Attachment-12-QnA.pdf

U.S. Embassy London, United Kingdom

SBU - CONTRACTING AND ACQUISITIONS

19GE5026Q0068

Winfield House Painting Services

Questions and Answers

Q1 May a quotation still be submitted based on the solicitation documents without attending the site visit?

Yes, with the understanding that this will be a firm, fixed-priced purchase order and price adjustments will not be made based on the contractor failing to comprehend the project’s full magnitude.

Q2 Phase 1 vs. Phase 2 Evaluation Imbalance (Interior Fencing) During the site visit, we were advised that the interior fencing could be painted in either Phase 1 or Phase 2. Because this interior fence utilizes the same pressurized equipment and paint color as the exterior perimeter fence (Phase 2 scope), it is highly cost-effective to group them together. However, allowing contractors to randomly allocate this cost to either Phase 1 or Phase 2 creates an evaluation imbalance, preventing an "apples-to-apples" comparison of base bids. Will the Government issue a strict directive on which Phase the interior fencing must be priced under?

Railings to be painted as per phase 2 of the contract. The price evaluation shall be based on the sum of the base and the option CLINs combined.

Q3 Crown Estates Gateways Will there be mandatory inspection "hold points" by Crown Estates that we need to build into our Gantt chart, or can we proceed continuously with the COR's approval?

Proceed continuously. The Crown Estates may or may not inspect the works once they have been notified of the completion.

Q4 Vetting Timelines vs. Performance Period Given the rigid May 1st to August 31st execution window, if the vetting process for personnel is delayed by the Government, will the 42-day performance clock be paused or extended accordingly?

No. The performance period will not be paused, everyone has to be cleared prior to starting on site. Vetting takes approximately 14 calendar days to complete.

Q5 Phase 2 Option Exercise Can you provide an anticipated timeframe by which the Government will formally exercise the Phase 2 Option for 2027?

Phase 2 will need to be complete between May - August 2027, and the contractor shall receive a Notice To Proceed prior to the start.

Q6 Can there be another site-visit to allow expert sub contractors to have a look at certain things?

No.

Q7 Can you provide more detailed drawings with measurements or an

AutoCAD file?

Amendment 0001 includes attachments 8 to 11 with architectural plans scaled at 1:100 when printed on A1 sized paper.

Q8 Exact Quantities & Surveyor Visit Given the vast scale of the 12-acre estate and the mandate to paint "all previously painted surfaces" (including outbuildings, sheds, and cottages), it is impossible to accurately ascertain the linear/square meterage from a single walk-through. Proceeding without exact quantities forces contractors to build massive financial contingencies into their LPTA pricing. Will the Government provide an official Quantity Sheet / Bill of Quantities (BoQ) detailing exact measurements? If not, will the Government authorize a secondary, dedicated site visit for estimating teams to properly measure the property?

See new attachments 8 to 11 in question #7.

Q9 Scope Exclusion: Lamp Posts During the site visit, the end client verbally instructed that the lamp posts are to be entirely excluded from the scope of works. Can the Government formally confirm this exclusion as an amendment to the solicitation?

Lamp post will not be painted and shall be omitted.

Q10 Site Facilities: Portacabins & Toilets Contrary to the initial solicitation documents, we were instructed during the site visit that the contractor must supply their own chemical toilet and portacabin. Can the Government formally confirm this logistical requirement so all offerors price this overhead equally?

Due to other unforeseen circumstances, the contractor will need to include temporary welfare facilities and W/C.

Q11 Fence Access & Privacy Screens Can the Government confirm that the contractor will be granted necessary access to the duck sanctuary to paint those portions of the exterior perimeter fence? Additionally, please confirm that the scope includes removing the privacy screens from the fencing, painting the fence, and reinstalling the screens.

The contractor shall contact and arrange access to the duck sanctuary with The Royal Parks.

Q12 Garage Scope Clarification Please formally confirm the site visit instruction that the garage doors themselves are not to be painted, and only the white area directly above the doors is included in the scope.

Garage doors shall not be painted as they are powder coat finish.

Q13 MEWP / Equipment Storage Given the strict 42-day timeline for Phase 1 and the restriction against scaffolding, will there be a designated, secure footprint on-site where cherry picker equipment and MEWPs can be stored overnight to minimize daily setup/teardown time?

Yes, ideally, they shall be positioned securely and local to the work area, although the contractor will need to be flexible as there could possibly be a function in the evening and the MEWP will need to be relocated.

Q14 Timber/Sash Repair Quantities If we uncover rot that exceeds the estimated quantities (100 linear meters of sills, 150 linear meters of sash boxes) during preparation, will this be treated strictly as a modification to the contract, and will additional performance time be granted?

Yes, this will be treated as a modification, and the contractor will need to provide a quotation based on previous pricing and justify additional performance time.

Q15 Glazing Safety Film Scope Does the requirement for 3M Safety Film S80 apply only to the new replacement sashes and the 3 square meters of general replacement glazing, or must it be applied retroactively to all existing windows?

Only to new glazing.

Q16 Roofs. Please confirm that all flat roofs on all of the outbuildings are to be painted within the works.

Yes, include the reflective paint for the flat roofs.