19TC1026R0001_Meeting Minutes and Q and A.pdf

Solicitation No.: 19TC1026R0001 – Chiller Equipment PM Services Pre-Proposal Conference/Site Visit - Meeting Minutes Page 1 of 4

Solicitation No.: 19TC1026R0001 Chiller Equipment Preventive Maintenance Services

Pre-Proposal Conference/Site Visit Meeting Minutes

Date: January 22, 2026 Time: 09:30 am – 10:35 am Venue: U.S. Embassy Abu Dhabi

Panel: Contracting Officer (CO) Technical Team: Contracts Supervisor/Contracting Officer’s Representative (COR)

& Supervisory Maintenance Engineer Procurement Team: Procurement & Contracting Supervisor and Contracting Agent

Attendees: Seven (7) representatives from five (5) companies.

Introduction:

The Contracting Officer welcomed all interested offerors, explained the purpose of the meeting, and introduced the Embassy’s panel. The rest of the meeting attendees introduced themselves.

Action Items:

All attendees were asked to submit their questions, if any, to AbuDhabiContracts@state.gov copying JohnJM@state.gov no later than 10:00 am on January 26, 2026.

Response to action items: the Questions and Answers are included at the end of this document.

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.

Overview:

The Procurement Team explained the following:

• This is a Firm-Fixed Price Contract. The performance period of this contract is from the start date and continuing for 12 months for “base year and four, one-year options to renew”. Anticipated Period of Performance (Base Year): April 15, 2026 through April 14, 2027. The pricing should be in the same format of the RFP. Contract will be awarded to the lowest price, technically acceptable vendor.

• Offerors must submit price proposals that account for all local economic and inflation factors. Once awarded, the contract price will not be increased for any reason. The U.S.

Government will not entertain requests for contract modifications to increase costs.

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

Pre-Proposal Conference/Site Visit - Meeting Minutes Page 2 of 4

• The Government intends to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so (refer Section 4 of the Solicitation - Evaluation Factors for more details).

• Value Added Tax (VAT) is not included in the CLIN rates. VAT should be listed as a separate line item on invoices.

• All UAE-licensed companies must provide a UAE Workmen’s Compensation Plan (WCP).

Defense Base Act (DBA) insurance is mandatory for supplies and services contracts and provides workers' compensation protection to civilian employees working outside the United States on U.S. military bases or under a U.S. Government contract. Offerors must include the DBA insurance premium cost in their pricing. DBA insurance may be obtained from any Department of Labor-approved provider listed at http://www.dol.gov/owcp/dlhwc/lscarrier.htm. DBA premiums are not reimbursable.

• Prospective offerors must contact an insurance provider to obtain an estimated DBA insurance quote and include it in their price proposal. Upon award, the offeror must provide the Embassy with the DBA insurance policy documents. The policy start date must match the contract’s effective date and include the contract number. The contractor’s name on the policy must match the name on the contractor’s license and SAM registration.

• Offerors must submit their proposals by completing the following documentation, as outlined in Section 3, Summary of Instructions:

a) Completed Standard Form (SF) 1449 with its authorized signatory and company seal (rubber stamp). Complete Blocks 12, 17, 19 – 24 and 30 are to be filled out.

b) Completed Section 1, para 2.0, Pricing – for CLIN rates.

c) Copies of documents and details of items required in Section 3 (Solicitation

Provisions).

d) Completed Section 5 (Representations and Certifications).

e) Completed Document submission checklist

• The document submission checklist is an essential tool in the RFP process. By listing each required item—such as technical proposals, financial statements, certifications, and compliance documents—the checklist helps prevent omissions that could result in disqualification or delays. It serves as a practical guide to ensure all RFP requirements are met, reducing administrative errors and enhancing the quality and completeness of proposals.

• Proposals must be submitted electronically to AbuDhabiContracts@state.gov with a copy to JohnJM@state.gov with the subject “Proposal Enclosed – Solicitation No.

19TC1026R0001". All submissions must be in PDF format and not exceed 10MB per file.

If your submission exceeds 10MB, divide it into separate files and send each in a separate email, ensuring each file is under 10MB.

• Evidence of active System for Award Management (SAM) registration, including Unique Entity ID (UEID) and CAGE code, must be submitted. Contracts will not be awarded to vendors who are not registered in SAM. A SAM registration guide has been sent to http://www.dol.gov/owcp/dlhwc/lscarrier.htm mailto:AbuDhabiContracts@state.gov mailto:JohnJM@state.gov

Pre-Proposal Conference/Site Visit - Meeting Minutes Page 3 of 4 prospective offerors separately. If you are not registered, please begin the process immediately at www.SAM.gov.

• The Embassy will accept questions regarding the solicitation until 10:00 am on Monday, January 26, 2026. Answers will be distributed to all interested offerors, including those who did not attend the pre-proposal conference or site visit, along with the meeting minutes.

• Proposals are due by February 11, 2026, at 04:00 pm (local time). Late proposals will not be accepted.

• The CO and Contracting Agent are the points of contact until the contract is awarded and the Notice to Proceed (NTP) is issued. After the NTP is issued, the Contracting Officer’s Representative (COR) will be the primary point of contact.

The COR/Technical Team explained the Scope of Work (SOW) of the solicitation in detail with the following remarks:

• The SOW is very descriptive with sufficient information to provide a competitive proposal.

• This contract covers only periodic maintenance of Chiller Equipment preventive maintenance services.

• Chiller 1 & 2 are three (3) years old and Chiller 3 is ten (10) years old.

• Repairing and/or replacement of parts are not covered by this contract. If required, the contractor needs to send quote for the repair. And a Purchase Order will be awarded for such repairing or replacement of parts.

• The contractor shall follow the checklist while doing PM services and consider the checklist while filling out the pricing table.

• After award of contract, the contractor shall ensure that items/documents listed out under Contract Deliverables (SOW, para 18.0) are delivered within the permitted time.

• Offerors shall ensure that all the required documents/details listed out under Section 3, Solicitation Provisions are included in the technical proposal.

Site visit was conducted following the pre-proposal conference.

Questions and Answers from the pre-proposal conference and raised by offeror(s):

The following table reflects questions raised by prospective offerors. Our answers are based on our review of the contract and any relevant guidance or regulations.

http://www.sam.gov/

Pre-Proposal Conference/Site Visit - Meeting Minutes Page 4 of 4

The pre-proposal conference and site visit adjourned at 10:35 am.

S/N Questions from Prospective Bidders

Answers from Contracting Office

1. Can we get the history report? History reports shall be given to the awardee.

2. Is Adiabatic cooler under our scope?

No.

3. Full nameplate details of two (2) York Chiller units and compressor each with a capacity of 240 TR.

See attached image

4. Full nameplate details of one (1) Trane Chiller unit and compressor with a capacity of 300 TR.

See attached image