Minutes_of_Meeting_STC10017R0004_approved_version_sent_to_CONTRACTORS.pdf

Request for Proposals number STC10017R0004- KIZAD Warehouse Fit-out Project Pre-Proposal Conference/ Site Visit by Prospective Offerors

Minutes of Meeting

Date: February 21, 2017 Time: 10:00 – 11:15 a.m.

Venue: KIZAD warehouse area, number A-02

Panel: David Haskett – Contracting Officer, US Embassy Abu Dhabi Benjamin Fehrman – Contracting Officer, US Consulate Dubai David Callins – Facility Manager, US Consulate Dubai Christopher Berry – Regional Security Officer Michael Latza – Regional Security Officer

Devender Chugh – Contracting Officer’s Representative (COR) Peter Sami – A&E contractor, Auding Intraesa (AIMEG) Selvan Panneer – Short Term Lease (STL) Foreman Smriti Vishwakarma – Engineering Inspector James Manilethu – Property Supervisor Jacob John – Procurement Supervisor Joseph John – Procurement Agent

Attendees: 21 representatives from 14 companies:

- Prime Projects International

- MVL Group

- Class Worldwide General Trading

LLC

- MIL-Serve International

- Node Contracting (SAI Security

Control & Safety Equipment)

- Abu Hussain Co. LLC

- Interior Selections

- Benim International

- Secure Engineering

- Kashmir Mech. Contracting LLC

- IMMPEK General Trading LLC

- Evergreen Technical Contracting LLC

- National Innovative General

Maintenance LLC

- Abu Dhabi National Gen.

Contracting Est. (Zay-Dee))

Introduction:

David Haskett welcomed all offerors, explained the purpose of meeting and introduced the Embassy panel. Questions concerning this meeting/solicitation must be emailed to AbuDhabiContracts@state.gov before 3:00 pm a.m. on February 23, 2017. Sign-in sheet was distributed to all the offerors.

Note to Offerors:

The information contained within these questions and answers is provided for informational purposes and under no circumstances shall it be construed to change any terms and conditions or requirements within the solicitation. If any answer does address a change in the solicitation, it will reference an Amendment.

mailto:AbuDhabiContracts@state.gov

Minutes of Meeting (Approved) Page 2 of 7 KIZAD Warehouse Fit Out Project – STC10017R0004

Overview:

This is a firm-fixed price contract. If there would be any additional quantity required for any of the items mentioned in the Bill of Quantities (BOQ), the offeror should provide a separate offer to the Embassy. Hence, only the actual quantity shall be paid.

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

Offerors should submit 1 original and 2 copies.

Offerors should thoroughly follow Section L (Instructions, conditions and notices to offerors) of the solicitation when preparing their offers.

Offerors should fill in all blanks in Section K of the solicitation.

Offerors were informed of the 3 volumes required to be submitted in the proposal o Volume I – SF1442 o Volume II – Price proposal, Section B and Attachment 2 (Breakdown of proposal price by divisions of specifications) and Attachment 5 (BOQ) from Section J o Volume III – Performance schedule and Business Management/Technical

Proposal

Offerors should submit audited financial statement as it is stated in Section L (L.9) of the solicitation.

Offerors were informed that U.S. Government has zero tolerance in regards to Trafficking in Persons. Hence, they should submit their housing and recruitment plans along with the proposals in compliance with FAR Clause 52.222-50 – Combatting Trafficking in Persons.

Offerors shall submit the price proposal inclusive of Defense Base Act (DBA) insurance charges. DBA insurance is different from Workmen’s Compensation Plan (WCP) as DBA insurance premium charges will be reimbursed by the U.S. Government.

Offerors can send in their technical and contractual questions to AbuDhabiContracts@state.gov no later than 3:00 pm on February 23, 2017. The answers will be disseminated to all the offerors electronically after the site visit along with the minutes of meeting.

AIMEG explained the Scope of Work (SOW).

The panel explained that the FEBR door will be provided under a separate contract, and installed by the awardee under this Fit-out contract. Delivery is expected by end of May

The panel explained about the Compound Emergency Sanctuary (CES) and its requirement that is indicated in the solicitation.

The panel explained about the secure storage which is divided between the U.S.

