19AQMM25R0012-Vendor Questions and Answers.pdf

19AQMM25R0012 Questions & Answers

Questions Answers

1. Language requirements for key personnel: Is it mandatory for both the Project Manager and the Site Superintendent to speak English, or would it be sufficient to designate an English-speaking POC (point of contact) who can act as a communication liaison on their behalf?

It is required they have good English communication, meaning: Ability to understand, write and read

2. Will the Contracting Officer (CO) and/or Contract Specialist (CS) speak with the competent authorities to arrange and provide the temporary facilities areas for the contractor?

Yes, this will be made through the COR, to awardee company once measurements needed have been determined.

3. For monthly reimbursements, the contractor must provide a bank guarantee, which should cover 20% of the contract’s value. Is this correct? Who is the beneficiary? Can it be less?

Per Section H.4, the bond irrevocable letters of credit (ILC) requirement is 20%.

However, as was discussed during the site visit, should the vendor only submit one (1) invoice at project completion and government acceptance, the bond/ILC requirement will be waived.

4. When must the list of contracted personnel be submitted to Social Security? With the proposal?

NTP? Start of work? The members of the list could vary.

List of personnel must be enrolled in local Social Security, this must be sent to the COR 30 days after award. Please refer to Section H.27.

5. The contractor must submit a bank statement, not a financial statement. Is this correct?

Section L.17 specifies, "Company Financial Statement. Provide a copy of the company's latest financial report." There are no bank statement requirements.

6. Should the bank account statement show a balance of at least the contract value? Is this correct?

Can it be less?

There are no bank account requirements.

7. If the project is already in the execution phase, in some situations it is necessary to define some variations (height, width, distances, etc.) to avoid delays. Who approves of these variations in these critical moments? These decisions must be made very quickly. How must variations be documented?

The Project Manager should inform the COR immediately and the decision is determined by the CO.

Only the CO can approve modifications to the contract once awarded. Please refer to Section H.18.

8. Are there some parameters that allow certain tolerances in the construction phase? For example, construction distances?

When submitting your estimate, you must account for the distances as indicated in the provided plans.

These distances are accurate, and the expectation is that they will be followed during the construction phase.

Should there be any need for adjustments to these distances during construction, such changes must be documented and submitted for approval to both the Contracting Officer's Representative (COR) and the Contracting Officer (CO).

While the dimensions in the provided drawings are very accurate, we will allow for minor tolerances, as noted during the site visit.

9. The contractor must obtain all the permits needed to carry out the project. Since these processes can fluctuate significantly due to unforeseen events and slow decision-making, there could be a significant delay in the start of construction. How should this be handled? Are such delays considered in the expected handover date? Can the embassy support the contractor to obtain these permits, for the respective government institutions?

These timeframes should be considered in your proposal if expected to take more than 90 days and any delay after award should be informed to the COR right away. Please refer to Section F.7 & F.8 for details.

10. Who is the Contract partner? To whom are the invoices issued? Invoices should be submitted as per Section G.1-G-9

11. Is it permitted to use Spanish written invoices, but with the descriptions of the work carried out in English and the values in USD?

All invoices must be in English and in USD. Please refer to Section G.1.

Do we need to consider the cost of demolishing the existent roof structure in site (including foundations)?

Yes, disassembly and relocation of the existing structure, as well as the repositioning of the existing electrical wiring, must be considered

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