Minutes From Pre-Proposal Conference of 06/12/2025 Request for Quotation (RFQ) Number 19UZ8025Q0026 Introduction Contracting Officer Christina Keller welcomed all attendees, and introduced U.S. Embassy Tashkent Team: Shukhrat Arifdjanov- Procurement Supervisor Irina Mezentseva – Procurement Agent Sitora Raupova - Procurement Agent Nodir Jumyazov- Procurement Agent Onder Durmus-Facility Manager Abbos Kudratov- Mechanical Engineer Supervisor Preamble This meeting will serve as the pre-proposal conference for the contract for a Concrete Resurfacing Project for the Embassy of the United States of America in Tashkent. This will be in accordance with Section A: Pricing on page 6 and Section B: Statement of Work on pages 7-12. 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 J on page 47-49 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. 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
[email protected]. 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. Sitora Raupova/Shukhrat Arifdjanov : It was noted that proposals should be submitted no later than 12:00 pm Tashkent time (GMT+5) on June 30, 2025. Proposals submitted late will not be accepted for consideration. Proposals must be in a sealed envelope marked “Quotation 19UZ8025Q0026 Enclosed”. In order for a proposal to be considered, you must complete and submit the following: SF-1442 on page 4, Section 14, 15, 30A, 30B, 30C That is a firm-fixed price contract. Please open section A on page 6. The meeting purpose is to make a contract Concrete Resurfacing Project for the U.S. Embassy Tashkent per Section B . pages 7-12. The U.S. Embassy reserves the right to award the contract in whole or in part depending on the mission priorities. The resurfacing work may be carried out on a location-by-location basis, and the Government is not obligated to authorize work in all identified areas. The Contractor shall not be entitled to additional compensation for unawarded portions of the SOW. Please open section G on page 20: G.1.0 PERFORMANCE/PAYMENT PROTECTION – The Contractor shall furnish some form of payment protection as described in 52.228-13 in the amount of 10% of the contract price. G.2.1 GENERAL LIABILITY Please open section I on page 46. There is a list of attachment (4 attachments total) Please open section J on page 47-49: SAM registration page 2 and 47 in Section J. This registration is free of charge and must be updated every year. Page 47. 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 7-12 will be covered by our FAC colleagues 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
[email protected]. 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 questions is June 13, 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. Q : Please confirm whether the contractor may perform work during nighttime hours when required to satisfy temperature specifications. A: CONFIRMED. Q: Kindly provide the exact performance and compositional requirements for the concrete mixture (e.g., compressive strength, slump, air content, and maximum water-cement ratio). A: This information is provided in the solicitation document as Attachment I, Page 10. One of the objectives of this concrete resurfacing project is installing concrete that will endure the winter salting, resisting the sulphate application on the road in winter months. However, we would be open to a mix design that achieves our objectives and provide better results. Q: Please confirm that concrete mixers will be permitted entry to the Embassy compound. A: CONFIRMED Q: Will the Government accept concrete slabs exhibiting micro-cracks, and if so, what is the maximum permissible crack width? A: WE HAVE A SLAB SECTION THAT WE POURED AS PART OF PILOT PROJECT. THE CONCRETE MIX ACHIEVED NO CRACKS GIVEN THE CONSTRUCTION JOINTS ARE PROPERLY APPLIED AND THE MIX ACCOMMODATED IT. Q: Clarify which party is responsible for daily site cleaning, refuse collection, and disposal of demolition debris. A: Contractor is responsible for debris removal, cleaning and construction related to as indicated in Section B and D at Page 9. Q: If neighboring slabs are damaged during demolition, will the contractor bear full responsibility for all repair or replacement costs? A: Contractor is responsible for any damage caused at the compound and responsible to return the damaged property to its original condition. Q: Will the required joint spacing between slabs vary by location within the project limits, and what tolerances apply? A: Clause A.4.11 at Page 8, 10 mm. expansion joint with backer rod and seal to be used. The joint locations will remain as the current installation. In the case of the out-of-typical locations, the COR will make the decision on the ground. Q: Is submission of a detailed work plan, schedule, and safety plan required for approval before starting the work? A: Yes, that is correct. Q: Will inspections, acceptance, and payment be conducted on a zone-by-zone or slab-by-slab basis, or only upon completion of the entire scope of work? A: We will inspect the work starting from the batch mix tickets to the concrete reaching to its design strength (28 days) ensure that our design intent is satisfied. Hence, we will accept the work after the cubes are test after 28 days. Q: Please provide SOW for Off-Site Parking as this is a gravel lot. A: The current solicitation SOW applies with this detail: Q: May ready-mixed concrete be delivered and placed on site, or is on-site batching and manual placement mandatory? A : It will be ready-mixed concrete to ensure to achieve the design strength and uniformity of the concrete mix. Q: Provide an updated drawing showing all permissible dimensional and elevation tolerances for the slabs. A: The provided typical drawings should provide guidance. Q: Please confirm that each expansion joint shall include Ø 22 mm × 600 mm dowels spaced at 300 mm centers to mechanically connect adjacent slabs. A: Lap splice the rebars 30 cm. by ensuring that that the rebar is fully exposed and free of concrete to achieve splicing and bonding. Q: Clarify the acceptance criteria when both a 1 % cross-slope and a 3 mm per 3 m straightedge tolerance cannot simultaneously be achieved due to field conditions. A: See the project as if it is individual slab installation rather than a long concrete surface project as small tolerance applies. Hence, the tolerance of the height between the slab is maximum is 0.5 cm.