QA_19C02026Q0016.pdf

SENSITIVE BUT UNCLASSIFIED

QUESTION AND ANSWERS

SOLICITATION - 19C02026Q0016

COOK SERVICES

1. Is electronic submission of the proposal package via email permitted for this solicitation, or is physical delivery to the Embassy strictly mandatory?

Answer: The proposal submission will be electronic.

2. If email submission is allowed, could you please confirm the designated email address(es) to which the complete offer should be submitted, along with any file size limits or formatting restrictions?

Answer: Proposals must be submitted electronically to BogotaGSOCompras@state.gov.

Please note that the total size of your proposal submission must not exceed 20 MB.

3. Can you please advise if there is an incumbent contract for this requirement and if so, can you please provide the contract award ID?

Answer: That information is not available.

4. Food and groceries: Is the cost of food, groceries, beverages and food inventory included in the contractor's firm-fixed monthly price, or does the Government purchase them separately (e.g., the Mess NCO)? PWS appears to say both: Section 1 says the Mess NCO purchases food, while PWS 2.b says the contractor provides food provisions and storage, a 30-day stock and an emergency food plan. If the contractor does purchase food, is there a monthly food budget or a per-meal cost target?

Answer: The contractor is only required to quote for the food preparation services. The Government will purchase and provide all food supplies and other necessary items required to perform the services specified in the solicitation. Therefore, the cost of food and groceries should not be included in the contractor’s financial proposal.

The contractor remains responsible for managing the storage of Government-provided food supplies, maintaining the required 30-day stock, and developing and implementing an emergency food plan, as specified in the PWS. These responsibilities must be carried out using the supplies provided by the Government.

mailto:BogotaGSOCompras@state.gov

5. Service days: Is service required Monday through Friday only (PWS 1.2.2), or all 7 days including weekends and holidays (Section 3.0)? Is service required on both U.S. and Colombian holidays, and how are deductions applied if the Contracting Officer requires no service on a given day?

Answer: The contractor must include the cost of any overtime payments in the original quotation. Accordingly, the quoted price shall remain fixed and may not be adjusted if overtime services are required.

Please refer to the updated table of Colombian public holidays for 2027 below.

2027 Holiday Schedule

To: All Employees, All Agencies

The following is the official list of holidays for U.S. Mission Colombia, for calendar year 2027:

Day Date Holiday Origin

Friday January 1, 2027 New Year’s Day

US,

CO

Monday January 11, 2027 Epiphany CO

Monday January 18, 2027 Birthday of Martin Luther King Jr.

US

Monday February 15, 2027 Washington’s Birthday US

Monday March 22, 2027 Saint Joseph's Day CO

Thursday March 25, 2027 Maundy Thursday CO

Friday March 26, 2027 Good Friday CO

Monday May 10, 2027 Ascension of Jesus CO

Monday May 31, 2027 Memorial Day/Corpus Christi

US,

CO

Friday June 18, 2027 Juneteenth National Independence Day

US

Monday July 5, 2027 US Independence Day/Saint Peter and Saint Paul

US,

CO

Tuesday July 20, 2027 Colombian Independence US

Monday August 16, 2027 Assumption of the Virgin Mary

CO

Monday September 6, 2027 Labor Day CO

Monday October 11, 2027 Columbus Day US

Monday October 18, 2027 Día de la Raza CO

Thursday November 11, 2027 Veterans Day US

Monday November 15, 2027 Cartagena Independence CO

Thursday November 25, 2027 Thanksgiving Day US

Wednesday December 8, 2027 Immaculate Conception Day CO

Friday December 24, 2027 Christmas US

Below you will find the list of local holidays that are not observed by the Mission and will be considered as a regular workday:

Day Date Holiday Origin

Monday June 7, 2027 Sacred Heart CO

Monday July 12, 2027 Our Lady of the Rosary of Chiquinquirá

CO

Monday November 1, 2027 All Saints’ Day CO

Finally, three holidays will be observed on weekends. Employees that are scheduled to work on those days will be paid under the premium pay plan:

Day Date Holiday Origin

Saturday May 1, 2027 Labor Day CO

Saturday August 7, 2027 Battle of Boyacá Day CO

Saturday December 25, 2027 Christmas Day CO

6. Meal volume: What is the expected number of breakfasts, lunches and dinners per day, per week and per month? The solicitation only gives a range of 21 to 36 meals per day. How many menu options per meal are required (the PWS mentions 2 breakfast, 2 lunch and 3 dinner options)?

