QA_19C02026Q0012.pdf

SENSITIVE BUT UNCLASSIFIED

QUESTIONS AND ANSWERS

19C02026Q0012

1. The solicitation requires 10 years of verifiable experience in the Colombian market. Can this requirement be met through a teaming arrangement, where the prime contractor demonstrates experience through its subcontractors or partners who individually meet this threshold?

Answer: The requirement of demonstrating at least 10 years of verifiable experience in the Colombian market must be fulfilled directly by the offeror/prime contractor.

In addition, the offeror must have an economic activity duly registered that is related to mechanical services or a similar field, in accordance with the solicitation requirements.

2. Does the Government intend to award one BPA or multiple BPAs under this solicitation? If multiple, is there a minimum number of awards planned?

Answer: The Government intends to establish multiple BPAs under this solicitation.

A minimum of three (3) BPA setups/awards is planned; therefore, at least three companies will be considered for the requested services. The number of BPA calls/orders issued under each BPA will vary depending on the quantity and operational needs of each company and the Government’s requirements.

3. Is the prime contractor required to be the entity that physically performs the maintenance services, or can the prime; manage and coordinate work performed by qualified subcontractors at their facilities?

Answer: Yes, the contractor in charge of the BPA can subcontract some of the tasks that do not correspond to their specialty; however, they must be 100% responsible for the guarantee of the work performed.

4. Section 4 lists technical acceptability factors including hydraulic jacks for armored vehicles, multi-brand scanners, and storage capacity. Are these evaluated as pass/fail requirements or are they weighted/scored?

Answer: The requirement described are absolutely necessary for comply with each mechanic tasks when required, this mean, thta each contractor should inform clearly whether these tools are available or not in the shop; however, sometimes US embassy will be coordinating services without any need to use such tools (hydraulic jacks for AV, multi-brand scanners, etc.). So, under this fact, each contractor should guarantee the effectiveness of each task performed under contractor responsibility and it could be considered acceptable.

The evaluation will be conducted by Technically Acceptable or Not Acceptable

5. Regarding past performance: are references from subcontractors or teaming partners acceptable to fulfill the past performance requirement, or must references be from work performed directly by the prime contractor?

Answer: The contractor in charge of the BPA can subcontract some of the tasks that do not correspond to their specialty; however, they must be 100% responsible for the guarantee of the work performed.

6. The BPA covers both armored and non-armored vehicles. Will call orders specify the vehicle type in advance, or should offerors price for all vehicle categories from the outset?

Answer: All requests will show up the type of vehicle for which will be prepared for (armored or non-armored), this said, contractor will only provide a quotation previously with the spare part and work services required for such vehicle.

7. Is it acceptable for a BPA holder to use multiple workshop locations for different vehicle types, as long as all locations are disclosed in the proposal?

Answer: Not a problem with it as long as all locations are disclosed in the proposal and contractors are 100% responsible for the guarantee of the work performed.

8. Does the Embassy require the contractor to pick up and return vehicles, or will Embassy staff deliver vehicles to the workshop?

Answer: LES will only be available to pick-up/drop-off vehicles from/to the shop/US Embassy.

9. What is the expected response time from the moment a call order is placed to the vehicle being received and inspected? Are there any SLA requirements for diagnostic reports?

Answer: No necessarily, let's say these tasks will always be coordinated by the US Embassy Fleet Coordinator based on every specific need and scenario.

10. Will the Embassy's mechanic or technical agent be present during repairs, or only for final inspection? How will work authorization be documented?

Answer: The US embassy's mechanic will be majority only for final inspections, however and in the event, this mechanic needs to stay during the whole repair, he will (It all depends on each specific scenario). Now, tasks will be followed by the quotations described through a Purchase order submitted by Procurement area.

11. For labor costs, is the Government expecting an all-inclusive per-service rate, or a separate hourly labor rate plus parts? How should labor be structured in the price list?

Answer: Labor cost should always be summited hourly and based on the specific repair or job area to be executed.

12. For items not included in the price list schedule that may be needed during the BPA period, is there a mechanism for adding new line items, and how will those prices be established?

