MINUTES_for_PreProposal_PS_FY18_(2)_(2).pdf

MINUTES for PRE-PROPOSAL CONFERENCE

DATE : 02/20/2018, 2:00 p.m.

SUBJ. : Minutes from Pre-Proposal Conference of Packing and Shipping Services

PARTICIPANTS : Representatives from Contractors

Robert Doyle S/GSO

Yalim Soyer Customs and Shipping Supervisor

Basak Altug Customs and Shipping Assistant

Meral Yalhi Acquisitions Supervisor

Sezin Colak Contract Specialist

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

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

2- S. Colak conducted a PowerPoint presentation to explain the U.S. Government solicitation procedures, rules and the Statement of Work (SOW). Statements made at the conference do NOT change the solicitation. All changes will be by written amendment to the solicitation.

3- The following information was provided:

a) The potential offerors are to provide proposals electronically and in hard copy by 1600 hours on March. 8 th

, 2018. The proposals are to be divided into separate Price and Technical sections in 2 binders. The price and technical proposals must be submitted via 2 separate emails labelled as “Price Proposal” and “Technical Proposal”.

b) The Pricing section is to include the following information:

a. SF-33 (blocks 15a,15b, 16, 17,18)

b. Section B: Schedule for Pricing Section (pgs. 4-39) for unit and total prices for Base and

4 option years bearing in mind the following:

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

ii. Quantities are estimate,

iii. The 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 rates for option years must be provided in the proposal and are not subject to re-negotiation after the contract is signed.

c) Technical section is to include the following information:

v. Name of a Project Manager (or other liaison to the Embassy/Consulate) who understands written and spoken English; Established Business: Evidence that legitimate business is operated.

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

vii. Personnel, equipment and financial resources. Evidence that these can be provided.

viii. Licenses and Permits: List of required licenses and permits are listed in submittals.

ix. Financial Statement

x. Tax Payment Statement

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

d. Since the Embassy will be exempted from VAT and OTV taxes, all prices are to be quoted without these taxes.

e. The U.S. Government will conduct an 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.

f. The answers to the questions and comments posed during the conference are as follows:

i. Which ports were meant in section B.5.1 Inbound HHE & General Cargo Shipments by

Ocean Freight? Answer: As noted in the description of this section, the ports are the ones located in Istanbul, Izmir and/or Mersin.

ii. What type of bonded warehouse is required, commercial or for POV, UAB and HHG?

Answer: Non-commercial bonded warehouse for POV, UAB and HHG.

iii. If the offeror does not own a 5,000 sqm warehouse, can they reserve a space for U.S.

Embassy in another warehouse? Answer: In accordance with the Turkish Customs Law

# 93 and Turkish Customs Regulations # 329, 520 and 530, all diplomatic household shipments (HHEs), air freight (UABs) and Privately Owned Vehicle(POVs) must be stored in a separate, secure non-commercial warehouse owned by the contractor. The contractor cannot reserve and/or rent a space for the Embassy’s diplomatic goods.

iv. Can the company rent a space on behalf of U.S Embassy? As stated in iii, no.

v. It has been conveyed that C3 (for international) license is a mandatory requirement to provide required services to Diplomatic Missions, should this certificate be included in the list of required certificates? Answer: As per GOT Official Journal #30295; C3 and

K3 licenses are mandatory for contractors/moving companies to carry household goods/effects, HHE, UAB and POV internationally and domestically. The Embassy will issue an amendment to add C3 and K3 licenses into the submittals list.

vi. It has been conveyed that some of the certificates listed in submittals (R1, K2, R2, G2) are not necessary and must be deleted from submittals list; can you please amend the submittals list? Answer: Yes, R1, K2, R2 and G2 certificates are mandated by

Government of Turkey to perform freight forwarding in general. To carry household goods/effects, HHE, UAB and POV C3 and K3 is mandatory. The Embassy will issue an amendment to remove these licenses from the submittals list, as required.

vii. Will there be a site visit for to the warehouse? Answer: Yes, a team from the Embassy will conduct an inspection visit to the warehouses of the technically acceptable contractors.

viii. Will the Embassy postpone the offer’s due date if an amendment occurs after the conference? Answer: Please see amendment 0001 which will be posted on FED BIZ

OPPS that extends the due date for receipt of proposals

4- Any company interested in bidding for this contract can submit questions to the Embassy in writing until February 22 nd

, 2018. All questions and answers will be posted on the

FedBizzOpps website.

5- The awardee is to obtain a Duns number, and registration to SAM is strongly suggested. Please include your Duns number on the front page of your technical proposal.

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.