Meeting_Minutes_STC10015R0002.pdf

Meeting Minutes of Pre-proposal Conference Gardening Services – STC10015R0002

Date: April30, 2015 Time: 10:00 a.m.

Venue: U.S. Embassy, Abu Dhabi

Attendees: Wendy M. Washington – GSO / Contracting Officer

Ralph Delarue – Facility Maintenance Division Manager (COR)

Jacob John –Procurement Supervisor Devender Chugh – Maintenance/Supervisory Engineer

Selvan Paneer – STL Supervisor (FM) VenugopalDhanakodi – Maintenance Forman (FM) Representatives from the landscaping companies (total 19).

Introduction:

Agenda was distributed to all the offerors.

Sign-in sheet was distributed to all the offerors.

Introduction was given by the Contracting Officer (CO) – Wendy M. Washington.

Introductions were given by all the offerors followed by the introduction of the Embassy team and their expertise.

The CO informed all the offerors that all the written questions could be submitted at the end of the conference.

Project Overview:

The CO explained the purpose of the solicitation and mentioned that the solicitation is a “Full and Open Competition. Also, added that this is a fixed price contract with one base year and four option years”.

The CO informed the offerors that the technical questions would be answered by the Contracting Officer’s Representative-COR. She also added that the answers to the written questions relating to the contract that were received prior to the pre-proposal conference would be disseminated later.

The CO called upon the COR to explain the Statement of Work (SOW) and overall intention of the SOW.

The COR explained the SOW and added that this contract is for three locations which are Embassy, CMR and DCR gardening services.

Devender was invited by Ralph to elaborate the SOW.

Devender explained the SOW in detail and covered all technical aspects of the solicitation.

One of the bidders asked the size of the plants and Devender replied that the vegetation schedule will be sent out by email to all bidders after the pre-proposal conference. See Amendment A001.

Devender emphasized that working on Friday is not included in this contract. But, if work is required on Friday, then it can be possible upon approval of the COR. Work hours to be set in coordination with COR.

Devender mentioned that English speaking supervisor and workers are required.

Devender added that Embassy encourage green environment, it is not a must in this contract; however, a good plan along with the technical submittal of the proposal will provide a clearer understanding during the evaluation process.

Devender added providing tools and equipment is the responsibility of the contractor.

Number of personnel for this effort, at each site, are up to the contractor and that information should be articulated in the management plan submitted by offeror in their technical proposal.

The CO emphasized on FAR 52.222-50 (Combating Trafficking in Persons) that US Government has ‘zero’ tolerance policy.

Jacob John, the Procurement Supervisor explained about the ‘recruitment plan’ and ‘housing plan’ and that it is a must and should be submitted along with the proposal. A housing plan is not required where the employer provides housing allowance to their employees. He also added that the US Embassy would make two visits in a year to the accommodation(s) provided by the employer to ensure the living condition of the contract workers.

Submittal Requirements:

The CO informed the offerors about the submittal requirements which are:

Proposal should be submitted by or before May 18, 2015 at 5:00 p.m. (local time).

Proposal should contain one original and 2 copies per the requirements given in Section 3 of the solicitation. Technical proposal is also required along with the price proposal.

Offerors should follow the directions given in Section 3 for submitting the proposal.

The Proposal should be submitted in a sealed envelope to the US Embassy main entrance (CAC- 1), addressed to the Contracting Officer. You should mention the solicitation number on the Envelope. Soft copies will not be accepted.

Late proposals will not be considered for evaluation.

Evaluation Factors:

The CO informed the Offerors about the evaluation factors which are:

To be acceptable and eligible for evaluation, proposals must be prepared in accordance with Section 3 and 4, and must meet all the requirements set forth in the other sections of the solicitation.

Proposals will be evaluated in two phases: Technical Evaluation and Price Evaluation.

Technical Evaluation: Technical Evaluation Panel includes the COR and other personnel, who determine the acceptability of the proposal based on the solicitation’s technical requirements.

Price Evaluation: The CO will evaluate the price and will consider only the lowest priced, technically acceptable offer, and will follow with negotiations, if the proposal falls within the competitive range.

The award selection will go to the lowest priced, technically acceptable, responsible offeror.

Questions & Answers:

Questions/Answers are in a separate document.

The conference adjourned at 11:00 a.m. and then offerors were taken for the site visit which included the Embassy, CMR and DCR.

Site visit was completed at 13:15 noon.