QandA 1.docx

Q&A 1 - 19AQMM26R0332 Freetown Roof Replacement

1. Governing Roof Area and Pricing Quantities Reference: Attachment 1, Section 01010 – Summary of Roof Work, §1.01(B); Attachment 4 – Price Sheet; Attachment 2 – 100% Drawings.

Attachment 1 identifies approximate roof areas totaling 33,000 square feet, while Attachment 4 uses 36,000 square feet for the principal roofing work quantities. The drawings also require the Contractor to field-verify dimensions and existing conditions.

Please clarify:

· Confirm whether the quantities in Attachment 4 are Government-established bid quantities that should remain unchanged for proposal pricing, or whether Offerors are expected to revise them based on field verification.

DOS Response: All quantities provided by the Government are approximate; they are provided only as a general order of magnitude to assist the offerors in developing their proposals and are not to be relied upon as exact bidding quantities. The contractor shall provide a complete roofing assembly for all areas covered by the contract. The Offerers have had the opportunity to visit the site and verify all quantities.

2. Roofing Assembly Required for Each Roof Area Reference: Attachment 1, Sections 01010 and 07556 – Hot Rubberized Protected Membrane Roofing Assembly; Attachment 2 – 100% Drawings.

Attachment 1 describes a hot-applied rubberized asphalt Protected Membrane Roof (PMR) assembly, including protection/drainage course, XPS insulation, filter fabric, and concrete pavers. Attachment 2 also contains a roof-plan note indicating that a roof section is to receive two plies of modified bitumen directly to the concrete deck.

Please clarify:

· Identify, by NOB roof level/area, Recreation Building, and CACs, which roof areas are to receive the complete hot-rubberized PMR assembly.

DOS Response: All roof areas on the NOB, Recreation Bldg., and the three CACs shall receive the complete hot-rubberized PMR assembly, with the exception of the one small roof over the room within PCC chiller well on the NOB, as indicated by the keyed note 2 on drawing NOB A04.

· Identify which roof areas, if any, are to receive the two-ply modified-bitumen system directly over the concrete deck.

DOS Response: Only the roof over the small, enclosed room at the northwest corner of the PCC chiller well, as indicated by the keyed note #2 on Drawing NOB A04 and as highlighted in magenta on the sketch below, shall receive two plies of modified bitumen, torch-applied directly to the concrete deck. The top ply shall be granulated.

· Confirm which requirement governs in the event of any discrepancy between the drawings and specifications regarding the roof assembly.

DOS Response: Please refer to the contract to determine the order of precedence between drawings and specifications. In the absence of information within the contract, the order of precedence here is the same as for any Federal construction contract. However, if an Offerer has observed a discrepancy between the drawings and specifications on this project, it would behoove that Offerer to bring it to the USG’s attention during the bidding process in order to avoid a potential dispute later on.

3. Concrete Roof Deck Repair Quantity and Pricing Basis Reference: Attachment 1, Section 02072 – Removals and Renovation Work, §§1.01 and 3.04; Section 01010 – Summary of Roof Work.

The work requires removal of the existing roof system down to the structural concrete deck and repair of deteriorated concrete, cracks, spalls, exposed reinforcing steel, openings, damaged nailers, and related conditions. The actual extent of concealed deck deterioration cannot be fully determined until demolition is performed.

Please clarify:

· Confirm whether the Base Bid is expected to include a defined quantity or allowance for concrete deck repairs and, if so, provide the applicable quantity or pricing basis.

DOS Response: No defined quantity or allowance is provided for concrete deck repairs. Offerers are to rely on their previous experience with embassy construction and their observations during the site visit to determine the quantity of deck repairs needed for the project.

· Confirm whether all minor deck repairs necessary to provide a suitable roofing substrate are to be included without quantity limitation in the Firm-Fixed-Price proposal.

DOS Response: All minor deck repairs necessary to provide a suitable roofing substrate are to be included without quantity limitation in the Firm-Fixed-Price proposal.