Answer: For no more than 13 Marines (includes the detachment commander) it would be 39 meals a day if all Marines get 3 meals a day.

Not all Marines will pay for 3 meals a day. However, that is the most we will require for the majority of the year. Menu options will include 3 options for breakfast, lunch and dinner. Marines may customize their food options for their meals in advance.

7. Headcount: Are 14 MSGs a fixed headcount, or should we plan for guests, visitors, rotations or events? Is there a maximum headcount per meal? How are meals above or below the estimate handled under the firm-fixed monthly price?

Answer: 13 MSGs is what we won’t go over at any point of the year because 13 is permanent personnel assigned to Bogota. There are 2 inspections out of the year where 2 more Marines will come and potentially want to be on the Mess bill. The Mess bill is what they will pay the Mess Marine in order to cover their food costs during their stay in Bogota. Also 1 time out of the year 2 Marines will also come to do a visit, they might also potentially want to be on the Mess bill. During the 3 visits out of the year there will be 1 joint breakfast with all the Marines which will range from 9-14 Marines

8. Type of service: What type of service is required: buffet, self-service, plated or table service?

Answer: During the week all food will be plated and wrapped. For the weekends one day can be plated and the other day is self serve from a bulk dish such as a big bowl of chicken nuggets that Marines will serve themselves. Certain dishes can be self-served as well.

9. Special meals: Are special meals required (holidays, Marine Corps Birthday, themed dinners, cookouts, packed or to-go meals for MSGs on duty)? How many per year?

Answer: Yes, Marines will request to have the cook make specific dishes during holidays as well to make appetizers for monthly happy hour events hosted for the embassy employees (12 total a year). Roughly 12-16 events out of the year. We will ask the cook to bake a cake for Marine’s birthdays throughout the year.

Sources and dietary needs: Are there required sources or brands (U.S. brands, USDA-grade meat), approved suppliers or restrictions on origin? Are there known dietary restrictions, food allergies, medical or religious requirements among the MSGs? Are there cuisine preferences, disliked foods, portion or caloric guidelines, or a past menu cycle we can use as a reference?

Answer: All we require is good quality product to fuel the Marines with good nutrition. The Marine’s will inform the cook and put it on our white board for any allergies or preferences.

10. Menu approval: Who approves the menu, and how far in advance must it be submitted?

Answer: Mess NCO, A/ Detcmdr or Detcmdr approves the menu.

11. Hours: Service is scheduled from 07:00 to 19:30 with a 40-hour weekly limit and no overtime. Is clean-up expected beyond 19:30, and may shifts be staggered with split breaks?

Answer: 0800-1600 is the normal work hours, however certain days out of the year we will require the cook to come in earlier to fit the schedule we make during the week. Clean-up is expected whenever all dishes are made. Clean-up is usually around 1600 except for Fridays because the cook will need to prep food for the weekend. Standard is a 40-hour weekly limit and no overtime. They can take split breaks whenever the time periods for breakfast and lunch and dinner get served. Ex. They finish cooking breakfast then can take a break as long as they have time to have lunch prepared from 11-1330.

12. Purchasing trips: How often are trips with the Mess NCO to purchase food expected?

Answer: They are usually 2x a month, but whenever needed.

13. Staffing levels: Beyond the Detachment Cook, what staffing levels does the Government expect, and are there English-language requirements for any position? May the key cook also act as the on-site supervisor if English proficiency is met?

Answer: English is preferred but we have Spanish speaking Marines as well as translating apps to communicate through.

14. Absences and replacements: How are staff absences, vacations and replacements expected to be handled, given the 40-hour weekly limit?

Answer: The contractor must identify and provide, in advance, suitable replacement personnel for regular staff who may be absent or unavailable. The contractor is fully responsible for ensuring uninterrupted service delivery and compliance with all contract requirements, without delays or disruptions.

15. Hiring and insurance requirements: What legal requirements does the

Government expect for hiring, such as local labor compliance, ARL class or other mandatory coverage? Is Defense Base Act (DBA) insurance required for Colombian employees (PWS 7.4 and Provisions A.1 appear to differ), and are general liability limits higher than USD 6,000 / 27,000 expected?

Answer: The contractor is responsible for complying with all applicable Colombian labor laws and regulations, including mandatory social security, occupational risk insurance (ARL), and any other legally required employee coverage.

Given that the services will be performed at a U.S. Department of State facility, the contractor must include the cost of Defense Base Act (DBA) insurance covering all employees assigned to the contract, regardless of nationality, in its financial proposal, as required by the solicitation.

