PreProposal_Minutes-CO-Final.pdf

Embassy of the United States of America

Baghdad, Republic of Iraq

November 26, 2014

U.S. American Embassy Al Kindi Street Baghdad International Zone Baghdad Republic of Iraq

The following is the Pre-Proposal Conference minutes for the Shipping/Packing/Transportation Services solicitation number: SIZ100-15-R-0003. The meeting was held at the U.S. Embassy in Baghdad, Iraq on November 26, 2014 at 11:30 a.m.

The Contracting Officer welcomed participants to the conference and makes introductions of the Embassy representative present

Introduction:

Doug DeMaggio – GSO/Contracting Officer Kip Francis – GSO/Customs and Shipping Officer / COR Husam Abu-Zaid – Supervisor in GSO/Shipping/Customs Haider Kuba – Procurement Supervisor Boev Daler – Contracting Specialist

Purpose:

The purpose of the pre-proposal conference was to provide interested companies with a better understanding of the subject acquisition so that companies can provide a more comprehensive proposal addressing the Government requirements.

The Contracting Officer (CO) advised attendees that all questions regarding this solicitation shall be submitted in writing with the subject line "Questions-S-IZ100-15-R-0003" to: BaghdadGSOProcuremen@state.gov no later than 17:00 on December 6th, 2014.

All official correspondence in reference to the Request For Proposal number: SIZ100-15-R-0003 shall be posted on the Embassy website at http://iraq.usembassy.gov/gso_procurement.html and through Federal Business Opportunities (FedBizOpps) at www.fbo.gov.

The pre-proposal conference agenda and all questions and answers will be posted on the Embassy’s website and on FedBizOpps. Offerors should check the web page at all times to be kept up to date.

This requirement is over $25,000, therefore the successful Offeror(s) must obtain a D&B DUNS number at http://www.dng.com prior to registering in the System for Award Management database at www.sam.gov (see 52.204-7) Offerors are encouraged to register prior to the submittal of their proposal.

mailto:BaghdadGSOProcuremen@state.gov http://iraq.usembassy.gov/gso_procurement.html http://www.fbo.gov/ http://www.dng.com/ http://www.sam.gov/

This will be an IDIQ firm fixed price type contract and may be issued as a multi award to several contractors as determined to be in the best interest of the U.S. Government (USG).

Section A:

Requires a prospective offeror to fill in the form under Blocks 12 through 18;

Section B:

- Covers the scope of services and provides details of the type of contract to be issued;

- Provides information how the Government will be placing orders against the contemplated contract;

- Provides Contract Line Item Numbers;

- Contract Line Item Numbers (CLIN) are established on the basis of the services requirements described in Section C;

- Offered prices against Contract Line Item Numbers shall be firm-fixed prices and shall cover the service requirements described in Section C.

- Offerors shall complete sections B.5 - B.7 to the best of their ability with their proposal submission.

Offerors are not required to provide all services identified in Section B. However, if an offeror provides a firm-fixed price for a Contract Line Item Number in the Base Year, it must be provided for that same Contract Line Item Number in Option Years.

- Some CLINs have Sub-CLINs identified under the section B “quantity estimated” column that may For example, CLIN 93 has a Sub-CLIN reference under section J.10 exhibit- J.

- This contract solicitation does not allow any cost reimbursement elements to be utilized for the described services. Prospective Offerors shall not assume any additional compensation/payment for services other than the firm-fixed unit prices submitted under sections B.5 - B.7.

- The magnitude of work requirement is provided under a separate column in section- B “quantity estimates.” The Government has estimated the annual average quantities that may be placed in total per year. Offerors are reminded that the U.S. Government may make multiple awards and that the quantities are the government’s best estimate, and may be ordered from multiple contractors.

Section C:

- Provides the Performance Work Statement and outlines the exact requirements for the services to be performed under this contract;

- The Performance of Work Statement contains sub-sections. Some sub-sections provide further specifications to the CLINs. For example; Section C.28 has reference to CLINs from 113 through 122.

- Section C.25 and Section C.26 describe the need for transportation of the Government’s pouch mail within Iraq and to the destinations throughout the world. The Government contemplates surface and air transportation for these requirements. The Government will order the required shipping method against specific CLIN or CLINs that correspond to the required shipping mode. Customs clearance and delivery of mail will be ordered against applicable CLINs.

- The Government will pay for services rendered and accepted against the fixed unit price for the actual quantities factually performed.

