19AQMM26N0002 Criminal Courts Telepresence DRAFT REQUIREMENTS DOCUMENT.pdf

Bureau of International Narcotics and Law Enforcement Affairs

(INL)

U.S. Embassy Mexico City

REQUIREMENTS

DOCUMEMENT

Mexican Criminal Courts Telepresence Project

SECTION 1

Statement of Work (SOW)

1. GENERAL

The offeror shall provide all labor, services, materials, equipment, transportation, supervision, and all requirements necessary to accomplish the efforts described in this Statement of Work (SOW).

2. BACKGROUND

Judiciaries in Mexico’s border states and face persistent security and operational challenges when processing cases involving detainees imprisoned for TCO-related activities. Current reliance on in-person hearings requires frequent inmate transport from detention facilities, creating elevated risks of escape, violence, intimidation of judicial personnel, and disruptions to proceedings. These risks contribute to hearing delays, case backlogs, and reduced judicial effectiveness at a time when TCO and FTO-related activity along the U.S.–Mexico border remains acute. The problem stems from limited access to secure, court-approved telepresence technology, uneven digital infrastructure, and procedural frameworks that have not adapted to evolving security threats. Addressing this issue now is critical to ensure timely prosecution of high-impact cases. Potential obstacles include institutional resistance to procedural change, resource constraints, and concerns among some judicial actors about technology reliability and legal validity of virtual hearings.

3. SCOPE

This project will equip up to five state or federal judiciaries and their courtrooms in Mexico’s mainly northern border states and the corresponding penitentiaries in those states or judicial districts with advanced telepresence systems and secure digital communication platforms.

The Contractor shall accomplish the following main activities:

• Software/infrastructure procurement, delivery, inventory, implementation, and customization in each location, including installation, integration, and testing to meet the objectives of this contract.

• Provide complete system documentation.

• Provide end-user and system administrator knowledge transfer; and

• Provide necessary Project Management services for the duration of the project.

4. RELATIONSHIPS

The Contractor shall be responsible for project assessment, design, development, implementation, testing, delivery, knowledge transfer, and support/warranties. The INL Criminal Prosecutions Team and Government of Mexico (GOM) assigned to the project shall work with the Contractor, as needed, to ensure full success of the contract.

The contractor shall conduct initial workshop sessions with selected GOM partners in each location involved. These meetings will ensure that the locations provide the needed support and infrastructure for successful project implementation. A product of these meetings will be a list of equipment for each specific location.

5. REQUIREMENTS

• The Contractor shall be responsible for project assessment, procurement, design, development, implementation, testing, documentation, knowledge transfer, and delivery to the final location.

• The contractor shall conduct workshop sessions with the operations and management staff. Base states for implementation TBD and option year states to be determined as approved. These meetings will ensure that the States are providing the support and infrastructure needed for software development and operation, as well as successful project implementation.

• Contractor must work with the States designated staff to ensure customization of on-site processes, and certify software is working correctly and fully integrated.

• The Contractor shall provide an audiovisual system for distant places within the judiciary and the selected prison facilities that increases the participation of the public and agents of justice while clarifying visibility during the trials, with the virtue of providing support in remote sites, taking into consideration geographical location for different situations.

• The Contractor shall provide technical documentation in Spanish, including the description and functions of the software installed.

• Contractor shall provide all software licenses needed with a plan for follow-on years’ cost estimates and any maintenance packages that might be recommended or required. Follow on year expenses are being requested in this contract and will be exercised based on USG interest.

• Contractor shall provide warranties & technical support for one year starting upon

INL acceptance of the project for the Base Year and the Option Years.

• The contractor must provide complete system documentation.

• The contractor must provide end-user and system administrator knowledge transfer.

Components of the technical solution:

• Videoconference hardware that includes the installation and configuration in the different sites to connect the State Judiciary with the Prisons.

• Network and audio equipment that complements the videoconference solution and allows the connection between different sites in the State with the Prisons.

