bags.
13.
How many �mes in a day do we need to collect from the Airport, and how many DPO bags do we need to collect per �me?
Depends on the number of shipments arriving. The contractor will be informed of any incoming shipment and arrival date. Quan��es vary.
14. How many days a week do we need to collect DPO bags from the Embassy?
Pickup is most Thursdays and every Friday. We will call to schedule each pickup.
Outbound Thursday 1000 – 1530 and Friday 1000 – 1100.
15. How many days a week do we need to collect DPO bags from the Airport?
Up to 5 days per week. The contractor will be informed of any incoming shipment and arrival date.
16. What is the maximum and minimum weight of a DPO Bag?
Minimum weight is 1 kg/bag.
Maximum weight is 30kg/bag.
File details come from the government source that posted it. Updated .