Minutes of Pre-Proposal Conference and Site Visit 19TU1525Q3003.pdf

MINUTES OF PRE-PROPOSAL CONFERENCE AND SITE VISIT

DATE : February 7, 2025, 10:30 a.m. – 3:30 p.m.

SUBJECT : Pre-Proposal Conference and Site Visits – Gardening Services Solicitation

SOLICITATION : 19TU1525Q3003

PARTICIPANTS: Representatives from Post Ankara GSO and FM teams and 20 individuals from 11 potential bidders attended the conference and site visits to the Embassy compound, Chief of Mission Residence (CMR), and Deputy Chief of Mission Residence (DCR).

Embassy Representatives:

• Sean T. Buckley – Contracting Officer (CO)

• Sezin Çolak – Procurement Supervisor

• Hasan Olgun – Local Facility Manager

• Ferhat Yıldırım – Groundskeeper Supervisor (Contracting Officer’s Representative – COR)

• Gürhan Tarım – Procurement Specialist

1. Opening Remarks and Conference Overview

The pre-proposal conference was held in Embassy MPR 102 and opened by Procurement Specialist Gürhan Tarım, who welcomed all attendees and introduced the Embassy representatives present.

A PowerPoint presentation was conducted to explain the U.S. Government solicitation process, applicable rules, and the Statement of Work (SOW) for the Gardening Services contract. It was emphasized that any statements made during the conference do not modify the solicitation. Any necessary changes will be formally published on SAM.gov under Solicitation Number

19TU1525Q3003.

2. Key Information Shared with Prospective Offerors

• Proposal Submission Deadline:

o Date: Monday, March 3, 2025, by 3:00 p.m.

o Submission Method: Electronic submission via two separate emails, labeled:

"Price Proposal"

"Technical Proposal"

A. Price Proposal Requirements

The Price Proposal must include:

1. SF-1449 Form (completed with required fields: Blocks 17, 21-24, 30a, 30b, 30c)

2. Pricing Section (Pages 5-7) – Including unit and total prices for the base year and four option years, considering:

o Fixed-price contract o Estimated quantities o Option years dependent on funding availability and U.S. Government discretion o Rates for option years must be pre-determined in the proposal and cannot be renegotiated post-award

B. Technical Proposal Requirements

The Technical Proposal must include:

1. Project Manager – A designated individual proficient in written and spoken English

2. Proof of Established Business – Demonstrating a legitimate operating business

3. Client List – Record of prior three years' experience (both ongoing and completed contracts)

4. Personnel, Equipment, and Financial Resources – Providing evidence of availability

5. Licenses & Permits – As outlined in the solicitation

6. Financial Statement and Tax Payment Record

7. Proof of Active SAM Registration

8. Strategic Plan for Gardening Services

C. Additional Key Points

• Inquiry Submission: All solicitation-related questions must be submitted in writing. Any modifications to the solicitation document will be officially published on SAM.gov.

• VAT (KDV) Exemption: Since the Embassy is VAT-exempt, all price quotes must exclude these taxes.

• Evaluation Criteria: The U.S. Government will evaluate proposals based on:

o Compliance Review o Technical Acceptability o Price Evaluation o Responsibility Determination o Award will be made to the lowest-priced, technically acceptable, and responsible contractor.

• Deadline for Questions: Tuesday, February 11, 2025, by 1:00 p.m. All questions and responses will be posted on BETA.SAM.gov.

• SAM Registration Requirement: Offerors must have an active SAM registration at the time of submission. The UEI number must be included on the front page of the Technical Proposal.

3. Questions & Answers from the Conference and Site Visit

Q1: Is the contractor responsible for purchasing spare parts for the water irrigation system?

A1: No, the Embassy will purchase and replace spare parts as needed.

Q2: Is the water irrigation system automatic?

A2: Most sprinkler systems operate automatically; however, flowers, trees, vegetable gardens, and the greenhouse (CMR only) require manual watering. Manual watering will be done using mobile sprinklers or manual valves.

Q3: Who is responsible for purchasing seasonal flowers?

A3: The contractor is responsible for purchasing seasonal flowers, subject to COR approval.

Q4: How should snow removal be handled?

A4: If snow accumulates overnight, the contractor must deploy a crew two hours before the start of business hours for removal.

Q5: Is the contractor responsible for delivering daily trash to municipal collection areas?

A5: No. Trashcans within Embassy and Residence perimeters are accessible to the municipal collection service.

Q6: Must the contractor provide staff on-site every business day during official hours?

A6: Yes. Flexible scheduling is not permitted.

Q7: Is the contractor required to provide equipment?

A7: Yes. The Embassy does not provide gardening equipment.

Q8: Do the square meter measurements in the Pricing Section cover the entire property or just the contractor-maintained areas?

A8: The listed square meters cover the entire property. The specific areas maintained by the contractor were shown during the walkthrough.

Q9: When will the contract start?

A9: The anticipated contract start date is May 2025, barring any administrative delays.

Q10: What method should be used for gutter cleaning?

A10: Depending on location, manlifts or safety ropes will be used. Contractors may work on roofs if proper safety measures are approved by POSHO.

Q11: Can a Joint Venture (JV) bid for this contract?

A11: Yes. A JV is allowed, provided the offer states the lead entity and defines each partner’s role.

Each partner’s past experience must be included in the proposal.

Q12: What is the scope of temporary additional services?

A12: The Government may request additional services within the general scope of the contract when needed.

Q13: How long is the contract duration?

A13: The contract is for a maximum of five years, including base and four (4) one year option years.

Exercised at the discretion of the contract office.

4. Site Visits Summary

Following the pre-proposal conference, attendees visited the Embassy Garden, CMR, and DCR.

Ferhat Yıldırım (COR) led the walkthrough, highlighting the areas to be maintained under the contract.

The event concluded at 3:30 p.m., and attendees were thanked for their participation and interest in serving the U.S. Government.