Courier_Services_Minutes.docx

Meeting Minutes of Pre-proposal Conference Courier Services – SKE50017R0002

Attendees: Wendy M. Washington – GSO / Contracting Officer Chickelle Woody – Information Management Specialist (COR) Charles Nkanatha – Mailroom Supervisor Grace Muasa – Procurement Contract Specialist Representatives from the landscaping companies (total 12).

Introduction:

· Agenda was distributed to all the offerors.

· Sign-in sheet was distributed to all the offerors.

· Introduction was given by the Contracting Officer (CO) – Wendy M. Washington.

· Introductions were given by all the offerors followed by the introduction of the Embassy team and their expertise.

· The CO informed all the offerors that all the written questions could be submitted at the end of the conference.

Project Overview:

· The CO explained the purpose of the solicitation and mentioned that the solicitation is a “Full and Open Competition. Also, added that this is a fixed price contract with one base year and four option years”.

· The CO informed the offerors that the technical questions would be answered by the Contracting Officer’s Representative-COR. She also added that the answers to the written questions relating to the contract that were received prior to the pre-proposal conference would be disseminated later.

· The CO called upon the COR to explain the Statement of Work (SOW) and overall intention of the SOW.

· The COR explained the SOW.

· COR invited Charles to elaborate the SOW.

· The contractors had a few questions, that they were instructed to send to procurement by email. I.e. If the pouches are insured (inbound & outbound) and if the clearance and handling charges are a separate cost.

· On Clearance charges, the CO informed them it’s part of the pricing for their services

· Charles responded that handling charges are a separate cost and invoiced separately.

· CO talked about the pricing schedule and advised the contractors not to bid very low to get the contract and after award, request for increase in price to continue the services.

· CO requested the contractors to send their written questions by COB December 2nd, 2016 to give us time to answer them on time.

Submittal Requirements:

The CO informed the offerors about the submittal requirements which are:

· Proposal should be submitted by or before December 13th, 2016 at 4pm (local time).

· Proposal should contain one original and 2 copies per the requirements given in Section 3 of the solicitation. Technical proposal is also required along with the price proposal.

· Offerors should follow the directions given in Section 3 for submitting the proposal.

· The Proposal should be submitted in a sealed envelope to the US Embassy main entrance (CAC-2), addressed to the Contracting Officer. You should mention the solicitation number on the Envelope. Soft copies will not be accepted.

· Late proposals will not be accepted.

Evaluation Factors:

The CO informed the Offerors about the evaluation factors which are:

· To be acceptable and eligible for evaluation, proposals must be prepared in accordance with Section 3 and 4, and must meet all the requirements set forth in the other sections of the solicitation.

· Proposals will be evaluated in two phases: Technical Evaluation and Price Evaluation.

· Technical Evaluation: Technical Evaluation Panel includes the COR and other personnel, who determine the acceptability of the proposal based on the solicitation’s technical requirements.

· Price Evaluation: The CO will evaluate the price and will consider only the lowest priced, technically acceptable offer, and will follow with negotiations, if the proposal falls within the competitive range.

· The award selection will go to the lowest priced, technically acceptable, responsible offeror.

Questions & Answers:

· Questions/Answers are in a separate document.

The conference adjourned at 11.00 a.m.