· Clarify how material concealed deck deterioration beyond the anticipated Base Bid condition will be addressed after removal of the existing roofing.

DOS Response: Offerers are to rely on their previous experience with embassy construction and their observations during the site visit to determine the quantity of deck repairs needed for the project.

4. RSO Escort Ratio for Uncleared Local Labor Reference: Attachment 1, Section 01 11 50 – Construction Security, §§3.01–3.03; Attachment 5 – Bidder’s DD Form 254.

The Construction Security requirements permit use of uncleared local labor provided such personnel are escorted at all times, and state that the escort ratio of host-country/third-country national personnel to local security guard force or cleared U.S. citizens will be determined by the Regional Security Officer.

Please clarify:

· Confirm the anticipated escort ratio that Offerors should use for staffing and pricing purposes.

DOS Response: The standard escort ratio that will be used for all roof and site areas is 1:5 (one cleared American escort to five uncleared persons). The RSO has the sole discretion to increase the ratio to a maximum of 1:10 in certain circumstances and areas.

· Confirm whether the Embassy/local guard force may provide or supplement escorts, or whether the Contractor must furnish all Secret-cleared U.S. escorts.

DOS Response: The local guard force is not to be used for escorting. The mention of the local guard force in Specification Section 011150 is an error and will be corrected in an Addendum.

· Confirm whether different escort ratios or requirements will apply within the CAA versus non-CAA roof areas.

DOS Response: The 1:5 escort ratio is applicable to all roof and site areas.

5. Cleared Escort Requirements for Simultaneous Work Zones Reference: Attachment 1, Section 01 11 50 – Construction Security, §§3.02–3.03; Section 01010 – Project Schedule/Phasing.

The project includes multiple physically separated roof areas at the NOB, Recreation Building, and CACs. The number of cleared escorts required for concurrent crews will directly affect staffing, travel, and project sequencing.

Please clarify:

· Confirm whether each physically separated active roof/work zone must have a dedicated Secret-cleared U.S. escort.

DOS Response: Each physically separated active work zone must have one or more dedicated cleared U.S. escorts as required to maintain the 1:5 escort ratio.

· Confirm whether one cleared escort may supervise multiple nearby work zones, provided the RSO-established escort ratio is maintained.

DOS Response: The cleared escort must be able to observe and supervise all uncleared workers in their charge simultaneously. If the escort can maintain a line of sight encompassing all uncleared workers simultaneously, they may supervise multiple nearby work zones.

6. Controlled Access Area Boundaries and Permitted Use of Local Labor Reference: Attachment 1, Section 01 11 50 – Construction Security, §§1.02, 3.02, and 3.03; Attachment 5 – Bidder’s DD Form 254.

The Construction Security specification identifies the structural roof deck and office space directly below the roof deck in the Chancery Office Building as a Controlled Access Area (CAA), while the project also includes the Recreation Building and CAC roofs.

Please clarify:

· Confirm the exact roof areas and access routes that will be treated as CAA during construction.

DOS Response: For the purpose of access, any area inside the NOB to the west side of the atrium on Floors 2 and above shall be considered CAA.

For the purpose of fasteners penetrating the outermost plane of the CAA, the walls depicted by red lines in the sketch below shall be considered CAA walls, requiring that the fasteners used be purchased/shipped/stored secured, or scanned on site and stored secured, and requiring that they be installed by cleared American installers.

· Confirm whether the Recreation Building and CAC roof areas are outside the CAA.

DOS Response: The Recreation Building and CAC roof areas are outside the CAA.

7. Secret Safeguarding Capability Requirement and Timing Reference: Solicitation Section H-031 – Security Requirements; Attachment 5 – Bidder’s DD Form 254; Section M-010 – Security Clearance.

Section H-031 requires a Secret Facility Security Clearance at the time of proposal submission. The Bidder’s DD Form 254 also identifies Secret safeguarding requirements. The timing of the safeguarding requirement materially affects proposal compliance and security planning.

