Attachment A- Minutes from conference.pdf

SENSITIVE BUT UNCLASSIFIED

Attachment A- Minutes of the Pre-Proposal Conference

February 17, 2026

At the U.S. Embassy in Amman, Jordan

Solicitation No. 19J01026R0002

Cleaning/Janitorial services

Introduction

The meeting was called to order at 10:00 AM by the Contracting Officer, Jeff K. Blythe. The

Contracting Officer welcomed all attendees and facilitated introductions of Embassy staff and prospective offerors.

Sign-in sheet was distributed to all the attendees.

• A brief introduction was delivered by the Contracting Officer (CO) in conjunction with the Contracting Officer Assistant (COA).

The Contracting Officer Assistant addressed the following points:

• Provided an overview of the meeting parameters and advised that any complex questions must be submitted in writing and would be addressed at a later time. It was also explained that any changes to the solicitation would be issued as written amendments, posted on

SAM.gov and the Embassy website, and must be acknowledged in writing by offerors.

• Offerors are cautioned that, notwithstanding any remarks, clarifications, or responses provided during the conference, all terms and conditions of the solicitation remain unchanged unless formally modified by a written amendment.

• Clarified that the purpose of the pre-proposal meeting is to familiarize prospective offerors with the solicitation, provide an overview of the contract, and highlight areas requiring clarification.

• Advised that all questions received and the Embassy’s official responses will be posted on SAM.gov and the Embassy website.

• The proposals must be submitted via email to AmmanRFQ@state.gov no later than

March 1, 2025, at 2:00 PM local time. Offerors are advised to regularly monitor the SAM website for any amendments to the solicitation, including any potential extensions of the proposal submission deadline.

mailto:AmmanRFQ@state.gov

1. GENERAL SUBMISSION REQUIREMENTS

Email Subject Line:

• All emails must include the solicitation number in the subject line.

Language Requirements:

• All submitted documents must be in English

• If submitting documents in other languages (e.g., Arabic company registration), provide both the original and an English translation.

• Offeror is responsible for providing certified English translations.

Proposal Package Structure and Submission:

• Submit TWO separate packages:

o Package 1 - Financial Proposal: Offeror's financial proposal, Section B pricing, and complete and signed SF-33.

o Package 2 - Technical Proposal: Technical information and complete and signed

SF-33.

Questions Deadline:

• Original deadline was February 12, 2026.

• We will accept questions today after the walkthrough.

• Submit questions to: AmmanRFQQuestions@state.gov

Proposal Submission Deadline:

• March 1, 2026, at 2:00 PM (14:00) local time.

• Late submissions will NOT be accepted

• Plan ahead and submit early to avoid technical issues.

• Account for server processing time when submitting.

• Technical problems are not grounds for deadline extension.

Email Submission Requirements:

• Maximum email size: 20 MB

• Acceptable formats: Word, Excel, or PDF (suitable for printing)

• Third-party file-sharing platforms are NOT accepted

• If multiple emails are needed:

o Number each email (e.g., "Email 1 of 3") o Indicate total number of emails in each submission mailto:AmmanRFQQuestions@state.gov

Mandatory Forms:

• Complete Standard Form SF-33

• Complete Section B (Pricing)

• Complete Section K (Representations and Certifications)

• Submit all information required in Section L

• If you claim tax exemption under Zadroga Act, complete IRS Form W-14.

SAM Registration - CRITICAL REQUIREMENT:

• Proof of active SAM registration is MANDATORY

• Must be active before proposal submission.

• Proposals without proof of active SAM registration will be disqualified and considered non-responsive to the solicitation requirement.

• Will not be sent for evaluation

• Ensure registration is current and not expired

Subcontracting and Joint venture:

• Subcontracting is not permitted.

• A Joint Venture (JV) is acceptable only if the JV demonstrates the overall ability and capability to perform the work as outlined in Section C and meets the submission requirements in Section L of the solicitation.

o The Offeror shall submit a comprehensive and detailed Joint Venture (JV)

Agreement that clearly identifies each JV partner and fully defines their respective roles, responsibilities, and level of effort in performing the work outlined in the solicitation.

o If a joint venture submits an offer, the JV itself must be registered and active in

SAM.gov at the time of the submission.

o Each partner within the JV should maintain its own active SAM registration for responsibility and compliance purposes and exclusion check.

o 652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999)

▪ (a) The Contractor warrants the following:

• (1) That is has obtained authorization to operate and do business in the country or countries in which this contract will be performed;

• (2) That is has obtained all necessary licenses and permits required to perform this contract; and,

• (3) That it shall comply fully with all laws, decrees, labor standards, and regulations of said country or countries during the performance of this contract.

