Minutes_of_Pre-Quotation_Conference.docx

MINUTES OF PRE-QUOTATION CONFERENCE

October 14, 2016 REF: RFQ No. SSN10016Q0008 Embassy Team Contracting Officer: Matthew Ferry Procurement Agent: Meena Palanisamy Facility Manager: Kelvin Lanning Facility Supervisor: Abdul Halim Embassy’s RFQ Contractor: Stella Heng

7 local companies were present:

· Guan Lee Heng Contractor Ptd Ltd

· Hai Leng Contract Pte Ltd

· Greenserve Pte Ltd

· The BLG Group Pte Ltd

· Prince's Landscape & Construction Pte Ltd

· Troth Landscape Pte Ltd

· Tropic Planners & Landscape Pte Ltd All participants assembled at the auditorium at 1300 hrs.

Stella Heng welcomed all attendees and introduced the participants from the U.S. Embassy. She informed them that the Embassy will take verbal questions but cannot answer them at this time. All questions and answers will be posted on FedBizOpps and it will be the responsibility of the companies to access FedBizOpps to retrieve the answers and amendments, if any. She also highlighted the sentence on page 39 of the RFQ which says that all statements made by the Government at this meeting will not be considered a change to the RFQ unless an Amendment is made in writing.

The CO, Matthew Ferry, then explained the agenda, highlighted the importance of registration in SAM, and conducted a briefing on TIP including housing and recruitment of TCNs. He also explained that quoters must submit their proposals in in accordance with information in Section C, and that quotes containing prices only will be rejected. He also explained Section 5.

The CO also informed that the contract is for 1 base and 4 option years which will be exercised each year if performance is acceptable. He also discussed payment terms.

Meena Palanisamy gave brief explanation of how to get registered in SAM, explaining that companies must obtain their DUNS and Cage number prior to registering in SAM. She emphasized that the addresses that they insert in SAM must match their address in DUNS, NCAGE and ACRA exactly. She also informed them that more guidance on SAM registration will be posted on fedbizopps.

The CO then reminded the companies of the quotation due date and that only hard copy submissions delivered by hand or mail is acceptable. Submissions by email will not be accepted. He also said quoters should access FedBizOpps to check whether the due date is extended. After the briefing in the auditorium, the group proceeded with the actual viewing of the 3 sites.

Chancery: All participants walked around the site under escort. The Facility Manager brought them to view all the areas included in the contract, including storage areas and the areas outside the Embassy’s fence. He also briefly explained the work requirements.

Site A: All participants walked around the site under escort. The Facility Manager brought them to view the storage area. He also briefly explained the work requirements while walking around the grounds .

Site B: All participants walked around the site under escort. The Facility Manager brought them to view the storage area. He also briefly explained the work requirements while walking around the grounds.

The participants asked ten questions. The CO stated that the questions and answers will be posted on fedbizopps (see attached Q&A, SET#1).

The meeting concluded at 3.45 pm