6. OBJECTIVE

• Judges and magistrates conduct online hearings with TCO-related inmates via telepresence technology from within high-security prisons to mitigate transport risks, prevent escape attempts, enhance personal security, and reduce hearing delays. The solution shall contain the following services:

Judicial Collaboration Platform:

o A technological tool to provide telepresence capabilities for Oral Trials, including public and private service booths for investigation experts with mobile equipment; this will substantially improve efficiency and speed for judiciary officials, citizens and third parties that participate in the hearings.

o The project will enable judges and judicial officials to conduct secure virtual hearings with inmates and other detainees imprisoned for TCO-related activities. Planned activities include the procurement, installation, and operational integration of telepresence technology to support remote judicial proceedings. These actions will reduce the need for inmate transport, mitigate escape and security risks, protect judicial personnel, and minimize delays in criminal proceedings.

7. DELIVERABLES

7.1. According to the work plan developed by the Contractor, in consultation with and approved by the Contracting Officer Representative/Government Technical Monitor (COR/GTM), Contractor will present deliverable timelines and any change management planning should it be required.

7.2. All documentation and reports shall be delivered in electronic format in English and Spanish. All documentation and reports developed or provided by the contractor shall become the property of the U.S. Government.

7.3. All deliverables, including attachments, shall comply with the data right clauses incorporated in the contract. The Government will reject all deliverables containing markings contradicting said clauses.

7.4. All deliverables shall include a cover page incorporating the following information:

• Deliverable name and number

• Contract number

• Project title

• Date of submission

• Document version number

• Contractor’s name

7.5. Deliverables longer than five (5) pages shall include a table of contents. All Attachments shall include the attachment number, deliverable name and number, and contract number.

7.6. The contractor shall distribute the documents identified in the table below to the following individuals:

COR: E-mail:

GTM: E-mail:

GOM: TBD

CO:

Deliverable

(Required Language) Due Date Frequency Distribution

D01 – Project Management Plan (PMP) (English and Spanish)

No later than 15 calendar days after the award

Updated as required

COR, GTM,

GOM

D02 – Weekly Project Report (English)

Reporting to start no later than 15 calendar days after the award

Weekly for the duration of the project

COR, GTM

D03 – Monthly Progress Review Meeting, Agenda, and Minutes (English and Spanish)

Reporting to start no later than 30 calendar days after award

Monthly for the duration of the project

COR, GTM,

GOM

D04 – Technical Assessment Report obtained at the location pre-installation (English and Spanish)

As Required

One Report per location

D05 – Single Overall Testing Plan (English and Spanish)

No later than 45 calendar days after the award

Once COR, GTM, D06 – Knowledge Transfer (Spanish)

No later than 10 site installation

Once COR, GTM, D07 – Warranty Documentation (English and Spanish)

No later than 10 acceptance

Once

GOM

D08 – Project Closeout Documentation (English and Spanish)

No later than 365 receipt of award

Once

GOM

D09 – Monthly Synopsis of Customer Complaints and Action Taken (English)

Reporting to start no later than 30 calendar days after award

Monthly

COR, GTM

8. PERFORMANCE REQUIREMENTS

8.1. Project Management. The Contractor shall provide project management services to ensure all services are accomplished in accordance with contract requirements and performed in a timely manner.

8.1.1. Project Management Plan. The contractor shall provide a Project Management Plan (PMP) in Microsoft Word format, and a Microsoft Project file. The project management plan shall include a detailed representation of tasks, and required subtasks, to be performed (cross-referenced to the requirements of this SOW and the contractor’s technical proposal) for timely completion of the project. The plan shall define in detail all project milestones and associated completion schedules. Particular attention shall be placed on identifying interdependencies between tasks, importation requirements and processes, and identifying milestones dependent upon successful interaction amongst parties. The PMP shall include, at minimum, the following management plans:

• Requirements Management Plan: This plan shall identify in detail how planning, tracking, and reporting of requirements activities will occur. How changes to requirements will be requested, tracked, and analyzed; how requirements will be prioritized; what metrics will be used to trace project requirements; and a requirements traceability matrix, which shall include at least:

Unique ID, description of requirement, objective, priority, accepted/denied, and status.

• Project Scope Description: Shall have the characteristics of the product, service, or result of the project.

• Project Acceptance Criteria: Shall identify the processes and criteria that will be used to determine whether project deliverables are acceptable and satisfactory;

and the process stakeholders will use to indicate their acceptance of deliverables, and how will verify project scope.