Please clarify:

· Confirm whether the Offeror must possess DCSA-authorized Secret safeguarding capability at the time of proposal submission, at the time of award, or only before receiving, storing, or generating classified information.

DOS Response: Safeguarding will not be needed at the time of proposal submission. In the event there is a change that requires the need for Safeguarding, the Government will work with the awardee to obtain the safeguarding.

· Confirm what evidence of Secret safeguarding capability, if any, must be included with Volume I/Phase 1 of the proposal.

DOS Response: Safeguarding will not be needed at the time of proposal submission. In the event there is a change that requires the need for Safeguarding, the Government will work with the awardee to obtain the safeguarding. The offeror is only required to provide proof of an Active DCSA FCL at the Secret level or above in Volume I at the time of proposal submission.

· Confirm whether an active Secret Facility Clearance without current Secret safeguarding authorization is sufficient for proposal submission, provided safeguarding is established before any classified material is received or generated.

DOS Response: See the response above.

8. Rooftop Equipment, MEP Relocation, and Permitted Shutdowns Reference: Attachment 1, Section 17000 – Temporary Electromechanical Disconnects, §§1.01–1.03; Section 01010, §1.01(C); Attachment 2 – 100% Drawings.

The scope requires temporary disconnection, raising, rerouting, protection, and reinstallation of rooftop electrical, HVAC, piping, conduit, lightning-protection, and communications-related components as required to complete the roofing work. The specifications also restrict communications outages and require prior authorization before communications equipment is moved.

Please clarify:

· Identify any rooftop equipment, antennas, satellite dishes, communications systems, HVAC units, conduits, piping, or other components that the Contractor will not be permitted to disconnect, move, or raise.

DOS Response: Consider that no antennas, satellite dishes, or communications systems, shall be disconnected, moved, or raised without express permission of, and coordination with, the responsible authority at Post.

Further, no HVAC units, conduit, or piping on the NOB shall be disconnected, moved, or raised without express permission of, and coordination with, the responsible authority at Post.

· Confirm the permitted shutdown duration and advance-notice requirements for HVAC, electrical, and communications systems, including whether additional post-specific outage windows apply.

DOS Response: Advance notice for any shutdowns shall be 48 hours minimum. Shutdowns shall occur only after Post business hours; durations shall be coordinated with the authorities at Post, but in no case shall be allowed to extend into Post business hours.

· Confirm whether replacement parts, extensions, supports, curbs, sleepers, wiring, piping, or other materials required solely to accommodate the new roof elevation are included in the Base Bid.

DOS Response: The base bid shall include all replacement parts, extensions, supports, curbs, sleepers, wiring, piping, or other materials required solely to accommodate the new roof elevations.

· Clarify whether repair or replacement of pre-existing defective equipment discovered during pre-testing/disconnection is Contractor scope or will be addressed separately by the Government.

DOS Response: The contractor shall not be responsible for repair or replacement of any pre-existing defective equipment where the defect is discovered during pre-testing or disconnection. However, if the defect is discovered later and cannot be determined to have been pre-existing, the contractor shall be responsible for its repair.

9. Section M-008 (Past Performance Evaluation) instructs offerors to provide each customer with reference a copy of Attachment 3 (PPQ) and have them return the completed form directly to the Contracting Officer by September 8, 2026. Section L-003, however, does not explicitly list Past Performance as a named factor within Volume 3 – Technical/Management Information, which identifies five factors (Factors 1 through 5) followed by the TIP Compliance Certification.

· Does the timely submission of completed PPQs (Attachment 3) by September 8, 2026 deadline fully satisfy the Past Performance evaluation requirement under M-008, or is the offeror also expected to include a Past Performance narrative within Volume 3 of its proposal to substantiate relevant experience and capabilities?

DOS Response: Yes, the submission of Attachment 3, Past Performance Questionnaire, by the proposal due date will satisfy the requirements of M-008. The Government is seeking direct feedback from the offeror’s past clients/customers on past performance. The offeror shall not include any past performance information in any of their volumes. The PPQs shall come directly from the past customer to the Contracting Officer.

