Q&A.docx

Madrid, December 13, 2016

U.S. Embassy Serrano, 75 28006 Madrid Spain

Ref. Solicitation no. SSP50017R0001

Minutes from Pre-proposal Conference of December 13, 2016 – 11:00 hours

Introduction

The Procurement Specialist welcomed all attendees and introduced the COR.

The Procurement Specialist outlined that this solicitation had been advertised in the Embassy webpage, as well as in the FedBizOpps (www.fbo.gov). The solicitation has been posted in the FedBizOpps, as well as the Amendment no. 1 to the solicitation and any other amendment that may be issued. The Questions and Answers document will also be posted in the FedBizOpps.

The Procurement Specialist informed all attendees that the purpose of the pre-proposal conference was to clarify any doubts that the prospective offerors might have, and that all questions made during that session should be handed to her in writing. She read the questions that had been submitted by different companies, and outlined that answers to those questions will be provided in the record of conference that will be distributed to all recipients of the RFP, whether or not they attended the meeting.

The Procurement Specialist informed all attendees that all contractor have to be registered in the SAM (System for Award Management) Database, https://www.sam.gov prior to contract award pursuant to FAR provision 5.207, and encouraged prospective offerors to register prior to the submittal of their proposals. The guidelines for registration in SAM are also available at https://www.statebuy.state.gov/pd/Pages/Additional/VendorReg.aspx

Discussion of the Solicitation Package

Question 1: Section K.5 – Annual Representations and Certifications. Could you please confirm that the Offeror company shall have an annual report standard size of $27.5M. and 500 employees?

Answer 1: These standards refer to US “small business” companies only.

Question 2: Shall the Offeror be a US company?

Answer 3: International transportation and delivery to final destination out of Spain is not part of the solicitation. The Offeror will only be responsible to provide the services described in the solicitation.

Question 4: In case that the Offeror is responsible for the transportation, unpacking and delivery services at final destination out of Spain, is it mandatory that the Team leader at origin (Madrid) of the respective order is physically supervising the operations (arrival, unpacking and delivery services) at final destination? In other words, is it possible to have two Team leaders, one at origin and one at destination?

Answer 4: Please see Answer 3.

Question 5: Section C.19.2.1. Where it states “placing of all kitchenware, dinnerware, glassware, silverware, linens and other miscellaneous items in locations specified by the client or his/her representative”, does it mean that the Contractor has to put the described items in locations specified by the client even if the said locations are cupboards, closets, shelves and / or drawers? Could the items been put on the first available surface in locations specified by the client or his/her representative?

Answer 5: The items shall be placed in locations specified by the client or his/her representative.

Question 6: Section D.6(c) – Art Objects and Artifacts. Are there any specifications on the exact meaning of art objects and artifacts? Does the Contractor receive from the COR any information about the value of the single items to be shipped by the client?

Answer 6: No, there are no specifications on the exact meaning of “art objects and artifacts.” Art objects and artifacts may include—but are not limited to—vases, pictures, paintings, sculptures, and other decorative objects. In case of high value items, the COR will provide the value of each high value item.

Question 7: Section D.6(g). It is unclear if this service is subject to extra charge.

Answer 7: An amendment to the solicitation is being issued to add a new line item in Section B for the Offerors to quote for services described in Section D.6(g).

Question 8: Section I.1 – FAR Clause 52.247-23. It is unclear whether the total net weight refers to the net weight of the damaged item.

Answer 8: The total net weight refers to the total net weight of the damaged item.

Question 9: Section L.1.2.2(2). What kind of evidence do we have to provide?

Answer 9: The Offeror shall submit whatever information and/or documents they deem necessary or adequate to provide evidence that the Offeror operates an established business with a permanent address and telephone listing.

Question 10: Section L.1.2.2(3). Would certificates issued by our customers be sufficient to demonstrate prior experience?

Answer 10: Certificates issued by the Offeror’s customers could be sufficient to demonstrate prior experience as long as they include all the information requested in Section L.1.2.2(3).

Question 11: Section L.1.2.2(4). What kind of evidence do we have to provide to demonstrate that the offeror can provide the necessary personnel, equipment, and financial resources needed to perform the work?

Answer 11: The Offeror shall submit whatever information and/or documents they deem necessary or adequate to provide evidence that the Offeror can provide the necessary personnel, equipment, and financial resources needed to perform the work.

Question 12: What do we need to do with Amendment no. 1?

Answer 12: Please see instructions in block 11 of Form SF-30 “Amendment of Solicitation/Modification of Contract”.

Question 13: Would an Italian company registered in the SAM system with an affiliate in Spain be considered for award?

Answer 13: Any responsible Offeror that meets the requirements set forth in the solicitation could be considered for award.

Question 14: We have read through solicitation, and we do not quite understand about insurance. Are we to assume that the insurance is covered by the Embassy unless there is a case of gross negligence?

Answer 14: Insurance is not covered by the Embassy. Please see Sections H.4 and H.6 of the solicitation.

Question 15: The solicitation is very specific on lift vans with dimensions, etc. but we would like to know if corrugated cardboard lift vans are acceptable or if they have to be made of plywood.

Answer 15: Please see the definition of lift van in Section C.3 – Definitions of the solicitation.

Question 16: Shall the Offeror be registered in SAM (System for Award Management) at the time of submitting the proposal or just at the time of award?

Answer 16: Contractors must be registered in SAM prior to contract award pursuant to FAR provision 5.207. However, prospective offerors are encouraged to register themselves in the SAM prior to the submittal of quotations/proposals.

At the end of the Pre-proposal Conference, the Procurement Specialist reminded all attendees that the deadline for submission of offers is January 11, 2017 at 17:30 hours (local time), and that electronic offers will not be accepted.

Conclusion

The Pre-proposal concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.