• Project Deliverables: Shall identify measurable outcomes, results, or specific items that must be produced to consider the project completed. Deliverables shall be identified in a specific and verifiable manner.

• Project Exclusions: Shall identify items not included within the scope of the project.

• Project Constraints: Shall identify activities that may restrict the actions of the project. This section shall identify, time, scope, quality, schedule, resource, technology, and directive (management and political) constraints.

• Approval Requirements: Shall define and identify the requirements that must be met for project approval.

• Work Breakdown Structure: The WBS shall identify major deliverables, and subprojects decompose each into smaller units of work, or work-packages. Each work-package shall reliably identify cost, resource, and schedule estimates and have a unique identifier.

• Schedule Management Plan: This plan shall identify an activity list, activity attributes, activity durations, milestone list, sequence of activities, activity dependencies (mandatory and discretionary); shall identify human and material resources for each activity; and a fully integrated project schedule for all project activities.

• Risk Management Plan: This plan shall clearly identify the methodology used to identify risks and perform risk management. This plan shall include timing of critical milestones or tasks; revised stakeholder tolerances; reporting formats;

reporting schedule; risk probability and impact to project; risk tracking; risk triggers; and a risk response process clearly identifying contingency plans if a risk trigger has occurred. This plan shall identify risks and categorize into the following four categories: technical, project management, organizational, and external.

• Procurement Management Plan: This plan shall identify the equipment and services required for project final acceptance. This plan shall include the methodology of procuring equipment, services, and importation process, IVA invoicing procedures for local purchases and procurement schedule. This plan shall also include equipment and services selection criteria, which shall clearly identify the methods used to identify the best value to the USG, and prior approval and coordination with CO and COR/GTM shall be required before equipment procurement.

• Quality Management Plan: This plan shall identify the criteria for gauging project activity and deliverable quality. This plan shall be coordinated with GOM and INL COR/GTM for stakeholder expectations. This plan shall include quality metrics, quality checklists, process improvement plan, and a quality baseline.

• Communications Management Plan: The contractor shall provide a communications plan, which shall provide at the minimum: A stakeholder identification document with a graphical representation of project team chart, stakeholder, and external vendors. This plan shall identify how communication shall be distributed; project team and stakeholder roles and responsibilities; and methods for securing project information and distribution of such.

• Monitoring, and Controlling Plan: The contractor shall provide a communications plan, which shall provide at the minimum: A work authorization system and procedures clearly identifying possible work authorization requests;

pertinent responsible stakeholder; and the format of documentation used to request such authorization. The contractor shall provide a change control system;

inspection and audit plan; and the identification of a payment plan, which shall include at the minimum invoicing procedures, invoice format, and payment receiving report.

• Closeout Plan: The contractor shall provide a communications plan, which shall provide at the minimum: Final invoice procedures, project acceptance documentation; contract closeout documentation; project operational status certificate; and project closeout briefing.

8.1.2. Weekly Project Report. The contractor shall provide (electronically) weekly project reports on activities completed, pending action items, and activities planned for the following week on each Friday during the duration of the project. The Weekly Project Report shall be structured in such a way to permit cross-reference to the SOW and contractor’s technical proposal, and shall include at a minimum the following sections:

• Document Control Section. Shall include document number, contract number, date, and project name.

• Report Details. Preparer, delivery date, and distribution list.

• Directory of Project Stakeholders. Shall include name, phone number, agency, e-mail address, and title.

• Activity Tracking. Shall include a milestone chart of current and projected activities, and status.

• Technical Progress Section. This section shall compare actual to planned performance and indicate the progress made in accomplishing each contract task. The report shall include relevant details for assessing the status of performance, i.e., a brief, factual summary description of the technical progress made. The section shall identify any unforeseen technical difficulties, which may threaten on-time completion of the contract. The section shall indicate the specific task that is not progressing according to plan; the reasons for the difficulty; and specific recommendations for remedial action.

• Travel Section. Shall include travel plan, status, and required dependencies with communication planning section (e.g. Travel plan shall be coordinated with COR and GTM and GOM before action is taken). Shall define dates, location, and personnel travelling.

• Invoice Notification. Shall include a notification of invoice submission, which shall include at the minimum: invoice amount, invoice number, and date.