Consulate General Dubai and U.S. Embassy Abu Dhabi and its requirements as indicated in the drawings and SOW.

It was also added that the 2 windows will have to be removed to install the sliding gates for the upstairs (mezzanine) storage area.

The offerors shall submit shop drawings to the Embassy for approval.

mailto:AbuDhabiContracts@state.gov

Minutes of Meeting (Approved) Page 3 of 7

The offerors were informed that the work station furnishings are not part of this contract as those items in BOQ are listed as “reserved”.

The panel informed the offerors that the sliding gate is a separate contract which was already awarded; but the installation shall be done by the contractor.

Offerors should follow the drawings, SOW and BOQ in order to prepare their proposals.

The panel explained that any area above 10” x 10” will require a Forced Entry (FE) Grille.

The awardee shall contact the Embassy if the pallets that are stored in the warehouse should be removed during the construction phase.

The panel explained that the quantities in the BOQ had changed. (The Amendment to Solicitation was issued on Sunday, February 26, 2017).

The panel explained that the awardee must review the KIZAD Fit Out Guide – provided in the Solicitation package - to ensure all the guidelines provided by KIZAD Logistics Park (KLP) is followed.

All attendees visited the warehouse to have a clear understanding of the required services. And, the offerors were allowed to take pictures.

Questions and Answers:

The following table reflects questions as submitted by interested bidders. Our answers are based on our review of the contract and any relevant guidance or regulations.

Number

Question as submitted by bidder Answer from Contracting Office

1 Are there any local permits required to perform this contract?

Yes, the offerors must have Abu Dhabi license to perform the job.

2. Is the power needs to be re-inspected? Yes, the awardee will directly coordinate with Abu Dhabi Distribution Company (ADDC) for licensing/permit issues.

3. Do we have to open up a new drainage line?

If it is not mentioned in the solicitation, then there should not be anything additional.

4. Will the contractor for Forced-Entry, Ballistic Resistant (FEBR) door send its technician for installation?

No. The awardee of this contract will install this door properly. However, the FEBR contractor will send a technical expert to supervise the installation.

5. Will the storage cage on the mezzanine level be closed on the top?

No. The cage is two separate fences with doors to access the two sides of the mezzanine level.

6. Does the contractor need to strengthen the wall to install the sliding gates?

No. The A&E contractor stated the wall will not need modification for these sliding gates. Coordination should be done with the supplier in terms of any wooden frame supports required as sub frame.

Minutes of Meeting (Approved) Page 4 of 7

7. Is there sprinkler required between the racking systems?

No. Sprinklers are not required between the individual levels of the shelving/racking installation.

Note: Embassy will use this warehouse for storage of Furniture Not Encapsulated. In-rack sprinklers are not required following Commodity class III UAE Civil Defense code.

8. Does the contractor need to provide duct line for AC?

Yes.

9. Are there any permits required prior to beginning the construction?

The contractor must obtain the required permits from Emirates of Abu Dhabi.

Separately, the contractor with AIMEG will meet with KIZAD Logistics Office to understand their requirements.

10. Are there any working hours’ restrictions?

There are NO working hours’ restriction.

The Embassy will offer keys and will allow the contractor full access during the performance period.

Note: the performance period shall not exceed 112 calendar days from the Notice to Proceed (NTP).

11. Is there power in the warehouse? Yes. The Embassy is responsible for power consumption and will continue to pay those bills. The Contractor is not required to bring their own generator set, but may do so at their option.

12. Are there washing facilities while the construction takes place?

The warehouse (A02) has a toilet and sink, and a small kitchen room with separate sink.

Note: The contractor is responsible for maintaining the warehouse in a good state of cleanliness during the performance period and prior to handing over to the Embassy.

13. STRUCTURED CABLE SYSTEM – RJ-45

Cat-6 data cable & face plate specification not mentioned.

IT Rack and all networking accessories in contractor scope or contractor need to pull the data cable till Etisalat room.

Can you please confirm?

Scope of work is restricted from the RJ45 Outlet to the OMU inside the warehouse

Minutes of Meeting (Approved) Page 5 of 7

14. Public address and Music System- Qty. & specification Not mentioned for Speaker, Volume controller, microphone. Can you please confirm?

