19BE2026Q0578 - Question and Answer Form.pdf

Nbr. Q&As

Q01 Warranty and scope of responsibility

Could you please confirm that the three-year warranty applies only to the areas and components repaired or replaced by the Contractor, and not to existing roof areas or components outside the scope of our works?

A01 The three-year warranty applies to workmanship, materials, waterproofing performance, and systems installed or repaired by the Contractor under this contract. The Contractor remains responsible for achieving the performance and acceptance requirements of the SOW, including successful water testing.

Q02 Unforeseen / concealed conditions

If additional defects or damage are discovered after removing roof tiles, zinc elements or other existing components, will works outside the defined scope be considered additional works, subject to prior written approval and additional pricing?

A02 Any unforeseen or concealed condition shall be reported before corrective work proceeds. If the condition may require work outside the contract requirements, the Contractor shall provide the requested technical and pricing information. The Contractor shall not perform additional work unless authorized in accordance with the contract. Only the Contracting

Officer has authority to modify the contract, including any adjustment to price or performance period.

Q03 Quantities

Could you please confirm whether the quantities indicated in the RFQ are fixed contractual quantities or estimated quantities? If actual quantities differ from those indicated, how should these differences be handled?

A03 The quantities indicated in the RFQ shall be used as the basis for the Contractor’s quotation, including the requested unit prices. If, during performance, actual conditions indicate that quantities beyond those included in the contract may be required, the Contractor shall report the condition before proceeding and provide the requested technical and pricing information for Government review. The Contractor shall not perform additional work unless authorized in accordance with the contract. Only the Contracting Officer has authority to modify the contract, including any adjustment to scope, price, or period of performance.

QUESTION & ANSWER FORM

Solicitation Number: 19BE2026Q0578

Project: Water leak roof repairs B049

Questions submission deadline: Aug. 19 2026

Q04 Timber replacement

Regarding the allowance of up to 20 linear metres of timber replacement, could you please confirm how any additional timber replacement beyond this allowance should be measured, approved and invoiced?

A04 Please be advised that, as required by the RFQ, the base contract includes up to 20 linear meters of timber replacement. Any additional timber replacement beyond this allowance shall be reported before corrective work proceeds. If additional timber replacement is required, the Contractor shall provide the requested technical information and pricing based on the unit price provided in its quotation for Government review. The Contractor shall not perform additional work unless authorized in accordance with the contract. Only the

Contracting Officer has authority to modify the contract, including any adjustment to scope, price, or period of performance.

Q05 Water infiltration responsibility

Could you please clarify whether the Contractor is responsible for eliminating water infiltration within the designated work areas only, or for guaranteeing the watertightness of the entire existing roof?

A05 The contractor is responsible for water infiltration in the areas where they have performed work. If during the course of the works, it is determined that there is water infiltration outside the original scoped area, the Contractor must inform the Government and any additional work must be preapproved. The Contractor shall not perform additional work unless authorized in accordance with the contract. Only the Contracting Officer has authority to modify the contract, including any adjustment to scope, price, or period of performance.

Water testing for water tightness should occur on areas where work was performed. Water infiltration identified elsewhere after the completion of the work is not the responsibility of the contractor.

Q06 Downpipe rehabilitation

If the CCTV inspection reveals that a downpipe cannot be rehabilitated using the specified trenchless relining system, or that additional intervention is required, how should these works be handled and priced?

A06 If the specified trenchless rehabilitation method is not technically feasible, the Contractor shall notify the Government and submit a detailed technical alternative approach and, where applicable, supporting pricing for review. The Contractor shall not proceed with work outside the contract requirements unless authorized in accordance with the contract. Only the

Contracting Officer has authority to modify the contract, including any adjustment to scope, price, or period of performance.

Q07 Completion period and external delays

Could you please confirm whether the 21-day completion period refers to calendar days or working days, and from which date this period starts? Additionally, how would delays outside the Contractor's control — such as adverse weather, security/escort availability, inspections or pending COR approvals — be treated?

