Minutes_and_QA_for_the_Pre-proposal_conference_-_Embassy_Shipping__Crating_Contract.pdf

SOLICITATION NO. SCE-200-16Q0002 - SHIPPING AND CRATING CONTRACT

US EMBASSY COLOMBO SRI LANKA

February 25, 2016

Embassy of the United States of America, Colombo Sri Lanka

210 Galle Road, Colombo 3

Sri Lanka

Minutes from Pre-Proposal Conference of February 24, 2016 held at the U.S. Embassy, Colombo, Sri Lanka

Attendees:

Embassy Participants:

Justin Hekel – Contracting Officer

Danujaya Muthugala – Procurement Supervisor

Chandrika Manohara – Contracting Assistant

Shiran Jayawardena – Shipping Supervisor

Asanka Wijesinghe – Shipping Assistant (COR)

Companies Participated:

Clement De Silva - Horizon Relocations (Pvt) Ltd

Sarath De Silva - E.B Crazy Logistics

M.A.M. Nawfel – E.B. Crazy Logistics

Ananda Fernando – Transworld Movers

Marleena Laxana – Worldwide Relocation Services

Rukman Weerarathna – Expo Lanka Freight

Jude C. Jayasinghe – Crown Worldwide

Prashantha Peiris – H. Don Carolis Co.

Introduction

The Contracting Officer, Justin Hekel welcomed all attendees and introduce himself and his team, Procurement Supervisor Danujaya Muthugala, Contracting Assistant Chandrika Manohara, Shipping Supervisor Shiran Jayawardena and Shipping Assistant/COR Asanka Wijesinghe and their role in the position briefly.

All the participants were given a brief self-introduction of themselves and their companies.

Background of Colombo Shipping Contract:

COR Asanka Wijesinghe briefed the background of Colombo Shipping Contract including inbound and outbound shipments and nature of UAB, CNS, HHE, ITGBL and DPS shipments and the how they relates with the USDA. CO, Justin Hekel further explained them exploring the

Acronyms which we use in the Solicitation. Also he briefed the customer who we associate with, apart from the Embassy such as DAO, US AID being the largest Diplomatic Mission in Sri

Lanka.

Discussion of the Solicitation Package:

Contracting Assistant, Chandrika Manohara explained the sections of the Solicitation and emphasized the important areas that companies need to draw their attention.

The following sections of the solicitation were highlighted and briefed by the Contracting

Officer, Justin Hekel.

1. The attention of all attendees was pointed to summary of instructions and all the documents and information that are required to be included in their submittals.

2. The blocks that are required to be completed by the offerors in the SF1442 were pointed out to all attendees.

3. He further referred FAR 52.222-50, Combating Trafficking in Persons and how firms must prevent such activities from occurring. In accordance with PIB 2015-05 he further emphasized if contractors are providing housing for their personnel then they need to provide a housing plan. This plan must demonstrate that the Contractor-provided housing will be in accordance with all applicable laws, as well as adequate health/safety issues and will attract and retain employees and to avoid child labor.

4. He also added more information on Level of Insurance and ISPM 15 Certification.

5. Offerors were advised that after the walk through briefing, all questions will be answered and send to all companies in the Solicitation mailing list and also will be posted on

Embassy internet web page.

6. Attendees were made to understand that it is their responsibility to provide a supervisor/in-charge who can communicate in English Language and can effectively communicate with Post Contract representative (COR) or the customer/s.

7. Proposal submitting deadline was notified.

Jobsite Expectations:

COR mentioned some of Job site expectations such as properly calibrated scales have to be taken to the site where packing happens and importance of the information on running weight to the customer.

CO further added explanation with live examples.

Procurement Supervisor Danujaya Muthugala mentioned that during the Solicitation

Phase contractors need to work with Contracting office only and not with CORs.

How to obtain SAMs Registration:

CO, Justin Hekel briefed on obtaining DUNS, NCAGE and SAMs Registration per FAR –

Subpart 4.1102, prior getting on potential contract with the US govt. over $25K

Questions:

The attached questions were asked by the companies participated.

Questions Received at Pre-proposal meeting on February 24, 2016

SN QUESTION ANSWER REMARK

1 What are the environmental conditions and security that the embassy expects for storage?

Should be stored on skids, dunnage pallet bases, elevated platforms, or similar storage aids, maintaining a minimum of two inches of clearance from the floor to the bottom-most portion of the stored goods. (Ref. Page 28 0f the

Solicitation)

Answered by CO and confirmed herein

2 ISPM is required for Solid wood packing. However the moisture of the rafter’s that is used can be taken out with heat treatment. In here is KILN-drying essential?

Yes Answered by CO and confirmed herein

3 When need storages for 30-40 lift vans at an instance, Company may need to subcontract storage facilities, some go to container yard, self-space or outside space. How does this allow?

As far as the company is liable for the goods it is their responsibility to make sure the goods are protected from threats per Solicitation requirements.

Answered by CO herein

The meeting was concluded after thanking for the participants by the Contracting Officer Justin

Hekel.

Questions Received via E-mails

SF – 1449 (Signed only in cage

30a, 30b & 30c or any other cages)?

Per Solicitation, Section 3, Item A. 1. Blocks 12, 17, 19-

24 and 30 as appropriate to be filled out.

Answered by CO and confirmed herein

5 Do we have to fill Section 1, Block 23 (Rates)?

Block 23 can be filled out as

“See proposal price section” as we require detailed pricing for

Base year + option years.

Answered by CO and confirmed herein

6 Section 5, Representations and

Certifications?

Offeror must comply with all sections of Representation and certification portion of

Solicitation. Please note that this includes SAMs

Registration too.

Answered by CO and confirmed herein

7 Additional information as required in Section 3?

Offeror must comply with terms of Section 3, including providing a list of clients over the last 5 years from Sri Lanka

Answered by CO and confirmed herein

8 Page no. 04, under (4). Base period prices’ where the ‘*’ is mentioned after quantity. What does ‘*’ denotes for?

Pls ignore ‘ * ‘ Answered by CO and confirmed herein

9 Page No. 05, under (4) exports from I to V’ – please provide the detailed scope of work involved as it is unclear.

“By sea/By Air” means offeror should provide a price per pound to final destination on a case by case basis. We however need offeror to provide a set price for

Maldives.

Answered by CO and confirmed herein

10 Clarify the point no 12

‘discount’ mentioned in the SF

1449.

Offeror can include a discount when will be applied to all prices in quotations or can mark 0% and prices will be as quoted in Section 1 of

Solicitation

Answered by CO and confirmed herein

11 Please advise on whose discretion the ‘heat treatment or the fumigation’ will be done as mentioned in page no. 23 and

24 point 04.

Wood must need Certification of ISPM 15 and IPPC guidelines per Solicitation.

Answered by CO herein