Minutes_for_Site_Visit_2_.docx

Antiguo Cuscatlán, March 8, 2016.

Minutes from site visit held on March 8th, 2016. Solicitation No. S-ES600-16-Q-0013 - Grounds Maintenance Services for the American Embassy San Salvador.

Introduction The Supervisor of the Contracting Section opened the meeting and introduced the Embassy Personnel: Contracting Agent in charge of this contract and COR- Contracting Officer Representative.

Only one company came to the site visit.

We proceeded to escort prospective offeror to see the landscape.

Discussion of the Solicitation Package The following section and other key elements of the solicitation were highlighted.

· Clause 52.217-9 “Option to extend the term of the contract” allows the exercise of options to be the choice of the Government, not the contractor.

· All questions may be sent to e-mail: cotoab@state.gov. only written responses from the Contracting Officer are considered official.

· It was advised that all questions and answers will be posted on FedBizOpps and the offerors must be checking it periodically.

· if an answer changed something the soliciation, an amendment would be issued (Form SF-30) and posted on the FedBizOpps, as well. Offeror must acknowledge receipt by enclosing a copy of the amendment to the offer.

· It was reminded to the prospective offerors that the due date and time from Standard Form SF 1449, is March 29th, 2016, at 11:00 am, that no offers will be considered if they do not meet the deadline. For local offerors, carry the package to the North Gate of the Embassy located at Calle Conchagua.

· It was explained that the rates/prices in Section 1 are fixed prices. That the government makes monthly fixed price payments. Prices are fully loaded; no changes will be made after the contract is signed.

· The rates for option years must be in the offer and are not subject to renegotiation after the contract is signed.

· It was stated that the Embassy is VAT exempt.

Questions The attached questions were asked during the site visit or after the site visit.

Conclusion The site visit concluded and attendee was thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.

Sincerely, Scott Bowers Contracting Officer Enclosure: Questions and Answers

QUESTIONS AND ANSWERS

1. Is the ISSS (Instituto Salvadoreno del Seguro Social), insurance enough for any type of injury that may occur to employees on site?

Please refer to Section 6 Insurance. All employees must be registered under the Instituto Salvadoreño del Seguro Social-ISSS (Social Security). But also please refer to Numeral 6.2 General Liability (Responsabilidad Civil), both parts should also be covered, 1- Bodily Injury and 2- Property Damage.

1. Is the designated (in site) “supervisor” the person which needs to have the agronomist engineer degree?

Yes, the Supervisor on site must have the Agronomist Engineer Degree and must be a permanent employee able to provide the planning and be the main contact to the COR.

1. Would the government be open for a new company to absorb the current gardening personnel?

Yes, a transition of personnel is allowed if both parties- employees and the awarded company- come to an agreement; nevertheless, any prospector offeror cannot contact the current personnel during the awarding process.

1. If the answer to question #3 where YES, could we have the approximate salary of the agronomist engineer/supervisor and the gardeners to take the information in consideration while working in our financial offer?

Salary discussion occurs between employer and employee. The USG is not privy to those discussions, therefore we cannot comment on that subject.

1. Could we get some feedback regarding the type of uniform that you visualize for the ground maintenance personnel?

Long sleeve cotton shirt, a normal cap to protect them from the sun and pants made of resistant material. Good quality shoes with steel toe.

1. Does the government provide plastic bags for the collection and removal of debris?

Yes

1. The vacation periods are managed within the same group of gardeners?

The contractor must have at least 2 additional employees with the Embassy security clearance, ready to work in case of vacation of one of the gardeners, or because of illness.