SDR860-13-Q-0007_-_Generator_Maintenance_-_Minutes_from_Conference_and_Site_Visit.pdf

GENERATOR SERVICES

CONFERENCE AND SITE VISIT

MINUTES

November 5, 2013 at 11:00am

SDR860-13-Q-0007

Contracting Officer Silje Grimstad introduced the U.S, Government participants (Project Director

McKinnie, NEC Transition Coordinator Kamara, Facilities Manager Ocasio, Facilities Engineer

Rodriguez, Procurement Agent Sangiovanni and Procurement Agent Garcia). The Contracting

Officer stated that the purpose of this meeting and the site visit is for bidders to view the location to better understand the requirements outlined in the solicitation. She informed the group that notes from the conference will be published on FedBizOpps.

The Contracting Officer handed out blank cards and advised the participants about the procedure for asking questions:

o Questions may be written on the blank cards and submitted during the site visit.

o Questions by email are due Monday, November 11, 2013 at 5:00pm (Santo Domingo local time) and should be sent to RockwoodKL@state.gov.

o All questions will be answered and all answers will be distributed to everyone via

FedBizOpps, in batches as they are answered.

The Contracting Officer advised the group that statements made at the conference do not change the solicitation.

The Contracting Officer informed the participants that if in the future the Embassy needs to make changes to the solicitation that will be done in writing and the amendment will be posted on FedBizOpps.

The Contracting Officer advised that bid packages are due on Thursday, December 5, 2013 before 4:00pm (Santo Domingo local time).

The Contracting Officer emphasized the importance of following directions when preparing bids. All bidders should review and complete all necessary sections of the solicitation:

1) SF-1449

2) Section 1 - Pricing

3) Section 3 – Solicitation Provisions

4) Section 4 – Evaluation Factors

5) Section 5 – Representations and Certifications

The Contracting Officer gave an overview of the day’s activities: Tour the generator room of the

New Embassy Compound.

The Contracting Officer advised everyone that it is not permitted to take photos at any of the sites. The Contracting Officer also cautioned that the NEC is still a construction site so for your own safety, please stay with the group and watch your step.

Procurement Agent Sangiovanni reiterated the deadline for submitting proposals.

Mr. Sangiovanni advised the participants that this is a firm fixed price contract and that all costs/charges should be included in the quotes. The price is not renegotiable unless there is a cause majeure. Mr. Sangiovanni encouraged everyone to read Section 3 of the solicitation.

Mr. Sangiovanni stated that only written questions will be answered as the intention is for all bidders to have access to the same information.