Minutes_Pre-quotation_conference_for_Janitorial_Services_Solicitation_Oct_17_2017.pdf

U.S. Consulate General Hong Kong

Minutes for Pre-Quotation Conference for Janitorial Services Solicitation

Solicitation Number SHK30017Q0024

October 17, 2017 at 2:30pm (local time)

Welcome/Introduction - CO

The Contracting Officer welcomes all attendees; introduce the following staffs to the attendees:

Joseph Hogan – Contracting Officer (CO)

Susan Raymond – Facility Manager (COR)

Michael Ng – Maintenance Supervisor

Maria Chiu – Procurement Supervisor

Todd Raphael - Facility Management Assistant

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1. Briefly explain the purpose of the Conference – CO

Inform the attendees that statements made at this conference do NOT change the RFQ -any changes will appear in a written amendment to the solicitation (SF-30).

Inform the attendees that the purpose of this conference is to focus on the solicitation requirements; all written questions received prior and during the conference will be released as soon as possible after the conference in writing and at the same time to all offerors by posting on the FedBizOpps, and under the “Other” category.

2. Explain/Discussion of the Solicitation - CO

Period of Performance of the contract: base year + 4 option years. Remind the participants that any options in the contract under FAR clause 52.217-9 are the choice of the Government, not the contractor.

Contract Type: This is a firm fixed price contract. Prices for option years must be part of the quotation and are not subject to re-negotiation after the contract is signed.

Quotation Submission requirements: The following sections of the solicitation were highlighted (bidders must complete and submit the following as listed in Section 3):

SF1449

Section 1 – fill out the pricing in Continuation to SF1449 (page 5 to 7)

Section 5, Representations and Certifications;

Additional information as required in Section 3. Instruction to offerors no “exe” file will be accepted if bidders submit the quotation electronically

FAR 52.222-50, Combating Trafficking in Persons and highlight how firms must prevent such activities from occurring.

Highlight SAM registration requirement which is required prior to award.

(Highlight this per A/OPE’s memo) 52.204-13 SYSTEM FOR AWARD

MANAGEMENT MAINTENANCE (OCT 2016) in Section 2. Prospective contractors shall be registered in the System for Award Management (SAM) prior to the award of a contract or any procurement action at or above a total value of

30,000USD. Addressed the SAM registration requirement which will require the contractor to obtain a DUNS number and an NCAGE code before it can complete the registration within SAM. This does take time to register and no cost to the contractor.

This is an annual requirement and the contractor(s) selected must re-register annually.

Offerors are encouraged to register prior to the submittal of their quotation.

DBA Insurance: Address that the inclusion of DBA insurance which is required and stress this insurance is in addition to any local workman’s compensation, which may be required

Quotation due date and time: November 10, 2017 (5:00pm local time). Late quotations will not be considered, unless they conform to the late quotation provision

(FAR 52.212-1 for commercial items)

3. Briefing on Description/Specs/Work Statement (starting Page 8) – COR

Briefly explain service requirements - go through SOW. Daily, Weekly, Quarterly and

Annual Requirement as part of standard services. The total square footage in the

Consulate Building Office and the Consulate Warehouse can be found in the

Solicitation Document, Section 1 – The Schedule, Continuation to the SF 1449, Blk

20, Description/Specifications/Work Statement, paragraph 3.0 “Locations for Janitorial

Services”. Please read through this section carefully before submitting the quotation.

4. Q & A session: All questions asked, will be not be answered during the conference. Questions must be submitted in writing and the CO will provide a copy of the Qs and As to all conference attendees, and post the Q’s and A’s on FedbizOpps.

5. The attached questions were asked during/before/after the conference. See First Set of

Questions and Answers.

6. 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 at 3:00pm and a site visit at each floor of the Consulate Office Building was followed.