MinutesPreproposalconference.doc

Minutes from Site Visit and Pre-proposal Conference of December 17, 2007 RFP No. SRP380-07-R-0002, American Embassy Kolonia Local Guard Services Introduction The American Embassy Manila Contracting and Procurement Supervisor, welcomed all attendees, introduced representatives from the American Embassy Manila Contracting Unit and the COR from American Embassy Kolonia.

The Contracting Officer’s Representative (COR), led the site visit at the old and new Embassy compounds, and CMR.

Discussion of the Solicitation Package The following sections and Exhibits of the solicitation were highlighted:

1.

Section A, Solicitation/Contract Form (Standard Form 33) a.

Address where to submit offers, date and time of submission of offers

2.

Section B, Services and Prices

Subsection B.2.2, Standard Services, p. 2 b.

Subsection B.2.3, Additional or Emergency Services, p. 3 c.

Subsection B.3.1 through B.4.5, pp. 4-11

Amendment will be issued to reflect the revised number of hours for guard category under Sections B.3 and B.4, Pricing, due to the incorporation of three additional FSM holidays under Exhibit F.

3.

Section C, Performance Work Statement (PWS) a.

Subsection C.1.1.1, Management, p. 12 b.

Subsection C.1.5.1, Guard Electronic Monitoring System, pp. 14-15 c.

Subsection C.1.5.8, Local Guard Force Radio Network, p. 16 d.

Subsection C.3.1.1, Guard Duty Hours, p. 18 e.

Subsection C.3.1.2, Relief Guards, p. 18 f.

Subsection C.3.2, Supervision, p. 18

4.

Section E, Inspection and Acceptance

Subsection E.4, Acceptable Levels of Performance, p. 20 5.

Section F, Deliveries or Performance

Subsection F.4, Period of Performance, p. 21 b.

Subsection, F.6, Deliverables, pp. 22-23 6.

Section G, Contract Administration Data

Subsection G.2, Invoicing Instructions, pp. 24-25

Amendment will be issued to correct Exhibit H to read Exhibit E under Subsection G.2.5.

7.

Section H, Special Contract Requirements

Subsection H.1, Security, p. 26

Subsection H.2, Government Approval and Acceptance of Contractor, p. 26 c.

Subsection H.3, Government Furnished Property, p. 26 d.

Subsection H.4, Standard of Conduct, p. 26 e.

Subsection H.4.3, Uniforms and Personal Equipment, p. 27. The Contractor shall bear the cost of purchasing, cleaning, pressing and repair of the uniforms.

f.

Subsection H.5.1, Education/Experience, p. 28 g.

Subsection H.5.1.1, Language Proficiency, p. 28 h.

Subsection H.5.3, Alertness, p. 29 i.

Subsection H.5.4, Training Requirements, p. 29 j.

Subsection H.5.4.1, Basic Training, p. 29 k.

Subsection H.5.4.3, Annual Refresher Training, p. 30 l.

Subsection H.5.4.4, GEMS Training, p. 31 m.

Subsection H.5.4.6, Explosive Detectors and/or X-ray Inspection Equipment Operator Training, p. 31 n.

Subsection H.5.4.7, Chemical and/or Biological Awareness and Countermeasures Briefing, p. 31 o.

Subsection H.5.4.8, Closed Circuit Television (CCTV) Operator Training, p. 31 p.

Subsection H.7.3, Employee Salary Benefits, p. 31 q.

Subsection H.7.5, Insurance, p. 32 r.

Subsection H.7.6, Permits, p. 33 s.

Subsection H.8, Post Award Conference, p. 33 t.

Subsection H.9, Transition Plan, p. 33 u.

Subsection H.11, Key Personnel, p. 35

8.

Section I, Contract Clauses a.

Subsection I.1.1, 52.252-2 Clauses Incorporated by Reference, pp 37-38 b.

Subsection I.2, 52.217-9, Option to Extend the Term of the Contract, p. 39 c.

Subsection I.4.1, Temporary Changes, p. 50 d.

Subsection I.4.2, Other Changes, p. 50 9.

Section K, Representations, Certifications, and Other Statements of Offerors

pp. 52-74

Amendment will be issued to correct the typographical error of REPRESENTATIONS under Section

K.5.

Amendment will be issued to correct the sequential numbering of the following sections, as follows:

(1) Subsection K.10, Firms Providing Quasi-Military Armed Forces for Hire, to read “K.11”

(2) Subsection K.11, 52.209-5 Certification Regarding Debarment, Suspension, Proposed

Debarment, and Other Responsibility Matters (DEC 2001), to read “K.12”

10.

Section L, Instructions, Conditions and Notices to Offerors a.

Subsection L.1.1.1, U.S. Preference, p. 75 b.

Subsection L.1.2, Summary of Instructions, p. 75

Volume 5, Subsection K.12 will amended to read “K.13”

Subsection L.1.3, Detailed Instructions, pp. 76-84 c.

Subsection L.8, Obtaining Licenses and Permits, p. 87 11.

Section M, Evaluation Factors for Award a.

Subsection M.1.1, General, p. 88 b.

Subsection M.1.2, Overall Evaluation, p. 88 c.

Subsection M.1.3, Prices, p. 88 d.

Subsection M.1.4, Evaluation of Foreign Currency Offers, pp. 88-89 e.

Subsection M.2, Technical Evaluation, p. 89 f.

Subsection M.3, Price Evaluation, p. 89 g.

Subsection M.4, U.S. Preference, p. 89 h.

Subsection M.5, Evaluation of Options i.

Subsection M.6, Quantities for Evaluation, p. 89 j.

Subsection M.7, Separate Charges, p. 89 12.

Exhibit A, Base Year and Option Years

Posts C-2, C-3 and C-5 (Not manned on holidays) will be amended to revise the hours per year due to additional local holidays not covered under Exhibit F.

13.

Exhibit C, Quality Assurance and Surveillance Plan

Subsection Exhibit C.2, Computation of Government Deduct Rate 14.

Exhibit D, Contractor-Furnished Property

Uniforms 15.

Exhibit F, Holidays

Exhibit F will be amended to add the following three FSM holidays:

Movable

Good Friday (FSM)

March 31

Cultural Day (FSM)

September 11

Pohnpei Liberation Day

Questions No questions were received before and during the conference.

Conclusion The pre-proposal conference concluded and attendees were thanked for their attendance and expression of interest in serving the U.S. Government. The conference was adjourned.

Prepared by:

Reviewed/Cleared by:

Approved by:

(signed) (signed) (signed)

LORNA P. FARINAS

RHODA E. SONGCUAN

PAUL S. DEVER

Procurement Agent

C&P Supervisor

Contracting Officer cc: All Offerors