QA_19C02026Q0030.pdf

SENSITIVE BUT UNCLASSIFIED

Q&A

19C02026Q0030

CMR Hedge Renovation Design

1. Anti-Collision Barrier Criteria: What specific technical design criteria must be used for the wall’s anti-collision barrier (e.g., K4, K8, K12 standards, or another anti-ram reference standard)?

R/: It has recently been confirmed that the anti-ram specification will no longer be required for the new wall due to updated regulations. Nevertheless, the wall must structurally comply with all applicable requirements of NSR-10.

2. Institutional Emblem/Shield Location: Is there an established location or dimension for the institutional embassy emblem/shield, or should this be proposed as part of the architectural design?

R/: This is part of the architectural proposal. The institutional emblem will be provided to the awarded offeror.

3. Utility Connection Points: Are there existing hydraulic and electrical connection points available in the immediate vicinity of the new wall to supply power and water to the irrigation, lighting, and auxiliary systems?

R/: There is an electrical outlet adjacent to the current hedge. No water utilities are available in the project area. The detailed site conditions survey is included among the activities and deliverables required under the contract.

4. CCTV Location Discrepancy: Should the existing security camera (CCTV) remain in its current location (as stated in the Scope of Work - SOW) or be relocated (as indicated during the site visit)? We respectfully request formal clarification from the Embassy regarding this apparent discrepancy between the site visit notes and the official contract documents.

R/: To clarify, although no significant relocation of the existing CCTV system is anticipated, the final camera location must be coordinated based on the final wall location, which will be designed and approved as part of the contract activities.

5. Heritage Documentation (IDPC): Will the Embassy provide the contractor with any existing documentation regarding the property's historical/heritage designations issued by the IDPC (Instituto Distrital de Patrimonio Cultural)?

R/: It has recently been confirmed that the intervention area covered by this Scope of Work is located outside the zone identified as having historical or heritage designation.

Therefore, no IDPC heritage documentation applies to this work.

6. IDPC Review Timelines: Are the review and approval timelines required by local heritage authorities (IDPC) included within the overall 200 calendar-day performance period, or are they external to the 15/10 business-day review windows already designated for FAC/OBO?

R/: It has recently been confirmed that the intervention area covered by this Scope of Work https://ilmsariba.state.sbu/Buyer/Main/aw?awh=r&awssk=SD.f&dard=1

Nevertheless, regarding other external stakeholders, please refer to Section 7.1 of the SOW, which states: "Although the Embassy cannot control the timeframe required by external stakeholders for their reviews, the Contractor will still have a maximum of 10 business days to respond to all comments and submit a revised version of the designs once feedback is received."

7. Design Revisions Required by IDPC: In the event that the IDPC requests design modifications during the approval process, should the hours required for these revisions be included in the initial proposal (given the Firm-Fixed-Price nature of the contract), or would such adjustments be eligible for recognition through a bilateral contract modification?

R/: As stated in Section 7 of the SOW: "Additional internal and external stakeholders may be included in the approval process based on the evolution and findings of the designs.

However, this will not result in additional payments to the Contractor for its services."

8. Weekly COR Reporting Format: Is there a prescribed template/format for weekly progress reports to the COR, or should the contractor propose one? Professional & Subcontractor

Experience Format: Is there a specific submission format or template (beyond Annexes 6 and 7) required to demonstrate the professional experience of key personnel and proposed subcontractors?

R/: The weekly reporting format will be provided to the awarded offeror. As part of the

Technical Proposal (Section 21 of the SOW), no additional format is required to present staff and company experience. Offerors should ensure that all information required under

Section 21 is fully included in the Technical Proposal.

The vendor should include the SF330 format, where applicable information about each person that will be participating in the project.

9. Subcontractor Contractual Structure: Given that Joint Ventures and Consortia are not permitted, how should the prime contractor structure its relationship with mandatory specialized subcontractors (e.g., geotechnical, structural, landscaping, and building automation systems)?

R/: As stated in Section 9.2 of the SOW: "Third-party companies and subcontractors may be engaged for specific and specialized tasks (e.g., industrial design, green wall design, graphic design, wayfinding design, geotechnical studies, specialized studies, landscaping, etc.). The Contractor must submit a list of proposed third-party companies for Embassy approval. Subcontractors must meet or exceed the experience requirements outlined in this SOW for the A&E services company. Non-approval of proposed subcontractors does not exempt the Contractor from fulfilling its contractual obligations."

