Minutes_of_Meeting.pdf

STC10015R0004- Pre-Proposal Conference/ site visit for Windows and Wall Cleaning Services minutes of Meeting

Date: December 16, 2015 Time: 01:00 p.m.

Venue: U.S. Embassy, Abu Dhabi

Attendees: Kim Sanoussy – Contracting Officer

Jacob John – Procurement Supervisor Islam Mokbel – Procurement Agent Ralph Delarue – Facility Manager Devender Chugh – Maintenance Supervisor / Engineer Bidder representatives: 26 from 18 various companies.

Introduction:

Contracting Officer welcomed all bidders.

Kim Sanoussy:

• Page 33 in the solicitation, when the U.S. Government stated clearly the trafficking in person and how important this issue is. All contractors should submit their Housing and Recruitment plan. If the company provides housing allowance for their employees, then a statement of the housing allowance is required along with the proposal.

Jacob John:

• This is a five year fixed price contract with a base year and four option years. The offers should be submitted in AED (Local Currency)

• Offers should be submitted in 2 parts: one technical and the other one commercial (each part should be submitted in one original and 2 copies).

• Questions and answers to those questions received by email will be disseminated to all companies who are participating for of the solicitation.

• No late offers will be accepted after the closure date and time which is on December 30th, 2015 by 5:00 pm).

• All envelopes should be sealed and marked the solicitation number on it. The address on the envelope should be: The Contracting Officer, General Services Office, US Embassy, Abu Dhabi.

• The contract will be awarded to the lowest priced technically acceptable company.

• Procedures how to fill the forms and submit the offers (reference to section 3 in solicitation).

Devender Chugh:

Explained the SOW and intend of this contract. Contractors need to submit their offer for the three different types of services / CLINS requested under the solicitation

• One service is requested on a quarterly basis

• One service is requested on a monthly basis

• The third one is only when it’s needed (but we have to receive the offer) but it is not a must that we will request this service annually.

Questions and Answers:

Q: Does the company should be approved in UAE?

A: Yes, the contractor should have a trading license related to the requested services.

Q: Is there any BMU system available?

A: No, we have only anchors for rope access.

Q: If the contractor doesn’t have experience in cleaning tall buildings, does this disqualify the contractor?

A: Yes

Q: Does the maintenance or replacement of the panels will be part of the SOW?

A: No, it is not required.

Q: What are the working hours for the contractor?

A: The normal Embassy working hours are 8:30 – 5:00, Sundays through Thursdays, but if we need more hours it will be agreed with the contractor upon awarding the contract.

Q: Is there any time restrictions for the cleaning of the outside panels?

A: No, but we will reach to a mutual agreement with the awarded contractor.

Q: Need clarifications for the below mentioned buildings:

CAC1, CAC2, CAC3, GSO/FM Building, HVAC Building, MSGQ Building, Utility Building, Meter & Trash Building, Water Tank/ Fire Pump Building Is there feasibility of Rope access system or we will use boom lift to provide services?

A: The Embassy will not support rope access system and the contractor is free to suggest how they would do this work. The current contractor safely carries out this work by new fiberglass extension ladders. Embassy does not want to install new anchors for the rope system for the buildings listed above. The main building has anchors for rope access system.

Q: If possible, provide us the incumbent and previous contract amount for this service?

A: Unfortunately we are unable to disclose this information.

Q: Is US Embassy currently used a contractor providing the reference operation or self-hired crews, the purpose of this correspondence is to possibly know approximate number of workforce already hired?

A: The contractor can determine the number of workforce from the SOW and the site visit.

Q: Who is existing contractor for this job now?

A: Unfortunately, we can’t disclose that information.

Q: At what price US government awarded this contract to them?

A: Unfortunately, we can’t disclose that information.

Q: If there is a contractor, does he entitled to participate in this bid?

A: Yes the existing contractor is entitled to participate in this bid.