Meeting Minutes for Pre-Proposal Conference and Site Visit_RFQ 19BX6025Q0011.pdf

Meeting Minutes

Pre-Proposal Conference & Site Visit

Solicitation No.: RFQ 19BX6025Q0011 – Construction Oversight Services for New

Maintenance Facilities at U.S. Embassy

Date: Wednesday, August 27, 2025

Time: 2.00pm – 3.30pm

Location: U.S. Embassy Bandar Seri Begawan

1. Attendance

• Contracting Specialist – Lys Boon

• Contracting Officer – Aida Muhamad

• Contracting Officer Representative (COR) – Richard Eclipse

• FAC – William Ancero

• Offerors/Contractors – [See attached attendance sheet]

2. Opening Remarks

The meeting was opened by the Contracting Specialist with introductions of the CO, Aida

Muhamad and COR, Richard Eclipse.

3. Key Discussion Points

1. Objectives o The objectives of this pre-proposal meeting and site visit shall be to discuss the submission requirements for proposals, to review and clarify the requirements of the U.S. Government, and to survey the site areas to verify the scope of work and identify any discrepancies.

2. General o The Contractor shall provide construction inspection services on an as-needed basis to U.S. Embassy, Bandar Seri Begawan, related to the administration of the construction contract for the Construction of New Maintenance Facilities Project.

o The contract duration shall be twelve (12) months from the date of contract award.

3. Proposal Submission o Offerors must carefully review all solicitation documents.

o Section J should be used as a checklist for proposal submission.

o Proposals must be submitted in three (3) volumes per the attached “Instructions for Submitting Offers.”

Volume 1 shall contain:

• A completed solicitation, in which SF-18 cover page (Blocks 11, 12, 13 and 14 as appropriate), and Section L have been filled out.

Volume 2 shall contain:

• Complete pricing schedules as identified in Section A. This shall include providing loaded hourly rates for each professional category of each required discipline, inclusive of all labor costs, overhead, G&A, and profit. Submit the same information for any proposed subcontractors. It shall also include firm-fixed prices for each submittal listed in Section A, broken down to reflect labor rates, overhead, G&A and profit.

• A copy of the firm’s financial statement.

• A copy of liability insurance policy covering errors and omissions.

Volume 3 shall contain:

• List of individuals proposed to perform the services as separately priced in

A.2.1 and their resumes.

• Proposed inspection reports as outlined in B.2.0. This proposed inspection report if accepted by the Government, will become Exhibit B.

• Proposed schedule for providing the inspection services outlined in

B.3.3. This schedule, if accepted by the Government, will become Exhibit

C.

• Information demonstrating the offeror’s/quoter’s ability to perform, including:

1. List of clients over the past five (5) years, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). If the offeror has not performed comparable services in Brunei Darussalam then the offeror shall provide its international experience. Offerors are advised that the past performance information requested above may be discussed with the client’s contact person. In addition, the client’s contact person may be asked to comment on the offeror’s:

◼ Quality of services provided under the contract;

◼ Compliance with contract terms and conditions;

◼ Effectiveness of management;

◼ Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and

◼ Business integrity / business conduct.

2. The Government will use past performance information primarily to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the offeror’s work experience. The Government may also use this data to evaluate the credibility of the offeror’s proposal. In addition, the

Contracting Officer may use past performance information in making a determination of responsibility.

3. Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in

Brunei Darussalam or plans to establish an office within 30 days of contract award.

4. The offeror shall provide proof of SAM registration to include the SAM UEI number.

5. Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work;

6. The offeror shall address its plan to obtain all licenses and permits required by local law (see DOSAR 652.242-73 in

Section 2). If offeror already possesses the locally required licenses and permits, a copy shall be provided.

7. The offeror’s strategic plan for construction inspection services to include but not limited to:

(a) A work plan taking into account all work elements in Section 1, Performance Work Statement.

(b) Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained;

(c) Plan of ensuring quality of services including but not limited to contract administration and oversight; and

(d) (1) If insurance is required by the solicitation, a copy of the

Certificate of Insurance(s), or (2) a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used.

o Offerors shall include Defense Base Act (DBA) insurance premium costs in their proposals.

o Offerors shall provide proof of SAM registration. (Refer to Quick Start Guide for

International Registrations and Entity Registration Checklist) o Deadline for submission: September 3, 2025, no later than 5:00 p.m. Late submissions will not be accepted.

o Email submissions should be addressed to GSO PROCUREMENT.

