Preproposal Conference and QnA_Auctioneer Services.pdf

Minutes from the Preproposal Conference for Auctioneer Services (RFQ 19TZ2025Q0003) and Answers to Received Questions

December 19, 2024 U.S. Embassy Dar es Salaam

Attendees US Embassy Representatives:

• Elisha Mushumbusi - Procurement Supervisor

• Kulwa Nyirenda - Procurement Assistant

• Than Tran - GSO Specialist

• David Mshanga – COR

Offerors Representatives:

• John David – Director (PB&J PROFESSIONALSERVICES LLC)

• Robison David – Partner (PB&J PROFESSIONALSERVICES LLC)

• Manase Mwana – Director (UNIVERSAL AUCTIONEER CENTER)

1. INTRODUCTION

The meeting was called to order at 11:00 am by Elisha Mshumbusi (facilitator).

Attendees were welcomed and the purpose of the preproposal conference was outlined, emphasizing its role in clarifying the requirements of the solicitation for auctioneer services.

2. OVERVIEW OF THE SOLICITATION

The U.S. Embassy representatives provided a summary of the solicitation, including:

• Scope of work: Auctioneer services for the disposal of U.S Embassy properties.

• Key deliverables: Conducting auctions, advertising and promotion of items, ensuring compliance with U.S government regulations, and providing detailed post -auction reports.

• Contract Period: One base year plus four optional years.

• Submission deadline: Friday, January 10, 2025.

• Evaluation Criteria:

− Adequate financial resources or the ability to obtain them.

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

− Satisfactory record of integrity and business ethics.

− Necessary organization, experience, and 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.

− Reference, provide at least three references from previous clients who can vouch for quality, reliability or professionalism of the auction services.

− Proven track record of at least two (2) years, the auctioneer must have prior experience in conducting large scale auctions preferably with corporate clients.

− Ensure all necessary permits, license and permission are obtained from local authorities to conduct the auctioneer legally.

(Tanzanian business License, Auctioneer license)

− Ability to have qualified and skilled personnel to effectively manage all aspects of auction services. Personnel with three (3) years of experience in auctioneering corporate clients, − relevant certification or training in auctioneering, assets valuation or sales and familiarity with Tanzanian market and compliance with local regulations.

SAM Registration

• The successful offeror shall be registered in the SAM (System for Award

Management) database https://www.sam.gov prior to contract award pursuant to FAR provision 5.207. Therefore, prospective offerors are encouraged to register prior to the submittal of their proposal. The guidelines for registration in SAM are also available at:

https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM.

https://www.sam.gov/ https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM

Defense Base Act (DBA)

• 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 ]

Closing Remarks

• Facilitator thanked all participants for their attendance and encouraged prospective offerors to understand the scope of work and submit their proposals by the stated deadline. Attendees were reminded that all further questions must be submitted in writing and responses will be posted for all offerors.

The meeting was adjourned at 11:30am.

3. QUESTIONS AND ANSWERS

Attendees were invited to ask questions regarding the solicitation. Key questions and answers are summarized below.

S/n

QUESTIONS FROM

OFFERORS

ANSWERS

Defense Base Act

Please ask for a quote as per section 3, from DOL approved carrier. Below are some vendors that have been used in Tanzania. (please remember to factor the DBA cost estimate for base Plus for option years ) 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 http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

The offeror should not purchase the insurance until directed by the contracting officer. If local laws require the use of local agent when sourcing http://www.dol.gov/owcp/dlhwc/lscarrier.htm https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.dol.gov%2Fowcp%2Fdlhwc%2Flscarrier.htm&data=05%7C02%7CNyirendaKO%40state.gov%7C092e4b4acaab4947a30408dd1e9d5549%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C638700383270795563%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=YoZg68G7b3jg8RYvJmOz7mXYUtKOUcEzJxXkW2s5DcA%3D&reserved=0 for insurance overseas, please take note and add any cost to the overall DBA insurance.

SAM Registration

For your company to do business with U.S.

Government, you must take initiative to register in system for award management (SAM). Please review below section for help and if you have any question let us know.

Below is a link to fsd.gov with videos and all support you may need in entity registrations.

https://www.fsd.gov/gsafsd_sp

How frequently are auctions expected to occur within the year?

It depends on volume of items, but at least 2 auctions per year

Are auctions expected to be live, online, or can we propose one format over the other?

Mostly live

Can the Embassy provide a sample list of items to be auctioned for better preparation?

Home and office furniture, home appliances, industrial equipment, motor vehicles

Does the Embassy have a preferred location for the auction site, or should we propose one?

Any location, provided it meets all site requirements as stated in scope

Are there specific security standards or certifications required for the auction site?

Reliable security to preserve and safeguard embassy items

What is the typical bidder turnout for past auctions

(to plan space and facilities)?

Plan space and facilities commensurate with the requirements stated in the solicitation

Who is responsible for transporting items to the Auctioneer https://www.fsd.gov/gsafsd_sp auction site, and what are the associated conditions?

Are there any restrictions or special permits required for handling certain items?

(e.g., vehicles, electronics)

No special permits are required apart from what is stated in the solicitation

How will performance be evaluated beyond the stated thresholds (e.g., customer satisfaction)?

This will be assessed based on feedback from Embassy stakeholder and auction participants.

Is there a penalty for not achieving sales targets or delays in auction schedules?

There are no penalties

Is there a preferred format/template for reporting auction results and reconciliation?

Microsoft Excel is preferred

How should discrepancies or disputes about sold items be reported and resolved?

Items are sold as it is to the highest bidder. The vendor is responsible to handle any commercial disputes according to requirements in the solicitation.

What is the payment schedule for auctioneer services?

Auctioneer will deduct commissions before depositing to funds to the embassy account.

Are there any specific Embassy procedures for handling collected auction proceeds

Auctioneer will deposit the proceeds in bank account within 10 business days after auction.

What is the likelihood of the optional 1-year extensions being exercised?

How will performance in the base year impact the extension decision?

The embassy intends to exercise the optional one-year extension based on the offeror’s performance during the base year period. The decision will primarily depend on performance against contract requirements, customer satisfaction, responsiveness and professionalism.

Can you share any lessons learned from the previous contractor, if applicable, or feedback on past auctions?

N/A