Minutes_after_conference_5-15-2015.docx

5-15-2015

U.S. Consulate General Tijuana Tijuana, B.C., Mexico

Minutes From Pre-Proposal Conference of 5-08-2015

Introduction

The Contracting Officer welcomed all attendees, introduced Procurement Agent Isaura Cambero and Facility Engineer Roberto Picos.

Discussion of the Solicitation Package

The following sections of the solicitation were discussed: Comment by "%username%": We should provide more detail, typically we address specifics such as proposal submission and due date/time, need for a complete proposal submittal, SAMS/DUNS, completing the entire pricing section, the requirement details, insurance/licenses if applicable, eval and award. We are also required to discuss TIPS. If we did not then we will need to include a question with answer so that the information is provided. I have included one just in case, but there are some comments that need to be addressed. We also have requirements addressed in the questions and answers not stated in the solicitation so Post will need to prepare an amendment that will be issued prior to or in conjunction with we will need to issue an amendment.

Section 1: How to fill in pricing data, the paragraphs on insurance and licenses

Section 2: Highlighted clause 52.222-50, Combating Trafficking in Persons

Section 3: How to submit a complete proposal, the due date, how to submit a bid

Section 4: Highlighted how a bid is evaluated for award

Section 5: Purpose of Section 5 in a contract in general

Showed participants how to register in SAMS.gov using a projector and laptop.

Questions:

The attached questions were asked during the conference:

Conclusion

The conference included a tour of the site and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.

Sincerely,

Enclosure:

Questions and Answers from 5-08-2015 Pre-proposal Site Conference Chapter 4 - Solicitation Documents October 2004

Questions and Answers from 5-08-2015 Pre-proposal Site Conference

1. Q: Is Trafficking in Persons (TIPS) clause applicable to this requirement? Comment by "%username%": If this Q&A stays the others will need to be renumbered.

A: Yes, FAR Clause 52.222-50, Combating Trafficking in Persons is applicable and sets government-wide requirements for preventing these practices. The U.S. Government has a zero tolerance policy towards engagement in TIP by any recipient of federal funds. Contractors are required to read the clause and ensure full compliance. Contracting Officer’s and Contracting Officer Representatives will monitor TIP compliance throughout the life of the resultant contract.

2) Q: How do you calculate the temporary services? By the hour?

A: Temporary services are calculated per square meter, not per hour.

3) Q: What salary will be paid to the employees?

A: The USG does not determine contractor employees’ salaries. The USG will pay the fixed rate stated in the contract. The contractor is responsible for negotiating their employee’s salaries and will need to ensure the salaries are in compliance with current local labor laws. See 8.0 of the solicitation.

4) Q: What are the holidays recognized by the Consulate in 2015?

A: See Section 2, Contract Clauses, 652.237-72 Observance of Legal Holidays and Administrative Leave (APR 2004)

5) Q: What are the security clearance requirements for employees?

A: See Section 1, 4.4.

6) Q: Do American companies need licenses to work in Mexico?

A: See Section 2, 652.242-73 and Section 3, A.2 (5)

7) Q: To what address do we send the offer if we want to mail it?

A: Darren Bologna 416 W. San Ysidro Blvd.

Suite L PMB 706 San Ysidro, Ca 92173

It must be received no later than 4:15 PM Tijuana time, May 21, 2015.

8) Q: What is the name of the current janitorial vendor providing service and the cost of the current contract?.

A: The current vendor is Eulene Mexico Servicios S. A. de C.V.

The current prices are as follows and do not include VAT tax currently at 16%:

Base Year: 116,200.68 Mexican Pesos (MXP) monthly and 6.00 MXP per sqm for temporary services.

Option Year 1: 120,848.29 MXP monthly and 7.00 MXP per sqm for temporary services.

Option Year 2: 125,682.22 MXP monthly and 8.00 MXP per sqm for temporary services.

Option Year 3: 130,709.51 MXP monthly and 9.00 MXP per sqm for temporary services.

Option Year 4: 135,937.89 MXP monthly and 10.00 MXP per sqm for temporary services.

Please note, the current solicitation is a new requirement and is not a follow-on to the previous contract requirements. See SMX72015Q0001, including all attachments, which provides the current requirement information in detail.

9) Q: Is there parking for cleaning workers can they use the parking lot for employees? Los empleados de limpieza pueden usar el estacionamiento de empleados del Consulado?

A: No, contractors cannot park in the employee parking. They can park for a fee in the visa applicant parking lot adjacent to the Consulate.

10) Q: Do you use window cleaner on the outside windows?

A: Please see Paragraph 1.3.4.1 in Section 1 which in Amendment A0002 was amended to read: “Washing the outsides of the first floor windows using water only. When completed the windows shall be free of smudges, lint, or streaks from the surfaces.”