Answer: If we need to add new items to the BPA Setup, it will be updated with a modification. This will be authorize by the Contracting Officer.

13. Is SAM and DBA registration required at the time of proposal submission?

Answer: No, for this solicitation, those requirements won’t be necessary. But you can proceed with the subscription process to SAM as well.

14. Could you please confirm the approximate fleet size, preferably broken down by vehicle brand and level of armoring?

Answer: Yes, as soon as the agreement is signed, Embassy can offer some information about such brands and models.

15. Vehicle List: In order to provide an accurate cost estimate for the requested spare parts, could you please provide the list of vehicles specifying brand, model, and year?

Answer: Yes, as soon as the agreement is signed, Embassy can offer some information about such brands and models.

16. Insurance Coverage: In Colombia, employers pay ARL (Administradora de Riesgos Laborales). Does this insurance cover the DBA (Defense Base Act) policy, or should it be included as an additional cost in the proposal?

Answer: DBA will not be necessary for this solicitation.

17. DBA, Is necessary to proceed with it?

Answer: DBA will not be necessary for this solicitation.

18. SAM: How we can begin with the subscription process?

Answer: SAM will not be necessary for this solicitation. But you can proceed with the subscription process as well.

19. Prices must include IVA?

Answer: Yes, all the prices must have, if applicable.

20. We must use the format that you send us?

Answer: Yes, but you can adapt the format if you need to.

21. For the SF-1449 form, should it be completed separately for each vehicle line (Ford Econoline, Chevrolet Suburban, Chevrolet Express), or can a single form be completed indicating which vehicle each item corresponds to?

Answer: Yes, it will be a easy for you to put all the information required.

22. Are the product brands listed in some items of the SF-1449 form, such as Moog and Wagner, accepted without any issues? Answer: Brands like as Moog always be approved by the fleet coordinator but, Wagner the US embassy prefer to have the information of the specific item in advance with the intention to make the appropriate decision (This last brand need to be socialized before to take any action).

23. What happens if the original spare part is manufactured in China?

Answer: If the spare part is originally manufactured by the brand in China, we believe there is not a problem if these are clearly certified by the brand.

There will not be a problem, due to the NDAA certification makes reference to Technology Items only.

24. Which company documents should be attached?

Answer: For supporting technical/mechanical needs of teh fleet, only will be necessary to have the quotation containing the required information (this quote information should be very precise as possible at the time it can be submitted by the contractor). Other contracting documentation needs to be required to procurement office.

25. Could you provide, without commitment, the average length of time the vehicles remain in Colombia or the estimated fleet duration in Colombia?

Answer: The estimated fleet duration in Colombia is around 10 years.

26. Is there a possibility to supply only spare parts, or must it include the workshop/service component as well?

Answer: Preferably both services, importing and setting up spare parts when required.

27. Could you provide the list of vehicles in the fleet that will be serviced?

Answer: Yes, as soon as the agreement is signed, Embassy can offer some information about such brands and models.

28. What is the timeline for price adjustments/revisions of the products and services offered? Annually?

Answer: Yes. Although we will check the prices anytime when a BPA Call/order will be process.

29. Do you schedule the collection of replaced spare parts from vehicles? Some heavy parts may cause damage if transported in the SUVs.

Answer: Yes, the collection of replaced spare parts from vehicles should always be scheduled with some time in advance by the fleet coordinator when this.

30. Is it necessary to register on the SAM platform?

Answer: SAM will not be necessary for this solicitation. But you can proceed with the subscription process as well.

31. Is it necessary to obtain any insurance policy?

Answer: No, it is not necessary for this solicitation.

32. Is there a minimum warranty period required for products and services, or does it follow the warranty terms established by each supplier?

Answer: Regarding spare parts, warranties are governed by the manufacturer.

As for labor, this will be arranged with the contractor and according to each specific situation.

33. What is the procedure for reporting unforeseen situations or additional items related to purchase orders?

Answer: Specific situations need to be addressed through Fleet Coordinator Angel Rojas. Email: RojasAM@state.gov, Phone contact information 3219473852.

