Attachement_(B).pdf

MINUTES OF PREPROPOSAL CONFERENCE/SITE VISIT FOR MAKE READY

SERVICES CONTRACT FOR U.S. EMBASSY, PAKISTAN

A pre-proposal conference was scheduled to discuss key points of the solicitation # SPK330-

14R5720 on October 14, 2014, at 11:00 a.m. in the Embassy Studio-54 training room. It started at 11:55 because there were large number of participants and all went through security clearance process.

Three persons participated from Facilities office (Deputy Facility Manager, Senior Facilities

Engineer and Electrical Engineer. Four persons were present from GSO/Procurement to include, Contracting Officer, Procurement Supervisor, and two Contract Specialists. Fifty four (54) participants from 27 firms attended the conference.

The Contracting Officer introduced the Facilities and GSO/Procurement representatives to the participants. After introduction, Contracting Officer delivered a brief speech to welcome the attendees and also briefly explained all the sections of the solicitation and then handed over the dice to Procurement Supervisor who elaborated following key points of the solicitation:

Per U.S. Government policy, if a question asked by one offeror, the Government will provide the answer in writing to all interested offerors.

We will take all of your questions, but we may be unable to answer all questions completely at this event. We will document all questions and provide responses to each question in writing to all offerors. All questions and answers may be downloaded from same website

(FedBizOps) where solicitation package is posted: www.fbo.gov.

Questions may be submitted until 1500 hours on October 15, 2014. The following are e-mail addresses where you can submit your questions:

ShahzadK2@state.gov and LatifM@state.gov

The closing date to submit quotations is Friday, November 14, 2014 at 1500 hrs. Late offers will not be accepted. No electronic offers will be accepted. Offers will be accepted by courier or general post, but it must be received in the Embassy mailroom by this deadline.

The solicitation document is organized as follows:

PROPOSAL PACKAGE

A proposal package should include:

One original set of following documents:

Volume I: Standard Form (SF) 1442 and completed Section – K of the solicitation

Volume II: Price Proposal and Completed Section B. Attachment 2, “Breakdown of

Proposal Price by Divisions of Specifications”.

Volume III: Business Management/Technical Proposal.

http://www.fbo.gov/ mailto:ShahzadK2@state.gov mailto:LatifM@state.gov

The following is total number of copies that includes the original as one of the copies:

Volume I: (One copy)

Volume II: (One copy)

Volume III: (Four copies)

Only complete proposals will be considered.

The solicitation document is organized as follows:

Section A Standard Form 1442 (p. 1 and 2)

(Fill in block 14 through 17 and 30a, 30b & 30c)

Section B Supplies or Services and Prices/costs (p. 3)

(Must be filled-in by offerors)

Section C Description/Specification/Work Statement (p. 41)

It includes Attachments 3.

(Describes the specifications and details of work to be performed)

Section D Packing and Marking (P. 53)

Not applicable

Section E Inspection and Acceptance (p. 54)

(Includes inspection clauses, talks about inspection and acceptance)

Section F Deliveries or Performance (p. 55)

(Period of Performance, liquidated damages, notice of delay, notice to proceed, construction schedule and deliverables)

Section G Contract Administration Data (p. 59)

(Explains the process of payments and how the contract will be managed)

Section H Special Contract Requirements (p. 62)

(Discusses Performance guaranty bonds, insurance, ownership of documents, compliance of laws, subcontracts, responsibility of contractor, safety, construction personnel, material and equipment, and special warranties etc.)

Section I Contract Clauses (p. 73)

(FAR/DOSAR clauses that will apply to the resultant contract)

SECTION J - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

Exhibit 1 Number of Currently Held Residential Properties (p. 87)

Exhibit 2 Sample Task Order Form (p. 88)

Exhibit 3 Number of Properties Requiring Make-Ready Services in the Previous

Calendar Year (p. 89)

Exhibit 4 Technical Specifications and Checklists (p. 90)

Exhibit 5 Government Furnished Property (p. 94)

Exhibit 6 Sample Monthly Report Form (p. 95)

Exhibit 7 Contractor Furnished Property (p. 97)

Exhibit 8 Sample Bank Letter of Guaranty (p. 99)

Exhibit 9 Breakdown of Proposal Price by Division and Specification (p. 100).

