Minutes, Q&A from Pre-Proposal Conference 19UZ8025Q0013

Date:                                                                   May 7, 2025  

Address: U.S. Embassy Tashkent

                3 Mayqorghon Street, Tashkent

                Uzbekistan 100093

Minutes From Pre-Proposal Conference of 05/07/2025

Request for Quotation (RFQ) Number 19UZ8025Q0013

Introduction

Contracting Officer, Kathleen (Casey) Murphy, welcomed all attendees, and introduced U.S. Embassy Tashkent Team:

Irina Mezentseva – Procurement Agent

Sitora Raupova - Procurement Agent

Nodir Jumyazov- Procurement Agent

Botir Nigmatullaev – Realty Assistant

Preamble

This meeting will serve as the pre-proposal conference for the contract for painting for residences of the Embassy of the United States of America in Tashkent. This will be in accordance with Section B: Supplies or Services and Prices pages 4 - 7.

Before starting discussion of the Solicitation Package, please note that there are two main requirements:  The first is to read the solicitation document carefully, and the second is to submit your proposal in compliance with the solicitation requirements. If you have worked in the past with the US Embassy but don’t submit a proposal in compliance with this solicitation, you will not be awarded the contract. Section L on page 86-88 provides you with clear instructions on what must be included to complete the proposal package. If something is not on this list, it will not be evaluated.  Section M on page 93 provides exactly what will be used to evaluate your proposal.

Please ensure that you provide accurate calculations for your bid, as this will be one of the main criteria that are evaluated.

The US Embassy strongly emphasizes transparency of the tender and equal conditions for participation.  If you have any questions, they must come in writing by email to TashkentProcurement@state.gov. We will set a deadline for questions, after which we will email the questions and their answers to all bidders at once to ensure transparency and a fair process.

I will let the procurement team explain how to complete the forms. 

Irina Mezentseva:

The meeting purpose is to make a contract Painting contract for residences of the U.S. Embassy Tashkent per Section B. pages 4 - 7.

It was noted that proposals should be submitted no later than 14 pm of May 20, 2025. Proposals submitted late will not be accepted for consideration.

Proposals must be in a sealed envelope marked “Quotation 19UZ8025Q0013 Enclosed”.

In order for a proposal to be considered, you must also complete and submit the following:

SF-1442, Section 14, 15, 30A, 30B, 30C

That is a firm-fixed price contract. For base + 4 option years

The contract will be for a one-year period from the date of the contract award (Base Period), with four-year extension (Option Year Period).

Prices should be extended for all 4-year periods (Base Year plus Option Years).

Please open page 5 - 7.

After establishing the contract, the U.S. government reserves the right to decide on its extension or completion of work under the contract. The Contractor will be notified of the decision in writing. In this regard, the U.S. government expects that prices will be given, based on the possibility of renewal (Option years).

II. Section L discussion

All the factors that we will use when considering proposals are specified in section L, page 86 - 92. If the submitted proposal missing any information specified in section L, the proposal can be considered technically unacceptable.

One of the requirements (section L) intends that you need to specify the value of contracts with customers with whom the company has been working for the past three years.

III. Section M discussion

Section M on page 43 reflects Evaluation factors:

• To be acceptable and eligible for evaluation, proposals must be prepared following Section L and must meet all the requirements in the other sections of this solicitation.
• The Government intends to award a contract resulting from this solicitation to the lowest priced, technically acceptable offeror who is a responsible contractor.
• The Government will evaluate all proposals received will be evaluated to ensure that each proposal is complete in terms of submission of each required volume, as specified in Section L.
• The Government will determine responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR 9.1, including:

(1) adequate financial resources or the ability to obtain them;

(2) ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;

(3) satisfactory record of integrity and business ethics;

(4) necessary organization, experience, and skills or the ability to obtain them;

(5) necessary equipment and facilities or the ability to obtain them; and

(6) otherwise qualified and eligible to receive an award under applicable laws and regulations.

IV. SAM registration discussion

SAM registration page 1 and 86.

This registration is free of charge and must be updated every year.

Page 86. Defense base Act (DBA) insurance.

This kind of insurance must be included in this contract. Please see the DOL web site where you can purchase it. DBA insurance cost must be included in your commercial proposal.

Please note that you would have to purchase DBA insurance only if Contract awarded to you.

Specifications Work Statement pages 9 – 14 will be covered by COR Botir Nigmatullaev.

Conclusion

We hope that the information obtained will help you to provide acceptable and mutually beneficial offers. All questions might be asked during the meeting or send via electronic mail to address TashkentProcurement@state.gov. We will send the answers to all the companies, that will reflect the transparency of the tender and equal conditions for participation.

Deadline for the question is May 8, 2025 at 12.00 PM

When the decision is made, we will inform all in writing about its results, announce the winning company, and separately, each company will be informed why it did not win the tender.

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

Q&A:

Q: What is the duration of the contract?

A: The Contractor shall provide the services shown below for the base period of the contract, starting on the date stated in the Notice to Proceed and continuing for a period of 12 months.

Q: Will there be an opportunity to revise the pricing later?

A: This contract is an indefinite-delivery indefinite-quantity contract with firm-fixed prices. Task orders will be priced and payable entirely in the currency indicated in the SF1442. The Government will not pay any additional sums due to any escalation in the cost of materials, equipment or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by this contract. Nor will the contract price be adjusted due to fluctuations in the currency exchange rates. The Government will make changes in the contract price or time to complete only due to changes made by the Government in the work to be performed, or by delays caused by the Government.

Q: Is DBA (Defense Base Act) insurance a U.S.-based requirement?

A: The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees. The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm

Q: Is fiberglass mesh (stekloholst) included in the contract cost? Should it be included into the pricing for warranty purposes?

A: Yes

Q: Are the residences located within Tashkent?

A: Yes

Q: Will post-work cleaning be required after completion of tasks?

A: Yes

Q: What are the specifications or requirements for consumable materials?

A: Good quality.

Q: What are the minimum and maximum anticipated volumes of work?

A: During the Base Year of the contract, and during the option year that might be exercised, the United States Government (USG) shall place orders totaling a minimum of $100.00 This reflects the contract minimum guarantee for each period of performance. The amount of all orders, for base and all option years shall not exceed $100,000.00 This reflects the contract maximum.

Q: What working schedule is expected (e.g. working hours, days of the week)?

A: The Contractor shall perform all work during Monday – Friday 08:00 to 17:00 except for the holidays identified in Section I

Q: Will it be possible to inspect the residences prior to commencement of work?

A: No