34. What is the invoice submission process, and what will the payment method be?

Answer: The payment will be by transfer 30 days after the Invoice submission.

The process submission as follow: PAYMENT INSTRUCTIONS FOR

SUBMITTING INVOICES.

Invoice submission must be done through the embassy's invoice filing portal, https://mygrants.servicenowservices.com/mygrants . If you already have an account, you can now do the invoice data entry.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmygrants.servicenowservices.com%2Fmygrants&data=05%7C02%7CBalantaYA%40state.gov%7Ceee09278b68b4570174008de89cdf015%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C639099715148279585%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qr2QHG0DKYQTltEretYvJsjpDLaGib%2FiUGmkClf2LcE%3D&reserved=0

If you do NOT have an approved account, you must send an email to Bogotavendorportal@state.gov, requesting your account creation. Our finance section will contact you via email and send registration instructions on how to obtain your account.

If you would like to setup your user account in advance before submitting an invoice, please send an email to Bogotavendorportal@state.gov. Please wait until you obtain your Purchase Order or Contract from the Procurement Office before requesting an user account in advance.

Invoices can only be submitted through the Vendor Portal:

https://mygrants.servicenowservices.com/mygrants

How can you easily file an invoice on the portal? Please see the following video.

*Ensure to set the CC option and then select English language.

Tutorial video for invoice filling trough the vendor portal. *

To learn about the account registration process on the portal, you can consult the following video tutorial:

*Please select the CC option and then select English language.

Tutorial video for registration in the vendor portal *

Payment tracking

For bill payment status issues after 30 days of filing the bill, please contact BogotaPS@state.gov

Point of Contacts

• For vendor portal issues, (e.g. account activation, portal questions) please email Bogotavendorportal@state.gov

35. In Request Form POR 15888861, for sections 32a through item 42d, should these fields be completed by the contracting entity or by the contractor, since the section refers to the Government Authorized Representative?

