0002 - RFQ updates - Questions - Site visit minutes.pdf

NSN 7540-01-152-8070 STANDARD FORM 30 (revised 10/83) Previous edition unusable Prescribed by GSA FAR (48 CFR) 53.243

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 11

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

June 16, 2025

4. REQUISITION/PURCHASE REQ. NO.

PR15170306

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

American Embassy Mexico

19MX53 7. ADMINISTERED BY (If other than Item 6) CODE American Embassy Mexico

19MX53

General Services Office/Contracts Paseo de la Reforma No. 305 Colonia Cuauhtémoc 06500 México, D. F.

Facility Management Office Paseo de la Reforma No. 305 Colonia Cuauhtémoc 06500 Mexico, D. F.

8. NAME AND ADDRESS OF CONTRACTOR (NO., street, city, county, State, and ZIP Code)

X

9a. AMENDMENT OF SOLICITATION NO.

19MX5325Q0025

9b. DATED (SEE ITEM 11) May 9, 2025

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

☒ The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers ☐ is extended, ☒ is not extended Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning __1__ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS, IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor ☐ is not, ☐ is required to sign this document and return ___ original to the issuing office.

1. The purpose of this amendment is:

A) To include updated requirements in the SOW/Section 1 of the RFQ.

B) To add the Q&A file with information requested by vendors and to provide the Site Visit minutes summary of the walkthrough performed at the Warehouse and the New Embassy Compound (NEC)

See the enclosed Attachment which is the continuation sheet to this SF-30 with the specific changes to this Solicitation.

15A. NAME AND TITLE OF SIGNER (Type or print)

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print) Mateo Montano

Contracting Officer

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

15C.DATE SIGNED 16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

16C.DATE SIGNED

SBU - CONTRACTING AND ACQUISITIONS

Amendment 0002

Continuation To SF-30, Block 14

Solicitation Number 19MX5325Q0025

1. RFQ: Section 1 – 1.10 Statement of Work (SOW)

A) Subsection 1.10.4. Collection and disposal of debris.

The following paragraphs are added to this section for additional clarification required during the Questions & Answers stage: (d) Hazardous Materials and

(e) Permits and Documentation for Construction Debris. As a result, paragraphs (d) and (e) shall read as follows:

“(d) Hazardous Materials are explicitly excluded from this contract. The Embassy manages hazardous waste through separate procedures to ensure it does not contaminate general waste. If general waste is found to be contaminated with hazardous materials, the contractor may refuse collection without penalty and must report the incident immediately to the Contracting Officer’s Representative (COR)

(e) Permits and Documentation for Construction Debris. The contractor is required to provide documentation confirming the receipt of construction and demolition debris collected from the Embassy, specifying the amount. This may include manifests or compliance documentation, delivery receipts, transfer reports, or similar records demonstrating that the debris was received and handled appropriately. The contractor and/or its subcontractor shall comply with all applicable local regulations regarding debris transport and disposal. When deemed necessary, the USG reserves the right to request the contractor to deliver compliance documents issued specifically by the Mexican government.”

2. RFQ: Section 1 - 1.10.6. Work Requirements

B) Subsection 1.10.6.1 Containers.

Additional information is added under Subsection 1.10.6.1 Containers. As a result, this paragraph is hereby deleted and replaced in its entirety to read as follows:

“1.10.6.1 Containers

The U.S. Government will provide the waste containers, which have the following specifications:

• External dimensions (L x W x H): 52 x 37 x 36 inches

• Internal dimensions (L x W x H): 42 x 26 x 30 inches

The number of containers may be adjusted, either increased or decreased, based on the Embassy’s needs. Containers that are deteriorated (e.g., cracked, rusted) or leaking must not be used, and such cases must be reported to the COR immediately.

Waste stored in defective containers must be transferred to containers in good condition.

Any container damaged as a result of the vendor’s mishandling shall be replaced—at no cost to the U.S. Government—within no more than 48 hours with a new container.

