19TC1026R0003_Meeting Minutes.pdf

Solicitation No.: 19TC1026R0003 – Make-ready Services

Pre-Proposal Conference - Meeting Minutes Page 1 of 4

Solicitation No.: 19TC1026R0003

Make-ready Services

Pre-Proposal Conference

Meeting Minutes

Date: June 18, 2026 Time: 09:30 am – 10:45 am

Venue: U.S. Embassy Abu Dhabi

Panel: Contracting Officer (CO)

Technical Team: Contracts Supervisor/Contracting Officer’s Representative

(COR) & Residential Maintenance Supervisor

Procurement Team: Contracting Agent

Attendees: Twelve (12) representatives from seven (7) 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 Item:

Proposals are due by 4pm (local time) on July 8, 2026.

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:

• Make-ready is a process of getting a vacant house ready for an incoming officer to stay.

There could be lot of maintenance and repair work required, based on the CLINs outlined in the Statement of Work (SOW) for a particular house. Major repairs are not part of the scope.

• This is a firm-fixed-price, Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract with economic price adjustment for make-ready services. Award may be made to multiple contractors— anticipated at three to four awardees — provided a sufficient number of

Lowest Priced Technically Acceptable (LPTA) offerors are identified.

• The contract includes a base year plus four (4) one-year option periods. The anticipated

Period of Performance for the base year is September 15, 2026 through September 14, 2027. Offerors must submit price proposals in the format specified in the RFP and must account for all applicable local economic and inflation factors.

• Offerors are encouraged to complete the pricing table in Section B.3.8 for price evaluation purposes and FAR Clause 52.217-8 Option to Extend Services for 6 months.

The cost/price information provided will be used to evaluate the total price of the award

Pre-Proposal Conference - Meeting Minutes Page 2 of 4 for all options in 52.217-9 Option to Extend the Term of the Contract and 52.217-8

Option to Extend Services plus the total price for the basic requirement ONLY. The price offered in the table (Reference Section B.3.8) will not be included in the total contract award amount; however, if you choose not to provide any cost/price information for each line item below, your Price Proposal will be considered incomplete, labeled as failure to follow instructions, and no further consideration will be given.

• Each option year is subject to renewal no later than 60 days prior to expiration, contingent upon the availability of funds. A guaranteed minimum applies under this contract.

• The Government intends to award a contract based on initial quotations without discussion. However, the Government reserves the right to conduct discussions with offerors within the competitive range if deemed necessary. Refer to Section M of the

Solicitation – "Evaluation Factors for Award" for further details.

• Value Added Tax (VAT) is excluded from all CLIN rates and must be itemized as a separate line item in the pricing table.

• The U.S. Government maintains a zero-tolerance policy on Trafficking in Persons. In accordance with FAR Clause 52.222-50 – Combating Trafficking in Persons, all offerors must submit the following with their proposals:

o Recruitment Plan – Describe your company's recruitment process, including how workers are sourced and hired.

o Housing Plan (if applicable) – Required only if the employer provides staff accommodation. Submit a copy of the lease contract(s) along with the details of the location and photos. If a housing allowance is provided in lieu of accommodation, include a written statement to that effect in the proposal.

Please note that staff accommodation is subject to inspection prior to contract award and twice annually thereafter.

• 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 as a separate line item in the pricing table. 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 reach out to the insurance provider to obtain a final quote ensuring the price validity and send it to the Embassy for approval. Once the approval is provided by the Embassy to purchase

DBA insurance, the contractor can then proceed to purchase DBA insurance and provide the Embassy with the DBA insurance policy documents. The policy should include the contract number and start date must match the contract’s effective date. The contractor’s name on the policy must match the name on the contractor’s license and SAM registration.

• The Contractor shall pay AED 6,000 per day in Liquidated Damages for each day a task order is not completed within the contractually specified timeframe. In the event of http://www.dol.gov/owcp/dlhwc/lscarrier.htm

Pre-Proposal Conference - Meeting Minutes Page 3 of 4 excusable delays, the Contractor must promptly notify and coordinate with the

Contracting Officer's Representative (COR).

• Bank Guarantee Letter (Exhibit 8): A Bank Guarantee Letter is required under this contract and must be submitted to the Contracting Officer (CO) as a contractual deliverable (Reference: Section F, Clause F.3 – Deliverable). The guarantee amount is

20% of the annual contract value. The existing guarantee will be returned to the contractor at the end of each contract year upon submission of a new Bank Guarantee

Letter coinciding with the exercise of each option period.

• System for Award Management (SAM) Registration: All offerors must maintain an active SAM registration and provide evidence of the Unique Entity ID (UEID) and

CAGE Code. Contract(s) will not be awarded to offerors who are not registered in SAM.

If you are not yet registered, begin the process immediately at www.SAM.gov. A SAM registration guide has been distributed to prospective offerors separately for reference.

• Offerors must submit their proposals by completing the required documentation, as outlined in Section L & M of the solicitation, Summary of Instructions:

a) Volume 1: Standard Form (SF) 1442 and Section K. Complete Blocks 14 through

20C of the SF-1442 and all of Section K.

b) Volume II: Price proposal and Section B. The price proposal shall consist of completion of Section B and Section J, Exhibit 9, "BREAKDOWN OF

PROPOSAL PRICE BY DIVISIONS OF SPECIFICATIONS. All applicable portions of this form shall be completed in each relevant category (such as labor, materials, etc.).

c) Volume III: Business Management/Technical Proposal.

• Evaluation Factors for Award (Section M):

i. Basis for Award:

▪ Initial Evaluation

▪ Technical Acceptability

ii. Award Selection

▪ Multiple Award IDIQs to the lowest pried, technically acceptable offerors.

iii. Evaluation of Options

iv. Quantities for Evaluation

▪ All quantities in the Pricing table must be filled in.

• Document Submission Checklist: The document submission checklist is provided solely to help offerors verify that all required documents have been included in their submission; however, it is not an evaluation criterion.

• Proposal Submission Instructions: All proposals must be submitted electronically to

AbuDhabiContracts@state.gov, with a copy to JohnJM@state.gov, using the following subject line: "Proposal Enclosed – Solicitation No. 19TC1026R0003".

Offerors must adhere to the following submission requirements:

• All files must be in PDF format.

• Each file must not exceed 10MB. If your submission exceeds this limit, divide it into multiple files and send each in a separate email, ensuring each file remains under 10MB.

• File-sharing links (e.g., WeTransfer, OneDrive, etc.) will not be accepted under any circumstances.

http://www.sam.gov/ mailto:AbuDhabiContracts@state.gov mailto:JohnJM@state.gov

Pre-Proposal Conference - Meeting Minutes Page 4 of 4

• Proposal Deadline: Proposals are due no later than 4:00 p.m. (local time) on July 8, 2026. Late proposals will not be accepted.

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.

• Read the RFP thoroughly to understand as there are supply and installation requirements listed. If installation is required, then the Contractor is responsible for sourcing the item as per the specifications of the SOW.

• No subcontractor is allowed to perform the services.

• Quality Plan: Do not download it from the internet. Prepare the plan according to the requirements of the SOW.

• Safety is our priority when Contractor performs a Task Order in a property. All personnel must follow the safety procedures according to the RFP requirements.

• An electronic list of available properties, including location details, will be distributed to all participants.

The pre-proposal conference adjourned at 10:45 am.