Pre-Proposal Minutes_CGR Restroom Renovation.pdf

Meeting Minutes of Pre-proposal Conference Renovation of CGR Bathroom – 19TU15-25-Q-3005

Date: August 26, 2025

Time: 11.00 a.m.

Venue: U.S. Consulate General, Istanbul – CGR

Introduction:

• Sign-in sheet and Agenda were distributed to all the offerors.

• Introduction was given by the Acquisitions Section.

• Introductions were given by all the offerors followed by the introduction of the

Consulate team and their roles.

• The CO informed all the offerors that only technical questions could be asked during the

Q&A session. All contractual questions would have to be written and submitted to the

Procurement/Contracting office.

Project Overview:

• The CO explained that the purpose of the conference was to explain the U.S. Govt’s solicitation process, to contact the offerors, to be able to provide equal information to all potential bidders and to entertain technical questions.

• The CO mentioned that the USG is conducting a “full and open, competitive solicitation, where all potential offerors are given a free, fair, open and equitable opportunity to win the award.

• The CO stated that the terms and conditions of the solicitation will be the terms and conditions of the contract and if any offeror takes an exception to that, they may not be considered for the award. Also, it is added that the contract is a fixed price contract.

• The CO informed the offerors that the technical questions would be answered by the Contracting Officer’s Representative-COR.

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

• The COR stated that all required information must be provided. All costs should be calculated correctly to include the overhead costs, profits, etc. and submit the correct amount.

• The COR explained the SOW, which was elaborated by the Facilities Manager.

• The FM Manager spoke about safety standards and said that if there is any damage done during work on USG property, contractors will be responsible for payments. This will have to be reversed after the work is completed.

• The CO and COR explained in detail the requirements listed in the SOW. If materials are unsatisfactory, they will have to be removed. The vendors need to inform what material is going to be used.

• Regarding working on Saturday and Sunday, the COR responded to the contractors that it will depend on the availability of resources. Working after hours will be coordinated between the contractor and COR.

• The CO mentioned about the Pre-Construction meeting – also that contractors need to ensure all documents related to Insurance, Permits, schedule for Construction are submitted.

• CO also mentioned that once the Contract is awarded a Notice to Proceed document will be issued to the winning contractor.

Submittal Requirements:

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

• The proposal should be submitted by or before September 11, 2025, at 15.00 p.m. (local time).

• Electronic Proposals should contain the requirements given in Section J of the solicitation.

Technical proposals are also required along with the price proposal.

• Offerors should follow the directions given in Section J to submit the proposal.

• The Proposal should be submitted electronically to the email address ankara-gso-procurement-dl@state.gov. The solicitation number should be mentioned on the title of the email.

• Late proposals will not be accepted.

Evaluation Factors:

The CO informed the Offerors about the evaluation factors which are:

• To be acceptable and eligible for evaluation, proposals must be prepared in accordance with Section J and K 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 personnel, 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.

The conference adjourned at 11.30.

This meeting was followed by a site visit which was led by the COR. The site visit concluded at 12.00.

mailto:ankara-gso-procurement-dl@state.gov mailto:ankara-gso-procurement-dl@state.gov