A07 The 21-day completion period refers to calendar days following the Notice to Proceed, in accordance with Section E and SF-1442. If conditions arise that the Contractor believes may delay completion, the Contractor shall notify the Contracting Officer in accordance with

Section E.2. Any extension of the contractual completion date may only be made in accordance with the contract, including by written contract modification signed by the

Contracting Officer where required by the contract.

Q08 Performance/payment protection

Could you please clarify which forms of performance/payment protection are acceptable for a

Belgian contractor? In particular, would a bank guarantee issued by a Belgian financial institution be acceptable for the required 50% security?

A08 The RFQ requires payment/performance protection in the amount of 50% of the contract price. Acceptable security may include bonds, irrevocable letters of credit, or guarantees issued by a financial institution, subject to Government acceptance and the requirements of the solicitation. Refer to SF1442 (12A) Q09 Additional works / variations

Could you please confirm the procedure to follow when unforeseen or additional works are identified during construction, particularly regarding written approval before proceeding?

A09 The Contractor shall promptly notify the COR and Contracting Officer when unforeseen conditions or potential additional work are identified. The Contractor shall not proceed with work outside the contract requirements without appropriate authorization. Only the

Contracting Officer has authority to modify the contract, including changes affecting price, scope, or performance period.

Q10 Material approvals

As materials may not be installed prior to COR approval, could you please indicate the expected timeframe for material approvals and how any approval delay would affect the contractual completion period?

A10 The Contractor shall submit the proposed list of materials, including the required material data sheets and manufacturer specifications, sufficiently in advance. Once a complete material submittal is received, the COR will review it promptly to avoid unnecessary delays to the work. Materials meeting the RFQ requirements and approved as proposed are not expected to cause delays to the project schedule. Any proposed substitution or change to previously approved materials shall be submitted for review and approval before installation.

Q11 If the project is awarded to us, our scaffolding subcontractor would need to inspect the site before installation in order to confirm the exact setup, access requirements and safety arrangements. Would it be possible to arrange a site visit for our scaffolding subcontractor before the works begin?

A11 Yes. Following award, site coordination meetings and visits may be arranged with the

Embassy Facilities Section, subject to prior approval and all applicable Embassy security, escort, and site-access requirements.

Q12 Could you please confirm whether any specific permits or authorisations are required for the installation of the scaffolding, and whether these are to be arranged by the Contractor or by the Embassy?

A12 The Contractor is responsible for complying with applicable Belgian laws and regulations and for obtaining licenses and permits required for its performance, except for those permits and approvals specifically identified in Section G.9 of the RFQ as the Government's responsibility.

Q13 If the project is awarded to us, would it be possible for our project supervisor and, where necessary, our subcontractors to access the site for final measurements and preparation before the official commencement of the works?

A13 Yes. Following award, pre-construction site access for final measurements and preparation may be coordinated with the Embassy Facilities Section, subject to prior approval and all applicable Embassy security, escort, and access requirements.

Q14 Regarding the commencement of the works, if our quotation is accepted and the contract is awarded to us, what timeframe should we expect between the contract award and the required start date on site? This would help us coordinate our workforce, subcontractors and material orders accordingly.

A14 The Contractor shall commence work within 30 calendar days after receipt of the Notice to

Proceed and complete the work within the contractual performance period. The Contractor shall coordinate its construction schedule with the Government in accordance with Section E.

Any change to the contractual performance period must be authorized by the Contracting

Officer. The Government currently anticipates award on or before September 15, 2026;

however, this date is provided for planning purposes only and is subject to change.

Q15 Regarding payment terms, our standard payment schedule for projects of this nature is 30% upon order confirmation, 40% at the start of the works, and the remaining 30% upon completion. Would this payment schedule be acceptable for this project, or are payments required to follow the payment terms specified in the RFQ?

A15 The proposed 30%/40%/30% payment schedule does not apply. Payment shall be made in accordance with Section F.4 and the applicable payment clauses of the RFQ. Requests for payment may be submitted no more frequently than monthly and may cover the value of labor and materials completed and in place, subject to Government inspection and approval.