Pre-Proposal Conference Meeting Minutes- Questions and Answers -SF30.pdf

AMENDMENT OF SOLICITATION 1. CONTRACT ID CODE PAGE OF PAGES

1 12

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

See Item 16c below

4. REQUISITION/PURCHASE REQ. NO.

PR12475810

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE 19TC12 7. ADMINISTERED BY (If other than Item 6)

CODE

U.S. Consulate, DUBAI United Arab Emirates

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code) 9a. AMENDMENT OF SOLICITATION NO.

19TC1224R0005

X 9b. DATED (SEE ITEM 11) 07/24/2024

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICTATIONS

[x ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [ ] is extended, [ X] is not extended Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning 1copies of the amendment;(b) By acknowledging receipt of this amendment on each copy of the offer submitted; or(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) : To post the Q&A sheet and the Pre-Proposal Conference Minutes of Meeting

E. IMPORTANT: Contractor [ ] is not, [x] is required to sign this document and return _soft__ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to:

a. Post Q & A and the Pre-Proposal Conference Meeting Minutes.

b. Update portions of Sections 3 and 4 of the solicitation.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME OF CONTRACTING OFFICER

Evan Roberson

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE SIGNED

SOLICITATION No.: 19TC1224R0005 AMENDMENT: 0001

Questions received for 19TC1224R0005 – Janitorial Services Contract

Deadline for receipt of questions is 1300 hrs. local time on Thursday 15 August 2024

Number

Question as submitted by bidders Answer from the Contracting Office

1 Who is the incumbent? Al Fajer Facilities Management LLC

2. What is the total contract value including all option years?

USD 734,088.85

3. Has the scope of work changed since the last time this was competed?

No

4. Are there any detailed floor plans available showing the different types of flooring and amounts?

We have drawings showing different floor types, but we can’t share the floor plans to contractor. The contractor is welcomed to review the drawings at Facility Management Office.

5. Is there a count available of the bathroom fixtures?

Wash basin – 39 nos, Urinal – 10 nos, WC – 43 nos, Showers-06 nos, Pantry sink -09 nos. and Janitor bip-tap - 07 nos

6. 2% VAT-Are we supposed to add this amount in our bidding price offer?

UAE local regulations for VAT is set at 5% and must be shown as a separate line item in the pricing. Please look up the pricing table on pages 6 and 7 of the solicitation.

In addition, 2 % of tax James Zadroga Act is applicable to this solicitation.

7. Do we need to be registered with the local business association in Abu Dhabi?

As per the solicitation provisions the proposal must provide and evidence that the prime contractor operates an established business with a trade license for janitorial activities, permanent address and telephone listing in United Arab Emirates or plans to establish an office within 30 days of contract award.

8. Is there a set price for services or an hourly Minium for Abu Dhabi? I know what we will offer in USD but is that acceptable for the UAE? The amount that is paid out per month as the fixed price, Do we send the bill to you or do you give the money to us to manage and pay for services rendered.

The contract is for U.S. Consulate in Dubai. The offer may be in USD but will be evaluated at the exchange rate used by the Embassy. The payment for the services shall be made monthly.

9. Concerning Ramadan. We have worked overseas in the middle east for over 10 years. Are we allowed to add the extra cost of that month into our bid price?

During the month of Ramdan, in accordance to the local labor law the contractor has reduced working hours.

10. Is this a new requirement or contract renewal? If re-compete, what is the current contract number and who is the incumbent?

The services are being provided currently under 19TC1220C0001 with Al Fajer Facilities Management LLC

11. Will the Government be changing the Solicitation Number upon RFP release?

No

12. Will the Government consider a set-aside for (8a, HUBZone, EDWOSB, etc.)

No set- aside

13. When does the Government plan to release the RFP?

RFP was released on 24 July 2024

14. Will the Government be making the award for this requirement in FY24?

Tentative award date is October/ November 2024

15. I have been informed that participation is restricted to vendors possessing a Dubai trade license only. Could you please provide clarification on this matter?

The proposed contractor must possess and furnish a copy of the valid local trade license that lists janitorial services as an approved activity and allows the services to be performed in Dubai mainland.

16. Unfortunately, we were unable to attend the pre-proposal meeting. Will there be any PDF or documentation available summarizing the minutes and key points discussed during the pre-proposal conference?

