QA_19C02026Q0025_Design Kitchen Modernization.pdf

SENSITIVE BUT UNCLASSIFIED

Q&A 19C02026Q0025

Design_Kitchen Modernization Project

1. The form states 150 days, but the SOW schedule extends through week 42.

What is the definitive contractual period?

ANSWER: Is 32 weeks, the 42 references are assigned to government closing permit management.

2. Are the Government review periods included within the 150 days, or are they added to the contractual period?

ANSWER: Included.

3. Does the contract period begin upon award or upon issuance of the Notice to Proceed (NTP)?

ANSWER: Upon issuance of the Notice to Proceed (NTP)

4. What is the exact area in m² of the kitchen, cafeteria, dining room, and support areas included in the scope?

ANSWER: Information included in the floor plans.

5. Is the intervention limited to remodeling, or may it include major expansions and reconfigurations?

ANSWER: As mentioned in the site visit, will be remodeling, and 2 spaces (around 10m2) need a reconfiguration within the same area (sqm) sent in the floor plans. No expansion.

6. Which existing equipment must be retained, and which equipment may be replaced?

ANSWER: It will be retained, and the contractor must address the required maintenance scope.

7. Who will provide the technical data sheets and information for the existing equipment?

https://ilmsariba.state.sbu/Buyer/Main/aw?awh=r&awssk=SD.f&dard=1

ANSWER: The embassy.

8. Will the kitchen and cafeteria remain operational during the design/construction period, and what phasing or scheduling restrictions apply?

ANSWER: As per design contract it will just require survey visits.

9. Will the Embassy provide existing drawings in AutoCAD/Revit and BIM models, or is the complete survey/documentation the responsibility of the A/E?

ANSWER: The complete survey/documentation is responsibility of the A/E, embassy will provide the base drawings.

10. What level of detail is specifically expected at LOD 350 for equipment, furniture, MEP systems, and construction details?

ANSWER: LOD 350 elements are modeled as specific assemblies that are graphically identifiable in terms of quantity, size, shape, location, and orientation, complete with interfaces with other building systems.

Adds actual connections, supports, and physical interfaces needed for cross-trade coordination and field installation.

Key Requirements by Category Equipment

• Geometry & Sizing: Precise physical dimensions, clearances (maintenance, access, and airflow), and service points.

• Interfaces & Supports: Equipment pads, concrete curbs, vibration isolators, structural anchor bolts, and seismic bracing.

• Connections: Exact connection locations and flange sizes for MEP ties (e.g., electrical disconnect switches, supply/return pipe connections, duct flanges).

Furniture (FF&E)

• Geometry & Sizing: Exact height, width, depth, and spatial clearance needed for operation (e.g., chair clearance, drawer extensions).

• Interfaces & Anchors: Wall blocking, floor anchors, wall channels, or floor boxes required for mounting.

• Utility Connections: Integrated power feeds, data ports, cabling pathways, and plumbing connections (e.g., lab sinks, millwork sinks).

MEP (Mechanical, Electrical, Plumbing)

• Geometry & Routing: Exact outer dimensions of pipes, ducts, conduit runs, cable trays, and fittings (including insulation thickness).

• Interfaces & Supports: Pipe hangers, duct supports, wall/floor penetration sleeves, trapeze hangers, and expansion joints.

• System Coordination: Model-based spatial clash resolution at connections, valves, dampers, junction boxes, and panels.

Construction Details

• Fasteners & Supports: Structural connections, clip angles, anchor bolts, embeds, and backing plates modeled to verify spatial feasibility.

• Multi-Trade Alignment: Clear depiction of structural, architectural, and MEP boundary conditions to resolve constructability issues prior to fabrication.

11. When there are discrepancies between OBO, IBC, NFPA, and Colombian regulations, who will determine the final applicable criteria?

ANSWER: The strongest one, and in the specific area of industrial kitchen policy, the local law.

12. Is INVIMA compliance/submittal within the A/E's direct scope, or will the Embassy handle the submission while the A/E only prepares the required documentation?

ANSWER: A&E only prepares the documentation.

13. May the required professionals be consultants/subcontractors, or must they be direct employees of the bidding firm?

ANSWER: You can have sub-contractors for specific activities and must submit the experience information.

14. What documentation will the Government accept to demonstrate the required 5 years of specific experience?

ANSWER: Executed Design Projects: Roles, Qualifications, and Certifications

15. If unforeseen conditions are identified during the survey that increase the scope of work, how will they be handled under the firm-fixed-price contract?

ANSWER: Is a design contract, no unforeseen conditions are expected, you have all the information required.

16. May a U.S.-based A/E firm serve as the prime offeror provided it commits to establishing its own Bogotá project office within thirty (30) days following contract award?

ANSWER: All interested parties are invited to participate, provided they comply with all requirements established in Section J of this solicitation. Submitted offers will be evaluated strictly in accordance with the evaluation criteria outlined in Section K.

17. Would a dedicated serviced/flexible office in Bogotá—with a permanent local business address, Colombian telephone listing, mail/reception services, and physical workspace available to the prime—satisfy the office requirement, assuming the prime completes any required Colombian business registration?

18. Alternatively, may the established Bogotá office of the prime's Colombian A/E subconsultant satisfy this requirement if the prime maintains a dedicated presence at that location?

19. Is formal registration of the U.S. prime as a Colombian branch or other Colombian business entity required within the same thirty-day period?

20. What is the target budget / Design-to-Budget available for modernization?

ANSWER: The contractor does not need any budget information in this case.

21. What is the exact scope of kitchen equipment to be replaced, repaired, or retained?

ANSWER: No kitchen equipment will be replaced, and the maintenance scope is part of the contract requirements.

