QA CTG Mail Screening.pdf

Embassy of the United States of America

Bogotá D.C., Colombia

GSO/ Contracting Unit

Solicitation 19C02026Q0026

CARTAGENA MAIL SCREENING

QUESTIONS AND ANSWERS

Question No. 1. Please confirm how differences will be handled if actual field quantities exceed the approximate quantities indicated in the RFQ, particularly under the fixed-price contract structure.

Answer No. 1. As this is a fixed-price contract, the contractor is responsible for executing the activities based on fulfilling the project scope rather than on unit quantities; the contractor must bear the risk associated with any variations in quantities. While the embassy provides estimated quantities based on project requirements, the expectation is that the contractor will verify the actual quantities, conditions, challenges, and work requirements during the site visit.

Question No. 2. . For voice/data work, the documents refer to approximately 310 m of fiber-optic cable while also indicating that the Embassy will provide the cable and that final connections will be performed by DT. Please confirm whether the Contractor is responsible for conduits and supports only, or also for installation of the Embassy-furnished fiber-optic cable. Please also confirm how a material variation in the actual required length would be handled.

Answer No. 2. In Section 4.4 of the SOW specifies that one of the activities to be performed by the contractor is the installation or cabling of fiber optics within the structure; this will be routed through the infrastructure (conduits and supports) installed by the contractor. Should additional fiber optic material be required, the Embassy will provide and splice it.

Question No. 3. Certain activities, including demolition, excavation and logistics, are identified as lump-sum items although the actual effort may depend on field conditions. Please confirm the pricing basis to be used if the work reasonably required in the field exceeds the scope that can be established from the solicitation documents and site information.

Answer No. 3. As this is a fixed-price contract, the contractor is responsible for executing the activities based on fulfilling the project scope rather than on unit quantities; the contractor must bear the risk associated with any variations in quantities. While the embassy provides estimated quantities based on project requirements, the expectation is that the contractor will verify the actual quantities, conditions, challenges, and work requirements during the site visit.

Question No. 4. Please confirm the required manufacturer/model and minimum acceptance criteria for the emergency shower/eyewash and industrial hand-wash equipment, including whether the Bradley S19-310 is a mandatory reference or a basis of design for an approved equivalent.

Answer No. 4. The S-19-310SS serves as a reference model; it is manufactured from stainless steel to withstand Cartagena's weather conditions. It does not have to be the same brand, but it must meet the same specifications.

Question No. 5. The Bradley S19-310 emergency shower/eyewash reference requires approximately 30 PSI at 20 GPM. Please confirm whether the existing 1/2-inch water connection at the tie-in point can

Bogotá D.C., Colombia

GSO/ Contracting Unit provide the required continuous pressure and flow, or whether the Contractor should include a constant-pressure/hydropneumatic system in the proposal.

Answer No. 5. An additional pressure system (hydropneumatic) is not required; the existing emergency shower provides the necessary pressure.

Question No. 6. The RFQ contemplates reuse of existing electrical and water systems. Please confirm the Contractor's responsibility if field verification identifies defects, inadequate capacity, or non-compliance that requires repair or replacement in order to complete the new work in accordance with the applicable standards.

Answer No. 6. If the contractor detects deficiencies in the electrical or water systems to be reused, they must immediately notify the COR so that the matter can be reviewed and appropriate action taken. It is the contractor's responsibility to report these deficiencies immediately.

Question No. 7. Please confirm the minimum structural design criteria for the detachable roof structure, including required materials and design loads, beyond the conceptual information included with the solicitation.

Answer No. 7. The contractor is responsible for the design in accordance with NSR-10 parameters. The roofing must be made of thermal-acoustic UPVC, featuring gutters and downspouts of the Pavco "Amazona" type. The metal structure must be protected with an epoxy coating suitable for coastal environments. The dimensions of purlins, girts, bracing, etc., will be determined by the structural design.

The structure must feature a disassembly system to allow for easy removal when relocating the container.

consider a cantilevered roof tile at the front.

Question No. 8. Considering the 45-calendar-day performance period, what review and approval turnaround should the Contractor assume for the structural shop drawings after formal submittal to the

COR?

Answer No. 8. The timeframe for executing the activities is 45 days once the designs and plans are approved, and we expect this approval process not to exceed 15 days.