• Communication Section. Bicentennial Initiative projects require timely communication and approvals between Contractor, INL COR, GTM, Contracting Officer, and GOM. The Contractor shall include a communication section, which shall specify the required communication, notification, or approval; required approval request date, and pertinent documentation.

8.1.3. Monthly Progress Review Meetings. The contractor shall arrange and conduct monthly progress review meetings at a location to be determined with the representatives of GOM and the USG. The contractor shall develop a proposed meeting agenda. After obtaining GTM approval of the proposed agenda, the contractor shall distribute to all participants a copy of the agenda and any other documentation to be used during the in-person or teleconference meeting. The approved agenda and documentation shall be distributed by the contractor at least five (5) calendar days before the scheduled meeting.

The contractor shall record meeting minutes and distribute via e-mail within two (2) business days of holding the meeting.

8.2. Provision, Delivery, Inventory, Installation, Integration and Testing of Software, Hardware, and Associated Infrastructure.

8.2.1. The Contractor shall provide all required software, hardware, and miscellaneous items necessary to meet the objectives of this contract. A preliminary list of requirements is included in the Item Description (Attachment A). The list is provided for informational purposes only. The Contractor shall be solely responsible to design and provide an integrated system to meet contract objectives.

8.2.1.1. The Contractor shall provide a comprehensive Bill of Material for all hardware and software delivered under the contract. The list shall include:

• Item Description

• Name of Manufacturer

• Model Number

• Serial Numbers

• Delivered Quantity

• Unit Price

• Extended Price

• Warranty Expiration Date

Initial inventory shall take place in a Contractor provided warehouse in Mexico City.

Contractor shall provide all services to deliver this solution to their warehouse in Mexico City and the final end user location. Base state for implementation is TBD and option year states to be determined as approved

The items being acquired will be donated to the Government of Mexico. Therefore, a donation process must be completed before delivering any item to end user location. Once the donation process is completed, the Contractor will receive a written authorization from INL Mexico Logistics to deliver the equipment and services described in this SOW.

NOTE: No item can be delivered without prior written authorization and coordination with INL Mexico Logistics and COR/GTM. Once the Contractor obtains written approval, a specific delivery date will be established.

8.2.2. The Contractor shall install and integrate all hardware, software, and equipment at the tentative states in accordance with OEM recommended specifications and installation instructions. The Contractor shall coordinate all equipment deliveries and installation services with COR/GTM and GOM at least 15 calendar days prior to commencing work onsite.

NOTE: No equipment shall be delivered, and no labor shall be dispatched until written confirmation has been obtained from the COR/GTM that the location is ready for work to commence.

8.2.3. Upon completion of installation and integration at each location, the contractor shall perform operational capability testing to ensure compliance with all contract requirements and proper operation of all hardware and software. Upon successful completion of required testing the Contractor shall provide the DOS a complete inventory of all items delivered and installed at each location and the results of the operational capability tests.

8.2.4 Importation Plan: Shall be included as part of the proposal. Contractor must deliver Export/Import plan to Contracting Officer, INL Contracting Officer’s Representative (COR) and Criminal Prosecutions Program when sending its proposal. In this plan contractor should provide fully understanding of Mexican labeling and customs documentation standards. The Contractor shall consolidate the entire shipment to prevent loss and misdirection of the equipment.

NOTE: Partial shipments are authorized if prior written approval was obtained by the Contracting Officer.

All necessary export approvals, licenses, and related paperwork must be provided by the Contractor. If an export/import license is required, the items shall not be shipped until the export/import license is received/approved.

8.2.4.1 Importation Permits and Licenses: The Contractor must provide/file all required shipping/export documentation and relevant permits/licenses or any other documentation necessary for the importation of the goods to Mexico. Contractor shall be responsible to clear customs in Mexico, pay importation taxes and any other tax or fee to make the importation to Mexico and provide all required importation permits and paperwork in compliance with Mexican regulations.

NOTE: USG will not be in any way involved in the importation/exportation process. No delivery shall take place until coordinated with INL Mexico Logistics.

