Pool Maintenance Services for the U.S. Embassy Tashkent Residences

Date: 03/11/2024

Address: U.S. Embassy Tashkent Residences

Pre-Proposal Conference of 03/11/2024

Request for Quotation (RFQ) Number 19UZ8024Q0003

Introduction

U.S. Embassy Tashkent Team:

Shukhrat Arifdjanov – Procurement Supervisor

Sitora Raupova - Procurement Agent

Aziza Kuchimova - Procurement Agent

Kevin Shorten- Facility Manager

Sergey Samoylenko- Foreman

Sitora Raupova –

Welcome to our pre-proposal conference.

The meeting purpose is pre-proposal discussion for a contract for Pool Maintenance for the Embassy of the Unites States of America in Tashkent, Uzbekistan in accordance with Section 1, price table on page 6 and Scope of Work on pages 9-20, which will be covered by our Facility Manager Kevin Shorten.

The U.S. Government intends to award a contract to the responsible company submitting an acceptable quotation at the lowest price.  We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Before starting of discussion of the Solicitation Package, we should mention that we had two main requirements. The first is to read the solicitation document very carefully, and the second to submit proposal in compliance with solicitation requirements. If you worked in past with US Embassy but did not submit proposal in compliance with solicitation it does not mean that you will be awarded.  Section 3 on page 40 has clear instructions what must be included to complete proposal package. Section 4 on page 44 provides exactly what we will use to evaluate your proposal.

The U.S. Embassy strongly emphasizes transparency of the tender and equal conditions for participation.

If you have any questions, it must come to in writing in e-mail at Tashkentprocurement@state.gov . We will set a deadline for questions and then we will collect all questions and answers and send them to your e-mails in the same time. That is the way I like to work, to make a transparency and that will help you to make accurate calculation.

Proposals should be submitted no later than 11:00 AM Tashkent time on March 25, 2024. Proposals submitted late will not be accepted for consideration.

Proposals must be in a sealed envelope marked “Quotation 19UZ8024Q0003 Enclosed”.

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

SF-1449, Section 14, 15, 16, 17, 30 (page 4).

Where:

14,15,16 – Company name, telephone and address

17 – Total amount

30 – Name and title, signature and date

Please open page 6-7. There is Pricing

There is price table for base year and 4 option years.  Please complete all price table, including all labor, and DBA Insurance.  Total price shall include all labor, all insurances, overhead and profit.

Please note that price of the Contract cannot be changed, you will need to calculate everything.

DBA insurance cost must be included to your commercial proposal.

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

Page 2. Offeror must be registered in SAM website accessed through https://www.sam.gov

The Solicitation documents will be reviewed by the Contracting Officer.

Technical part of the Scope of Work will be covered by our Facility Representative Sergey Samoylenko.

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 March 12, 2024 at 17.00 p.m.

When 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.

Q: Do you require thorough cleaning?

A: This may be required additionally.

Q: How often do you require thorough cleaning?

A: It may be required seasonally, especially in the first month of spring.

Q: Can the vendor make changes in SOW?

A: No, all steps should be done as it listed in SOW, you need to follow the instructions. For example, the Kalandar 5 pool is the smallest and the circulation of chemicals is easy there.

Q: What areas are the vendor responsible for?

A: Only pool and heating system areas.

Q: Is it mandatory to provide the lists of the clients?

A: Yes, it is mandatory.

Q: Is the big pool covered at Salom 28/30?

A: No, it is not covered.

Q: Does any vendor have SAM.gov registration?

A: Yes, one of the participating companies has the SAM.gov registration.

Q: Why is the big pool not covered?

A: The pool is designed with ice proof panels. Tenant does not want to cover for that reason.

Q: Why is the pool Kalandar 5 dirtier than the big pool?

A: Kalandar 5 uses the oils to clean the pool, that’s why pool dirtier than the big one.

Q: How to fill the big pool?

A: The big pool can be filled with the faucet.

Q: Should the DBA insurance be included in pre award documents?

A: The DBA insurance should be included in price table provided in solicitation document.