• (b) If the party actually performing the work will be a subcontractor or joint venture partner, then such subcontractor or joint venture partner agrees to the requirements of paragraph (a) of this clause.

Solicitation Amendment: Offerors are advised to regularly monitor the SAM website for any amendments to the solicitation, including any potential extensions of the proposal submission deadline.

2. SECTION A: STANDARD FORM SF-33

Completeness Requirement:

• Incomplete SF-33 will render proposal technically unacceptable.

Required Information:

• Block 15A: Name and address of offeror, Unique Entity ID (UEI), and Commercial and

Government Entity (CAGE).

• Block 15B: Telephone number

• Block 16A: Name and title of person authorized to sign offer

• Block 17A: Signature

• Block 18A: Date

3. SECTION B: PRICING STRUCTURE

Contract Type:

• Firm Fixed Price with Economic Price Adjustment.

• Indefinite Delivery, Indefinite Quantity (IDIQ) contract.

Service Categories:

1. Standard routine services for Embassy compound.

2. Standard routine services for Embassy offsite warehouse.

3. Additional services (same as described in Section C).

Task Order Process:

• Government will issue task orders for all services.

• Includes routine services and additional services.

Additional Services:

• Minimum: 25 JOD per year.

• Maximum: To be determined after receiving the proposal.

Payment Structure:

• Fixed price per month for standard routine services.

• Fixed price for additional services.

Premium Pay:

• As stated in Section B of the solicitation, the Contractor shall include any premium pay for services required on holidays only in the fixed prices for Standard Routine Services.

The Contractor shall include any premium pay for overtime only in the fixed rates for

Temporary Additional Services.

Insurance:

• Required insurance under this solicitation is NOT reimbursable.

• Must be included in contractor's monthly firm fixed price.

Zadroga Act Tax:

• If no tax exemption: Government will withhold 2% from invoices.

Contract Period:

• Base year: 12 months.

• Four (4) option years (if exercised).

• Government reserves right to extend additional 6 months per FAR 52.217-8.

Pricing Schedule:

• Must complete Section B price schedule in its entirety

Payment Currency:

• Jordanian Dinar (JOD)

4. SECTION C: STATEMENT OF WORK

Scope:

• Standard routine cleaning/janitorial services.

• Temporary additional services.

Review Requirement:

• Read statement of work thoroughly.

• Submit written questions to: AmmanRFQQuestions@state.gov

Q&A Distribution:

• Questions and answers will be posted on SAM.gov

• Also posted on Embassy website

5. SECTION D: PACKAGING AND MARKING

Delivery Requirements:

• If delivering cleaning supplies, chemicals, or consumables to Embassy:

o Properly package per local laws and safety regulations.

o Follow manufacturer's recommendations.

Labeling Requirements:

• All chemical containers must be labeled in English

• Include: Product name, usage instructions, hazard warnings, MSDS references

Storage Requirements:

• All materials on Government premises must be:

o Securely contained o Clearly identified o Safely stored to prevent leaks, spills, or contamination

6. SECTION E: INSPECTION AND ACCEPTANCE

Contracting Officer Representative (COR):

• Will be assigned after contract award

• Responsible for ensuring contractor compliance

• Monitors performance standards

Performance Standards:

mailto:AmmanRFQQuestions@state.gov

• All required services must be performed

• Maximum two (2) customer complaints per month

• No repeat complaints permitted for same deficiency

• Repeat complaints will result in COR contacting Contracting Officer for action

7. SECTION F: PERFORMANCE PERIOD

Base Period:

• One year from date of contract award

Option Periods:

• Up to four (4) additional 12-month periods (FAR 52.217-9)

• Up to additional six (6) months if required (FAR 52.217-8)

Delivery Schedule (F.4):

• Contractor must follow outlined delivery schedule

• Submit all required documentation

• Missing submissions may result in disqualification for incomplete proposal

8. SECTION G: CONTRACT ADMINISTRATION

COR Authority:

• COR will be designated by Contracting Officer

• Designation specifies scope and limitations

• COR cannot change contract terms or conditions

Tax Exemption:

• U.S. Embassy is exempt from sales tax (VAT), the exemption will be furnished to the contractor upon award.

