SDA200-15-Q-0003_Gardening_Services_Pre-Quotation_Conference_ _Site_visit.pdf

PRE-QUOTATION CONFERENCE

SITE VISIT

MAY 29, 2015

GARDENING SERVICES

U.S. EMBASSY – COPENHAGEN,

DENMARK

1. EACH OF THE PERSONS ATTENDING THE CONFERENCE MUST BE INTRODUCED.

2. INTRODUCTION OF EMBASSY ORGANIZATION, E.G., CONTRACTING OFFICER

(CO), CONTRACTING OFFICER REPRESENTATIVE (COR), CONTRACT

ADMINISTRATOR, ETC.

3. THE PURPOSE OF THE CONFERENCE IS TO DISCUSS ALL ADMINISTRATIVE AND

TECHNICAL REQUIREMENTS CONCERNING THIS SOLICITATION.

4. ANY STATEMENTS MADE AT THE CONFERENCE DO NOT CHANGE THE

SOLICITATION. ALL CHANGES WILL BE WRITTEN AMENDMENTS TO THE

SOLICITATION.

5. ALL CORRESPONDENCE SHOULD BE ADDRESSED TO THE CONTRACTING

OFFICER.

6. ALL WRITTEN QUESTIONS RECEIVED PRIOR TO AND DURING THE CONFERENCE

WILL BE RELEASED AS SOON AS POSSIBLE AFTER THE CONFERENCE IN WRITING

AND AT THE SAME TIME TO ALL OFFERORS WHO RECEIVED A COPY OF THE

SOLICITATION.

7. PLEASE DIRECT ANY QUESTIONS REGARDING THIS SOLICITATION IN WRITING

TO MS. ULRIKA C MADSEN FAX NO. +45-3543 0223 OR E-MAIL TO

MADSENUC@STATE:GOV NO LATER THAN 17:00 HOURS (LOCAL TIME) ON

JUNE 1, 2015. QUESTIONS MUST BE WRITTEN IN ENGLISH.

mailto:WEYHANDTAL@STATE.GOV

ADMINISTRATIVE AND TECHNICAL REQUIREMENTS

PERFORMANCE PERIOD IS ONE BASE YEAR PLUS FOUR OPTION YEARS FROM

AUGUST 1, 2015.

THE PRICES INCLUDE ALL EXPENSES AND MATERIALS REQUIRED TO COMPLETE

THE WORK.

VAT TO BE ADDED AS SEPARATE LINE ITEM IN THE CONTRACT AND ON

INVOICES.

THE CONTRACTOR SHALL PERFORM GARDENING SERVICES AT:

- AMBASSADOR’S RESIDENCE (CMR)

- DEPUTY CHIEF OF MISSION’S RESIDENCE (DCR)

- MARINE HOUSE (MSGQ)

- U.S. EMBASSY

THE CONTRACTOR SHALL DESIGNATE A REPRESENTATIVE WHO SHALL BE

RESPONSIBLE FOR ON-SITE SUPERVISION OF THE CONTRACTOR’S WORKFORCE

AT ALL TIMES.

THE CONTRACTOR SHALL:

- MAINTAIN WORK SCHEDULES

- ALLOCATE SUFFICIENT RESSOURCES TO MEET THE TERMS AND CONDITIONS

OF THE CONTRACT

- DELIVER STANDARD SERVICES BETWEEN 08:00 AND 16:00 MONDAY

THROUGH FRIDAY (07:00 ON SNOW REMOVAL DAYS)

PAGE 9 TO 22

CONTRACTOR MUST READ VERY CAREFULLY PAGES 9 THROUGH 22 WHICH

PROVIDE THE SPECIFICATIONS, WORK REQUIREMENTS AND DELIVERABLES FOR

THIS CONTRACT.

THE FULL TEXT OF CONTRACT CLAUSES MAY BE ACCESSED ELECTRONICALLY AT:

http://acquisition.gov/far/index.html

OR

http://farsite.hill.af.mil/search.htm http://acquisition.gov/far/index.html http://farsite.hill.af.mil/search.htm

IF THE FAR IS NOT AVAILABLE AT THE LOCATIONS INDICATED ABOVE, USE OF A

NETWORK “SEARCH ENGINE” (E.G., Yahoo, Infoseek, Alta Vista, etc.) IS

SUGGESTED TO OBTAIN THE LATEST LOCATION OF THE MOST CURRENT FAR.

INVOICES SHALL BE SUBMITTED IN PDF-FORMAT FOR EACH INVOICE TO THE

ATTENTION OF “FMO” TO THE FOLLOWING E-MAIL ADDRESS:

COPENHAGENUSFAKTURA@STATE.GOV

PLEASE OBSERVE THE NEW RULES AND REQUIREMENTS FOR DATA UNIVERSAL

NUMBERING SYSTEM (DUNS) NUMBERS AND REGISTERING IN SYSTEM FOR

AWARD MANAGEMENT (SAM):

52.204-12 DATA UNIVERSAL NUMBERING SYSTEM NUMBER MAINTENANCE

(DEC 2012)

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (JUL 2013)

The Federal Acquisition Regulation (FAR) at FAR 4.11 requires all contractors to be registered in the SAM database prior to award of a contract or agreement, except for those actions at or below $25,000, which are awarded to foreign vendors for work performed outside the United States.

