Meeting Minutes_Pre-proposal conference.pdf

Meeting Minutes 19TC1024R0003-0001 Shipping and Packing Services Attachment A

RFP 19TC1024R0003

Shipping and Packing Services

Pre-proposal Conference–Meeting Minutes

Date: July 23, 2024 Time: 10:00 am – 11:30 am Venue: U.S. Embassy Abu Dhabi

Panel:

Attendees:

Procurement and Contracting Supervisor Customs and Shipping Assistant Shipping Clerk

Eleven (11) representatives from six (6) companies:

Introduction:

The Contracting Supervisor welcomed all interested offerors, explained the purpose of the meeting, and introduced the Embassy’s panel. Offeror’s representatives introduced by themselves to the panel.

Agenda and Sign-in sheet were distributed to all the attendees.

The due date for submitting questions concerning this meeting and RFP was set to 4:00 pm on July 25, 2024, via email to AbuDhabiContracts@state.gov .

Note to Offerors:

The information contained within these questions and answers is provided for informational purposes and under no circumstances shall it be construed to change any terms and conditions or requirements within the solicitation. If any answer does address a change in the solicitation, it will reference an Amendment.

Overview:

The Contracting Supervisor explained the following:

• This is a firm-fixed price IDIQ contract for five years (base plus four option years). The contract will be awarded to the lowest price, technically acceptable company.

• The Government intends to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

• Offerors must submit duly filled SF 1449, Pricing Table in local currency for Base and all option years, Representation and Certification including the portion of the NDAA 889 certification and relevant fields. The NDAA 889 certification information has already been included in the solicitation, section 5.

• Offerors should not include VAT in their offers, but if any portion that VAT is applicable then it can be claimed/paid though invoices.

• James Zadroga act is applicable to this contract. i.e., two percent (2%) tax deduction on each invoice will be imposed, if the contract value exceeds USD 250K.

mailto:AbuDhabiContracts@state.gov

Meeting Minutes Page 2 of 3 Solicitation 19TC1024R0003-Shipping and Packing services

• Explained the requirement of DBA insurance and it should be part of the pricing. Defense Base Act (DBA) insurance is a separate requirement of the U.S. Government, which is mandatory on supplies/services contracts. The list of U.S. Department of Labor approved DBA insurance providers is here: https://www.dol.gov/owcp/dlhwc/lscarrier.htm. Prospective bidders shall contact one of the insurance providers and obtain an estimated quote to submit along with the price quote for the requested service.

• TIP: The U.S. Government has zero tolerance on Trafficking in Persons. Hence, the Offerors should submit their housing and recruitment plans along with the proposals in compliance with FAR Clause 52.222-50 – Combatting Trafficking in Persons. A Housing plan is required only if labor/staff accommodation is provided by the employer. If a housing allowance is provided instead, then that must be mentioned in the proposal. The labor/staff accommodation would be inspected prior to awarding the contract; and subsequently inspected twice a year with no prior notification. The Recruitment plan must also be included. It needs to describe the recruitment process and specify if the company uses the services of a recruitment agent.

The requesting Office, Customs and Shipping office explained the Scope of Work (SOW) of the RFP in detail.

• All shipments must depart from Abu Dhabi Seaport or Airport and Port/Freight charges should be billed as per original receipts.

• It is contractor’s scope to arrange delivery containers, loading and offloading equipment etc.

• The services required did not include overseas pick up.

• If shipment contains large furniture, contractor needs to dismantle them for easy handling and transport. Also, re-assembly is required at destination if it’s a local move.

• Contractor is required to provide packing and unpacking services, transportation, customs clearance and shipping to the destination port/airport as per the task order.

• The scope of work requires a storage facility within 40 miles radius of U.S Embassy Abu Dhabi which will make easy access to shippers in case a physical inspection is required or retrieve any items that were mistakenly packed in the shipment.

• Embassy requires contractor to have a facility to store a minimum of 700 CBM of household/supplies and 12 vehicles at a time.

• Contractor is required to provide a temperature-controlled storage facility to accommodate 100 CBM of household/supplies.

• The contractor needs to provide manpower for stuffing and de-stuffing of container shipments.

• The COR explained that volume and weight of every shipment will not be the same.

The Contracting Supervisor explained the following requirements of the solicitation and proposal submission:

• Follow instructions provided in Section 3 and 4.

• Offers must be submitted to the Embassy electronically via AbuDhabiContracts@state.gov marking the subject line "Proposal Enclosed – RFP 19TC1024R0003 – Shipping and Packing services".

• File size restriction is 10 MB in one email. If there are more files to be attached, send separate email(s) within the stipulated file size restriction, following the abovementioned subject line marking instruction.

• Only pdf version of the attachments is the acceptable. Embassy cannot accept if the mode of proposal submission is hard copy, hyperlinks or any other formats other than email with pdf attachments.

• Submit Commercial and Technical proposals separately.

https://www.dol.gov/owcp/dlhwc/lscarrier.htm mailto:AbuDhabiContracts@state.gov

Meeting Minutes Page 3 of 3 Solicitation 19TC1024R0003-Shipping and Packing services

• Proposals will be evaluated in two phases, that are Technical and Commercial. Commercial evaluation will be done after technical evaluation is completed by the Technical Evaluation Panel. Hence do not include any pricing in the technical submission.

• Follow Evaluation factors specified in Section 4.

• All Offerors are required to have an active SAM registration. Registration is free. Link to www.SAM.gov has been provided through the solicitation. The contract shall not be awarded to a vendor who is not registered on SAM. Hence, prior registration will be beneficial. Offers without proof of registration will be marked as “technically unacceptable”.

• Submit all your contractual/technical questions in writing, including the ones raised during the conference, no later than 4:00 pm on July 25, 2024. The answers to the questions will be disseminated to all the interested offerors along with the meeting minutes.

• The RFP submission deadline is at 10:00 am (UAE time) on August 9, 2024.

• Late proposals shall not be considered for evaluation.

The conference adjourned at 11:30 a.m.

(end of Meeting Minutes) http://www.sam.gov/