Pre-Proposal Conference Med MINUTES April 2011.docx

Pre-Proposal Conference Minutes Solicitation: SUP300-11-R-0004

April 14, 2011- 11:00 – 12:00 at the US Embassy in Kyiv, Ukraine

Introduction The Contracting Officer welcomed all attendees and introduced HR and GSO Procurement Staff of the US Embassy – Kyiv.

TECHNICAL REPRESENTATIVES

· Terry Alston, HR Officer

· Anna Zdon, HR Assistant

· Irina Sukhorebra, HR Assistant

CONTRACTING REPRESENTATIVES

· Ina Erickson, Contracting Officer

· Irina Petrina, Procurement Assistant

· Olena Stavnycha, Contracting Specialist

· Irina Usenko, Procurement Agent

Discussion of the Solicitation Package The following sections of the solicitation were highlighted:

Standard Form 33 SF 33 should be properly filled in and submitted together with the whole solicitation package.

Type of the Contract Requirement type contract that contains fixed prices with Economic Price Adjustment.

Prices Section B, B. 2. PRICE shall be completed and total price for each performance period and grand total for all contract period shall be properly calculated.

Duration of the contract Base year and four (4) option years from the effective date of the contract.

Payment procedures All payments under this contract will be made at the conclusion of the period covered on a bi-weekly basis, by EFT.

Economic Price Adjustment EPA will be based on previous year’s experience and price negotiation and can be done not earlier then after 12 month of performance. Any price adjustment shall be subject to mutual agreement of the parties (refer Section B.4 Economic Price Adjustment).

Retention amount The retention amount should be calculated for base and each option years of the contract and shall be the part of price proposal. The retention amount is not subject to renegotiation after the contract is signed (Section B.3)

Medical Coverage The annual maximum benefit per each participant is USD 13,000.00 for medical coverage and USD 400.00 for routine dental coverage. According to the contract HIV/AIDS diagnosis and treatment are covered.

The contract outlines the doctor’s liability insurance in the amount of USD 10,000.00 per occurrence.

Section K The company registration and identification data should be provided. The name of the Administrator should be provided.

Solicitation Instructions and Evaluation Factors Section L provides the instructions to the perspective bidders how to prepare the proposal package and what are the most important components of the proposal.

Section M provides the proposal evaluation factors and criteria. Proposals should be submitted in time, (the late proposals will be rejected) and comply with Section L. Evaluation of the Proposals will be made on price and technical basis.

Questions and Answers

1. Question: Does the Clause 52.216-19 ORDER LIMITATIONS (OCT 1995) mean that total amount of contract cannot be higher than 10, 000 000.00 USD?

Answer: The order limitation does not mean the maximum of the contract (please see paragraph “b”, “c” and “d “of this clause).

1. Question: Does the insurance company need to register on FedBizzOps site in order to get the right for bidding.

Answer: No, it doesn’t, but is the company choice to do so.

1. Question: There is a reference on paragraph C.1.1.18 in Section C and reference on paragraph B.8 in Section L.6.2. We didn’t find these references in the text of Solicitation.

Answer: There is typo, please read the reference C1.1.14.5 in Section C as correct one instead of reference C.1.1.18. Please read the reference B.3 and B.4 in Section L.6.2 as correct one instead of reference B.8. Modification will be issued to reflect correct numbering.

1. Question: Should the financial documentations of the company be presented in its original or the copy will work? Should it be translated into English language?

Answer: The copies of the financial documents are acceptable and shouldn’t be translated into English.

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