Prior to registering in SAM the contractor has to obtain a DUNS Number and a NATO Cage Code (NCAGE Code). The contractor can submit their request for these numbers at the same time.

All the information such as the name of the company and the address has to be exactly the same for the DUNS number, NCAGE code and SAM otherwise the SAM system will not accept the registration. Also, the address has to be written using the English spelling and not local spelling with characters or symbols on the letters.

MORE INFORMATION CAN BE FOUND AT:

http://www.statebuy.state.gov.

mailto:COPENHAGENUSFAKTURA@STATE.GOV http://www.statebuy.state.gov/

FAR 52.222-50, “TRAFFICKING IN PERSONS”

THE DEPARTMENT OF STATE EMPLOYS CONTRACTORS TO SUPPORT MISSION

OBJECTIVES THROUGHOUT THE WORLD. TRAFFICKING IN PERSONS (TIP)

ENCOMPASSES A VARIERY OF ILLEGAL AND EXPLOITATIVE PRACTICES THAT

OCCUR THROUGHOUT THE WORLD. THE U.S. GOVERNMENT HAS A ZERO

TOLERANCE POLICY TOWARDS ENGAGEMENT IN TIP BY ANY RECEIPT OF

FEDERAL FUNDS. EVERY INSTANCE MUST BE REVIEWED AND ADDRESSED.

FAR CLAUSE 52.222-50, COMBATING TRAFFICKING IN PERSONS, SETS

GOVERNMENT-WIDE REQUIREMENTS FOR PREVENTING THESE PRACTICES.

KEY ELEMENTS OF THE SOLICITATION

QUESTIONS AND ANSWERS:

* ONLY WRITTEN RESPONSES FROM THE CONTRACTING OFFICER ARE

CONSIDERED OFFICIAL.

AMENDMENTS TO THE SOLICITATION:

* YOU MUST ACKNOWLEDGE RECEIPT OF ALL AMENDMENTS IN WRITING.

SUBMISSION OF QUOTATIONS:

* QUOTATIONS ARE DUE BY 12.00 HOURS (LOCAL TIME) ON JUNE 22, 2015.

NEGOTIATIONS, WRITTEN OR VERBAL AS NECESSARY, WILL BE CONDUCTED AS

SOON AS POSSIBLE THEREAFTER.

YOUR QUOTATION MUST BE “RESPONSIVE“!

ALL QUOTATIONS MUST BE CONSIDERED RESPONSIVE. RESPONSIVENESS MEANS

THAT:

1. ALL REQUIRED DOCUMENTS ARE SUBMITTED AS REQUIRED IN SECTION 3.

2. THE DOCUMENTS SUBMITTED ARE PROPERLY EXECUTED.

3. THE DOCUMENTS ARE SUBMITTED BY THE DUE DATE.

FAILURE TO SUBMIT PROPERLY EXECUTED DOCUMENTS IN A TIMELY MANNER MAY

BE CONSIDERED “NON-RESPONSIVENESS” AND YOUR OFFER MAY BE REJECTED.

YOUR QUOTATION PACKAGE MUST CONSIST OF

COMPLETED STANDARD FORM 1449 (COVER PAGE), BLOCKS 17, 24, AND 30

AS APPROPRIATE

FULLY COMPLETED SECTION 1 – THE SCHEDULE

FULLY COMPLETED SECTION 5, REPRESENTATIONS AND CERTIFICATIONS

ALL INFORMATION AS REQUIRED IN SECTION 3 OF THE SOLICITATION

EVIDENCE THAT THE COMPANY HAS A DUNS NUMBRE, NATO CAGE CODE

AND IS REGISTERED OR WILL BE REGISTERED IN THE SYSTEM FOR AWARD

MANAGEMENT SYSTEM (SAM) PRIOR TO AWARD

THE MAILING ADDRESS FOR QUOTATION SUBMISSION IS IDENTIFIED IN THE

STANDARD FORM 1449, BLOCK 9.

PLEASE ALSO SUBMIT AN ELECTRONIC COPY OF YOUR QUOTATION TO E-MAIL

MADSENUC@STATE.GOV

mailto:MADSENUC@STATE.GOV

BASIS OF AWARD

THE AWARD SELECTION WILL GO TO THE LOWEST PRICED, TECHNICALLY ACCEPTABLE,

RESPONSIBLE OFFEROR.

THE U.S. GOVERNMENT MAY AWARD THE CONTRACT BASED ON INITIAL PROPOSALS

AND WITHOUT HOLDING DISCUSSION, PROVIDED THAT THE U.S. GOVERNMENT

CONSIDERS SUCH OFFER TO BE REASONABLE AND IN ITS BEST INTEREST.

EVALUATION OF OPTIONS.

THE GOVERNMENT WILL EVALUATE OFFERS FOR AWARD PURPOSES BY ADDING THE

TOTAL PRICE FOR ALL OPTIONS TO THE TOTAL PRICE FOR THE BASIC REQUIREMENT.

EVALUATION OF OPTIONS WILL NOT OBLIGATE THE GOVERNMENT TO EXERCISE THE

OPTION(S).

CONFERERENCE ATENDEES

NAME COMPANY REPRESENTED

Christian Brock J. Brock & Son A/S

Jens Boulund Groen Vaekst A/S

EMBASSY STAFF

Noah A Donadieu

Jonathan Baker

Tommy Hansen

Lotte Ysenbrandt

Ulrika C Madsen