The contractor must comply with all applicable International, U.S., and Mexican Regulations. All shipping documents, export declaration forms, and other delivery information shall be submitted once those are available to:

INL Mexico Logistics Email: MexicoCityINLLogistics@state.gov

In addition, a Technical/Data sheet of all imported products must be forwarded to COR, INL mailto:MexicoCityINLLogistics@state.gov

Criminal Prosecutions Program and INL Mexico Logistics (MexicoCityINLLogistics@state.gov) at least two (2) weeks in advance of delivery to end user.

8.3. Knowledge Transfer. The contractor shall provide knowledge transfer for GOM personnel after operational status of equipment and software has been achieved. Knowledge transfer shall take place upon completion of each site and will be limited to 20 GOM employees per location delivered virtually or onsite. The knowledge transfer shall be conducted in Spanish and all knowledge transfer materials shall be provided in Spanish, when available from the equipment manufacturer. The knowledge transfer shall cover system operation, administration, and maintenance.

8.4. Warranty. The Contractor shall provide a technical and cost proposal that includes a base-year locally supported warranty (in Spanish) on all hardware and software components. Warranty term shall begin after acceptance of completed system by GTM/COR or provision of required warranty documentation, whichever is later. For software, the contractor shall also provide all updates and patches that are released by the manufacturer for the duration of the warranty period. The warranty shall supply phone support, onsite component replacement and problem resolution in Spanish meeting the following standards.

Minimum Standards for Warranty Services

Level of Severity Type of Error Corrective Action

Critical (Failure): System Crash, Key/Critical functionality failure or inoperable, lack or loss of systems (i.e., server down, switch inoperable)

30 Minute Phone Response 6 Hour Restore 3 Business Day Rectify

Critical (Non-Failure): System glitch that does not result in erroneous system functionality. Non-critical hardware/software component that does not function and there is no workaround.

30 Minute Phone Response 24 Hour

5 Business Day Rectify

Minor: System/Application is not functioning efficiently but functions within tolerance according to specifications. Some loss of functionality to major or minor components of hardware/application, but acceptable workaround exists (i.e.

PC inoperable, printer inoperable)

30 Minute Phone Response 48 Hour

15 Business Day Rectify

Cosmetic: A nice to have; no effect on user performance, system, or design (i.e., incorrect color screen, 30 Minute Phone Response 5 business Day Response 30 Business Day Rectify different graphic)

All response times are during normal local business hours and do not include travel time to and from the affected site if required. Normal business hours include Monday

– Saturday, 09:00 – 21:00 hours

The contractor shall ensure that all goods delivered are covered by a valid Original Equipment Manufacturer (OEM) warranty in Mexico, which shall cover defects in materials, workmanship, and manufacturing, in accordance with the manufacturer’s standard terms and conditions. In addition, the contractor shall maintain a Help Desk during the warranty period, providing technical support in Spanish, available during standard business hours, for the receipt, logging, tracking, and assistance of incidents or failures reported by the end user. The Help Desk shall provide reasonable response times, commensurate with the criticality of the incident, in order to offer initial technical guidance, escalation, and, when applicable, coordination with the manufacturer for case resolution.

8.5. Project Closeout. The contractor shall provide complete documentation for all hardware and software delivered under this contract. At a minimum, the closeout documentation must include:

• Installation diagrams detailing cable layouts, rack locations and installed equipment for the system.

• Equipment configurations and schematic wiring plans.

• Manufacturer user and administration manual of all hardware and software.

• Description of training provided and attendance information for GOM personnel.

• Results of Operational Capability tests.

• Equipment and software warranty documentation. Documentation shall include an explanation of coverage, the process to obtain warranty service, and all applicable manufacturer/distributor contact information.

• Project Completion Certificate signed by COR/GTM and GOM Principal Project

Officer.

9. SPECIAL REQUIREMENTS / CONSTRAINTS:

The contractor shall comply with DOS published travel advisories in the Mexican Republic for security related issues. Furthermore, the contractor shall coordinate all travel with the COR/GTM and GOM at the Federal and State level. As a result of this coordination, GOM in conjunction with state and local authorities will provide special assistance where required.

10. INSPECTION AND ACCEPTANCE

Upon the written approval from the Contracting Officer CO/COR/GTM, an initial virtual inventory and inspection of all items can be performed at the Contractor’s warehouse/facilities and the Contractor will be able to submit a partial invoice for those goods. The payment to the Contractor shall be made following satisfactory inspection and acceptance of products by the Office of INL in Mexico.

