Minutes_from_Pre-Proposal_Conference_of_September_3rd_2014.pdf

DATE:

September 8th, 2014

MINUTES FROM PRE-PROPOSAL CONFERENCE OF SEPTEMBER 3rd, 2014

Introduction

Mr. William J. Childers, the Contracting Officer, welcomed all attendees and introduced the following:

1. Mr. Hanan Stern – Procurement Supervisor;

2. Ms. Iris Tehilla Ben Ezra - Contracting Officer’s Representative (COR); and

3. Ms. Julia Shkolnik – Procurement Agent

The Contracting Officer thanked all attendees for coming and expressed his hope to have a fruitful and mutually beneficial working relationship.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1. Proposal due date, time, and delivery requirements were specified;

2. Confirmation that no offers will be considered that does not meet the deadline and submission requirements.

3. It was emphasized that all questions that might arise prior to submission of the proposal need to be sent in writing to the Contracting Officer. Answers will be emailed to all interested offerors on the official solicitation mailing list

4. Emphasized the importance of the technical proposal. Reviewed Section 4 – Evaluation

Factors. It was noted that the U.S. Government will award the contract to the lowest priced, acceptable, responsible offeror.

5. Important aspects of the Scope of work were reviewed. Emphasizing the time frame of the contract being 1 (one) year with 4 (four) option years. It was emphasized that the implementation of the option year would be solely the prerogative of the U.S.

Government.

6. Contract minimum and maximum amounts for each year were explained, along with how this contract may be awarded to multiple contractors.

7. The ordering process was discussed at length, highlighting the types of fuel relevant to this contract and the electronic fuel charging system that all Government vehicles need to be outfitted with.

U.S. DEPARTMENT OF STATE

U.S. EMBASSY TEL AVIV, ISRAEL

8. Section I Scope of work: Price Adjustment: (b) shall be amended to state the following;

(b) To request an adjustment in price, the Contractor must provide written notification of the price change to the Contracting Officer on midnight of the effective date of the price change. This notification must be accompanied by a copy of the official announcement of the price change, showing the new price and its effective date. The officer or general partner of the Contractor having overall responsibility for the Contractor's affairs shall certify the submission by written signature.

9. Reviewed Section 5 – Representations and Certifications – This section was explained in detail and it was emphasized to all that the certifications need to be signed and certified as part of the proposals.

Questions

The attached questions were asked and answered during the conference

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, Chanan Stern

Contracting Specialist