Invoice Submission:

• Submit monthly invoices to Financial Management Office (FMO)

• Original plus three (3) copies

• Submit to COR at:

o Financial Management Office (FMO) o American Embassy o Email: Ammanbilling@state.gov mailto:Ammanbilling@state.gov

9. SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1.1 - Access and Background Checks:

• Government reserves right to deny facility access to any individual

• Background checks will be conducted on all contractor employees

• The Contractor must provide the names, biographical data, and police clearance for all personnel. In addition, non-Jordanian personnel must provide a valid work permit for

Jordan.

H.2 - Uniforms:

• Employees must wear clean, neat, identifiable uniforms

• All employees must always wear accreditation (badges)

• See Exhibit D for uniform requirements

H.3 - Health Requirements:

• Employees must be in good general health

• No physical disabilities interfering with duties

• Free from communicable diseases

H.4 - Bonding:

• Government imposes bonding requirement

• Contractor must provide all required official bonds

• Pay all fees/costs for employee authorization

• As required by local government or practice

H.5 - Employee Salary and Benefits:

• Contractor responsible for all wages and benefits required by host country law

• Government not part of any legal action regarding benefits

• Include all required costs in fixed prices:

o Bonuses, minimum wages, premium pay for holidays o Social security, pensions, sick/health benefits o Severance payments, child care, other benefits

H.5 - Liability:

• Contractor assumes absolute responsibility for:

o Personal injuries or death.

o Property damage or losses.

• Due to contractor personnel negligence

• Independent of insurance policies

Insurance Requirement:

• Maintain general liability insurance during contract performance

• Submit insurance policy to Contracting Officer

H.6 - Transition Plan:

• Within 30 days after contract award, the Contracting Officer may request that the

Contractor develop a plan for preparing the Contractor to assume all responsibilities for services defined in Section C and the Exhibits in Section J of this contract. The plan shall establish the projected period for completion of all clearances of Contractor personnel, and the projected start date for performance of all services required under this contract.

The plan shall assign priority to the selection of all supervisors to be used under the contract.

10. SECTION I: CONTRACT CLAUSES

Compliance Requirement:

• Comply with all FAR clauses incorporated by reference

The following clause were addressed during the conference.

FAR 52.217-8 - Option to Extend Services:

• Government may require continued performance

• Within limits and rates specified

• May be exercised more than once

• Total extension not to exceed 6 months

• Exercise by written notice during performance period

FAR 52.217-9 - Option to Extend Term:

• Government may extend by written notice within 45 days

• Preliminary notice given 60 days before expiration

• Preliminary notice does not commit Government

• Extended contract includes this option clause

• Total duration including all options shall not exceed five (5) years

FAR 52.229-12 - Tax on Certain Foreign Procurements:

• If awarded to foreign person: 2% withholding from invoices

• Unless exemption presented and submitted

• Read clause for complete details

FAR 52.222-50 - Combating Trafficking in Persons:

• Contractor must comply with anti-trafficking requirements

• Zero Tolerance Policy: The U.S. Government has a zero tolerance policy regarding trafficking in persons

• The Contractor shall not engage in forced labor, human trafficking, commercial sex acts, the withholding or confiscation of employee documents, fraudulent recruitment practices, charging recruitment fees, providing housing that fails to meet host-country safety standards, or failing to provide employment contracts in a language understood by the employee.

• Certification Required: See Section L.2 - FAR 52.222-56, Certification Regarding

Trafficking in Persons.

11. SECTION J: EXHIBITS

Six (6) Exhibits - All Must Be Reviewed:

Exhibit A - Locations and Time Frame:

• Total area: 70,530 square meters

Exhibit B - Contractor Furnished Materials:

• Contractor provides all equipment, materials, supplies, clothing

• Includes: Uniforms, tools, cleaning supplies, equipment

• Maintain sufficient parts and spare equipment

• Submit all materials for COR review and approval

• Must use environmentally safe chemical cleaning products

Exhibit C - Government Furnished Property:

• Government provides: Access to specified spaces, water supply, electrical power (220V, 50Hz).

