Pre-Proposal_Conference_Meeting_Minute.docx

Attachment A:

UNITED STATES GOVERNMENT

MEMORANDUM

DATE : May 19, 2016

FROM : Md. Khan Jahan Ali – Procurement & Contracting Supervisor

SUBJECT : Pre-proposal meeting on Fuel Contract

THROUGH : David Nickerson – Contracting Office

Background The Contracting Office arranged advertisement in FedBizOpps (FBO) for fuel requirements for the US Embassy, Dhaka. The notice was posted on April 27, 2016. The Classification Code was 5983 – Fuel Oil Dealers and NAICS code was 424710 – Fuel/Gasoline. The full solicitation package was posted on April 27, 2016.

Meeting Minutes;

A total of six (06) participants from three (3) fuel providing companies, attended in the pre-proposal meeting, held on May 19, 2016 at 10:00 hrs at the Safe Heaven in GSO Annex, Baridhara, Dhaka.

The Contracting Officer, from US Embassy, Dhaka started the meeting with his introducing speech providing the background and objective of this pre-proposal conference meeting. The CO gave emphasis on the issue that all the topics going to be discussed will not change anything in the original solicitation package and will not be considered as amendment of the package. A norm has been set at the very beginning of the meeting that any question related to this solicitation raised by the vendors must be submitted in writing and the answers from the Embassy will be posted onto FedBizOpps for all interested parties. The CO, also clarified the nature of the contract and clearly confirmed that it will be contract between USG and a commercial entity. The deadline for submitting written questions was set for 1200 PM local time on Monday, May 25, 2016 and the very last period of submitting the bid will be 4:30 pm on 12 June, 2016. It was also made clear that no late submission of bid will be entertained. After the introductory speech given by the procurement staff reviewed the details in the Statement of work (SOW) from this solicitation.

Such as, types of fuel needed, delivery location, safety issues, minimum and maximum requirement of fuel by the embassy, approximate idea of fuel consumption, size of transport preferred by the embassy etc. Several questions were asked and mention they would be address in the Questions and Answer that will be posted on FedBizOps.

The CO, issue emphases on the award will be made to the LPTA (Lowest Price, Technically Acceptable) vendor. The Procurement office stipulated the compulsory provisions written in the solicitation package and requested vendors to accumulate those provisions in their offers. All the important pages with mandatory provisions and submission of the financial and technical offer separately each five hard-copies in a sealed envelope on or before 12 June, 2016, 16:30 PM local time; Such as, essential SAM registration.

The CO wrapped up the meeting by thanking all, especially the vendors for investing their valuable time for this meeting. He also reminded everyone on the deadlines of this solicitation and announced the ending of the meeting with a note of satisfaction. An all questions would be posted on FedbizOps.