Minutes of Pre-Conference +QA.pdf

SBU - CONTRACTING AND ACQUISITIONS

Minutes of the Pre-Proposal Conference

December 11, 2019

At the U.S. Embassy Lisbon, Portugal

19P05020Q0003

The meeting was called to order at 9:30 pm. The Procurement Supervisor welcomed all attendees and introduced herself Adelia Monteiro, Procurement Supervisor (PS), Victor Madeira, Facilities Maintenance Supervisor (FM) and José Gregorio, Procurement Assistant (Note Taker).

Representatives of the following firms (Prospective Offerors) attended the meeting:

• Meristema

• Horto do Campo Grande

• Vibeiras S.A.

• Espaços Verdes

The Procurement Supervisor (PS) explained briefly the conference parameters and that all complex questions would have to be submitted in writing and would be answered subsequently. She also indicated that any changes to the solicitation would be done in the form of written amendments and will be sent to the prospective offerors and must be acknowledged in writing.

The Procurement Supervisor reiterated the fact that the length of the contract is for a base year plus one option year. She mentioned that the Government holds the unilateral right to exercise the option year.

The PS informed all present that all the information regarding this solicitation will be available to all equally. It was also indicated that the solicitation and the whole contracting process is in accordance with United States Government regulations, i.e. Federal Acquisition Regulation (FAR), Department of State Acquisition Regulations (DOSAR) and the Office of the Procurement Executive.

All the questions and the Embassy’s official answers will be on a separate page entitled “Questions and Answers” and it will be posted on the Embassy’s website.

CO indicated that on form SF-1449 (cover page of the solicitation) blocks 17, 24 and 30a. and 30b. would have to be filled out by the offeror. Information required on Block 19-24 will be provided in Section 1 – The Schedule – III. Pricing.

The PS continued the meeting by referring to Section 2- Contract Clauses (Federal Acquisition Regulation FAR and Department of State Acquisition Regulation DOSAR). Some contract clauses are inserted by reference, others are in full on the solicitation. The clauses may be found online, at the Office of the Procurement Executive web page for additional information.

These websites are subject to change. Department of State Acquisition website is available at the following address:

https://www.ecfr.gov/cgi-bin/text-idx?SID=2e978208d0d2aa44fb9502725ecac4e5&mc=true&tpl=/ecfrbrowse/Title48/48chapter6 .tpl

PS referred to Section 3 – Solicitation Provisions that refer to the documents that need to be provided with the proposal. Failure to submit these documents may result in disqualification. In the event of minor documentation being omitted in your proposal we may contact you to request you to present those documents. The PS stated that the prospective offerors should review their checklist, before its submission.

Quotations are due for submission on December 19, 2019 on or before 4pm by email to lisbonprocure@sate.gov or in hardcopy to Embassy of the United States of America, C/O Contracting Officer, GSO, Avenida das Forças Armadas, 1649-044 Lisboa . No late submissions will be accepted. PS mentioned that statements made at the pre-proposal conference do not change the solicitation. As stated earlier in the meeting, all communication has to be in writing, if there are any additional questions, please make sure that they are put in writing and submitted by December 17, 2019, the answers will also be in writing and will be posted on the Embassy website.

Payment clause – please note that once we sign the contract, we cannot deviate, the PS stated. As part of the necessary documentation, you will be required to submit proof of insurance. Any of your employees coming in to work at the Embassy, for any given reason, will be subjected to preliminary security at the entrances. The PS encouraged the winning vendor to submit additional names in the event that regular staff members are unable to attend work for whatever reason.

The PS focused the importance placed by Department of State on issues related to Combating Human Traffic (FAR 52.222-50).

The Procurement Supervisor continued to address the meeting by calling everyone’s attention to Section 3, regarding the importance of registering in the SAM (www.sam.gov System Award Management) registration, which has become mandatory for all contractors engaging in business with the US Government for contracts above thirty thousand US dollars.

The PS, in her final remarks to the meeting attendees reminded everyone of the proposals due date (December 19, 2019 at 4pm.) and that any questions can be done in writing to LisbonProcure@state.gov and will be answered in writing.

The Facilities Maintenance Supervisor (FM) addressed the meeting by reviewing the Statement of Work (SOW) that is incorporated in the Solicitation. FM began by explaining the duties and roles of the Embassy personal within the contract, namely the roles of the Contracting Officer Representative (COR). He explained briefly the roles of the COR vs Contractor. FM went further into details on the SOW exemplifying https://www.ecfr.gov/cgi-bin/text-idx?SID=2e978208d0d2aa44fb9502725ecac4e5&mc=true&tpl=/ecfrbrowse/Title48/48chapter6.tpl https://www.ecfr.gov/cgi-bin/text-idx?SID=2e978208d0d2aa44fb9502725ecac4e5&mc=true&tpl=/ecfrbrowse/Title48/48chapter6.tpl https://www.ecfr.gov/cgi-bin/text-idx?SID=2e978208d0d2aa44fb9502725ecac4e5&mc=true&tpl=/ecfrbrowse/Title48/48chapter6.tpl mailto:lisbonprocure@sate.gov http://www.sam.gov/ mailto:LisbonProcure@state.gov areas that are expected to be covered in more detail than other. For example cleaning outside stairs leading to the Embassy main door, power washing services, leaves and trash blowing of stairs and paths, front and back entrances. FM emphasized the importance of having a general work plan incorporated in the proposal. FM mentioned that working hours are from 8am to 5pm on weekdays and US holidays are observed. Provision for additional non routine works are also contemplated on the contract. Other works that are not on the written contract must be budgeted and contracted separately.

The Embassy will provide spaces for storage and other work-related usage. The contractor’s employees are expected to follow the U.S. standards of work and other work-related regulations.

FM went further into details on each section of the Scope of Work (SOW) and explained them to the meeting attendees.

The prospective quoters were escorted out of the Manor House Dinning Room for a site visit. The site visit began by the Embassy’s back gardens near white marble statue fountain and proceeded to the front garden areas of the compound where the attendees were given the opportunity to gather onsite information of the grounds and on areas that need to be covered. The FM explained in detail what need to be done, daily, weekly and each semester, for the visitors to acquire a more concise idea of what is expected to be addressed by their staff. Lastly the prospective quoters visited the areas on the back of the Chancery building and those adjacent to the NEX building.

The site visit ended by 12.15 pm and all attendees were escorted out.

QUESTIONS AND ANSWERS:

Q. What are the square meters total to receive services?

A. The area to receive services is approximately 30,000 square meters.

Q.

A.