• Office space, storage rooms, janitorial equipment rooms provided

• Five (5) shoe cleaner machines provided

• The Contractor shall always maintain a clean and organized work area.

• Use solely for intended purposes

Exhibit D - Contractor Furnished Uniform (Yearly):

• Three (3) short sleeve shirts

• Three (3) pairs of pants

• One (1) pair of work boots (men) or work shoes (ladies)

• One (1) employee name tag and identification card

Exhibit E - Security Check Requirements: Submit for each employee:

• Full legal name

• Passport number and copy

• National ID number and copy (if available)

• Certificate of no criminal record from host country

• Valid work permit for non-Jordan.

Exhibit F - Health Unit Cleaning Recommendations:

• Follow environmental services guidelines as outlined

12. SECTION K: REPRESENTATIONS AND CERTIFICATIONS

Requirements:

• Active SAM registration mandatory

• Submit all representations and certifications with proposal

13. SECTION L: SUBMISSION INSTRUCTIONS

L.1.1.1 - Required Forms:

• Completed SF-33 (blocks 12-18)

• Completed Section B (Pricing)

• Completed Section K (Representations and Certifications)

L.1.1.2 - Capability Information:

(1) Project Manager:

• Name of Project Manager or Embassy liaison

• Must understand written and spoken English

(2) Business Establishment:

• Evidence of established business with permanent address and telephone in Jordan

• OR plan to establish office within 30 days

(3) SAM Registration:

• Proof of SAM registration including Unique Entity ID (UEI).

• No subcontracting accepted

(4) Past Performance:

• Client list for past five (5) years

• Demonstrate relevant experience

• Include: Contract dates, locations, values, contact information

(5) Resources:

• Evidence of ability to provide necessary personnel, equipment, financial resources

(6) Licenses and Permits:

• Plan to obtain all locally required licenses/permits

• If already possessed, provide copies

(7) Quality Control Management Plan:

• (a) Work plan addressing all work elements

• (b) Types and quantities of equipment, supplies, materials; condition and acquisition plan

• (c) Quality control ensuring service quality, administration, oversight

• (d) Insurance certificate or statement of intent with provider name

(8) Environmental Safe Product:

• Describe how environmentally friendly products will be ensured

• List all chemical and non-chemical cleaning products

(9) Housing Plan (if applicable):

• If providing housing for personnel, submit detailed plan

• Include location and description

• State compliance with host country housing, safety standards, and local codes

(10) Third Country Nationals Recruitment Plan (if applicable):

• If recruiting TCNs, submit detailed recruitment plan

• Include: Sourcing process, timelines, labor law compliance, anti-trafficking measures

(12) Financial Statements:

• Audited financial statements for past five (5) years

• Demonstrate financial stability and capability

L.7 - Transition Period:

• Contract authorizes phase-in period (see Section H)

14. SECTION M: EVALUATION CRITERIA

Evaluation Process:

(a) Initial Evaluation:

• Review for completeness

• May disqualify proposals missing required information

(b) Technical Acceptability:

• The Embassy will review complete technical proposal.

• The Embassy may perform past performance references.

(c) Price:

• Evaluate price for technically acceptable offerors

• Determine lowest overall price per Section B

(d) Responsibility:

• Evaluate financial resources

• Ability to meet performance period

• Record of integrity and business ethics

(e) Award Selection:

• Award to lowest priced, technically acceptable, responsible offeror

Important Notes:

• Government intends to award based on initial proposals WITHOUT discussions (FAR 15.306(a)(3))

• Submit your best offer initially

M.4 - Separate Charges:

• Separate charges in any form are NOT solicited

• Proposals with charges for non-exercise of options will be rejected

• Government only obligated to pay contract price (including exercised options)

15. QUESTIONS AND ANSWERS

The Contracting Officer, along with the Contracting Officer’s Representative/Assistant, addressed the questions received to date and then opened the floor for additional questions from attendees.

• All questions and answers will be posted on SAM.gov and Embassy website.

16. CLOSING REMARKS

Closing of the Pre-Proposal Conference

The Contracting Officer thanked all attendees for participating in the pre-proposal conference and encouraged prospective offerors to submit their best offers for the Janitorial Services requirement. Offerors are advised to regularly monitor the SAM website for any amendments to the solicitation, including any potential extensions of the proposal submission deadline.

End of Minutes of the Pre-Proposal Conference and Attachment A