SCG50015R0003_Pre-Proposal_Conference_Minutes.pdf

Meeting Minutes for SCG50015R0003 Page 1

U.S. Embassy

Kinshasa

Democratic Republic of the Congo

October 14, 2015

Minutes from Pre-Proposal Conference of October 14, 2015 for SCG50015R0003 for

Packing and Crating

Introduction

The Contracting Officer, Buck Tilley, welcomed all attendees, and introduced COR Binda Nzau and Contracting Officer Trecia Kitombolwe.

Discussion of the Solicitation Package

The solicitation itself was projected on a large screen so all participants could easily follow the points being covered.

Contracting Officer, Buck Tilley, spoke in English and COR Binda Nzau translated. Trecia

Kitombolwe took notes for the meeting minutes.

Mr. Tilley reviewed how to access the FedBizOps site on which the solicitation, its amendments, and any other appropriate documents pertaining to the solicitation may be found. He went on to explain that, for the sake of transparency and equality, all postings relating to this solicitation have only been posted on this site and that the Embassy will continue to post any necessary documents on this site. He stressed that vendors should view the site regularly for any updates.

The following sections/points of the solicitation were highlighted and/or reviewed:

Table of Contents in the form titled SOLICITATION, OFFER AND AWARD

The due date for submission of offers

The necessity of all forms being submitted complete with offers and signatures

M.1.3 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995). The contract will be multi-award and multi-year

B.2. This is an IDIQ contract

B.4(d) All prices quoted must be fully loaded, as defined in the solicitation

B.5. Pricing charts and option years

Option years are at the discretion of the U.S. Government

Items required in a submitted offer

B.11 652.216-71 PRICE ADJUSTMENT (AUG 1999)

Weight allowances for different categories. It was explained that maximum weight allowances for any particular shipment will be noted on individual Task Orders

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Meeting Minutes for SCG50015R0003 Page 2

C.8.2. Pre-pack out survey. Quotes must be accurate within the bounds of C.8.2 PRE-

SHIPMENT SURVEY

Section D – Packing and Marking

D.4. and D.5. Prohibited actions and items. Items that cannot be packed.

Clauses. In addition to reading the entire solicitation, vendors are responsible for understanding clauses and compliance.

G.2 SUBMISSION OF INVOICES AND PAYMENT

The Embassy is VAT exempt

H.4(d) and (e) Insurance

H.4(f) Must have all licenses and permits required

I.12 52.216-19 ORDER LIMITATIONS (OCT 1995) Maximums and minimums USD

50.00 and USD 250,000.00

I.20 RECRUITMENT OF THIRD COUNTRY NATIONALS FOR PERFORMANCE

ON DEPARTMENT OF STATE CONTRACTS (February 28, 2012)

K.3. 52.204-3 TAXPAYER IDENTIFICATION (OCT 1998)

K.6. tick the correct choices

K.10. 652.228-70 DEFENSE BASE ACT – COVERED CONTRACTOR

EMPLOYEES (JUNE 2006)

Section L, additional requirements for submission packages

Other items o Write correct prices in the blocks on the Pricing Charts o If requested to pack items which were not seen or noted in the pre-pack survey, bring them to the attention of COR o Offers must arrive in sealed envelopes o SAM registration – if not registered, we cannot award to you

Questions: Questions in Attachment C were asked during the conference or prior to the conference. See Attachment C for both questions and answers.

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, Trecia Kitombolwe

Contracting Officer