Pre-Proposal_Conference_minutes_and_Q_ _A_packing_and_shipping_solicittaion.docx

Pre-Proposal Conference Minutes Solicitation: SUP300-14-Q-0005 Packing and Shipping Services Contract

October 21, 2014

Agenda for Pre-Proposal Conference October 21, 2014- 11:00 – 12:00, US Embassy, Kyiv, Ukraine

Introduction

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

CONTRACTING REPRESENTATIVES

· Adrian lanspeary, Contracting Officer

· Olena Stavnycha, Contracting Specialist

· Irina Usenko, Procurement Agent

· Alexander Sova, Customs and Shipping Specialist/COR

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

Standard Form 1449 SF 1449 should be properly filled in and submitted together with the whole solicitation package.

Type of Contract IDIQ type Contract that contains fixed prices.

Prices Section 1, 1.III. Pricing 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.

Scope of work Brief explanation of scope of work requirements and US Government expectations

COR role and Quality Assurance plan Brief explanation of the role of COR and Importance to present the quality assurance plan by Contractor.

Payment procedures All payments under this contract will be made at the conclusion of services as per issued delivery order on a monthly basis, by EFT.

Solicitation Instructions and Evaluation Factors Section 3 provides the instructions to the prospective bidders on how to prepare the proposal package and what are the most important components of the proposal.

Section 4 provides the proposal evaluation factors and criteria. Proposals should be submitted on time, (late proposals will be rejected) and comply with Section 3. Evaluation of the Proposals will be made on price and technical bases.

Section 5 The company registration and identification data should be provided. The name of the Administrator should be provided.

Questions and Answers

Please submit all your questions in writing provide your electronic address and will answer your questions in a couple days.

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.

Questions and Answers Packing and Shipping Services Solicitation SUP300-14-R-0004 (1). US Small Business firm has significant experience in Overseas contracting but, the subject solicitation which has a guaranteed maximum of only $20,000 per year would inhibit any viable small business from bidding this effort – unless they are already established in Kyiv. Being that there is such turmoil in the area and it would take a guaranteed monthly salary for a qualified US PM to locate there for this important mission, would it be possible to raise the minimum to a guaranteed $10,000 (fixed price line item) per Month?

Would it also be possible to get business addresses and contact information of the local companies working on the project currently? Is there an incumbent? If so, could we get information on that?

A: Please review Section 1, paragraph 1, which states the U.S. Government, guarantees a minimum order of 20,000.00 USD for each year of the contract this is not the maximum amount. Also, please note in Section 4, Addendum to Evaluation Factors that we have included FAR 52.216-27 Single or Multiple Awards (OCT 1995) stating that the government may elect to award a single contract or award multiple delivery order contracts under this solicitation.

Due to the mentioned above solicitation provisions and previous contract experience we expect this solicitation to result in a multiple award contract where the US Government guarantees estimated minimum amount per each contract period (i.e. annual) for each contractor. The US Government cannot guarantee a large increase in the minimum guarantee from 20,000/annually to 120,000/annually as you are requesting.

The following are the names and address for the incumbent contractors:

1. Kimet – Plus Mr. Alexander Pakharenko/General Manager 10 Starokiyivska St.

Kyiv 04116, Ukraine Phone: 380-44-236-6177, 483-2420 or 483-2461 Mobile: 0503864346 Email: Kimet@merlin.net.ua

2. Eurodean M & S Ms. Karen Gabrelyan 37 Dovbusha St.

Kyiv 02092, Ukraine Phone 380-44-576-6335, 576-7371 Email: eurodean@eurodean.kiev.ua

3. Interdean MS. Marina Kazachinska 3 Promislova St.

Kyiv 01013, Ukraine Phone: 380-44-569-0652 or 576-7370 Email: Marina.Kazachinshaya@interdean.com

(2). How to fill out the proposal correctly with regards to Value Added Tax, which will not be included in the CLIN rates.

For example, the company currently is a VAT payer and is planning to become a fix tax payer according to Ukrainian tax legislation starting January, 2015. Which column/paragraph should be used in SF1449 form and/or Proposal to indicate this information?

A: Please see Section 1, paragraph 3.A. Value Added Tax. This paragraph requires VAT to be priced as a separate line item in the contract and on invoices. The pricing schedule has been amended in A001 to include a line item for VAT for the base and each option year.