The model, quantity and measures of trash containers might be adjusted depending on Embassy´s operational needs. Containers that are deteriorated (e.g., cracked, rusted) or leaking must not be used, and such cases must be reported to the COR immediately. There will be 25 containers available at the NEC. Each container has an approximate capacity of 0.54 cubic meters (or 540 liters).”

C) Subsection - 1.10.6.6 Commencement, Completion of Work and Working Hours.

The following paragraph is added to this section for additional clarification required during the Questions & Answers stage: (h) Routes. As a result, paragraphs (h) shall read as follows:

“(h) Routes. Upon award, the contractor shall deliver a document that specifies the route and schedules that will be followed. This will then be approved by the COR. Any changes to the route and times due to foreseen circumstances, shall be delivered and communicated to the COR with at least 48 hours in advance for COR´s approval.”

3. RFQ: Section 1 - Subsection 1.22 LIST OF ATTACHMENTS, Attachment 8 Certification Regarding Compliance with Applicable Federal Anti- Discrimination Law is removed from RFQ since it is no longer required.

4. RFQ: Section 3, Subsection 3.4 Summary of instructions, Volume I, Number

5. Certification completed under Section 1, Attachment 8 – Certification Regarding Compliance with Applicable Federal Anti-Discrimination Law is removed from the RFQ since it is no longer required.

Questions & Answers

RFQ 19MX5325Q0025 for the NEC and Warehouse Trash Collection Services

CONTRACTUAL QUESTIONS

Q1 On the proposal block 12 and sec�on 5; Will the SF-1449 be the only document to submit or are we ataching anything with that cover page?

A1 Please refer to RFQ, Sec�on 3.4 SUMMARY OF INSTRUCTIONS: 3.4.1 Volume I and 3.4.2 Volume II.

Q2 VAT Treatment for U.S. Prime Contractor with Mexican Subcontractor. As a U.S.-based company subcontrac�ng a Mexican provider that will invoice us with VAT (IVA), but invoicing the Embassy without VAT, how should we treat this discrepancy?

Is there a procedure for handling or reimbursing VAT charges passed to the prime?

or is VAT jus and added cost for the US Company.

A2 Please refer to RFQ, Sec�on 1.5 VALUE ADDED TAX. The US Embassy will not be involved in any local VAT reimbursement for the contractor.

The contractor shall state full-loaded, all-inclusive rates.

Q3 Subcontrac�ng to a Trusted Local Partner. Is there any restric�on or preference in the evalua�on process regarding U.S. companies subcontrac�ng to a qualified and reliable local Mexican provider? We understand the prime contractor bears full responsibility for performance and compliance.

A3 Services under the contract can be subcontracted as long as it is done in a way that complies with all applicable laws and regula�ons as stated in the contract. The contractor shall be fully liable and responsible for the services provided by their subcontractors.

Q4 Evalua�on Impact of Subcontrac�ng Structure. Will subcontrac�ng affect the technical evalua�on in any way, assuming all services are performed to contract specifica�ons and the prime U.S. contractor maintains full control and oversight?

A4 Please see A3.

Q5 Regarding sec�on 1.11.3. Contractor’s Project Manager, how should the POC’s experience and English proficiency be verified?

A5 Offeror’s can submit a complete resume supported by transcripts, official cer�ficates such as TOEFL, TOEIC, IELTS, or proof of past performance working in an English-speaking contrac�ng environment.

TECHNICAL QUESTIONS

Q6 Construc�on Debris Volume and Scope. The RFQ references 15 annual collec�on services for construc�on and demoli�on debris, but no es�mated volume is provided. Could the Embassy clarify the expected average or maximum load per service to allow for proper planning of container size, hauling capacity, and pricing

A6 Please refer to RFQ Sec�on 1.10.4 – Collec�on and Disposal of Debris.

