pre-bid conference minutes 19JA8025Q0001.pdf
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About this file
This document contains minutes from a pre-quotation conference held on February 4, 2025, for Request for Quotations No. 19JA8025Q0001 regarding TV and Internet Services for the U.S. Embassy in Tokyo, Japan. The conference was held at the U.S. Embassy located at 1-10-5 Akasaka, Minato-ku, Tokyo.
The conference covered key solicitation requirements including SAM registration requirements, insurance requirements (DBA and Worker's Compensation), tax considerations under the Zadroga Act requiring IRS Form W-14 submission, NDAA Section 889 compliance, and anti-trafficking provisions. A walk-through was conducted at two service locations - the U.S. Embassy Tokyo Chancery Building and Mitsui Housing Apartment Compound. Participants were instructed to submit all questions in writing. The document indicates this is a firm fixed-price contract with a base year plus four one-year options, though specific pricing terms are not detailed in these minutes.
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Text version
February 7, 2025
U.S. Embassy 1-10-5 Akasaka Minato-ku, Tokyo 107-8420 Japan
Minutes from Pre-Quotation Conference of February 4, 2025 for Request for Quotations No.
19JA8025Q0001 – TV and Internet Services for the U.S. Embassy in Tokyo, Japan.
Introduction
The Procurement Agent welcomed all attendees, introduced the Embassy staff.
Discussion of the Solicitation Package
The following sections of the solicitation were highlighted:
(1) System for Award Management (SAM) database registration stated in the Cover Letter and FAR 52.204-7 referenced in SECTION 3, ADDENDUM TO SOLICITATION PROVISIONS;
(2) Subsection 3.1.2 Summary of Instructions under SECTION 3 - SOLICITATION PROVISIONS;
(3) Subsection 1.2 Continuation to SF-1449, SCHEDULE OF SUPPLIES/SERVICES under
SECTION 1 - THE SCHEDULE;
(4) DBA Insurance and FAR clause 52.228-4, WORKER’S COMPENSATION AND WAR-HAZARD INSURANCE OVERSEAS under SECTION 2 - CONTRACT CLAUSES;
(5) TAX ON CERTAIN FOREIGN PROCUREMENTS (Zadroga Act) in FAR clause 52.229-12 under SECTION 2 and FAR provision 52.229-11 under SECTION 5, as well as submission of Internal Revenue Service (IRS) Form W-14 in the Attachment 2 of the RFQ.
(6) Statue NDAA 889(a) (1) (B) in FAR provision 52.204-24 in SECTION 5, as well as FAR clause 52.204-25 in SECTION 2.
(7) FAR clause 52.222-50, Combating Trafficking in Persons under SECTION 2 - CONTRACT CLAUSES and contractor responsibility;
(8) SECTION 4 - EVALUATION FACTORS;
(9) Attachments of the solicitation; and
(10) A walk-through was conducted for two locations - the U.S. Embassy Tokyo Chancery Building and Mitsui Housing Apartment Compound in Tokyo, Japan.
Embassy of the United States of America
Tokyo, Japan
Questions
Participants were asked to submit all questions in writing.
Conclusion
The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.
Sincerely, Christopher G. Staff Contracting Officer
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