Minutes_and_QsAs_V2.pdf

MINUTES: Pre-Proposal Meeting Held on January 29, 2014 For Solicitation No.

SZA60014R0003 – Shipping/Packing Services

Time Held: 11:00 hours

PRESENT:

Paul Stenseth (Contracting Officer), Mubanga Chileshe, Thomas White, Vincent Daka, Ethel Mwanaumo, and representatives from six shipping/packing companies

The Contracting Officer welcomed everyone present and went through the solicitation document highlighting the due date, evaluation criteria, and closing date. He also stated that it is prohibited for contractors to traffic in persons. He encouraged the contractors to read through the entire document and to pay attention to the requirements as requested in the solicitation.

Mr. Stenseth also mentioned that answers to questions raised before and after the pre-proposal meeting would be posted on www.fbo.gov and http://zambia.usembassy.gov/doingbusiness.html. Answers given during the meeting were not final.

Questions and Answers

1. List of clients over the past three years: does this include import and export? Should we include all our clients including private clients? This might be difficult as we do more than 400 removals a year and we must ensure the privacy of our clients. Would it be OK to provide only the list (import and export) of assignments awarded to our company by the US Embassy?

Answer: Yes, this would include import and export. No, references should be from other companies other than the US Embassy in Lusaka.

2. Evidence that the offeror / quoter can provide the necessary personnel, and financial resources to perform the work: would a letter from our head office confirming that we do have the financial resources and the list of our employees be enough? Otherwise, would you be able to give us examples or list of the type of documents required?

Answer: Provide information on personnel experience in Shipping/packaging services. A three month Bank statement should be provided.

3. Plan to obtain all licenses and permits: We do already have all required permits and do not need to obtain any. Would you be able to send us a list of the documents you require so we make sure not to miss any?

http://www.fbo.gov/ http://zambia.usembassy.gov/doingbusiness.html

Answer: Page 39 of the solicitation states that the contractor shall obtain permits, licenses, appointments in compliance with applicable host country laws. Also see

L.1.2.2(5).

4. Identify types and quantity of equipments, supply and materials required: Would a list of our material and equipment suffice or do you require proof that the equipments are in good condition? If so, would invoices for repairs and material purchase be enough?

Otherwise, kindly advise what type of document we should provide you.

Answer: The contractor should list the relevant equipment – see L.1.2.2(6).

5. Which currency should we quote in?

Answer: Page 3 of the solicitation states that the offerror should identify the currency.

6. Will you provide a tax exemption letter to submit to Zambia Revenue Authority?

Answer: Yes. This will be used exclusively for the contract.

The Contracting Officer thanked the contractors for coming and closed the meeting at 11:45 AM.