Minutes_from_March_23_-_Pre-Proposal_Conference__for_Travel_Management_Services_Contract.doc

Chapter 4 - Solicitation Documents October 2004

Minutes from March 23, 2017 Pre-Proposal Conference

03/23/2017 US Embassy Lusaka

Subdivision694/Stand 100

Ibex Hill Road

Kabulonga

Lusaka, Zambia.

Minutes from Pre-Proposal Conference of 03/23/2017 – Solicitation Number SZA60017R0003 for Travel Management Services.

Introduction

The Contracting Officer welcomed all attendees, introduced the COR and Procurement Staff.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

At the beginning of the conference, attendees were informed that statements made at the conference do NOT change the solicitation. All changes will be by written amendment to the solicitation.

The Contracting Officer advised that all questions and answers will be provided to all companies on the solicitation mailing list. If an answer changes something in the solicitation an amendment will be required.

The contracting officer reiterated the due date and time on Standard Form SF 1449 and that no offers shall be considered after the deadline.

The Contracting Officer mentioned that the contractor will be paid a transaction fee based on a fixed rate per transaction. The contractor will be paid a fixed amount for services provided from award of the contract.

He explained that the rates/prices in Section 1. “The Schedule” are fully loaded or all-inclusive rates. No changes will be made after the contract is signed.

He further explained that rates for option years must be in the offer and are not subject to renegotiation after the contract is signed.

The Contracting Officer explained that clause 52.217-9, Option to Extend the Term of the Contract, allows the exercise of options to be the choice of the Government, not the contractor.

He also explained clause 52.217-8 Option to Extend Services after the contract has expired. “That the Government may require continued performance of any services within the limits and at the rates specified in the contract. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months”.

The Contracting Officer guided offerors to follow the guidelines in Section 3 Solicitation provisions FAR 52.212-1, instructions to offerors -- commercial items (Jan 2017) and evaluation factors for award in Section 4 of the solicitation.

He also explained clause 52.225-17 evaluation of foreign currency offers (feb 2000).

The Contracting Officer explained the Defense Base Act (DBA) insurance premium costs covering employees. He explained that the offeror shall obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm. He explained that the price shall be embedded into the prices of the other line items and therefore a separate invoice will not be required.

The Contracting Officer explained to the attendees how to obtain a Dun and Bradstreet number and SAM registration procedure as it is required for all actions over $30,000 and reiterated that award shall not be made if registration is not done.

• The COR explained the statement of work to offerors in attendance from the solicitation.

Questions:

The attached questions were asked during the conference or prior to the conference:

Conclusion

The conference concluded and attendees were thanked for expressing interest in doing business with the U.S. Government. The meeting was a closed.

Sincerely, John McDonald Contracting Officer

Enclosure: Questions and Answers