Site-Visit Minutes 19UP3025Q0008.pdf

Minutes From Site-Visit Solicitation #19UP3025Q0008

Renovation at America House Compound

May 21, 2025 America House 6 Pymonenko St., Kyiv 04050 Ukraine

Introduction

All attendees were welcomed and representatives of requesting office- Facilities Maintenance Section were introduced. All attendees were provided with the opportunity to observe America House Building, Compound Access Control (CAC) and Utility buildings, and verify measurements.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1. Scope of Work. The Scope of Work described in the Attachment A of Request for Quotations (RFQ) was presented by representatives of Facilities Maintenance Section.

2. Period of Performance. The contractor is required to commence works under the contract within 3 calendar days after Notice to Proceed was received and complete all work within forty (30) calendar days after receiving of Notice to Proceed. This period includes a cleanup of premises. NOTE: Amendment #0001 will be issued to revise the Scope of Work and change the period of performance from thirty (30) to sixty (60) calendar days.

3. Magnitude of Construction Project. It is anticipated that the range in price of this contract will be between $100,000 and $250,000.

4. Contract Type. The contract will be of a firm fixed price type. The offered price shall include all direct and indirect expenses, insurances, profit, etc.

5. Payment Terms. Request for payment shall be submitted after works are fully completed and accepted. Payment will be done within 30 calendar days after works are accepted and a valid invoice is received.

6. Insurance Requirements. The Offeror will have to procure insurances only in case the contract is awarded to them.

a. General Liability Insurance. The Contractor shall at its own expense provide and maintain during the entire performance period the following insurance amounts:

(1) Bodily Injury, On or Off the Site, in U.S. Dollars

Per Occurrence USD 10,000.00

Cumulative USD 100,000.00

(2) Property Damage, On or Off the Site, in U.S. Dollars

Per Occurrence USD 10,000.00

Cumulative USD 100,000.00

b. Defense Base Act (DBA) Insurance. The U.S. Department of Labor has issued a geographic waiver of the DBA requirement for employees covered under compulsory workers’ compensation laws of Ukraine (Law of Ukraine “On Mandatory State Social Security Insurance”). If contractor’s employees working on this contract are insured according to the Law of Ukraine “On Mandatory State Social Insurance”, and no U.S. citizen(s) and/or lawful resident(s) of the United States of America employed, there is no need to procure Defense Base Act Insurance. Otherwise, the waiver does not apply, and Contractor shall include DBA insurance premium costs covering employees in the offer and procure DBA insurance after contract award. 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.

7. Evaluation Criteria. Award will be made to the lowest priced, acceptable, responsible Offeror according to Section K – Evaluation Criteria of RFQ. The Government intends to award a contract based on initial quotations without discussions, although discussions may be held with companies in the competitive range if there is a need to do so.

8. Offers Due Date. The offers due date is 10:00 (Kyiv local time) June 2, 2025. No offers will be accepted after this date and time. Offers shall be submitted by e-mail on or before specified above due date and time to KyivSolicitations@state.gov with subject line “Renovation at America House Compound - 19UP3025Q0008”.

9. Format of Offer. The offer shall be organized and structured, containing all documents numbered in the order as requested in paragraph B.1 Structure of Offer of Section J and scanned in one PDF- file. If the size of offer is large, it may be divided into several PDF-files appropriately named. Please be advised if you are going to submit your quotation in archive folder, only ZIP-format should be used.

10. Language of Offer. All information and documents must be in English as required by

FAR 52.214-34 SUBMISSION OF OFFERS IN THE ENGLISH LANGUAGE (APR

1991). The copies of legal documents (State Registration Certificate, Tax-Payer Certificate, licenses etc.) may be submitted in the original language but must be accompanied by an English translation.

11. Deviations and Exceptions. The Offeror shall identify and explain/justify any deviations, exceptions, or conditional assumptions taken with respect to any of the http://www.dol.gov/owcp/dlhwc/lscarrier.htm mailto:KyivSolicitations@state.gov instructions or requirements of this request for quotation in the appropriate volume of the offer.

12. Structure of Offer. The offer shall consist of two volumes: Price Offer and Technical Offer.

a. Price Offer:

i. Format of Offer. The format of price offer, form, and sections to be completed and submitted are specified in Section J.

ii. Currency of Offer. Offerors may submit their offers in U.S. dollars or in Ukrainian Hryvnyas but will receive payment in Ukrainian Hryvnyas. The Offer should choose the currency conversion option in Section A and specify it in the offer.

iii. Validity of Offer. The submitted offer shall be valid within 30 calendar days from offers due date.

iv. SAM Registration. There is a requirement to all Offerors to have active registration in System of Award Management (SAM) at the time an offer is submitted. The Offeror shall provide proof of registration in System for Award Management (SAM, www.sam.gov.ua) to include the SAM Unique Entity ID (UEI) number of the Offeror and each subcontractor if any.

v. Defense Base Act Insurance. The Offeror must submit a written acknowledgement of DBA insurance requirement, that includes the statement regarding the following:

• whether they will be required to provide Defense Base Act Insurance;

• whether employees who will work under this contract are insured according to the Law of Ukraine “On Mandatory State Social Security”;

• quantity of employees who are (a) citizen(s) and/or (b) lawful resident(s) of the United States of America and/or (c) was hired in the United States of America if any.

vi. Payment Protection. The Offeror shall submit a copy of Bank Letter of Guarantee or a statement that contractor will submit it as required in Section G.

vii. Completed DIE Certification Form. A completed and signed Certification Form regarding Compliance with Applicable Federal Anti-Discrimination Laws (see Attachment E of RFQ). All Department of State contractors must certify that they do not operate any programs promoting DEI that violate any applicable anti-discrimination laws and agree that such certification is material for purposes of the government’s payment decision and therefore subject to the False Claims Act. See 31 U.S.C.

3729(b)(4).

b. Technical Offer:

i. General Information about the Offeror, including but not limited to copies of legal documents, the proof of permanent address in Ukraine, evidence of experience and relevant past performance, list of clients shall be submitted.

ii. Subcontractors and Principal Materials Suppliers. The Offeror shall submit a list of the names, addresses, and telephone numbers of subcontractors and principal materials suppliers to be used on the project, indicating what portions of the work will be performed by them.

iii. Licenses and Permits. The Offeror shall submit copies of the license to provide construction, and renovation works and safety standards and procedures to ensure they follow all relevant regulations and laws

iv. Work plan: The Offeror shall provide a narrative on how it plans to perform the works in accordance with the Scope of Work in Attachment A. At a minimum the Offeror shall identify the types and quantities of equipment, supplies and materials, staffing requirements and financial resources needed to perform the work.

v. Performance Schedule. The Offeror shall submit the schedule in the form of a detailed bar chart that clearly shows each segregable portion of work and its planned commencement and completion date.

vi. Warranty for Workmanship. The Offerors shall submit a statement on two-years warranty for works performed under this contract.

13. Questions to Solicitation. All questions related to this solicitation shall be submitted by e-mail to KyivSolicitations@state.gov. The deadline for acceptance of questions is May 23, 2025; 17:00 (Kyiv local time).

14. Questions received during the site visit:

Question 1. Will the AH CAC be functioning during renovation works?

Answer: Yes, it will.

Question 2. Is it acceptable to hang new electrical water boilers on the wall in both restrooms?

Answer: Yes, it is acceptable.

mailto:KyivSolicitations@state.gov