Client to determine the need for PA and Music system

15. UPS Specification and load capacity details not mentioned. Can you please confirm?

Dual input 10 kVA UPS with 30 min. backup time is required

16. Electrical- DB re-dressing required or not.

The situation of the DBs should be assessed on site. Any redressing works needed to maintain ADDC standards and approval and are included in the SOW.

17. Reserved item need to quote Any items marked “RESERVED” in the BOQ are not to be quoted/priced/included in the offer.

18. Can you please confirm the below mentioned door location and specification details cannot find out in the drawing and specification details?

Supply and Installation of Steel Door (DC01) as per drawing (A101) Door Type - (DOS 2123) as per Specs provided. No specification and details for the door.

The door is supplied by a separate Embassy supplier, and the awardee will install it.

Note the door supplier will provide a technical expert to supervise this installation. See question number 4 above.

19. Can you please confirm the US Embassy supplied sliding door, swing door aluminum grill installation under our scope?

The sliding doors are being provided by a separate supplier – for shelving and these doors. The awardee will install, in coordination with the other supplier.

20. We have very well studied the detailed scope of work, BOQ and drawings.

We are very much clear on the specific scope of work and BOQ. However we have the following question on scope of work (B) for the supplier;

Kindly confirm the scope of Work (B) Supplier. In “B” what is scope of supply for the contractor (If any).

Work (B) Supplier means by Embassy Supplier out of the contractor Scope.

Minutes of Meeting (Approved) Page 6 of 7

21. Contracts states after award the Contractor to begin works within 7 days, will the consultant assist in taking the Abu Dhabi Municipality (ADM) and Abu Dhabi Civil Defense (ADCD) approvals within this period or are we allowed starting after the ADM and ADCD approvals. Please advise.

ADM municipality approvals were already issued during the tender stage. Copies were provided with the tender package. These approvals have lapsed; AIGEM is resubmitting and we will have these prior to awarding this contract.

22. With reference to the Recruitment requirements, please advise in case of no new recruitment will be made specific for the project, do we need to submit any document for the same?

Yes. This document reflects your recruitment plan for all staff, new or current. You will task your staff as needed to implement the contract. This requirement is derived from the Trafficking In Persons (TIP) legislation that US Embassy must comply with; we in turn oblige compliance with our contractors.

See Section L, RECRUITMENT OF THIRD

COUNTRY NATIONALS FOR PERFORMANCE

ON DEPARTMENT OF STATE CONTRACTS

(October 17, 2012).

23. Please send us the fit-out manual for

KIZAD.

This KIZAD Fit-out Manual is included with these minutes.

24. BOQ - Section A: general Requirements

1. Insurance details - (Sec:-C)

2. Performance bond details (Sec:-

K)

3. US embassy temp. staff requirements : (Sec:-L)

Insurance: The awardee shall obtain Defense Base Act (DBA) insurance and include that premium charges to the total amount of the contract; and then the insurance premium will be reimbursed.

Performance bond details: The awardee shall provide a letter of bank guaranty equivalent to 40% of the contract value after contract award; see Section F.11.

Embassy temp. staff requirements:

Embassy will not maintain any staff or office work stations at this site.

Minutes of Meeting (Approved) Page 7 of 7

25. BOQ - Section B: Demolition

1. Page No. 1 – Item A – Size

& area not co relating. Size given 1800x200 & area 8.3 Sqm. Please provide correct size & location.

Size is shown in the revised BOQ. For Location, please refer drawing no. “A-104 Mezzanine Floor Addition and Demolition Plan”

26. BOQ - Section C: Concrete Wall

1. Page No. 2 – Item B –

Please provide size & location.

Please refer to the drawing provided in the tender package.

27. BOQ - Section H: Doors & Windows

1. Page No. 5 – Item A –

Please provide size & specification. Is it installation only or Supply & installation?

Please refer to answer number 18.

28. BOQ - Section M: Furnishings

1. Page No. 7 – Item A, C & D

– Quantity not given in BOQ. Specification / Ref image / Supplier details for C & D

Quantities are indicated in the BOQ;

however, these items are reserved, i.e., the awardee is not expected to provide or install these, and should not include them in the offer.