Pre-Proposal_Conference_Cell_phone_June_17__2014.docx

Pre-Proposal Conference Minutes Solicitation: SUP300-14-Q-0002

June 17, 2014

Minutes from Pre-Proposal Conference of June 17, 2014- 11:00 – 12:00 at the US Embassy, Kyiv, Ukraine

Introduction

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

CONTRACTING REPRESENTATIVES

· James Henry, Contracting Officer

· Olena Stavnycha, Contracting Specialist

· Irina Usenko, Procurement Agent

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.

Payment procedures All payments under this contract will be made at the conclusion of the period covered 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

1. Question: Does the amount USD 10,000.00 mean that total amount of contract cannot be higher than 10,000.00 USD?

Answer: No, it doesn’t. USD 10,000.00 is the min amount for the contract, which is the Government obligation.

1. Question: What is meant by the “renting phones” requirement?

Answer: Periodically the Embassy needs some amount of cell phones with SIM cards for official and VIP visits. The phone models should basic models with regular features.

1. Question: What is the method of proposals submission?

Answer: The proposals should be submitted in sealed envelopes directed to the named Contracting Officer, on the date stated in the Solicitation. No electronic submissions are allowed. The proposals should be completed as requested in the Solicitation package.

1. Question: How will the results of the proposals’ review be announced?

Answer: The US Embassy will inform the bidders about the results of the proposals’ review via mail. The results will be published on FedBizOps web-site. It is up to the Contracting Officer to decide if the total amount of the contract to be awarded should be revealed.

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.