19GE5025R0015 Questions and Answers.pdf

V1, 1/24/2025

Security of Property U.S. Embassy Brussels

19GE5025R0015

Questions and Answers

Q1: Please clarify who (Contractor or Government) is responsible for obtaining the tree cutting permit to clear the area around the new fence line.

A1: The Contractor is responsible.

Q2: If it is the Contractor who is responsible for obtaining the tree cutting permit, then please confirm that if the tree cutting permit will not be granted by Belgian HN Authorities in time, then the waiting time for tree cutting permit will be treated as an “excusable delay”

A2: Please note we expect no tree cutting, but tree trimming. Any place where tree cutting would be considered should be discussed with the US government.

Q3: Please specify what is required under “access points must enable controlled, secure entry without compromising overall security integrity”, as shown on the drawing provided during site visit. Is a guard booth required? Is any kind of Intrusion Detection System required? Is the Contractor required to provide locks or a chain with padlocks?

A3: Any access points into the facility must be secured with heavy locks/and or chain and padlock and should be secured as to withstand regular usage if needed. An intrusion detection system is being procured under another contract.

Q4: Can you please confirm our understanding that the “B.01 - JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010 NOTICE” can be waived with an accordingly filled IRS Form W-14 in accordance with provision 52.229-11 Tax on Certain Foreign Procurements? In other words: Is the “JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010 NOTICE” the same as the FAR 52.229-11 “Tax on Certain Foreign Procurements”? Both refer to 26 U.S.C. 5000C.

A4: Correct. For instance, a European company can complete and submit the W-14, citing the existing income tax treaty, to claim an exemption from the tax. See clause 52.229-12 and provision 52.229-11.

Q5: Information from the Site Visit was that the Installation of the Temporary gates, fencing and perimeter boarding shall be completed no later than March 31, 2025 and Permanent gates could be installed after March 31, 2025 due to delivery time. This contradicts the contractual requirements stated in the Solicitation. Site visit information’s dates are more realistic. Please update the solicitation requirement accordingly.

A5: Except the gates, no other temporary solution will be accepted. All other items must be installed by March 31st, 2025, and provisional gate shall be in place while the gates are being manufactured. The RFP has been amended to remove the contradiction.

Q6: F.1.3 CONSTRUCTION WORK states “The Contractor shall be required to (c) complete the entire work ready for use not later than 21 calendar days after the CNTP's stated start date. The time stated for the construction portion of the contract shall include final cleanup of the premises, completion of punch-list items and all other items specified in the contract.” Please confirm that the “H.4.4 As-Built Drawings - 30 calendar days after final inspection” and other as-built documents per contract are not included in the stated contractual period of performance and the milestones to finish the secure perimeter

A6: Correct.

Q7: OSB3 boards as specified in the contract cannot withstand harsh weather conditions and tampering for up to four years. Additional measures seem to be required, such as membranes. Please clarify what the Government requirement is.

A7: The government’s requirement is as stated in the RFP.

Q8: Please confirm that only an electronic copy (not a hard copy) is required for the letter from a financial institution confirming that it will, in the event of award, provide to the Contractor any securities required under Section H.1.1 totaling 40% of the contract amount?

A8: Correct, electronic only.

Q9: Regarding the panel height: the description mentions panels of at least 3m20. Could you confirm whether the required height is 3m00 or 3m20?

A9: The minimum height is 3m00

Q10: What is the maximum ground clearance allowed under the fence panels? Given the significant slopes on the terrain, the clearance will vary. In some areas, the panels might need to be partially embedded into the ground to minimize the clearance, which could reduce the height from the ground to 2m90 instead of 3m00. Would this be acceptable, or should we consider taller panels to ensure a minimum height of 3m00?

A10: Yes, consider taller panels to ensure a minimum height of 3m00 from the ground up, on the outside of the fence.

Q11: Is it acceptable to place the fencing on the side of the Securex building instead of the railing, or is it mandatory for the railing to remain in place?

A11: Railing cannot be touched, please see plan to have the fence follow the path below.

Q12: Statement of work states “remove any trees […] on the planned fence line”. Can the trees be simply cut down? Or is it mandatory that the stumps are also removed?

A12: See A2 (above).

Q13: Kindly clarify the role of the Project Engineer and the difference between the Project Engineer and the Field Superintendent?

A13: The Field Superintendent is expected to be on site whenever work is being undertaken and oversee the work of its laborers. The Project Engineer is not expected continuously on site and would be responsible for any technical issues of an engineering nature.

Q14: Does the Government have any plans of the existing utilities (metro, train, cables etc.)?

A14: No plans are available.

Q15: On the west side of the building there is public equipment (electrical boxes and similar) located on the sidewalk. Do these affect the height of the fence as people may step on these?

A15: Referring to A10. All fencing should be a minimum of 3m00 height from the ground

up. (Ground includes any obstruction like electrical box or park meter)

Q16: Following the statement of work, the permanent gates must be installed by the 31st of March latest and temporary gates installed by the 15th of March latest. The entire time schedule might be too short to produce the gates as these will be Long-Lead-Time Items.

Could the temporary gates stay longer than March 31st until the permanent gates are delivered and installed?

A16: Yes.

Q17: Are we allowed to drill/screw in the window frames to fix the boarding A17: Yes.

Q18: Statement of work state “provide an access point into North-West side perimeter boarding…”. Is this a single door made also out of OSB3 in the boarding? And is it located at the ground floor where the “ING personal entrance” is currently located? If not, where should it be placed?

A18: Yes, the door is correct, but it is located on -1 floor of the north side (street level)

Q19: Is attendance on the site visit a mandatory prerequisite for an award?

A19: No, but failure to attend the site visit will not constitute grounds to claim an equitable adjustment for unforeseen site conditions.

Q20: Some light poles are located within the 1m clearance for the new fence. Do these light poles have to be removed?

A20: Yes.

Q21: There can’t be step-ups on the outer side of the enclosure, but what about the old enclosure if there are parts within 1m distance but on the inside?

A21: If the old fence is on the inside of the new one, it is not a problem. But on the outside, it must clear by 1m. (lacking elements that would compromise the 3m height)

Q22: There are electric light,.. cables in the proximity of the old enclosure. Will that be shut down during our work period or permanently (risk of damaging them while removing bushes and old enclosure?

A22: This will be addressed during the Construction post-award conference.

Q23: We can drill in the small surrounding concrete walls to put the new enclosure, but can we grind out small pieces as well to level for example the walls if they are not horizontal?

A23: Yes.

Q24: What will be the payment term as per the job completion percentage?

A24: See RFP section G.4.

Q25: Will there be electricity on site for our crews?

A25: No.