The minimum general liability insurance limits are those specified in Section 7.2 of the Performance Work Statement (PWS):

• Bodily Injury: USD 6,000 per occurrence and USD 27,000 cumulative.

• Property Damage: USD 6,000 per occurrence and USD 27,000 cumulative.

As stated in Section 7.3, these are the minimum insurance requirements.

The contractor must obtain any additional insurance required by applicable local law or customarily maintained for this type of work.

Evidence of the required insurance must be submitted within ten (10) calendar days after contract award, in accordance with Section 7.8 of the

PWS.

16. Security requirements: What security requirements apply to staff (background checks, clearances, processing time, advance personnel list)? Background checks take about 30 days; can staff start before clearance?

Answer: The required documentation is specified in Section 4.4, “Personnel Security,” of the solicitation.

Each case will be evaluated based on its specific circumstances to determine whether a temporary access pass is necessary.

17. Location and access: The MSG Residence address is left blank in the PWS ("provide full address here"). Please provide the address, access hours and escort rules.

Answer: The address is Carrera 45 #24b-27. Marines Residence (MSG Residence)

18. Site visit: Will a site visit to the MSG Residence be held? If so, when, who may attend, and what documents or clearances are required?

Answer: The site visit took place the past October 22, 2026.

19. Deliveries: What are the delivery and access rules for goods entering the residence (hours, vehicle access, screening)?

Answer: The contractor is only permitted to bring personnel onto the premises. Any additional or other items that the contractor needs to bring into the facility must be approved in advance by the Contracting Officer’s Representative (COR).

20. Award and start dates: What are the anticipated award date, Notice to Proceed (NTP) date and service start date? Is the transition period paid? Does the 12-month base period start at NTP or at award? Section 1 and the PWS differ.

Answer: Contract award is tentatively scheduled for December 2026. The Notice to Proceed (NTP) will be issued at the discretion of the Contracting Officer (CO).

The transition period is included within the base year of performance.

21. Currency and VAT: In which currency should prices be quoted and paid, and which portion of the price is subject to VAT?

Answer: Offers submitted by companies incorporated in Colombia must be quoted in Colombian pesos (COP). Offers submitted by companies incorporated in the United States must be quoted in U.S. dollars (USD).

Regarding Value Added Tax (VAT), the applicable VAT treatment and the amounts subject to VAT shall be determined in accordance with the contractor’s accounting practices and applicable requirements.

22. Price adjustment: FAR 52.216-4 limits adjustments to a 3% threshold and a 10% aggregate cap. Will statutory minimum-wage changes in Colombia be accepted as a basis for adjustment beyond the cap?

Answer: Any requests for price adjustments due to increases submitted by the contractor will be subject to a thorough review and will require approval by the Contracting Officer (CO). Submission of a request does not guarantee approval.

23. Availability of funds: What is the funding status, and how are payments handled between fiscal years (FAR 52.232-19)?

Answer: Funding for this project has been secured by the U.S.

Department of State. The selected contractor will be responsible for submitting invoices in accordance with the invoice submission instructions that will be provided.

24. Excise tax: Does the 2% excise tax notice apply to this contract and offeror?

Answer: Answer: Only contractors awarded contracts exceeding USD 350,000 may submit this request.

25. Reporting: May the monthly reports (QC, KPI, vulnerability assessment, menu metrics, headcount, waste) be consolidated, and is an existing contractor system acceptable for the web dashboard?

Answer: This requirement will be evaluated based on the complete proposal submitted by the offeror to determine whether it meets the standards and requirements established by the U.S. Department of State.

26. Licenses and local presence: The licenses and permits deliverable is due on the date of award. Can permits be provided after award but before the start of performance? Is a registered Colombian company with Cámara de Comercio registration enough to meet the local presence requirement?

Answer: The general liability insurance policies must be issued and submitted before the contractor begins performance of the contract.

Following contract award, the contractor will be informed of the timeframe allowed to obtain and submit the required insurance policies.

Additionally, Colombian companies must provide documentation demonstrating that their registered business activities cover the type of services required under this solicitation.

27. Solicitation wording: SF-1449 block 20 says "Embassy Bogotá Security Guards" while Section 1 says Marine Security Guards. Please confirm the scope is the Marine Security Guard Residence. The performance table also shows "90% % adherence"; please confirm the ServSafe threshold.

Answer: “Embassy Bogotá Security Guards” and “Marine Security Guards” refer to the same office.

The scope of this solicitation is limited to cooking services for the Marine Security Guard Residence.

Regarding the performance requirement, the compliance threshold is 90%, as stated in the solicitation.