The only requirement from the U.S. Government is the provision of a container with a minimum capacity of 3 cubic meters. The volume of debris may vary significantly from one service to another; however, this container size has generally proven adequate for our needs.

Contractors are welcome to schedule a site visit to the NEC to beter assess the number of debris and determine the most appropriate truck or equipment for collec�on and transport.

Q7 Hazardous Materials Exclusion. Can the Embassy confirm that hazardous materials (e.g., oils, solvents, acids, bateries) are explicitly excluded from this contract? If general waste becomes contaminated with such materials, can the contractor refuse collec�on without penalty and report the incident to the COR?

A7 Yes, please refer to Amendment 0002 – Subsec�on 1.10.4. Collec�on and disposal of debris (d) for further details.

Q8 Waste Weight Repor�ng vs. Payment Model. While the RFQ requires weekly repor�ng of collected waste weight (tons), payments are based on frequency of service, not volume. Is the reported weight used solely for internal repor�ng, or could it influence future audits, evalua�ons, or contract renewals?

A8 The weekly repor�ng of collected waste weight is required solely for internal tracking and repor�ng purposes. It will not impact payments, audits, evalua�ons, or contract renewals. Please refer to sec�on 1.19.

DELIVERABLES

Q9 Permits and Documenta�on for Construc�on Debris. For the disposal of construc�on and demoli�on debris, will the Embassy require final disposal site manifests or compliance documenta�on (e.g., SEMARNAT or CDMX permits) from the contractor or its subcontractor?

A9 Yes, please refer to Amendment 0002 – Subsec�on 1.10.4. Collec�on and disposal of debris (e) for further details.

Q10 Debris Pickup Lead Time. Since debris removal is requested on an as-needed basis by the COR, what is the expected lead �me for scheduling these pickups (e.g., 24, 48, or 72 hours)?

A10 Special debris removal services are requested on an as-needed basis by the COR, with a minimum of 48 hours prior to the desired pickup date.

Q11 What is the quan�ty, capacity, and characteris�cs of the containers available at the NEC and Warehouse facili�es?

A11 Please refer to Amendment 0002 – Sec�on 1.10.6.1 – Containers.

Q12 Given that the collec�on schedule at the NEC cannot be changed, would it be possible to establish a route so that on Mondays, Wednesdays, and Fridays, the collec�on is first done at the Warehouse and then at the NEC?

A12 Please refer to Amendment 0002 – Sec�on 1.10.6.6 – Commencement, Comple�on of Work and Working Hours (h). The collec�on schedule at the NEC cannot be changed. However, on Mondays, Wednesdays, and Fridays, the route can be adjusted to collect waste at the Warehouse before the NEC, provided it occurs no earlier than 11:00 a.m. For more details, please refer to sec�on 1.10.1 on waste collec�on and disposal at the NEC, and sec�on 1.10.2 on thrice-weekly waste collec�on at the Warehouse.

Q13 If, due to external factors beyond the provider’s control such as a protest or roadblock it is not possible to arrive on �me and as scheduled to provide the service, would there be any penal�es, or how far in advance must the COR be no�fied?

A13 No penal�es will be applied if the contractor is unable to deliver the service on �me due to external factors beyond their control. However, the contractor must no�fy the COR as soon as the issue is iden�fied and provide sufficient informa�on for the COR to verify the situa�on.

Q14 Debris collec�on services are considered addi�onal services with an extra cost, and prior no�ce will be given to allow for the necessary planning, correct?

A14 See answer A10.

Minutes from Site Visit to NEC and Warehouse on May 21, 2025.

Attendees:

6 people from 5 prospective offerors attended the Site Visit.

The following staff from the Requesting Office and the Procurement

Section attended the visit.

o Andrea Moran / Contracting Officer Representative (COR) o Edmundo Sandoval, Requesting Office/Site Specialist o Diana Martinez / Warehouse Supervisor o Mateo Montano, Contracting Officer o Veronica Tecuatl, Contracts Supervisor o Jesús González, Contracts Assistant

Introduction

The Contracts team welcomed the participants, introduced the Contracting Officer Representatives and explained the itinerary and the places that will be visited.