https://usdos.sharepoint.com/sites/BogotaShares/Internal/GSO/PROCUREMENT/0.TO%20MIGRATE/2.%20GSO%20Procurement%20Shared%20Documents/Bogotavendorportal@state.gov?xsdata=MDV8MDJ8QmFsYW50YVlBQHN0YXRlLmdvdnxlZWUwOTI3OGI2OGI0NTcwMTc0MDA4ZGU4OWNkZjAxNXw2NmNmNTA3NDVhZmU0OGQxYTY5MWExMmIyMTIxZjQ0YnwwfDB8NjM5MDk5NzE1MTQ4Mjk5NDIzfFVua25vd258VFdGcGJHWnNiM2Q4ZXlKRmJYQjBlVTFoY0draU9uUnlkV1VzSWxZaU9pSXdMakF1TURBd01DSXNJbEFpT2lKWGFXNHpNaUlzSWtGT0lqb2lUV0ZwYkNJc0lsZFVJam95ZlE9PXwwfHx8&sdata=aHE5Z3ZtaHJmN1hKQ3pLUTkyd0QvOXVBano4b2M5ODFOL0pKUi9WcUc3QT0%3d https://usdos.sharepoint.com/sites/BogotaShares/Internal/GSO/PROCUREMENT/0.TO%20MIGRATE/2.%20GSO%20Procurement%20Shared%20Documents/Bogotavendorportal@state.gov?xsdata=MDV8MDJ8QmFsYW50YVlBQHN0YXRlLmdvdnxlZWUwOTI3OGI2OGI0NTcwMTc0MDA4ZGU4OWNkZjAxNXw2NmNmNTA3NDVhZmU0OGQxYTY5MWExMmIyMTIxZjQ0YnwwfDB8NjM5MDk5NzE1MTQ4MzEyOTIzfFVua25vd258VFdGcGJHWnNiM2Q4ZXlKRmJYQjBlVTFoY0draU9uUnlkV1VzSWxZaU9pSXdMakF1TURBd01DSXNJbEFpT2lKWGFXNHpNaUlzSWtGT0lqb2lUV0ZwYkNJc0lsZFVJam95ZlE9PXwwfHx8&sdata=b2lteTQxbGlSMkNobGhjb3ZYaEdQYzlNMmY5cEFRSFVoNTJNNENOcXpnMD0%3d https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmygrants.servicenowservices.com%2Fmygrants%2520&data=05%7C02%7CBalantaYA%40state.gov%7Ceee09278b68b4570174008de89cdf015%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C639099715148325879%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=EICWxSx62MEnbZz61tbm0asuEGn5Y9C2PTYFZGGJFho%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.youtube.com%2Fwatch%3Fv%3Dza74BrCXJdI%26feature%3Dyoutu.be&data=05%7C02%7CBalantaYA%40state.gov%7Ceee09278b68b4570174008de89cdf015%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C639099715148346814%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=WNoV69E1VRyzOLmP5%2FgPv4GuFzWCOgzqeCUb91vn5as%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.youtube.com%2Fwatch%3Fv%3DvYyk87Lp24s&data=05%7C02%7CBalantaYA%40state.gov%7Ceee09278b68b4570174008de89cdf015%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C639099715148366447%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=hnCTQfGeJLdJsTmeP%2F5DbPisVwMkly2qS6cMdRNz8iU%3D&reserved=0 https://usdos.sharepoint.com/sites/BogotaShares/Internal/GSO/PROCUREMENT/0.TO%20MIGRATE/2.%20GSO%20Procurement%20Shared%20Documents/BogotaPS@state.gov?xsdata=MDV8MDJ8QmFsYW50YVlBQHN0YXRlLmdvdnxlZWUwOTI3OGI2OGI0NTcwMTc0MDA4ZGU4OWNkZjAxNXw2NmNmNTA3NDVhZmU0OGQxYTY5MWExMmIyMTIxZjQ0YnwwfDB8NjM5MDk5NzE1MTQ4Mzg2MDI4fFVua25vd258VFdGcGJHWnNiM2Q4ZXlKRmJYQjBlVTFoY0draU9uUnlkV1VzSWxZaU9pSXdMakF1TURBd01DSXNJbEFpT2lKWGFXNHpNaUlzSWtGT0lqb2lUV0ZwYkNJc0lsZFVJam95ZlE9PXwwfHx8&sdata=TE1YSU5HbHZabHQ5TE51bEZ4dWZUQ2IrYTJyMDdWeE9HZTRUWnFXZGw4cz0%3d https://usdos.sharepoint.com/sites/BogotaShares/Internal/GSO/PROCUREMENT/0.TO%20MIGRATE/2.%20GSO%20Procurement%20Shared%20Documents/Bogotavendorportal@state.gov?xsdata=MDV8MDJ8QmFsYW50YVlBQHN0YXRlLmdvdnxlZWUwOTI3OGI2OGI0NTcwMTc0MDA4ZGU4OWNkZjAxNXw2NmNmNTA3NDVhZmU0OGQxYTY5MWExMmIyMTIxZjQ0YnwwfDB8NjM5MDk5NzE1MTQ4Mzk5NDk5fFVua25vd258VFdGcGJHWnNiM2Q4ZXlKRmJYQjBlVTFoY0draU9uUnlkV1VzSWxZaU9pSXdMakF1TURBd01DSXNJbEFpT2lKWGFXNHpNaUlzSWtGT0lqb2lUV0ZwYkNJc0lsZFVJam95ZlE9PXwwfHx8&sdata=U29UUSsvcllkMVd5U2plWTFQSGJFRUtneTNudVZ3ZG9DcEo4enRWOXdEdz0%3d

Answer: No, those fields/sections should not be completed. Must be completed. 30a, 30b 30c.

36. Should the Supply/Service Schedule table be completed, or only be the Price List table?

Answer: It has to be completed under your supply/services information.

37. Regarding the technical information (working methodology, processes, equipment, tools, and value-added services that may be offered to the Embassy), in which section can these supporting documents be attached?

Answer: The technical information must be added to the Section 4.

38. For the BPA submission, should company documents such as the Tax Registration Certificate (RUT), bank account information, commercial references, Chamber of Commerce certificate, among others, be attached? If so, where should these documents be uploaded/attached?

Answer: The technical information must be added to the Section 4.