Pre-Bid_Conference_Minutes.docx

Pre-Bid Conference Meeting Minutes Solicitation No.: 19SF2025Q0001 – Janitorial Services Date: March 11, 2025 Time: 10:00 AM Location: U.S. Consulate General, Cape Town

1. Number of Vendor Attendees A total of 5 vendor representatives from 3 companies attended the pre-bid conference. The following vendors were present:

2. Government Officials in Attendance Kristen Braden – Contracting Officer (CO) Natheer Ford – Procurement Supervisor Hilary Johnson – Procurement Assistant Sherwyn Daames – Building Engineer

3. Summary of Proceedings The Contracting Officer, Kristen Braden, opened the meeting and welcomed all participants. She introduced the government team members and outlined the purpose of the pre-bid conference, which was to provide vendors with an overview of the solicitation and to support the preparation of complete and compliant bid submissions.

Hilary Johnson (Procurement Assistant) provided a detailed review of the solicitation requirements, including instructions for completing SF1449, pricing details, submission guidelines, and mandatory documentation such as DBA insurance, SAM registration, and W-14 forms for South African vendors.

Sherwyn Daames (Building Engineer) presented the Statement of Work (SOW), highlighting service expectations, key deliverables, and compliance requirements. A site walkthrough followed the presentation to allow vendors to better understand the scope and location of work.

4. Additional Requirements Discussed During the presentation, Sherwyn Daames introduced additional requirements that will be included in the solicitation upon approval. These amendments must be considered when preparing proposals; however, vendors were explicitly advised that, for now, their proposals must be based on the current solicitation until the updated information is provided to them in writing.

Section 1 has been updated to include:

- Attachment 2 – Floor Surface Areas Requiring Specific Cleaning Services

- Attachment 3 – Monthly Consumables to be Supplied Section 1.3.2.1 has been revised to specify that stainless-steel partitions in restrooms must be polished. The contractor is responsible for supplying the required stainless-steel polish.

Section 1.3.5.4 has been amended to clarify that sanitary disposal bins must be serviced once per month.

Section 1.3.5.5 has been added to require the supply and servicing of air fresheners as needed.

Section 1.3.6.2 has been removed, as it is no longer applicable to this solicitation.

Attachment 1 – Government Furnished Property has been updated to reflect a reduction in the number of carpet cleaning machines from three (3) to two (2).

These changes are issued as part of this solicitation amendment and must be considered when preparing proposals. Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as previously changed, remain unchanged and in full force and effect.

5. Conclusion The pre-bid conference concluded at 11:00 AM, followed by a site visit to provide vendors with a firsthand understanding of the work areas and scope of services.

6. Closing Remarks The session concluded with a reminder of key submission deadlines:

Written questions due: March 14, 2025, at 10:00 AM Bid submission deadline: March 31, 2025, at 10:00 AM Submission method: Email to capetown_quotation@state.gov (PDF/Word/Excel, max 25MB) Vendors were encouraged to double-check their documentation and reach out to key contacts listed in the solicitation for clarifications.