If a virtual inventory is accepted, the Contractor will have to follow the process and requirements outlined by INL Logistics. A Logistics Specialist from INL Mexico will coordinate with the Contractor to get all this information.

The Government of Mexico and GTM/COR will review the final software/infrastructure in the states to ensure it meets all deliverables and functionality and confirm all knowledge transfer has occurred prior to final acceptance of the system.

11. KNOWLEDGE TRANSFER AND TRAVEL

All work related to this contract will be within Mexico in the sites implemented to operate the system. Knowledge Transfer on the system will be conducted at the site with end-users, ensuring all the process flow is covered. Base state for implementation is TBD and option year states to be determined as approved.

Pre-installation visit to major locations is required to develop a workshop to define the final requirements for each location and customize the solution accordingly. The contractor shall coordinate all travel with the COR and GTM and GOM at the Federal and State level.

12. PERIOD OF PERFORMANCE

The initial period of performance shall be 12 months.

The U.S. Government reserves the right to not exercise the option years. States identified on the option years are tentative and subject to change.

13. VAT AND IMPORTATION TAXES / DUTIES RECLAMATION

Value Added Tax (VAT) is 16% or the one stated in the Value Added Mexican Law Tax (VAT: http://www.diputados.gob.mx/LeyesBiblio/pdf/77_230421.pdf), for payments associated with the in-country purchases of goods, materials or services required to perform this contract.

The contractor shall follow the invoicing procedures established by INL to allow the U.S.

Embassy Mexico to reclaim the IVA/VAT taxes charged. VAT, or “IVA” as it is known in Mexico, shall be itemized in all invoices. In order for the contractor to claim VAT on its invoices, the Contractor is required to obtain an invoice, “Factura”, from a Mexican Company that complies with all the requirements of the article 29 A of the Mexican Fiscal Code or obtain a VAT Registration Identification Number from the Secretaría de Hacienda y Crédito Público (aka Hacienda/SAT) to emit its own facturas.

The contractor shall provide the necessary invoicing requirements to enable the USG to obtain reimbursement for VAT. This reimbursement benefit is extended only to the U.S.

http://www.diputados.gob.mx/LeyesBiblio/pdf/77_230421.pdf

Government – not the Contractor – as a diplomatic privilege. The following/current Factura´s requirements are outlined in the paragraphs below.

All Facturas, the Contractor delivers to the U.S. Government shall be in accordance with VAT Mexican Tax regulations (VAT:

http://www.diputados.gob.mx/LeyesBiblio/ref/liva.htm) and Mexican Fiscal Code (MFC:

http://www.diputados.gob.mx/LeyesBiblio/ref/cff.htm).

The Contractor’s failure to follow these procedures shall result in the U.S. Government’s inability to secure tax reimbursement on this contract, resulting in VAT payment in the Invoice being denied to the contractor. Facturas for the in-country purchases described above shall include only charges authorized in this contract. Such Facturas shall list separately or collectively the pre-tax price of any supplies or services provided in country.

As it is required by local authorities, the Contractor shall impose the appropriate tax rate against the pre-tax total of the purchases represented on the Factura. The Contractor shall submit the invoices associated with such purchases as supporting documentation for its in-country payment request. The USG shall only compensate the Contractor for the tax amount provided on such Facturas and in any case VAT reimburse won’t exceed the amount authorized in the contract for this purpose.

VAT on items such as contractor personnel housing, personal vehicles, utilities, phone charges, per diem, etc. are excluded from reimbursement.

All Facturas shall be addressed to “Embajada de los Estados Unidos de Norteamerica” as stated in the below requirements.

The contractor´s Factura shall provide at least the following in accordance with article 29 A of the Fiscal Mexican Code:

• Issuer’s name and address

• Issuer’s Federal Tax Registry Number (RFC) (aka Certificate of Fiscal Identification)

• Photo image of Federal Tax Registry card (aka Certificate of Fiscal Identification) on the invoice

• Invoice number and complete transaction date (month, day, and year). Also needed is the date and place of issue (Lugar y fecha de expedición). The two dates shall be the same.