· If a Past Performance narrative is required as part of the Technical/Management Volume, should it be presented as a separate section following Factor 5 (Housing Plan), and does it count against any of the existing page limits, or is a separate page allowance applicable?

DOS Response: As noted above, the offeror shall provide the PPQs directly to their past customers/clients, who in turn complete the form and submit directly to the CO. The offeror shall not provide any past performance information in their volumes.

10. What escort ratio will be required between uncleared local workers and Secret-cleared U.S. escorts/local security guard force?

DOS Response: : The standard escort ratio that will be used for all roof and site areas is 1:5 (one cleared American escort to five uncleared persons). The RSO has the sole discretion to increase the ratio to a maximum of 1:10 in certain circumstances and areas.

The local guard force is not to be used for escorting. The mention of the local guard force in Specification Section 011150 is an error and will be corrected in an Addendum.

11. Can the Embassy guard force supplement contractor escorts, or must the awardee provide all cleared escorts?

DOS Response: The local guard force is not to be used for escorting. The mention of the local guard force in Specification Section 011150 is an error and will be corrected in an Addendum.

12. If the awardee works in more than one roof/work zone at the same time, does each zone require a separate cleared escort?

DOS Response: Each physically separated active work zone must have one or more dedicated cleared U.S. escorts as required to maintain the 1:5 escort ratio.

The cleared escort must be able to observe and supervise all uncleared workers in their charge simultaneously. If the escort can maintain a line of sight encompassing all uncleared workers simultaneously, they may supervise multiple nearby work zones.

13. Which roof areas are Controlled Access Areas (CAA), and which areas may be worked by escorted local labor?

DOS Response: For the purpose of access, any area inside the NOB to the west side of the atrium on Floors 2 and above shall be considered CAA.

For the purpose of fasteners penetrating the outermost plane of the CAA, the walls depicted by red lines in the sketch below shall be considered CAA walls, requiring that those fasteners be purchased/shipped/stored secured, or scanned on site by the RSO and stored secured, and requiring that they be installed by cleared American installers.

14. What are the normal permitted construction hours, weekend/night-work rules, and expected daily access/search time?

DOS Response: The contractor shall be permitted to work during any daylight hours on any day of the week, provided coordination is made with the RSO office 24 hours in advance. Night work is not permitted.

15. Based on the anticipated roofing work, does the RSO foresee a practical minimum number of Secret-cleared U.S. personnel that should be maintained on site?

DOS Response: There must be more than one, so the ratio can still be maintained while one escort is indisposed. The contractor must comply with the required escort ratio and with the rules for keeping escortees within the line of sight at all times

16. Are there any specific construction activities or areas where local -national labor will not be permitted, even when escorted?

DOS Response: Interior areas within CAA areas are off-limits to uncleared workers except when passing through with an escort to access a roof area. CAA areas not on the route to a roof area are off limits to everyone unless permitted by the RSO.

17. What escort training or security briefings will cleared supervisory personnel need before escorting uncleared workers?

DOS Response: There will be a general security briefing required for everyone, cleared and uncleared, to attend. Additionally, the cleared personnel may have a separate briefing on basic escorting procedures.

18. What information must the contractor submit for screening/background checks of local workers, and what is the expected processing lead time?

DOS Response: In addition to the worker’s current government ID and driver’s license, the Overseas Vetting Questionnaire must be completed and submitted for each uncleared worker. The Questionnaire will be provided after the project is awarded.

19. What badge or identification procedure will apply to uncleared local workers, including daily issue and return?

DOS Response: All uncleared workers’ badges will be red, and will be picked up daily in the morning from the guardhouse at the service road on the way to the SCAC. Workers will then enter the compound through the SCAC. At the end of the day, they will leave through the SCAC, pick up their phones and ID, and return their badges to the guardhouse at the end of the service road.

