minutes for Pre-proposal conference courier.docx

30th, July 2012

US Embassy, Nairobi General Services Office - Procurement.

P. O. BOX 606, Village Market 00621, Nairobi

Minutes From Pre-Proposal Conference of 30th, July, 2012

Introduction

The Contracting Officer welcomed all attendees, introduced the COR and his team.

Discussion of the Solicitation Package

The Contracting Officer explained the procurement process which included the Request for Proposals, the Technical Review panel role and how these results of the process related to the final award. The Contracting Officer also advised all concerned of the integrity of the procurement process that if there were any questions asked after the meeting all would receive a copy of the question and the answer.

The Contracting reiterated on several occasions that each vendor’s proposal must be submitted in accordance with Section 3 and the incomplete submissions could result in the USG not being able to evaluate their proposal. In addition, the Contracting Officer covered Section 4 on how proposals would be evaluated.

It should be noted that the contents Section 3 and 4 were discussed several times during the meeting.

The Contracting Officer explained the purpose of the first amendment of the solicitation due to the addition of the pre-proposal conference.

Questions:

The following questions were asked during the conference;

Question: The prospective contractors asked why unit of measure in the pricing schedule for items 3-16 has a wide range; the practice is to quote per half a kilo i.e. 0.5 kg to 1.00kg, 1.00kg to 1.5kg etc.

Answer: All agreed to submit their pricing matrix per the half kilo charge. It should be noted that all vendors agreed that this would allow for a fair evaluation of their proposal.

Question: There was confusion by the vendors as to whether they dropped the pouches off at Jomo Kenyatta Airport and an airline would then deliver the pouches to the final destination. All vendors agreed that they can deliver door-to door, i.e. from the Embassy to the final Destination.

Answer: The CO and COR clarified that delivery of pouches from the US Embassy, Nairobi to Washington DC as the final destination would be the basis of the pricing provided in their proposal.

Question: The vendors wanted clarification as to their responsibilities in clearing the pouches once they arrive at Jomo Kenyatta airport.

Answer: Offerors shall include all direct and indirect costs plus profit to include at minimum charges incurred clearing the pouch and transportation to Mission Nairobi in the pricing matrix. This will be a firm-fixed price with no additional reimbursements made by the Embassy.

Question: Vendors questioned as to why the description of items 3-16 is per continent and not per zone. Each contractor bills per zone, but the zoning is not similar.

Answer: All agreed the pricing matrix will be done per country as each contractor bills in different zones as the partnering companies in those zones are different. The contractors will come up with the table showing all the countries that they have courier services with. The CO and COR will pick several countries that we ship to regularly and use that as the comparison factor.

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,