Minutes of the meeting is posted on SAM.gov

17. We plan to engage a subcontractor for this project. Can we provide their license and permits specific to Dubai as part of our submission?

In line with the solicitation provisions evidence is required that the prime contractor operates an established business with a trade license for janitorial activities, permanent address and telephone listing in United Arab Emirates or plans to establish an office within 30 days of contract award.

Evidence that the offeror can provide the necessary personnel (all proposed personnel must be direct employees of the contractor and sub-contractor employees shall not be used to perform any services under this contract), equipment, and financial resources needed to perform the work.

18. Is it necessary for our subcontractor to be registered in the System for Award Management (SAM), or is it sufficient if our company, as the prime contractor, is registered?

Pursuant to FAR 9.104-4 and based on the expected high volume of proposed subcontracting, the Contracting Officer has determined that the prime contractor shall submit written evidence of the proposed subcontractor’s responsibility including an active SAM registration. With this amendment, the solicitation’s Section 3 and Section 4 will be updated.

19. With the submission deadline being September 3rd, could you please provide an estimated date for when the award decision will be announced? Our subcontractor requires this information for their preparation.

We intend to award the contract by end of October/early November 2024

20. As the prime contractor, are we responsible for procuring insurance for the subcontractor's employees and the entire project, or can we submit proof of existing insurance coverage provided by our subcontractor for their employees?

Could you recommend any Insurance companies where it should be purchased?

The offeror shall address its plan to obtain all licenses and permits required by local law. If offeror already possesses the locally required licenses and permits, a valid copy shall be provided.

21. What is the total square footage of the Consulate Facility?

Total land area – 7 acres. Built-up area to be maintained – 18, 000 sqm.

22. Please confirm if US Embassy will provide the access equipment for high ceiling cleaning or this has to be arranged by service provider

The US Consulate will provide a boom lift to clean the façades of all buildings within the compound, except for the parking building. The contractor will have to devise a method to clean the façade of the parking building. The contractor employee designated to drive the boom-lift should have a license.

23. Is there an estimated cost on how much supplies are used on a yearly basis?

No.

24. Total Number of Toilets and Cubicles:

Could you please provide the total count of toilets and cubicles within the consulate premises?

Total no. of toilets – 43

Total no of showers - 6

25. Total Number of Kitchens: We would appreciate details regarding the number of kitchens that need to be maintained.

Total no of pantry – 9. Main kitchen in the Consulate is excluded from the scope of this contract.

26. Air Freshener Dispensers: Should air freshener dispensers be installed only inside the toilets, or is it required to place them in all offices as well?

Air fresheners should only be placed in restrooms. The contractor is responsible for replenishing the refill cans and must seek approval on the fragrance from the Post. The currently used brand is Rubbermaid.

Additionally, the contractor is responsible for replacing any damaged air freshener dispensers.

27. WC Toilet Disposable Covers: Are the disposable covers for WC toilets to be provided by us, or will they be supplied by the US Consulate management?

The WC Toilet Disposable Covers shall be provided by the Contractor.

28. Internet Plan for Supervisor: The RFP mentions the provision of an internet plan for the supervisor. Is it permissible for the supervisor to use their mobile internet within the consulate premises?

Yes, cleared supervisors will be allowed to use their mobile phones on site.

29. Chemical Brand References: Do you have any specific brand preferences for the cleaning chemicals to be used?

No specific brands. All chemicals shall be green products with low or no VOC content and shall be approved by the COR/POSHO for use at the Consulate.

30. Subsequent to our site visit, we would like to clarify the information received that subcontracting is not allowed for this solicitation as we were unable to find the information in the solicitation documents provided.

In line with the solicitation provisions evidence is required that the prime contractor operates an established business with a trade license for janitorial activities, permanent address and telephone listing in United Arab Emirates or plans to establish an office within 30 days of contract award.

Evidence that the offeror can provide the necessary personnel (all proposed personnel must be direct employees of the contractor and sub-contractor employees shall not be used to perform any services under this contract), equipment, and financial resources needed to perform the work.