Question No. 9. The RFQ references RETIE, NTC 2050, NEC and ADA requirements. Please confirm the order of precedence to be applied if any requirement is inconsistent or produces a different technical criterion.

Answer No. 9. The stricter standard must be followed. It is not always the American one.

Question No. 10. For the electrical modification, please confirm the required RETIE closeout documentation: will an inspection report issued by an ONAC-accredited inspection body be required, or will a Declaration of Compliance signed by the Contractor's licensed electrical engineer be acceptable?

Answer No. 10. A Declaration of Compliance signed by the contractor's authorized electrical engineer is accepted.

Bogotá D.C., Colombia

GSO/ Contracting Unit

Question No. 11. Please confirm whether the activity durations shown in the solicitation schedule are mandatory individual durations or planning references, and whether the Contractor may adjust activity sequencing and durations provided the overall required project completion period is maintained.

Answer No. 11 Activities may be modified during implementation, provided they do not exceed the project's execution timeframe. Such modifications must be validated and approved by the COR.

Question No. 12. Security screening/namecheck and badge processing may consume a substantial portion of the 45-calendar-day performance period. Please confirm the expected processing timeframe and whether personnel documentation may be submitted before the Notice to Proceed. Please also confirm whether temporary work passes may be authorized while permanent access is being processed.

Answer No. 12. The 45-day period applies to project execution once entry permits have been approved.

The personnel review process begins prior to the awarding of the contract.

Question No. 13. The RFQ requires the Safety Inspector and Resident Engineer to be separate individuals.

Please confirm whether this requirement also applies to personnel assigned through subcontractors.

Answer No. 13. This requirement applies to the contractor, and the personnel must always be present in accordance with the request. The subcontractor cannot fill these positions with their own staff.

Question No. 14. Please confirm whether the Site Safety and Health Plan (SSHP) and Activity Hazard Analyses (AHAs) must be submitted using standard OBO formats or another Embassy-required template/matrix.

Answer No. 14. Contractors use their own forms, as they are required to have their own quality management plan.

Question No. 15. Regular working hours are identified as Monday through Friday, 08:00 to 17:00. For high-noise, dust-producing or otherwise disruptive activities, including core drilling and excavation, please confirm whether extended hours or weekend work will be required and whether such work must be requested from the COR at least 24 hours in advance.

Answer No. 15. If the work generates significant noise or dust, or requires closing off circulation areas, it must be scheduled outside normal working hours. Ideally, a work schedule should be submitted in advance to allow for the coordination of permits, as these do not depend solely on the COR. Also involve building administration and tenants.

Question No. 16. Please identify any additional access, security, staging, delivery, storage or logistics restrictions that should be included in the proposal assumptions.

Answer No. 16. The contractor must bear in mind that the Embassy will not be held responsible for any of the contractor's stored materials, tools, or equipment, nor will it provide physical space for material storage or offices. The contractor may bring in an office container or set up a site camp once the location has been agreed upon with the administration. Additionally, the contractor must coordinate with the building

Bogotá D.C., Colombia

GSO/ Contracting Unit administration to obtain temporary water and power connections for the project; the costs for these services must be agreed upon between the contractor and the building administration.

Question No. 17. Please confirm whether the Embassy has specific methods, materials or minimum standards for protection of adjacent areas and for construction waste handling and disposal.

Answer No. 17. The contractor must protect work areas in the same manner as projects are managed by any entity in the country and must dispose of all waste materials at sites approved and certified by the Colombian government.

Question No. 18. Please confirm whether the Contractor is responsible for obtaining any local permits or licenses required for the work, or whether applicable permits will be coordinated or obtained by the Embassy.

Answer No. 18. The permits must be obtained by the contractor.

Question No. 19. Please confirm whether there are additional drawings, details or annexes that form part of the solicitation and should be used for proposal preparation.

Answer No. 19. No further supporting material is available.

Question No. 20. Certain requirements refer to technical figures/details, including “Figure 1 - Pipe crossing detail.” Please identify where each referenced figure/detail can be accessed or provide the applicable files.

Answer No. 20. No further technical details are available. The requirements were explained during the technical site visit. Current regulations must be considered for the execution of this work.