Section K Representations, Certifications, and other Statements of Offerors (p. 101)

(Offerors must submit completed section – K and other certifications required)

Section L Instructions, Conditions and Notices to Offerors (p. 113)

(Explains what documents/information to be submitted (other than section- K) with proposal – (Technical Proposal)

Section M Evaluation Factors for Award (p. 120)

(Explains how proposals will be evaluated for award)

MAIN/KEY POINTS OF THE SOLICITATION

This is Firm Fixed price Indefinite Delivery Indefinite Quantity (IDIQ)contract

SAM

DUNS Number (FAR clause 52.204-6, p. 37)

DUNS number is required to be awarded this contract. The DUNS number must be included in the proposal.

Offerors interested to submit their proposal must obtain DUNS number by visiting following website: http://fedgov.dnb.com/webform.

System for Award Management (SAM) (p.73- and on p-106, clause 52.204-7)

Registration in SAM is also required to get the award of this contract and get paid under this contract. Registering in SAM is a 3-step process. First, you must get your

DUNS number, then you must obtain an NCAGE number, and only after these two steps have been completed you can go to the third step and register in SAM. The following link will take you to the step by step instructions to get your firm registered. This is just registration of your company/firm in order to do business with the United States Government anywhere in the world.

To remain registered in the SAM database after the initial registration, the Contractor is required to review and update on an annual basis from the date of initial registration or subsequent updates its information in the SAM database to ensure it is current, accurate and complete.

http://pd.statebuy.state.gov/Content/documents/NewForeignRegistration.pdf

Mode And Frequency Of Payments (FAR 52.232-27 Prompt Payment, p. 60) (G.2.1 –

G.2.6)

Payment will be made within 30 days upon satisfactory completion of the task and submission of invoice. For details consult above clause, FAR 52.232-5, available online. Payment request shall be submitted on the last day of each month.

General

Payments are subject to FAR 52.232-5, "Payments Under Fixed-Price Construction

Contracts". (P.60)

Detail Of Payment Requests http://fedgov.dnb.com/webform http://pd.statebuy.state.gov/Content/documents/NewForeignRegistration.pdf

Each application for payment shall cover the value of labor and materials completed and in place, including a prorated portion of overhead and profit. The Government will make payments no more frequently than monthly, unless otherwise provided in this contract. (p. 60).

Instructions (Section L, p. 113 – 119)

Section L contains detailed information on preparing and submitting the proposal against this solicitation package. If required information is missing in Section L, the entire proposal may be deemed incomplete and be rejected.

The SF-1442 form is very important. Offerors must complete blocks 14 through 17 and 30a, 30b and 30c.

Provide following documents/information with your technical proposal:

1. Qualifications of offeror, be able to understand written and spoken English;

2. Evidence of established business;

3. Evidence of prior construction experience with suitable references for company and Project manager;

4. Evidence that you can provide necessary personnel, equipment and financial resources to perform the services;

5. Have all licenses and permits required by local law to perform the job;

6. Offeror shall meet all local insurance requirements;

7. Statement that the offeror has the ability to obtain a performance and guarantee bond and, or to post adequate performance security, such as irrevocable letters of credit or guarantees issued by a reputable financial institution;

8. Statement that the firm has no adverse criminal record; and has no political or business affiliation which could be considered contrary to the interests of the

United States;

9. A list of the names, addresses and telephone numbers of the owners, partners, and principal officers of the Offeror;

10. The name and address of the Offeror's field superintendent for this project;

11. A list of the names, addresses, and telephone numbers of subcontractors and principal materials suppliers to be used on the project, indicating what portions of the work will be performed by them.

Experience and Past Performance - List all contracts and subcontracts your company has held over the past three years for the same or similar work. Provide the following information for each contract and subcontract: (p. 116)

12. Customer's name, address, and telephone numbers of customer's lead contract and technical personnel;

13. Contract number and type;

14. Date of the contract award place(s) of performance, and completion dates;

15. Contract dollar value;

16. Brief description of the work, including responsibilities;

17. Comparability to the work under this solicitation;

18. Brief discussion of any major technical problems and their resolution;

19. Method of acquisition (fully competitive, partially competitive, or noncompetitive), and the basis for award (cost/price, technical merit, etc.);

20. Cost/price management history, including any cost overruns and under runs, and cost growth and changes;

21. Percent turnover of contract key technical personnel per year; and

22. Any terminations (partial or complete) and the reason (convenience or default).

If a company does not possess required equipment and sufficient number of staff on its payroll, it can still submit proposal but describe in your management plan that how you will get these resources, like an agreement to hire equipment and mechanism to hire additional workforce.

