Minutes Pre-proposal conference Janitorial Services 19NL80-24-Q-0043.pdf

SBU - CONTRACTING AND ACQUISITIONS

Meeting Minutes of Pre-proposal Conference Janitorial Services The Hague – 19NL80-43-Q-0043

Date: June 5, 2024 Time: 10:00 a.m.

Venue: U.S. Embassy, The Hague – The Netherlands

Attendees: Matthew R. Mayberry – GSO / Contracting Officer Clinton Canady – Watch Officer

Daniella Schoenmakers – Procurement Agent Lindomar Elizabeth– Procurement Agent Sapna Knijnenburg-Prabhu- Procurement Agent Geoffrey Osei-Bonsu – Procurement Supervisor Shantel Barker – Facility Manager Jacob van der Boon – COR Carina Botha – A/COR

Representatives from various Janitorial companies (see attached attendance list).

Introduction:

• Agenda was distributed via -email- to all the offerors.

• Sign-in sheet signed by all participants

• Introduction was given by the Contracting Officer (CO) – Matthew R. Mayberry followed by the introduction of the Embassy team and their expertise.

• Introductions were given by all the offerors

• The CO informed all the offerors that any questions contractual pertaining to the contract will have to be written and submitted by email to TheHagueContracts@state.gov by close of business June 14, 2024.

Project Overview:

• The CO explained the purpose of the solicitation and mentioned that the solicitation is a “Full and Open Competition, where all potential offerors are given a fair and equitable opportunity to win the award. She also added that the contract has a performance period of one-year from the date of the contract award, with four (4) year options to renew.

• The CO informed offerors that this is a firm fixed contract for the entire duration of the contract, economic adjustment is not applicable/allowed. Offerors must factor possible inflation for option years.

• The CO informed offerors to that they are responsible for supplies as outlined in paragraph 5.0 of the solicitation. (page 22-24)

a. The CO informed the All questions are only answered in writing and posted on

SAM.gov. To allow sufficient time for our office to review the pre-proposal conference minutes and any proposed Amendments, deadline for receipt of questions is on or before June 14, 2024, No questions will be considered after this deadline.

mailto:TheHagueContracts@state.gov

• The CO called upon the (COR) to explain the Statement of Work (SOW) and overall intention of the SOW.

• The COR explained the SOW and added that the solicitation is for the provision of Janitorial services to the Embassy of the United States of America in The Netherlands as specified in the SOW, section 1 of the solicitation.

• The facilities manager stressed the importance of the outline of staffing per location. Failure to do so would be a point of disqualification.

• The COR explained the SOW in detail and covered all technical aspects of the solicitation.

• The CO explained the pricing schedule in Section 1 of the solicitation.

• The CO explained that the terms and conditions of the solicitations are the same terms and conditions of the contract. If any question or inquiry should result in a change in the solicitation, an Amendment will be prepared.

• The CO referenced FAR 52.222-50, Combating Trafficking in Persons and explained how companies must prevent such activities from occurring. The CO also explained that quotes submitted on the proposal submission date, once negotiated prices are agreed upon and the contract is signed and awarded, there would be no price adjustment to benefit the contractor.

Submittal Requirements: (Section 3) page 60-63

The CO informed the offerors about the submittal requirements which are:

• Proposal should be submitted by or before June 25, 20204 at 3 p.m. (local time).

The technical proposal should be separated from the price proposal. Proposals must be submitted electronically to TheHagueContracts@state.gov . Please refer to the cover letter for additional information.

• Offerors should follow the directions given in Section 3 for submitting the proposal.

• Potential offerors will have to submit complete packages, with appropriate representations and certifications, technical and price proposal, and signatures.

• Late proposals will not be considered for evaluation.

Evaluation Factors: (Section 4) page 64-65

The CO informed the Offerors about the evaluation factor:

• He stated that the evaluation would first be on the technical merits of the proposal, and for those that were technically acceptable; the proposals would be evaluated on pricing. The process is to identify the lowest priced technically acceptable proposal that meets the Embassy’s other criteria as well.

• To be an acceptable proposal, it must be prepared in accordance with Section 3, and must meet all the requirements set forth in the other sections of the solicitation.

• Proposals will be evaluated in two phases: Technical Evaluation and Price Evaluation.

• Technical Evaluation: Technical Evaluation Panel includes the COR and other individuals, who determine the acceptability of the proposal based on the solicitation’s technical requirements.

• Price Evaluation: The CO will evaluate the price and will consider only the lowest priced, technically acceptable offer, and will follow with negotiations, if the proposal falls within the competitive range.

• The award selection will go to the lowest priced, technically acceptable, responsible offeror.

• On numerous occasions the CO reiterated the need for potential offerors to complete all the relevant sections of the proposal, to sign it and submit it in a timely manner.

mailto:TheHagueContracts@state.gov

• The conference concluded at 11:00am and attendees were thanked for their presence and expression of interest in serving the U.S. Government.

Addendum -Walkthrough at NEC- Wassenaar and Consulate General in Amsterdam

The Requesting Office/COR and members from the Procurement Office took participants round to inspect the facility at the NEC and Consulate General in Amsterdam.

During Site visit at the NEC, the Facilities Manager clarified that the following spaces does not fall under the Scope of the work of the solicitation. No services are required.

1. Full kitchen area

2. Health Unit

3. Marine living quarters

4. External window glasses

The Facility Manager stressed that each floor has a small janitorial storage space for supplies and there is one (1) main storage area at the ground floor, which currently houses the washing machine. It’s the vendor’s responsibility to supply any and all supplies and equipment as mentioned in paragraph 5.0 of the solicitation.

At the Consulate General in Amsterdam, the Facility Manager mentioned that there are no elevators in the building access to all floors are through the stairs. Due to the monumental nature, a modification to install an elevator is not permitted.