MINUTES_for_PreProposal_Travel_Services_FY18.docx

MINUTES for PRE-PROPOSAL CONFERENCE

The above-listed attendees met to discuss the solicitation package. The following were discussed:

1- S. Colak welcomed all attendees and introduced GSO officers.

2- S. Colak explained that the purpose of the meeting was to provide an opportunity for all firms to understand the U.S. Government solicitation procedures, rules and the Statement of Work (SOW). Statements made at the conference do NOT change the solicitation. Any change will be reflected in a written amendment to the solicitation.

3- The following information on the scope of work was provided:

a. The Contractor shall provide travel services to the Embassy of the United States of America, U.S. Consulate General in Istanbul, U.S. Consulate in Adana and Embassy Branch Office in Gaziantep.

b. The Contractor will establish a physical travel office in Ankara and Istanbul.

c. Minimum personal requirements are as follows;

i. U.S. Embassy in Ankara 1 Project Manager (can be located off-site) 1 Site Manager (working 8:30 am to 4:30 pm) 2 Travel Counselors (working 8:30 am to 4:30 pm)

ii. U.S. Consulate General in Istanbul 1 Site Manager (working 8:30 am to 4:30 pm)

d. Definition of “Transaction and Travel Order/Travel Authorization” was provided. An amendment to the solicitation will be published for the revision of Transaction’s definition.

4- The following information was provided:

a) The potential offerors are to provide proposals electronically and in hardcopy by 4:00 p.m. on May. 10th, 2018, complete with all the required information. The proposals are to be divided into Price and Technical sections in 2 binders.

b) Pricing section is to include the following information:

a. SF 1449: boxes #17a, 24, 30a, 30b. All prices are in USD currency.

b. Section I Pricing (p. 3): unit prices for Base and 4 option years.

i. Contract is a fixed-price with economic price adjustment.

ii. Quantities are provided for evaluation purposes only.

iii. Option to extend the term of the contract for the next option year is the choice of the U.S. Government, not the contractor.

iv. The prices for all option years must be provided in the proposal.

c) Technical section is to include the following information:

v. Name of Project Manager.

vi. Established Business: Evidence that legitimate business is operated.

vii. List of Clients: prior experience for last 3 years list of ongoing and completed.

viii. Personnel and financial resources. Evidence that these can be provided.

ix. Licenses and Permits: Evidence that licenses as required by local law can be provided.

x. Strategic plan for Travel Services

d. Offerors should convey all inquiries related to the solicitation in writing and any changes to the RFP will be made in writing.

e. Embassy will be exempted from VAT/KDV.

f. U.S. Government will conduct evaluation consisting of compliance review, technical acceptability, price evaluation and responsibility determination. Award will be made to the lowest priced, technically acceptable offeror who is a responsible contractor.

g. Separate invoices will be submitted for 3 locations (Ankara, Istanbul and Adana) with contract number, invoice date and bank account info.

5- Any company interested in bidding for this contract can submit questions to the Embassy in writing until 9:00 a.m. on April 30th, 2018. All questions and answers will be posted on the website ‘FebBizOpps’.

6- The questions posed during the conference were noted and the replies will be posted in FedBizOpps.

The Pre-Proposal Conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.