• Required legal wording that addresses the illegal reproduction of the document. The printing company information shall annex the date of printing and official authorization number

• Customer ´s Name: “Embajada de Estados Unidos de Norteamérica”

• Embassy current address:

Embajada de Estados Unidos de Norteamérica http://www.diputados.gob.mx/LeyesBiblio/ref/liva.htm http://www.diputados.gob.mx/LeyesBiblio/ref/cff.htm

Avenida Paseo de la Reforma No 305 Colonia Cuauhtémoc 06500, México D. F.

• U.S. Embassy R.F.C. Number: EEU930201289

• Quantity and description of acquired services or merchandise

• If applicable, the number and date of customs import documents associated with all sales of imported merchandise

• Invoice(s) received in Mexican pesos shall also include, in the legend, the date and exchange rate used when the invoice was emitted by the Mexican company. The exchange rate noted on the Mexican company’s invoice will be used to reimburse VAT to contractors.

• Invoice shall say “FACTURA.” All digital invoices (“FACTURAS”) shall be presented to the Embassy/ Contracting Officer Representative (COR).

• The tax-relief invoice shall be written in English and Spanish versions.

• Invoice shall have a valid digital seal.

• This contract is priced and paid only in U.S. dollars

• Only VAT that was fully paid and has supporting documents will be reimbursed.

The requirements above apply to all supplies and services purchased in Mexico that are provided to the USG as part of this contract. All IVA/VAT documentation shall be submitted to the COR for approval and submission to Hacienda at the time of the invoice request for payment or at the end of the contract’s period of performance. For contracts containing option years, all IVA documentation shall be submitted to the COR for approval and submission to Hacienda at the end of the Base year and at the end of each Option Year, if applicable. All electronic invoices should be submitted to DOSPayments@state.gov with a copy sent to the COR.

All electronic invoices should be submitted to DOSPayments@state.gov with a copy sent to the COR.

14. TYPE OF CONTRACT

This is a FIRM-FIXED price contract. Travel (with rates not to exceed published DSSR rates) and IVA/VAT will be on a COST REIMBURSABLE basis.

All travel costs must be pre-approved by the GTM/COR.

mailto:DOSPayments@state.gov mailto:DOSPayments@state.gov

No amount above the awarded amount will be paid based on cost overruns, changes in currency fluctuations or any other unforeseen costs. INL will not reimburse offerors for the cost associated with preparing a proposal or any protests arising from this solicitation.

15. OTHER REQUIREMENTS

Proof of DBA Insurance (if applicable) for employees covered by DBA Insurance must be provided by the apparently successful offeror upon contract award.

The apparently successful offeror must complete all applicable clauses and provisions requiring fill-ins and certifications.

16. COVID-19 PROTOCOLS

All persons involved in the training and delivery of these items into Mexico must adhere to all COVID-19 safety protocols in effect from the Government of Mexico at the time of delivery and / or training. Although delays due to COVID-19 pandemic restrictions are considered an unforeseeable circumstance (force majeure). Offerors shall consider possible delays due to COVID-19 pandemic restrictions, when compiling their technical and cost proposals.

All security measures are the responsibility of the contractor.

Embassy Mexico City Security Office publishes security updates on a regular basis and should be reviewed by the contractor. The COVID-19 pandemic continues to affect countries differently. Challenges to any travel at this time may include mandatory COVID-19 testing requirements, quarantines, travel restrictions, and closed borders.

Mexico has lifted stay at home orders in some areas and resumed some transportation and business operations. It is the responsibility of the contractor to verify restrictions within Mexico.

17. AWARDED CONTRACT CLIN STRUCTURE

Offerors are advised of the awarded contract's CLIN structure; all line items noted in Attachment A - Requirement Description will be consolidated into major CLINs as follows:

1. Infrastructure/Software/Implementation Services

2. Warranty & Maintenance Services

3. Travel and Transportation

4. DBA Insurance

5. Foreign GL Coverage

6. IVA/VAT

18. GOVERNMENT FURNISHED PROPERTY (GFP)

The Department of State (DoS) will make the following GFP available for performance of this task order: None

19. GOVERNMENT FURNISHED INFORMATION (GFI)

The Department of State (DoS) will make the following GFI available for performance of this task order: None

20. HOST COUNTRY PROVIDED SUPPORT

The host country will provide the following support for performance of this task order: None