0001 - RFQ updates - QA - 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 26

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

April 1st, 2026

4. REQUISITION/PURCHASE REQ. NO.

PR15793242

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

American Embassy Mexico

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

19MX53

U.S. Embassy Mexico City General Services Office – Contracts Presa Angostura 225, Irrigación, 11500 Ciudad de Mexico, Mexico.

Facility Management Office Presa Angostura 225, Irrigación, 11500 Ciudad de Mexico, Mexico.

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

X

9a. AMENDMENT OF SOLICITATION NO.

19MX5326Q0022

9b. DATED (SEE ITEM 11) March 3, 2026

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) The purpose of this amendment is to extend deadline to receive offers.

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

C) 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 former Embassy building at Reforma area and the former Benjamin Franklin Library.

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) Morgan Osborne

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 0001

Solicitation Number 19MX5326Q0022

1. RFQ: Section 3 –

A) Subsection 3.7. Submission Date & Address Deadline to submit a proposal is amended from April 7, 2026, to April 17, 2026. Therefore, subsection 3.7. is hereby replaced in its entirety to read as follows:

“3.7. SUBMISSION DATE & ADDRESS

Electronic quotes and offers will be accepted. Submit the complete quotation via e-mail no later than Friday April 17, 2026, before 13:00 hours, Mexico City time, to the electronic address indicated below:

MexicoCityGSOSolicitations@groups.state.gov”

2. SF-1449 Box 8. OFFER DUE DATE/ LOCAL TIME:

A. Offer due date in Box 8 is changed from April 7, 2026, by 13:00 (hours) Mexico City time to Friday April 17, 2026, (hours) local time. Therefore, Box 8 is hereby replaced in its entirety to read as follows:

8. OFFER DUE DATE/ LOCAL TIME

April 17, 13:00 hrs, Mexico City time.

3. RFQ: Section 1 - Subsection 1.10.2. Interior building inspection

FROM:

c) Plumbing and Restrooms:

The contractor shall flush toilets and run sinks to maintain plumbing traps. Check for leaks and address small issues such as drips or loose fittings.

TO:

c) Drainage and Roof:

The contractor shall inspect roof drains, gutters, and downspouts; remove debris.

Observe roof surfaces for signs of water infiltration. Verify that floor drains remain unobstructed.

mailto:MexicoCityGSOSolicitations@groups.state.gov

4. RFQ: Section 1 - Subsection 1.10.3. Mechanical Systems Preventive Maintenance

FROM:

1.10.3. Mechanical Systems Preventive Maintenance

a) Fire Alarm System:

The Contractor shall, during each scheduled site visit, perform a visual inspection of the five (5) existing fire alarm control panels. This activity shall be limited to verifying the status of each panel, reviewing and recording any alarm, trouble, or supervisory messages displayed, and resetting the panels as required. Any message or condition that differs from the system’s normal or standard operating status shall be documented and reported to the COR. No testing, adjustment, repair, programming, or component replacement is required.

b) Fire Protection System:

At a minimum, the contractor shall, during one of the two scheduled monthly maintenance visits, run and check the fire pump. The contractor shall also perform basic visual inspections of system components, including valves and hose cabinets.

c) Hydropneumatic Water System:

At a minimum, the contractor shall, during one of the two scheduled monthly maintenance visits, operate the hydropneumatic system and verify pressure levels and general condition.

d) Other Mechanical/Electrical Equipment:

The contractor shall check electrical panels for tripped breakers and address simple resets when appropriate.

TO:

1.10.3. Mechanical and Electrical Systems Preventive Maintenance

The Contractor shall not be required to provide preventive maintenance, servicing, or operational support for any other mechanical or electrical equipment not specifically stated in this Contract. Any observed deficiencies or abnormal conditions shall be reported, and no additional work shall be performed without prior written authorization from the COR.

a) Hydropneumatic Water System

The hydropneumatic water system serving the main building in the former Embassy at Reforma 305 is currently shut down and shall remain out of service for the duration of the contract. No water service is available in this building, and the Contractor shall not attempt to reactivate, operate, or otherwise intervene with this system under any circumstances.

The annex building in the former Embassy at Reforma 305 and the former Benjamin Franklin Library at Liverpool 31 remain connected to an active hydropneumatic system and constitute the only areas within the properties where water service is available.

During each site visit, the Contractor shall operate the hydropneumatic system serving the annex at Reforma 305 and the library building at Liverpool 31 and verify that pressure levels are within acceptable operating ranges and that the system is in satisfactory general condition. As part of this activity, the Contractor shall perform minimal preventive maintenance tasks, including checking the condition and operation of the pressure switch, verifying the integrity of visible fittings and connections, confirming proper system cycling, and ensuring that no abnormal noise, vibration, or leaks are present.