Purpose:

The purpose of the site visit was to brief all prospective offerors about the solicitation and to see the locations where the Trash Collection Services will take place. It was also important to highlight that doing business with the U.S.

Government differs from commercial practice because the solicitation and award processes are regulated under Federal Acquisition Regulations (FAR).

Minutes disclosure:

Attendees were notified the Site Visit minutes would be posted on Sam.gov under Contracts Opportunities to ensure other vendors who could not attend the walkthrough are not disadvantaged.

General directions for this site visit:

• This Site Visit was conducted in Spanish and English to ensure all the attendees had a thorough understanding.

• Attendees received instructions not to ask questions individually to any of the Site Visit leads. Instead, all questions were asked aloud so everyone could hear both the question and the answer.

• After the introductions, the site visit was led by the COR.

• Attendees visited the section where the Trash Collection

Services will be performed.

• The Contracting team explained that questions asked during the Site Visit will be compiled and included in the Question and Answer (Q&A) document, along with questions received via e-mail in accordance with the RFQ instructions which will be also posted on Sam.gov.

Attendants’ attention was called to the following:

Statements:

The statements made during the site visit do NOT change the solicitation. All changes would be made by written amendment to the solicitation.

Amendments:

Amendments are intended to clarify or modify the solicitation. They may originate from:

• Issues raised by suppliers during the pre-proposal stage, at the conference, site visit, or at any time;

• To modify the dates on which proposals are received from suppliers;

• To clarify ambiguities, or;

• To change dates, dates of delivery, or specifications.

All amendments will be posted on Contracts Opportunities on sam.gov. The U.S. Government implements the Fair Release of information, in other words, what you tell one, you must tell all.

Questions

Prospective Offerors were requested to submit their questions via email to be compiled and included in the Q&A file.

The Q&A will be posted on Contracts Opportunities in Sam.gov.

Site Visit

Prospective Offerors toured a couple of buildings according to the date and schedule below:

o Wednesday, May 21, 2025, 10:00 am

Location: Warehouse, Col. Verónica Anzúres, CDMX, México

The walkthrough began and ended at designated entry and exit points.

During the visit, participants received an overview of the waste collection services required for this location, highlighting the scope of vendor’s responsibilities to perform three times a week trash collection and the total amount of solid waste, approx. 3 m3 per service at the indicated area.

Location: NEC (New Office Building). Col. Irrigación, Miguel Hidalgo, 11500, CDMX, México.

- Arrival and Orientation:

o Entry and exit points for the walkthrough o Overview of the police barracks and open areas.

- Loading dock and Trash room o External view of the loading dock and trash room.

o Interior view and discussion of logistics, services required of Five times a week waste collection scheduled from 02:00pm to 03:00pm. to be performed in the designated space for trash tasks.

Prospective Offerors were reminded about the following:

o Offerors must not contact the Requesting Office for any issue or question related to this process.

o An active SAM registration is required to submit a proposal.

o This is a lowest priced technically acceptable solicitation process that will be based on Section 4, Evaluation Factor, which was reviewed during the Site visit.

o To be acceptable and eligible for evaluation, proposals must be prepared in accordance with Sections 3 and 4 and shall meet all the requirements set forth in the other sections of this solicitation.

o The U.S. Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the U.S.

Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

Submission deadlines:

1. Questions: Wednesday, May 28, 2025, before 13:00 hours, Mexico City time.

2. Proposals: Monday, June 23, 2025, before 13:00 hours.

Q&A File:

All questions received via e-mail will be added to the Q&A file.

Conclusion

The Site Visit concluded with thanks to the attendees for their presence and expression of interest in working with the U.S. Government. The meeting was then adjourned.

Sincerely, Mateo Montano Contracting Officer