Joint ventures or consortia are not permitted, as only one awarded company will be responsible for the designs.

10. SAM Registration: Section J states that SAM registration is not required for proposal submission.

On the other hand, the Cover Letter lists “Proof of SAM Registration” as optional;

however, it also states that offerors shall be registered in SAM prior to submission and that failure to be registered may result in the proposal being considered non-responsible.

Could you please confirm whether an active SAM registration and proof thereof, including the UEI number, are mandatory at the time of quotation submission?

R/: Registration in SAM.gov is not required. But if you are already registered, you can send us the registration proof.

11. Performance and Payment Bonds / Structural Stability Bond: Item 12A of SF-1442 expressly indicates “NO” in response to the question, “The Contractor must furnish any required Performance and Payment Bonds?” However, Section 17 of the SOW requires a

Performance Bond, Quality of Services Bond, and Professional Liability Insurance (Errors and Omissions).

Could you please clarify whether Performance Bond, Quality of Services Bond, and Professional Liability Insurance (Errors and Omissions) will be required from the successful contractor?

R/: All bonds required under Section 17 of the SOW must be obtained, including Defense

Base Act (DBA) Insurance.

12. Financial Statements – Submission Timing: Section J lists a copy of the firm's financial statement among the information to be included in the quotation. However, Section J.4.0 states: “If asked by the Contracting Officer, the offeror shall provide a current statement of its financial condition...”

Please confirm whether the financial statements described in Section J.4.0 must be submitted with the initial quotation or only upon request by the Contracting Officer.

R/: All the financial statements should be submitted with the initial quotation.

13. We request that you send us the basic plan or sketch of the areas to be worked on and the elements to be designed.

R/: Please refer to Section 3.2, Image 1, and Section 3.3, Image 5 of the SOW. Additional information will be provided to the awarded company, if available.

14. We kindly request confirmation of the approximate length, height, and exact limits of intervention for the proposed new wall.

R/: The approximate length is 16 meters, the approximate height is 5 meters, and the approximate footprint is 100 m². However, final measurements will depend on the design proposal, which is part of the deliverables under this Statement of Work.

15. Considering that the new wall will replace the existing anti-ram planters, we kindly request clarification of the required vehicle-impact performance level, including the design vehicle and weight, impact speed, and allowable penetration.

R/: It has recently been confirmed that the anti-ram specification will no longer be required for the new wall due to updated regulations. Nevertheless, the wall must structurally comply with all applicable requirements of NSR-10.

16. Regarding the geotechnical component, Section B.4.3 indicates that geotechnical information may be provided by the Government or arranged through a task order, while

SOW Version 2.0 includes the execution of geotechnical studies within the scope of work.

We kindly request confirmation as to whether the geotechnical field and laboratory investigation is to be included in the firm-fixed-price proposal or will be procured subsequently through a task order. If such investigation is included, please indicate whether there is a minimum investigation scope in terms of the number and depth of boreholes and the required testing.

R/: The SOW technical requirements take precedence over other documents. As indicated in the SOW, the complete geotechnical studies are included within the scope of the contract.

17. The pricing schedule includes a separate Geotechnical item only under Phase 1, while the

SOW contemplates the execution of geotechnical studies during Phase 2. We kindly request clarification on how the geotechnical component is expected to be distributed and priced across the different design phases.

R/: As indicated in the SOW, Phase 1 refers to "Plan and Schedule Specialized Studies," while Phase 2 refers to their execution. This item should be costed in a single phase, as only one study is required.

18. The SOW refers to specialized studies such as structural integrity studies and soil and/or water quality studies. We kindly request confirmation of which of these studies are specifically required for this project and, if applicable, the minimum scope and requirements for each.

R/: The specialized studies are referenced as a general item because each company, based on its policies and expertise, must include in its cost all specialized studies required to perform the requested designs. As stated in Section 2.1: "No additional payments will be made for activities needed to meet the SOW requirements and final objective, nor for the

Contractor's failure to accurately estimate or anticipate the cost or complexity of achieving the required results."

19. We kindly request confirmation as to whether laser scanning is mandatory for this project, considering the requirements included in the OBO BIM and CAD Standard, or whether the existing conditions survey may be performed using conventional surveying methods. In either case, please indicate the minimum limits/extent of the area to be surveyed.

