19UZ8025Q0010 Diesel Generator Preventive Maintenance Service

Date: February 11, 2025

Address: U.S. Embassy Tashkent

3 Mayqorghon Street, Tashkent

Uzbekistan 100093

Minutes From Pre-Proposal Conference of 02/11/2025

Request for Quotation (RFQ) Number 19UZ8025Q0010

Introduction

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

Embassy Tashkent Team:

Ӧnder Durmuş - Sr. Facility Manager

Anthony Ray - Professional Associate Facility Manager

David Macatantan - IT

Shukhrat Arifdjanov – Procurement Supervisor

Irina Mezentseva – Procurement Agent

Nodir Jumyazov- Procurement Agent

Abbos Kudratov – Mechanical Engineer Supervisor

Avazhon Torakhon - Building Engineer Supervisor

Dildora Ibragimova - Safety Program Coordinator

Preambule

This meeting will serve as the pre-proposal conference for the contract for Power generators

maintenance services for the Embassy of the United States of America in Tashkent. This will

be in accordance with the performance work statement paragraph 1, section 1, page 5.

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 3 on page 52 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 4 on page 54 provides exactly what will be used

to evaluate your proposal.

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 Procurement team will explain how to complete the forms.

Shukhrat Arifdjanov:

It was noted that proposals must be submitted no later than 12 pm of February 23, 2025.

Proposals submitted late will not be accepted for consideration.

Proposals must be in a sealed envelope marked “Quotation 19UZ8025Q0010 Enclosed”.

Please have an original ID with you.

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

SF – 30, Section 8, 15A, 15B, 15C. Section 14 shows what amendments were done in RFQ.

SF-1449, Section 12, 17, 23, 24, 30. On pages 4

Where:

12 – Discount terms (if any)

17 – Company name

23 – Unit price

24 – Total amount

30 – Name and title, signature and date

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

After establishing the contract, the US government reserves the right to decide of its

extension or completion of work under the contract. The Contractor will be notified of the

decision in writing. In this regard, the US government expects that prices will be given, based

on the possibility of renewal (Option years).

Please open page 6. Pricing table from page 7 to 9 for base and 4 option years.

Please note that this is fixed price contract, and prices are not subject to change until

contract if not completed.

Page 10th part 2.7 You must include price per hour for emergency repair cost.

This contract requires two types of insurances which you can find on pages 16th and 52nd.

Responsibility and liability insurance and Defense base Act (DBA) insurance.

This kind of insurance must be included for this contract. Please see the DOL web site where

you can purchase it. 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.

Discussion of the Solicitation Package

The following sections of solicitation were highlighted:

I. Performance Work Statement:

The meeting purpose is to make a contract for Generators PMS services for the Embassy of

the Unites States of America in Tashkent, Uzbekistan in accordance with Performance Work

Statement paragraph 1, Section 1, page 5.

The contract will be for one-year period from the date of the contract award (Base Period),

with 4-year extension (Option Years Period).

Prices should be filled out for all 5-year periods (Base Year plus Option Years).

II. Section 3 discussion

All the factors that we will use when considering proposals are specified in section 3, page

52. If submitted proposal missing any information specified in section 3, the proposal can be

considered technically unacceptable.

One of the requirements (section 3) intends that you need to specify the list of clients for the

past 5 years.

III. Section 4 discussion

Section 4 on page 56 reflects Evaluation factors:

 Award will be made to the lowest priced, acceptable, responsible offeror. The quoter

shall submit a completed solicitation, including Section 1 and 5.

 The Government (Embassy) reserves the right to reject proposals/quotations, which do

not conform to the solicitation.

 The Government (Embassy) will determine acceptability by assessing the offeror’s

compliance with the term if the RFQ to include the technical information required by

Section 3.

 The Government (Embassy) will determine Contractor responsibility by analyzing

whether the apparent successful offeror complies with the requirement of FAR 9.1,

including:

- Adequate financial resources or the ability to obtain them;

- Necessary organization, experience, and skills or the ability to obtain them;

- Be otherwise qualified and eligible to receive an award under applicable laws and

regulations.

Section 4 should be reviewed carefully to know Embassy requirements.

IV. Section 5 discussion

Section 5 on page 58 REPRESENTATIONS AND CERTIFICATIONS.

It requires NDAA certification and SAM registration.

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

Technical part of the solicitation will be covered by our colleagues from Facility Team.

Abbos Kudratov:

We are here to discuss the preventive maintenance service contract for power

generators per Exhibit A. Scope of work, pages 19 – 33. Quarterly preventive

maintenance – 3 visits per year. Annual preventive maintenance 1 visit per year.

Generators: “Cummins”. We need technical check and reports from you upon each visit.

Also, during maintenance, it is necessary to submit used oil, coolant and fuel for analysis.

Be also aware of safety requirements, pages 20 – 26.

In case of an emergency within the US Embassy facilities and/or during the execution of

the contracted work, contractor personnel must follow the instructions given by the

Embassy representative (escort) who is supervising the work, or security personnel.

The contractor shall provide emergency assistance for generator support, priced at an

hourly rate, within 24 hours of being contacted by the COR.

Ӧnder Durmuş:

We want to remind you that we need quality of services and safety. We will be

monitoring.

We have 3 requirements: contracting (administration), performance and safety. Safety in

this project is about 60%. It means it’s on the first place. More detailed information will be

provided to the awarded company.

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 February 12, 2025 at 12.00 PM

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.

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:

1) What spare parts will be used?

Only original by Cummins.

2) Will we need to calculate offer for spare parts and service?

No, only for service.