4. Statement of Work (Section B)

The following were read and reviewed during the meeting for clarification and understanding.

o B.1.1 Definitions o B.1.2 Scope of work o B.2.0 and B.2.1 Submittals Services o B.2.3 Delivery method o B.2.4 Review period o B.3.3.2 Contractor liability o B.3.3.3 o B.3.5 Ordering o B.3.6 Payment

5. Access to Construction Contract Details

A copy of the construction contract will be provided to the Contractor upon award of this contract.

4. Questions & Answers

1. Do the labor rates specified under Section A.2.1 include the review of submittals?

Answer: No. The review of submittals is covered under a firm-fixed price. Please refer to Section A.2.2.

2. Does the contract scope include the review of commercial matters, such as project material quantities or project claims?

Answer: Yes, the scope includes reviewing the contractor’s progress payment submittals. If any modifications or changes are required, the contractor shall provide a statement of work and cost estimate to the COR. Please refer to Section B.3.4 Miscellaneous directly related service. The evaluation of claims and cost estimates will fall under the responsibility of the assigned disciplines. The Embassy will issue a solicitation amendment to incorporate the quantity surveyor and the associated estimated hours.

Post-Meeting Note: The Cost Engineer and the estimated number of hours have been added to the contract under CLIN 008 in Pricing Table A.2.1.

3. What qualifications are required for the engineers listed in Table A.2.1?

Answer: The required qualifications are detailed in the Architect-Engineer Qualifications Form

(SF-330), which was issued to your company prior to the invitation to bid for this contract. The offerors are required to submit resumes of the engineers proposed to perform the services as part of Volume 3 of their proposal. In addition, Section K.1.(a) states that …“if the offeror has not performed comparable services in Brunei Darussalam, then the offeror shall provide its international experience”.

4. Will a site office be established for the engineers?

Answer: Yes. The Embassy will provide an air-conditioned workspace for the engineers;

however, laptops, scanners, printers, and internet access will not be provided.

5. The number of hours allocated for the engineer oversight services does not seem sufficient. Could you clarify?

Answer: The number of hours indicated in Table A.2.1 represents the Embassy’s close estimate and does not reflect the actual required hours. The Contractor shall notify the Contracting Officer in writing 60 days before the Contractor expects the total costs incurred to exceed 75% of any ceiling price/not to exceed amount listed above. Moreover, if the construction cannot be completed within the planned timeframe, the oversight services will be extended, and the number of hours may be increased accordingly.

6. Regarding Section B.3.3.2 on contractor liability, the Contractor shall not to interact with the construction contractor. If the engineer observes that the construction contractor is not complying with safety requirements, is the engineer allowed to approach the construction contractor?

Answer: No. The Contractor shall document the observations, and it will be part of the report submitted to the COR. Section B.3.3.3 para.(7) state that…-“Review of safety standards at the site. Perform weekly safety inspections with the Post Safety Officer and COR. The COR has the authority to direct the construction contractor to correct safety violations”. All communication or coordination shall be conducted only with the COR, not directly with the Construction

Contractor.

7. When is the closing date of the proposal submission?

Answer: The closing date and time for proposal submission is on September 03, 2025, no later than 5.00pm.

8. Could the Embassy clarify the evaluation criteria and process that will be used to assess proposals and determine contract award?

Answer: The evaluation criteria are provided in Section K of the solicitation. Offerors are advised to review this section carefully.

Offerors may submit any inquiries via email to BSBGSOProcurement@state.gov no later than

12:00 noon on Friday, August 29.

5. Closing Remarks

The Contracting Specialist encouraged offerors to utilize the “Instructions for Submitting Offers” as a checklist when preparing and submitting their proposals. The Contracting Specialist also emphasized the importance of compliance with all solicitation requirements and submission deadlines. Offerors are strongly advised to adhere strictly to the specifications and warranty requirements outlined in the solicitation.

6. Action Items

• Contractors to complete site survey and prepare proposals in line with solicitation requirements.

• All proposals to be submitted by September 3, 2025, 5:00 p.m.

Drafted by: Lys Boon, Contracting Specialist

Cleared by: Richard Eclipse, Contracting Officer’s Representative

Approved by: Richard Eclipse, Contracting Officer’s Representative mailto:BSBGSOProcurement@state.gov