PPC_Minutes_and_Questions.docx

March 28, 2013

The American Embassy, Nassau 42 Queen Street Nassau, The Bahamas

Minutes From Pre-Proposal Conference of March 27, 2013

Introduction

The Contracting Officer welcomed all attendees, introduced the US Embassy participants that included the Procurement Supervisor and staff from the Customs and Shipping Office.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

The section of the cover letter that details the specific documents that must be submitted for your bid to be considered.

Companies may have done work for the Embassy previously were encouraged to read the solicitation carefully to note how business will change as a result of the contract.

As only one attendee had the solicitation package with them, it was decided that a more detailed review of sections of the solicitation package would be useful

Questions:

The attached questions were asked during the conference or prior to the conference:

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,

PRE-PROPOSAL CONFERENCE

March 27, 2013 Questions

1. Specifically, where is Block 23 located in Section 1? Referring to Block 23 on the SF-1449

1. Is there a list of US Embassy approved Estimators? If so, can it be made available? - "Estimator" means the contractor employee who has the responsibility to evaluate and provide calculations of the price of packing work to be undertaken. This employee shall provide all calculations in writing. The estimator would be one of your employees that you select for this role and this employee will have to be approved by the Embassy if your company is awarded the contract.

1. Are there any particular scale standards that affect official certification? The COR or an appointed representative may be present at the scale site when any shipment weight is taken to witness the accuracy of the reading. The contractor shall submit to the COR with each invoice a weight certificate, signed by the Government employees for whom services were rendered, and the name of any Government employee who witnessed the weight reading. You must submit the scale you propose to use and the Embassy will be responsible for approving and certifying it.

1. How often should scales be re-certified? This will be determined by the COR, however, if there are any concerns or questions with the weight certificate scales should be recertified according to local industry standards.

1. Are there specific conditions with respect to scale sites or are the officially certified scales permissible @ client’s residence? Yes, scales should be at the clients residence for each pack out job on the day the boxes are loaded into the lift vans.

1. Will there be more than one contractor? Yes, it will be a multiple award contract as per the clause in Section 2 - 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995) The Government may elect to award a single task order contract or to award multiple delivery order contracts or task order contracts for the same or similar supplies or services to two or more sources under this solicitation

1. What is the clearance process for employees? Is there a standard? If awarded the contract, a Security Clearance Form will be forwarded to the contractors that must be completed by each employee. We are not privy to what measures are used by the RSO, we are just advised if an employee is cleared or not cleared

1. Is there a specific scale required? Or is there a recommended model? No, specific brand is required or recommended.

1. Will there be an Embassy representative at the site to inspect the scales? Yes, any job that the Embassy issues a task order for will have a representative from the Embassy at the site, particularly on the last day.

1. Is there any requirement to only employ Americans and Bahamians? The US Embassy requires all the contractors’ employees to be legally able to work in the Bahamas and that the contractor complies with all local laws, including labour laws. The addendum to Section 5 also has a section where contractors are asked to note the nationalities of their employees.

1. Is there an estimated turn- around time for award of the contract after the submission date? No, there is no specific timetable as it will depend on the number of submissions and the time that is required to process and evaluate each proposal.