R/: BIM methodology does not mandate the use of laser scanning for site surveys;

therefore, the survey method is determined by the Contractor's experience and expertise.

Although the approximate project area is 100 m², additional data collection may be required depending on existing technical utilities.

20. For the identification of underground utilities and services, we kindly request confirmation as to whether the information to be provided by the Embassy will be sufficient for design development, or whether field detection methods such as GPR, electromagnetic utility locating, verification test pits, or other methods are expected to be included in the

Contractor’s scope.

R/: The Embassy will provide the available information. Nevertheless, as indicated in

Section 11 of the SOW: "The Contractor must review and update the provided information as necessary. The Contractor remains solely responsible at all times for ensuring the optimal results, quality, and completion of the services required under this Statement of

Work." The comprehensive site survey is included among the activities of the contract, as stated in Section 4 of the SOW. The survey method is determined by the Contractor's experience and expertise.

21. Considering that the project includes the complete removal of the existing pine hedge, we kindly request confirmation as to whether a tree inventory, phytosanitary assessment, permits or forestry-related procedures, compensatory measures, or any other environmental component will be required, and whether such activities are to be included in the Contractor’s scope.

R/: If necessary to perform the designs, the available information will be provided to the awarded company.

22. Section 9.1.4 requires a lead professional for each MEP+IT discipline, while the pricing schedule only includes Plumbing and Electrical. We kindly request confirmation of which

MEP+IT disciplines are specifically required for this project, and which lead professionals are expected to be included in the proposed project team.

R/: Please refer to Annex 2 of the SOW.

23. The SOW identifies the Instituto Distrital de Patrimonio Cultural (IDPC) as an approval authority. We kindly request confirmation of the specific permitting/approval process required before the IDPC, including whether preparation, filing, follow-up, and any associated fees are included in the Contractor’s scope.

R/: It has recently been confirmed that the intervention area covered by this Scope of Work

24. We kindly request confirmation of the estimated duration of the Name Check process, as well as the working days and hours available for conducting field activities within the

CMR, considering that access requires prior authorization and escort by Embassy personnel.

R/: The Name Check process is estimated to take 20 calendar days; however, actual duration may vary depending on each case. Once the Name Check and visitor access request are approved, site activities may be performed on business days, from 7:30 a.m. to

3:30 p.m.

25. Considering that the total Period of Performance is 200 calendar days and that Government review periods must be accommodated within this timeframe, we kindly request clarification on how delays attributable to the IDPC or other external authorities will be handled when such delays are beyond the Contractor’s control.

R/: It has recently been confirmed that the intervention area covered by this Scope of Work

Extensions of time caused by external factors not attributable to the Contractor will be evaluated and managed accordingly.

26. We kindly request confirmation that the design phases applicable to this project are 30%, 60%, and 100%, considering that other sections of the Solicitation refer to 35%, 60%, and

100%. We also kindly request confirmation of the applicable review and response periods to be considered for each design phase.

R/: Please refer to the percentages included and described in the SOW, which is the governing technical document for this project. Review and response timeframes shall proceed as indicated in Section 7.1 of the SOW.

27. The SOW establishes a minimum three-year warranty and requires response to RFIs if construction commences during that period; however, other provisions indicate that construction-phase services may be added through contract modification. We kindly request clarification as to which construction-phase support activities are included in the firm-fixed-price design scope and which activities would be provided as additional services under a contract modification.

R/: This contract does not include construction activities. However, as stated in the SOW:

"The Contractor is responsible for providing all documents and plans necessary for the successful development, budgeting, understanding, and construction of the project, ensuring that the Embassy does not need to engage third parties to complete or finalize the project." Accordingly, the awarded company is responsible for any corrections required during the construction phase resulting from failures, non-compliance, or inconsistencies in its designs.

This requirement is consistent with Law 400/1997, under the Colombian Earthquake-

Resistant Construction Regulation (NSR-10), Section A.1.5.1 (Diseñador Responsable /

Responsible Designer), which establishes that the professional who signs or seals a plan or design report assumes full legal and technical liability for that specific element. If an element appears in a set of plans or design calculations, the regulation presumes that all necessary measures were taken to meet applicable standards.