Minutes_QA from pre-proposal conference 19UZ8025Q0027.pdf

June 17, 2025

Date:

Address: U.S. Embassy Tashkent 3 Mayqorghon Street, Tashkent Uzbekistan 100093

Minutes From Pre-Proposal Conference of June 17, 2025 Request for Quotation (RFQ) Number 19UZ8025Q0027

Introduction

Contracting Officer, Kathleen (Casey) Murphy, welcomed all attendees, and introduced U.S.

Embassy Tashkent Team:

Ӧnder Durmuş - Sr. Facility Manager Shukhrat Arifdjanov – Procurement Supervisor Jasur Toshpulatov - BAS Engineer Technician Irina Mezentseva – Procurement Agent Sitora Raupova - Procurement Agent Nodir Jumyazov- Procurement Agent

Preamble

This meeting will serve as the pre-proposal conference for the contract for Chancery Kitchen Fire Suppression System Replacement of the U.S. Embassy Tashkent in accordance with Section 1: The Schedule, page 6 - 13.

Before starting discussion of the Solicitation Package, please note that there are two main requirements: The first is to read the solicitation document carefully, and the second is to submit your proposal in compliance with the solicitation requirements. If you have worked in the past with the US Embassy but don’t submit a proposal in compliance with this solicitation, you will not be awarded the contract. Section 3 on page 29 - 30 provides you with clear instructions what must be included to complete proposal package. If something is not on this list, it will not be evaluated. Section 4 on page 33 provides exactly what will be used to evaluate your proposal.

Please ensure that you provide accurate calculations for your bid, as this will be one of the main criteria that are evaluated.

The US Embassy strongly emphasizes transparency of the tender and equal conditions for participation. If you have any questions, they must come in writing by email to TashkentGSOProcurement@state.gov. We will set a deadline for questions, after which we will email the questions and their answers to all bidders at once to ensure transparency and a fair process.

I will let the procurement team explain how to complete the forms.

Irina Mezentseva:

The meeting purpose is to replace Chancery Kitchen Fire Suppression System Replacement of the U.S. Embassy Tashkent per Section 1 page 6-13.

It was noted that proposals should be submitted no later than 14 pm of July 10, 2025.

Proposals submitted late will not be accepted for consideration.

Proposals must be in a sealed envelope marked “Quotation 19UZ8025Q0027 Enclosed”.

In order for a proposal to be considered, you must also complete and submit the following:

SF-1449, Section 12, 17, 23, 24, 30.

That is a firm-fixed price contract.

Please open page 13.

Section 3 discussion.

All the factors that we will use when considering proposals are specified in Section 3, page 29 - 30. If the submitted proposal missing any information specified in Section 3, the proposal can be considered technically unacceptable.

One of the requirements (Section 3) intends that you need to specify the value of contracts with customers with whom the company has been working for the past three years.

Section 4 discussion.

Section 4 on page 33 reflects Evaluation factors:

Award will be made to the lowest priced, acceptable, responsible offeror. The quoter shall submit a completed solicitation, including Sections 1 and 5.

The Government reserves the right to reject proposals that are unreasonably low or high in price.

The lowest price will be determined by multiplying the offered prices times the estimated quantities in “Prices - Continuation of SF-1449, block 23”, and arriving at a grand total, including all options.

The Government will determine acceptability by assessing the offeror's compliance with the terms of the RFQ to include the technical information required by Section 3.

The Government will determine contractor responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR 9.1, including:

- Adequate financial resources or the ability to obtain them;

- Ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;

- Satisfactory record of integrity and business ethics;

- Necessary organization, experience, and skills or the ability to obtain them;

- Necessary equipment and facilities or the ability to obtain them; and

- Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

SAM registration discussion

SAM registration page 1.

This registration is free of charge and must be updated every year.

Page 29. Defense base Act (DBA) insurance.

This kind of insurance must be included in this contract. Please see the DOL web site where you can purchase it. DBA insurance cost must be included in your commercial proposal.

Please note that you would have to purchase DBA insurance only if Contract awarded to you.

Specifications Work Statement pages 7 - 11 will be covered by COR Jasur Toshpulatov.

Conclusion

We hope that the information obtained will help you to provide acceptable and mutually beneficial offers. All questions might be asked during the meeting or send via electronic mail to address TashkentGSOProcurement@state.gov. We will send the answers to all the companies, that will reflect the transparency of the tender and equal conditions for participation.

Deadline for the question is June 18, 2025 at 16.00 PM

When the decision is made, we will inform all in writing about its results, announce the winning company, and separately, each company will be informed why it did not win the tender.

The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.

Questions and answers:

Q: What will be the method of water supply connection?

A: Water supply connection to existing sprinkler system will be thread connection using materials which comply with ASTM. Existing sprinkler system pipe diameter on the connection point is 1.5” or 32mm.

Q: What is the required size of the ball valve?

A: Diameter of valve should be 1” or 25mm, also it should be high pressure lockable ball valve. Sprinkler system pressure is 175 PSI.

Q: Are there existing wires already connected to the current fire suppression system?

A: Yes, it is connected to the current fire system.

Q: Is it required to use powder-based suppression as currently installed, or is foam and water suppression acceptable?

A: As per SOW we need to change the old gel ANSUL-102 system to new Ansul Piranha wet Chemical fire system it consists of foam and water.