Again, if required information is missing in Section L, the entire proposal may be deemed incomplete and be rejected without a technical review.

Financial Statement

Although RFQ states “if asked by the Contracting Officer”, the offeror shall provide a current statement of its financial condition, certified by a third party, that includes. Please provide the following statement:

Income (profit-loss) Statement that shows profitability for the past three (3) years;

Balance Sheet that shows the assets owned and the claims against those assets, or what a firm owns and what it owes; and

Cash Flow Statement that shows the firm’s sources and uses of cash during the most recent accounting period. This will help the Government assess a firm’s ability to pay its obligations.

The Government will use this information to determine the offeror’s financial responsibility and ability to perform under the contract. Failure of an offeror to comply with a request for this information may cause the Government to determine the offeror to be non-responsible.

Evaluation Factors (Section M) (p. 120 – 121)

The Government reserves the right to reject proposals that are unreasonably low or high in price.

The Government intends to award a contract resulting from this solicitation to the lowest priced, technically acceptable offeror who is a responsible contractor. The evaluation procedures are set forth below:

(a) Initial Evaluation. The Government will evaluate all proposals received to ensure that each proposal is complete in terms of submission of each required volume, as specified in Section L. The Government may reject proposals which are missing a significant amount of the required information.

(b) Technical Evaluation. After the Initial Evaluation, the Government will review those proposals remaining for consideration to determine technical acceptability. The

Government will consider the following evaluation criteria in determining the acceptability of the technical proposal. To be considered technically acceptable, the technical proposal must provide the information requested in Section L and conform to the requirements of the solicitation.

The Proposed Work Information described in L.4.3.3 (b).

The qualifications and experience of the offeror’s proposed project superintendent and subcontractors.

Experience and Past Performance L.4.3.3 (b). The Government may contact references to verify the quality of the past performance.

The Government shall also review the bar chart submitted to review the sequence of work and to ensure that performance would be completed on time

Responses to all other technical requirements contained in the solicitation.

The Government will award the contract to the technically acceptable, responsible offeror with the lowest evaluated price resulting from the solicitation. Offerors are reminded that the Government may award this contract based on initial proposals and without holding discussions. Therefore, each initial offer should contain the offeror’s best terms from both a price and technical standpoint.

After contract award and submission of acceptable insurance certificates, the

Contracting Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the

Contractor agrees to an earlier date) on which performance shall start.

Separate Charges

Separate charges, in any form, are not solicited. For example, any charges for failure to exercise an option are unacceptable. The Government shall not be obligated to pay any charges other than the contract price, including any exercised options

Post Award Conference

A preconstruction conference will be held 10 days after contract award at U.S. Embassy, Islamabad to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that affect construction progress.

The participants were informed of the amendment to the solicitation be made about Performance bonds.

Government will award the contract to the technically acceptable, responsible offeror with the lowest evaluated price resulting from the solicitation. Offerors are reminded that the Government may award this contract based on initial offers and without holding discussions. Therefore, each initial offer should contain the offeror’s best terms from both a price and technical standpoint.

Procurement Supervisor concluded his speech and opened the forum for questions. All questions were taken and answered the simple ones and reiterated that further information and responses to all questions would be provided in writing after thorough review. All questions with their answers are attached separately.

After taking questions Procurement Supervisor asked Senior Facilities Engineer to address Scope of Work. Senior Facilities Engineer addressed SOW to the participants and took questions related to the SOW. All questions with their answers are attached separately.

Before the Procurement Supervisor to deliver his final speech, Deputy Facility Manager addressed about the importance of quality and safety issues.

At 13:30 p.m. Procurement Supervisor stated his appreciation of the offeror’s participation and extended his thanks to participants on the behalf of U.S. Mission. The conference was concluded and all participants were asked to attend the site visit at House#256-Down, Street#23, Sector E-

7, Islamabad so that Facilities will address the SOW in detail on the site.

At around 14:30 p.m. all participants were at the site. Three persons participated from Facilities office (Senior Facilities Engineer, Electric Engineer and Maintenance Foreman. Two Contract

Specialists were present from GSO/Procurement.

Senior Facilities Engineer briefly stated SOW again and showed different items at house like;

how to paint a wall, how to perform Gardening Services against any task order, electrical services, shared the standard sizes of bedrooms-bathrooms etc.

After taking few questions, at around 15:45 p.m. Contract Specialist stated his appreciation of the offeror’s participation and extended his thanks to participants on the behalf of U.S. Embassy.