31. The number of toilets with cubicles. Total no. of toilets – 43

Total no of showers - 6

32. The measurements of carpets. Carpet area – 3810 sqm

33. The measurements of all kinds of floors. Ceramic – 1,985 sqm, Carpet area – 3,810 sqm, Vinyl – 745 sqm, Painted – 11,190 sqm, Rubber – 85 sqm.

SECTION 3 – SOLICITATION PROVISIONS

52.212-1 INSTRUCTIONS TO OFFERORS -- COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023) IS INCORPORATED BY

REFERENCE (SEE SF-1449, BLOCK 27A)

ADDENDUM TO 52.212-1

A. Summary of instructions. Each offer must consist of the following:

A.1. A completed solicitation, in which the SF-1449 cover page (Blocks 12, 17, 19-24, and 30 as appropriate) and SF 1449 page 2 – block 23 and 24, and Section 1 has been filled out.

The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees. The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm

A.2. Information demonstrating the offeror’s ability to perform, including:

(1) Name of a Project Manager (or another liaison to the Embassy/Consulate) who understands written and spoken English.

(2) Evidence that the prime contractor operates an established business with a trade license for janitorial activities, permanent address and telephone listing in United Arab Emirates or plans to establish an office within 30 days of contract award.

(3) The offeror shall provide proof of SAM registration to include the SAM UEI number.

(4) List of clients over the past five years, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). If the offeror has not performed comparable services in United Arab Emirates, then the offeror shall provide its international experience. Offerors are advised that the past performance information requested above may be discussed with the client’s contact person. In addition, the client’s contact person may be asked to comment on the offeror’s:

• Quality of services provided under the contract.

• Compliance with contract terms and conditions.

• Effectiveness of management.

• Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and

• Business integrity / business conduct.

The Government will use past performance information primarily to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and http://www.dol.gov/owcp/dlhwc/lscarrier.htm successful performance of the offeror’s work experience. The Government may also use this data to evaluate the credibility of the offeror’s proposal. In addition, the Contracting Officer may use past performance information in making a determination of responsibility.

(4) Evidence that the offeror can provide the necessary personnel (all proposed personnel must be direct employees of the contractor and sub-contractor employees shall not be used to perform any services under this contract), equipment, and financial resources needed to perform the work.

(5) The offeror shall address its plan to obtain all licenses and permits required by local law. If offeror already possesses the locally required licenses and permits, a valid copy shall be provided.

(6) When involving a subcontractor or joint venture teaming arrangement, the prime contractor shall submit written evidence of the proposed subcontractor’s responsibility. SAM registration is highly desired as evidence.

(7) The offeror’s strategic plan for Janitorial services to include but not limited to:

(a) A work plan taking into account all work elements in Section 1, Performance

Work Statement.

(b) Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained;

(c) Plan of ensuring quality of services including but not limited to contract administration and oversight; and

(d) (1) If insurance is required by the solicitation, a copy of the Certificate of Insurance(s), or (2) a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used.

(e) If applicable, the roles and responsibilities of the subcontractor or joint venture in a teaming arrangement.

SECTION 4 – EVALUATION FACTORS

The Government intends to award a contract resulting from this solicitation to the lowest priced, technically acceptable offeror who is a responsible contractor. However, the Government reserves the right to hold discussion per FAR 15.306(c). The evaluation process shall include the following:

a) Compliance Review. The Government will perform an initial review of proposals received to determine compliance with the terms of the solicitation. The Government may reject as unacceptable proposals which do not conform to the solicitation.

b) Technical Acceptability. Technical acceptability will include a review of past performance and experience as defined in Section 3, along with any technical information provided by the offeror with its proposal.

c) Price Evaluation. The lowest price will be determined by multiplying the offered prices times the estimated quantities in “Prices – Continuation of SF-1449, Block 23”, and arriving at a grand total, including all options. The Government reserves the right to reject proposals that are unreasonably low or high in price.

d) Responsibility Determination. The Government will determine contractor responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR Subpart 9.1, including:

• Have adequate financial resources to perform the contract, or the ability to obtain them;

• Ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;

• Have a satisfactory performance record when working with or without a subcontractor;

• Satisfactory record of integrity and business ethics;

• Necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them;

• Necessary equipment and facilities or the ability to obtain them; and

• Be otherwise qualified and eligible to receive an award under applicable laws and regulations.