22. Will the Embassy provide an inventory, technical data sheets, and as-built drawings of the existing equipment?

ANSWER: Yes, we will provide the technical information available.

23. Is information available regarding electrical loads, panels, emergency power, and installed capacity?

ANSWER: This information will be provided to the company awarded the contract.

24. Are current plans and capacity data available for HVAC, hoods, ductwork, and make-up air systems?

25. What is the condition and capacity of the existing grease interceptors?

26. Will studies or information regarding cold rooms, refrigerators, and freezers be provided?

ANSWER: Yes, we will provide the technical information available.

27. What are the daily meal counts, peak service times, menu details, and staffing levels that the Food Service Designer must use for sizing?

28. What level of operational continuity must be maintained during future construction, and must the design include construction phasing?

ANSWER: Ideally, once the design is defined, we need to manage a final phasing process, considering the requirements, and define operational activities.

29. Which permits and approvals must be obtained from INVIMA or other authorities, and which will the Embassy handle?

ANSWER: The embassy will certified as require: electrical, plumbing and HVAC. For the general matters of permits and standards, contractor must be aligned with INVIMA. However, permitting and documentation processes, are manage by the embassy.

30. What additional food safety or access requirements apply to site survey visits?

ANSWER: Send the visitor’s information, with 48 hrs advanced, and addressed the safety requirements when the visit is held.

31. Are international or local specialized sub-consultants accepted for Food Service, Fire Protection, or other disciplines?

ANSWER: Yes, they are accepted. The baseline is their knowledge in the requested disciplines, aligned with the local law. The company is the direct responsible, even if they subcontracted.

32. Is there a formal Design-to-Budget, and how will scope changes identified during the assessment phase be handled?

ANSWER: No budget will change; it is a firm-fixed contract.

33. What exact SBU (Sensitive But Unclassified) classification and handling requirements apply to models, photographs, and documents?

ANSWER: Everything has this classification. Photographs cannot be taken, and once the contract is awarded, we will coordinate internally the photo management with the embassy personnel.

34. Is there an official BEP/OBO BIM template for this project, and what specific LOD/LOI is expected at each milestone?

ANSWER: The LOD expected and milestone is within the SOW.

35. Contract Performance Period and Design Schedule: Item 11 of the SF- 1442 requires the Contractor to begin performance within ten (10) calendar days after receipt of the Notice to Proceed (NTP) and complete the work within one hundred fifty (150) calendar days.

However, Section E.3, “Delivery Schedule,” presents a schedule extending through Week 35, while Section 16.3 of the Statement of Work presents a different sequence extending through Week 42:

Pre-Design: Days -14 to 0.

LOD 100: Weeks 1–4.

LOD 200: Weeks 5–12.

LOD 350: Weeks 13–32.

Permitting: Weeks 33–42.

ANSWER: Follow SOW Section 16.3 - Is 32 weeks, the 42 references are assigned to government closing permit management.

36. Section 16.4 also identifies Government approval periods of up to 30 days for LOD 100, 45 days for LOD 200, and 60 days for LOD 350. Additionally, the duration for LOD 100 in Section E.3 appears to be incomplete, as it is shown only as “Weeks 1–”.

ANSWER: Follow SOW Section 16.3

Please confirm:

a. Which schedule governs contract performance: SF-1442 Item 11, Section E.3, or SOW Section 16.3?

ANSWER: SOW Section 16.3

b. Whether the 150-calendar-day performance period includes Government review and approval periods and the estimated permitting period.

ANSWER: It includes government review and approval periods,

c. Whether any design phases, Government reviews, or permitting activities are expected or permitted to overlap.

ANSWER: The time proposed for each LOD, includes contractor A&E Development and Government reviews.

d. The intended complete duration for LOD 100 in Section E.3.

ANSWER: SOW 8.2 Government Design Review Cycles SOW Section 16.3

37. Offer Guarantee

Item 12A of the SF-1442 states that performance and payment bonds are not required. Item 13B, however, indicates that an offer guarantee is required.

We were unable to identify the required amount or percentage, the acceptable form of the guarantee, the issuing institution requirements, or the submission instructions.

ANSWER: No guarantees or bonds are required for the design services under this project. The required assurance for this project is the Contractor’s full and satisfactory delivery of all services, documents, designs, and deliverables specified in the SOW.

38. Please confirm:

a. The required amount or percentage of the offer guarantee.

b. Whether the guarantee must be submitted with the proposal.

c. The acceptable forms of guarantee, including whether a bid bond, irrevocable letter of credit, bank guarantee, or another instrument may be used.

d. Whether the issuing institution must satisfy any specific U.S. or Colombian regulatory requirements.

ANSWER: No guarantees or bonds are required for the design services under this project. The required assurance for this project is the Contractor’s full and satisfactory delivery of all services, documents, designs, and deliverables specified in the SOW.

39. Design-to-Budget Amount

Sections D.3.7, G.2.3, and G.3.6 require the A/E Contractor to design within a specified budget, compare construction cost estimates against the design-to-budget amount, and comply with FAR 52.236-22, “Design Within Funding Limitations.”

However, we were unable to locate the applicable estimated construction contract price or design-to-budget amount in the solicitation.

ANSWER: Site visit, quantity chart and floor plan are the information based on. For the design cost, the process was already performed internally. For construction it will be align with the design choices we make during the contract process, it is flexible.

40. Please provide the construction design-to-budget amount in Colombian pesos and clarify whether that amount includes contingencies, taxes, permitting costs, escalation, and other owner or Government costs.

ANSWER: Site visit, quantity chart and floor plan are the based information.

A01Kitchen Floor Plan Total Area - 424.50 m2

Exterior Area - 46.14 m2

Cafeteria Area - 115.92 m2

Kitchen Area - 262.44 m2