preconferenceicass.docx

UPDATED OCTOBER 18, 2012

PRE-PROPOSAL CONFERENCE AT THE U.S. EMBASSY, JUBA, SOUTH SUDAN

The purpose of the Pre-Proposal Conference is to provide a briefing on the contracting concept, the statement of work, and the specifications, so that offerors can ascertain the complexities of the services to be performed. Offerors will also be briefed on the vision of USAID to have services that are consistent with Federal work/life programs, including employee wellness, satisfaction and sustainability. Answers to questions will be addressed at the Pre-Proposal Conference and a summary of the topics discussed at the Conference will be provided to all prospective offerors as an addendum to the Request for Proposals. Questions during the Pre-Proposal Conference shall be submitted in writing to the Contracting Officer. Questions can be submitted after the Pre-Proposal Conference, in writing, and an addendum to the Request for Proposals will be submitted with responses.

MEMORANDUM TO: All Prospective Offerors

The United States Agency for International Development invites you to attend a Pre-Proposal Conference which will be held at the time and place listed below:

DATE: December 12, 13, and 14, 2012 Pre-Proposal Meeting to start at 07:30 AM (+3GMT) at the US Embassy Juba South Sudan. Attendees shall meet in front of the Embassy for security processing.

A walk-thru of the Office and Residency Compound will be part of the pre-proposal meeting as well as the two dining facilities, the M&E complex and three houses.

Prospective Offerors are not allowed to bring in cell phones or take photographs of the facility.

It is advantageous for each offeror to have qualified representation at the Pre-Proposal Conferences to understand the total result desired by the Government. Offerors who do not attend the Pre-Proposal Conference may find it difficult to prepare a technical proposal or a price proposal. For security reasons no photographs, plans, sketches, or dimensions will be provided at any time. Attendees will not be permitted to photograph any part of the compounds, nor will they be allowed to physically measure the compound, offices, or housing for security reasons.

Contractors are requested to notify the individual listed below by e-mail of the name(s) of person(s) who will attend the Conference. Notification shall be made at least two weeks before the scheduled meeting to:

Point of Contact:

Michael Loro E-mail: mloro@usaid.gov

All offerors attending the Pre-Proposal Conference must submit their full name and company via email to the Point of Contact above along with a completed SF 85 (complete to the best of your ability) or S – TS Verification Parent Agency for security clearance into the buildings 3 weeks in advance. Any individual who has a clearance should complete S – TS Verification Parent Agency form. No plane reservations should be made until you have obtained clearance. The sooner forms are completed and provided the faster you can be cleared. Entry will not be granted to persons whom do not have identification in the form of either a valid driver’s license, Government issued identification with their picture or a valid Passport. Hotel information will be posted prior to December 12, 2012.

Site Visit Rules (the building is part of the US Embassy):

· Each Company is limited to three people on tour. Once cleared they cannot change.

· Must wear appropriate footwear (no open toe shoes, sneakers, heels, etc.) for safety reasons.

· Malaria is a concern. Recommend you begin a Malaria protocol.

· No persons or companies on the EPLS will be allowed to attend this conference.

· Meet in the front of the US Embassy Juba, South Sudan.

All information regarding attendees is to be submitted via e-mail to Michael Loro (mloro@usaid.gov) by Wednesday, November 28, 2012 (sooner is better). Any request to attend submitted after this date will not receive a response unless an extension was authorized by the Contracting Officer. The two weeks are needed to process a security clearance of each attendee.

Agenda December 12, 2012 M&E Complex & Office Compound

08:00-08:30 – Processing of attendees to include badging.

· Location: Front gate, US Embassy, Juba, South Sudan

· POC’s: Michael Loro, Ahmed Juma

08:30-09:00 – Overview of the three day Conference

· Location: M&E Complex Conference Room

· Speaker: Michael Loro

09:00 – 10:00 – Discussion of the Solicitation RFP SOL 668-13-00001

· Location: M&E Complex Conference Room

· Speaker’s: Dennis M. Fuentes & Ahmed Juma

10:00 – 10:15 – Break

· Location: M&E Complex Area

· POC: Michael Loro

10:15 – 11:15 – Site visit of the M&E Complex per the Statement of Work

· Location: M&E Complex

· Speaker: Ahmed Juma

11:15 – 14:30 – Lunch and site visit of the Office Compound dining facility per the Statement of Work.

· Location: Office Compound dining facility

· Speaker: Ahmed Juma 14:30 – 17:00 – Site visit of the Office Compound per the Statement of Work.

· Location: Office Compound Buildings

· Speaker: Ahmed Juma

17:00 – 18:00 – Daily wrap up to include submission of written questions.

· Location: M&E Complex

· Speaker: Dennis M. Fuentes

December 13, 2012 Residency Compound and TDY Housing Area

07:00-09:30 – Breakfast and site visit of the Residency Compound dining facility per the Statement of Work.

· Location: Residency Compound dining facility

· Speaker: Ahmed Juma

09:30 – 11:30 – Site Visit of the Residency Compound per the Statement of Work

· Location: M&E Complex Conference Room

· Speaker: Michael Loro

11:30 – 12:30 – Lunch at the Office Compound dining facility.

· Location: Office Compound dining facility

· POC’s: Michael Loro, Ahmed Juma 12:30 – 13:30 – Site visit of TDY 1 per the Statement of Work.

· Location: TDY 1 House

· Speaker: Ahmed Juma

13:30 – 14:30 – Site visit of TDY 2 per the Statement of Work.

· Location: TDY 2 House

· Speaker: Ahmed Juma

14:30 – 15:30 – Site visit of TDY 3 per the Statement of Work.

· Location: TDY 3 House

· Speaker: Ahmed Juma

15:30 – 16:00 – Break.

· Location: M&E Complex

· POC: Michael Loro

16:00 – 18:00 – Daily wrap up to include submission of written questions and request to re-visit any area.

· Location: M&E Complex

· Speaker: Dennis M. Fuentes

December 14, 2012 Logistics’

07:00-08:00 – Breakfast.

· Location: Residency Compound dining facility

· POC: Michael Loro

08:00 – 18:00 – Site Visit of off Compound Logistics to include JIT, konya konya (Local . To be Produce Market) To be expanded to include South Sudan local government Authority.

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