The Contractor is authorized to perform minor repairs necessary to maintain basic functionality, including tightening accessible fittings and replacing washers, gaskets, O‑rings, supply hoses, and internal components of flush valves or fill valves, limited to adjustments and corrective actions that can be completed using standard consumable materials and without major disassembly or replacement of primary system components. The Contractor shall provide and use the consumable materials required to perform these tasks. Any conditions identified that exceed this scope shall be promptly reported and shall not be addressed without prior written authorization from the COR.

b) Plumbing and Restrooms:

Within the annex building in the former Embassy at Reforma 305 and the former Benjamin Franklin Library at Liverpool 31, only four (4) restrooms are designated as operational for use by on‑site security staff, consisting of a total of twelve (12) toilets, five (5) urinals, and four (4) sinks. In addition, there are fourteen (14) restrooms within the annex building and the library that are not intended for personnel use but remain connected to the active water system.

The Contractor shall service both the operational and non‑operational restrooms within the annex building and the library by flushing all toilets and operating all sinks during each site visit to maintain plumbing trap seals and prevent evaporation. The Contractor shall also conduct visual inspections of fixtures to identify any leaks or irregularities and shall perform minor plumbing adjustments necessary to maintain basic functionality, including addressing dripping faucets, tightening loose fittings, and other minor repairs within this scope.

c) Fire Alarm System:

The Contractor shall, during each scheduled site visit, perform a visual inspection of the four (4) existing fire alarm control panels within the properties: three (3) panels at Reforma 305 (two (2) Notifier 320 panels and one (1) Honeywell Gamewell panel) and one (1) Notifier 640 panel at Liverpool 31. This activity shall be limited to verifying the status of each panel, reviewing and recording any alarm, trouble, or supervisory messages displayed, and resetting the panels as required. Any message or condition that differs from the system’s normal or standard operating status shall be documented and reported to the COR. No testing, adjustment, repair, programming, or component replacement is required.

d) Fire Protection System:

At a minimum, during one (1) of the two (2) scheduled monthly maintenance visits, the Contractor shall operate and check the fire pumps to verify proper start-up and general operating condition. The Contractor shall also perform basic visual inspections of fire protection system components, including valves and piping, to confirm that they are in acceptable condition. The Contractor shall observe for any signs of leakage or physical deterioration within the system and shall report any deficiencies identified to the COR.

e) Other Mechanical/Electrical Equipment:

The Contractor shall perform basic checks of electrical panels to identify any tripped breakers and is authorized to perform simple resets when appropriate and safe to do so.

5. RFQ: Section 1 - Subsection 1.10.4. Minor Repairs and Reporting of Major

Issues

FROM:

The contractor shall perform minor corrective actions defined as: less than 2 hours of labor during routine visits — e.g., replacing bulbs, tightening hardware, sealing small leaks, patching small cracks, clearing drains.

The contractor shall perform minor corrective actions defined as: less than 2 hours of labor during routine visits—e.g., tightening hardware, sealing small leaks, patching small cracks, clearing drains.

6. RFQ: Section 1 - Subsection 1.10.5. Exterior and Grounds Maintenance

FROM:

a) Trash and Debris Removal:

The contractor shall remove litter, wind-blown debris, and similar materials from perimetral grounds during each visit.

b) Landscaping (Basic Care):

The contractor shall maintain grass, weeds, and small shrubs at a reasonable level around entrances and perimetral walls.

c) Graffiti and Vandalism Removal:

The contractor shall remove graffiti using appropriate cleaning or remediation methods based on the type of surface affected. Painting over graffiti is permitted only when suitable for the material, such as on painted metal surfaces or perimeter walls.

All incidents of vandalism shall be reported.

d) Exterior Lighting:

The contractor shall inspect and replace bulbs or small components to keep perimeter lighting functional.

e) Facade and Exterior Structures:

The contractor shall observe exterior surfaces for loose materials or early signs of wear. Address minor issues or report more significant observations.

TO:

a) Trash and Debris Removal

The Contractor shall sweep the perimeter sidewalks surrounding the buildings to prevent excessive accumulation of trash, litter, and wind-blown debris and to maintain the area in a reasonably clean condition.

b) Landscaping (Basic Care)

The Contractor shall perform basic landscaping maintenance to control grass, weeds, and small shrubs in areas surrounding building entrances and along the perimeter wall, with the primary objective of reducing pest risk and preventing overgrowth.

Maintenance activities shall be limited to trimming, cutting, and removal of vegetation as necessary to maintain a reasonable and controlled condition.

Watering shall be performed only where water is readily available and without requiring additional infrastructure or extensive manual effort. Landscaping services are intended solely for preservation and risk mitigation purposes, and not for aesthetic improvement or the promotion of plant growth.

c) Graffiti and Vandalism Removal

The Contractor shall remove minor graffiti and vandalism through spot cleaning or localized remediation methods appropriate to the affected surface. For the purposes of this clause, “minor” shall be defined as graffiti or vandalism not exceeding a cumulative total of ten (10) square meters per occurrence.