20. Which interior and exterior routes may cleared and uncleared personnel use to reach each roof area?

DOS Response: In the Chancery, the second-floor roof will be reached by an exterior ladder provided by the contractor. The third-floor roof will be reached by way of the third-floor Mechanical Room. The fourth-floor east side roof will be accessed by a permanent exterior ladder from the third-floor roof. The fourth-floor west side roof will be accessed through the CAA stairway after the RSO disarms the door. The fifth-floor roof (“the Upper Roof”) will be accessed by a permanent exterior ladder within the chiller area at the fourth-floor west side roof. The Recreation building roof and the SCAC will be accessed by permanent exterior ladders. The MCAC and CCAC roofs will be accessed by exterior ladders provided by the contractor.

21. Are there any areas through which local workers, tools, materials, or vehicles may not pass?

DOS Response: In the Chancery, the only areas workers will be allowed to access are those on the routes to the roof areas, and the bathroom on the northeast side of the third floor. Uncleared workers must be escorted at all times while on the compound.

Workers will not be allowed to enter the Recreation building or any other building on the compound except the SCAC upon entering or leaving.

22. What daily entry/exit procedures should the contractor plan for, including searches, tool checks, vehicle inspections, and badge processing?

DOS Response: In addition to the procedures described in the response to Question 10, uncleared workers must leave their phones, an identification card, and any bags or packages at the SCAC upon entry. Those items will be returned to them upon exit at the end of their workday. Workers are required to pass through a metal detector on their way in at the SCAC. Tools will be scanned and must be brought onto the compound only by cleared Americans.

23. What procedure and lead time applies to contractor vehicles, delivery trucks, forklifts, cranes/manlifts, and drivers entering the compound?

DOS Response: Vehicle and operator information must be submitted to the RSO’s office at least 48 hours prior to entry. Vehicle information includes make, model, and license plate number. Operator information includes driver’s license, government ID, employer info, and date of birth.

24. Where will the RSO/SSM permit contractor staging, material storage, tool storage, containers, dumpsters, and secure control of materials?

DOS Response: Container storage will be permitted on the back lot, which was viewed during the site visit. In addition, one or two containers may be allowed on the south side of the Chancery or, if space is available, between the Chancery and the Utility Building. Some space may also become available in the lower parking lot.

25. Will project photographs be permitted for quality control, progress records, measurements, and as-built documentation? if yes, what approval and review process applies?

DOS Response: Any photographs taken must be reviewed by the RSO’s office the same day they are taken.

26. May workers carry cell phones, tablets, laptops, digital cameras, laser measuring devices, or other electronic equipment into the work areas?

DOS Response: Only cleared Americans will be allowed to carry such equipment on the compound, but no electronic equipment will be allowed into CAA areas without special permission from the RSO’s office.

27. Are there different restrictions for electronic devices or photography within or adjacent to the CAA?

DOS Response: No electronic devices or photographic equipment will be allowed within or adjacent to the CAA without special permission from the RSO’s office.

28. Which materials for this project will be considered to penetrate the outermost plane of the CAA and therefore require secure procurement or special handling?

DOS Response: For this project, only the fasteners securing the termination bars to certain walls will penetrate the outermost plane of the CAA. Also see response to Question 4.

29. Which materials may be procured locally without special security restrictions, and which are subject to local-random procurement requirements?

DOS Response: Pavers may be procured locally without special security restrictions, provided they meet the specifications. XPS insulation might (or might not) be available locally. Generally, the other roofing materials available locally will not meet the specifications.

30. What security inspection or tamper control procedures will apply when materials and tools arrive on site?

DOS Response: Please refer to Specification Section 011150, Construction Security.

31. Are there any additional Post-specific shipping, delivery, storage, or confidentiality requirements the contractor should include in its logistics plan?

DOS Response: Shipping shall be coordinated with the GSO Shipping supervisor.

32. What emergency or after-hours access process will apply if rain causes a leak or temporary roof protection fails outside normal working hours?

DOS Response: Generally, the first move will be to contact Post One.

33. Who is the RSO / SSM point of contact for urgent construction-security or access issues during performance?

DOS Response: Contact information will be provided to the contractor after the contract is awarded.

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