Site Visit Minutes.pdf

SBU - CONTRACTING AND ACQUISITIONS

May 21, 2026

Embassy of the United States of America Mexico City.

Subject: Minutes from Site Visit held on April 28 and 29, 2026.

Attendees:

22 people from 13 prospective offerors attended the Site Visit.

The following staff from the Requesting Office and the Procurement Section attended the visit.

o Mateo Montano, Requesting Office/FM o Andrea Moran-Higareda, Requesting Office/COR o Diego Castillo, Requesting Office/Site Specialist o Lourdes Guevara, Requesting Office/Site Specialist o Luisanatalia Salceda, Contracts Assistant o Jesús González, Contracts Assistant o Veronica Tecuatl, Procurement Supervisor

Introduction

The Contracts team welcomed the participants and explained the purpose of the visit.

Purpose:

The purpose of the Site Visit was to explain to the suppliers the particular needs of the Gardening Services for the NEC and the different Residence-Properties involved. The visit included a walkthrough to explain the gardening requirements, characteristics and logistics at the NEC and residences.

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 conference:

o Attendees received instructions not to ask questions individually to any of the Site Visit leads. They were advised to submit questions in writing to be compiled and included in the Question and Answer (Q&A) document. This file will be also posted on Sam.gov.

o Prospective offerors were reminded that doing business with the U.S.

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

o Both the requesting office and the contracting office reminded prospective offerors that they should ensure they read the RFQ and submit any questions in a timely manner.

RFQ Sections Addressed

Offerors were reminded that this contract will include a Base Year and 4 Option Years.

The contracting team explained how to complete paragraph 2.0, Pricing, to reflect projected prices for the Base Year and four Option Years.

The contracting team highlighted the need to add pricing for the extension under FAR 52.217-8 and explained the meaning and reason behind this clause.

The contracting team explained how prices in Mexican Pesos and U.S. Dollars will be evaluated.

Section 3, Solicitation Provisions, was highlighted. The contracting team emphasized the contents each quote must contain as explained in paragraph A, Summary of Instructions, and paragraph B, Detailed Instructions.

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:

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

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

o To clarify ambiguities, or;

o 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 various buildings on different dates according to the below schedule:

o Tuesday, April 28, 2026 – The walkthrough began and ended at designated entry and exit points. Participants received an overview of gardening services at the following locations:

• NEC (New Embassy Compound) – Irrigación, Miguel Hidalgo, 11500, CDMX, México.

• Musset Complex – Polanco III Secc, Miguel Hidalgo, 11540 CDMX, México.

• Seneca Building – Polanco III Secc, Miguel Hidalgo, 11540 CDMX, México.

o Wednesday, April 29, 2026

• 3 residences located in Lomas de Chapultepec, Miguel Hidalgo, 11950, CDMX, México, were visited.

• The walkthrough began and ended at designated entry and exit points. Participants received an overview of gardening services.

Prospective Offerors were reminded:

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 M, 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 6, 2026, before 11:30 am, Mexico City time.

2. Proposals: Tuesday, June 16, 2026, 2026, before 11:30 hours

Q&A File:

All questions received via e-mail were 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, Morgan L. Oborne

Contracting Officer

05/22/2026 14:16 GMT

Osborne, Morgan (OsborneML@state.gov)