- Section C.29 describes relocation services to move the Government’s amongst the various diplomatic facilities. The Government will provide the contractor with a statement of work describing the requirement and the contractor will be required to provide its quote according to the firm-fixed prices under CLINs from 96 through 101. The contractor will be given an opportunity to review the requirement by conducting a site survey prior to submitting a quotation that shall include the manpower, number of days and special equipment necessary to complete the requirement.

Section D:

- Provides further details of the restrictions and/or specifications of supplying services under Section B and Section C;

Section E:

- Details the inspection and acceptance of services and includes the quality assurances applicable;

Section F:

- Details the deliverables;

- Prospective Offerors are to submit all items listed on the delivery schedule within the time frames stipulated in Section F.3. Companies are required to be licensed business in Iraq.

Section G:

- Contract Administration Data;

- Provides details on Contracting Officer Representative (COR), submission of invoices, award of task orders;

Section H:

- Covers Special contract requirements;

- And includes information on standard of conduct, personnel health requirements, permits and insurance requirements, as well as information pertaining to the recruitment of Third Country Nationals;

Section I:

- Details FAR & DOSAR clauses applicable under this contract including but not limited to ordering information, options to extend services or terms, availability of funds clause, holiday schedule

Section J:

Provides a list of attachments included under this contract:

- Exhibit A – Container specifications

- Exhibit B – Contractor Furnished Materials

- Exhibit C – Government Furnished Materials

- Exhibit D – Request for Shipment

- Exhibit E – Declaration of wood packaging form

- Exhibit F – Defense Based Insurance rates and information –

- Exhibit G – Recruitment Plan

- Exhibit H – Housing Plan

- Exhibit J – Sub-Contract Line Item Numbers for Contract Line Items Numbers in Section B.5, Section B.6, and Section B.7. For airfreight shipping of Government property from Iraq to the various world destinations.

Section K:

- This section must be completed and submitted as part of your proposal

Section L:

- This section contains important information of what must be included in the Offerors proposal in order for it to be acceptably evaluated;

Section M:

- Provides Offerors information on how their proposals will be evaluated.

Proposal must be submitted in a sealed envelope marked "RFP Solicitation Number SIZ100-15-R- 0003 – Proposal Enclosed" addressed to the Contracting Officer, Doug DeMaggio, at the U.S. Embassy Baghdad at the International Zone or it may be submitted to the following email address:

BaghdadGSOProcBid@state.gov on or before 17:00 hours Baghdad time on December 18th, 2014. No proposal will be accepted after this time.

Defense Base Act Insurance Information:

The Contractor is required by DOSAR 652.228-74 to obtain insurance. Please refer to section J.6 Exhibit F – Offerors are advise that their pricing is to be Inclusive of the required DBA Insurance and is not reimbursable.

Section L. Quotation Information

SUBMISSION OF OFFERS

Each offer must consist of the following:

Volume Title No. of Copies

I Completed Standard Form 33 1 II Completed Section B 1 III All information requested in L.1.2.2 1

IV

Recruitment Plan if hiring Third Country Nationals 1

V Housing Plan if hiring Third Country Nationals 1

INSURANCE & PAYMENT PROTECTION INFORMATION: Provide the following information:

(1) A statement identifying the insurance company from which the required insurance policy will be purchased if awarded the contract

LATE QUOTATIONS: Late quotations shall be handled in accordance with FAR

SF 33 – Block 12 - PERIOD OF ACCEPTANCE OF OFFERS. The Offeror agrees to hold the prices in its offer firm for 120 calendar days.

Questions:

The following questions were asked during the conference and will be included in the formal response of questions and answer:

1. – Will the U.S. Government allow a change to a firm-fixed price for unforeseen changes in circumstances, for example if a road-route can no longer be safely traversed due to security and safety concerns outside the control of the contractor, e.g. acts of war?

2. – Will the USG be making multiple award contracts?

3. – In reference to CLIN: 89 and CLIN: 90 – how does the U.S. Government contemplate payment for customs clearance? How does the U.S. Government contemplate payment of taxation for its shipped goods to clear through customs?

4. – In reference to CLIN: 91 – does the Government contemplate contractors’ responsibility to register

U.S. Government owned vehicles in Iraq after vehicles have been custom-cleared?

5. Import tax for vehicles into Iraq have various prices depending on vehicles types and sizes. What type of vehicles will the U.S. Government import to Iraq? How does the Government contemplate contractors’ payment for customs clearance of vehicles against CLIN: 91 if the U.S. Government intends to import various types of vehicles to Iraq?

6. – Does the U.S. Government require contractors offering price for storage services to have their own warehouses in Iraq?

7. – How does the U.S. Government contemplate ordering against CLINs from 96 through 99?

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, Doug DeMaggio Contracting Officer