Graffiti or vandalism that exceeds this limit or requires full surface repainting or specialized restoration shall be reported and is not included in this scope. All incidents of vandalism shall be documented and reported.

d) Exterior Lighting

The Contractor shall inspect perimeter lighting fixtures and report any units that are not functioning properly. When replacement parts are provided by the U.S.G., the Contractor shall install such parts during the next scheduled site visit to maintain perimeter lighting in functional condition.

7. RFQ: Section 1 - Subsection 1.11. MANAGEMENT AND SUPERVISION

FROM:

1.11.3. Contractor’s Project Manager

The Contractor shall designate a Project Manager who shall be the Contractor’s point of contact. The Project Manager shall be responsible for managing the Contractor’s work under this contract, including the management and overall supervision of the entire waste collections services effort through day-to-day operations, acting as a liaison with the COR. The Project Manager must have a minimum of 5 years’ experience and must have sufficient English language skills and knowledge to be able to communicate with the COR and the Contracting Officer.

The Contractor’s Project Manager designated under this Contract is:

Project Manager:

Telephone Number(s):

E-mail: Note to Offerors: Please provide a Project Manager.

1.11.4. Replacement of the Project Manager after First 90 Days

After the first 90 days, the Contractor may replace the Project Manager if the Contractor determines the change to be necessary. However, prior to making any replacement the contractor shall provide a resume that adequately demonstrates the proposed replacement possesses qualifications comparable to the Project Manager being replaced.

1.11.5. COR Approval of Project Manager Replacement

Whenever a Project Manager replacement is requested, the Contractor shall sign the resume of the proposed replacement certifying that the resume is accurate and complete and that the proposed replacement possesses the required qualifications. The COR will notify the Contractor in writing within five (5) calendar days after receipt of the resume whether the proposed replacement is acceptable. If needed, the COR may request additional information if a determination of acceptability cannot be made based on the resume alone. If the COR determines that a proposed replacement is not acceptable, the COR will provide the contractor with the reason that led to this determination. The Contractor will then be required to propose another replacement to the COR for consideration.

1.11.6. Weekly Meetings, Schedules, and Reports

The Project Manager shall participate in weekly scheduled meetings with the COR at the location determined by the latter. The day before a meeting, the Contractor shall deliver a performance schedule covering the work that was performed during the previous week and what is planned for the upcoming week.

The Contractor shall be responsible for coordinating all work to be performed under this contract with the COR. The Contractor shall maintain work schedules. On a weekly basis, the Contractor shall submit to the COR the daily report of attendance of the employees. If one employee is absent, the Contractor is responsible to provide a replacement staff.

1.11.3. Contractor’s Service Representative

The Contractor shall designate a Service Representative who shall be the Contractor’s main point of contact for this contract. The Service Representative shall be responsible for managing the Contractor’s work under this contract, including coordination of all services, oversight of personnel and subcontractors, and serving as the primary liaison with the COR for scheduling, access, and issue resolution. The Service Representative must be readily reachable by phone and email during standard working hours and available to respond promptly to COR inquiries, including after‑hours emergencies as required by Section 1.12.2.

The Contractor’s Service Representative designated under this contract is:

Service Representative:

Telephone Number(s):

E‑mail:

Note to Offerors: Please provide a Service Representative.

1.11.4. Replacement of the Service Representative

After the first two (2) site visits, the Contractor may replace the Service Representative if the Contractor determines that a change is necessary. Prior to any replacement, the Contractor shall notify the COR in writing and provide the name and contact information of the proposed new Service Representative. The Contractor shall ensure continuity of communication and oversight so that contract performance is not adversely affected during any transition.

1.11.5. COR Approval of Service Representative Replacement

The Contractor shall notify the COR in writing of any change to the designated Service Representative and shall provide updated contact information prior to or at the time of the change. The COR may raise any concerns regarding the proposed replacement, but formal COR approval is not required.

1.11.6. Communication and Availability

The Contractor’s Service Representative shall be responsible for coordinating all work performed under this contract with the COR and ensuring that personnel and resources are scheduled to meet the requirements of the Contract.

The Service Representative shall:

Be readily reachable by phone and email during standard working hours to address COR inquiries, coordinate access, and resolve routine issues;

- Be available, or ensure an alternate point of contact is available, to respond to after‑hours emergencies in support of the emergency response obligations described in Section 1.12.2; and

- Provide brief updates on recent activities and upcoming planned work when requested by the COR (for example, via email following each scheduled visit).

Regular in‑person meetings are not required. Communication shall be maintained primarily through phone and email, and through coordination conducted in connection with scheduled site visits and emergency responses.

Questions & Answers

RFQ 19MX5326Q0022 for Commercial Properties Maintenance Services

TECHNICAL QUESTIONS

Q1 Subcontracting Threshold (Section 1.13.4) PBG Ventures LLC is a U.S.-based firm currently performing services for the U.S. Government in Mexico under Contract 19MX3026C0001 (A/E Services at the U.S. Consulate General in Guadalajara). Under that contract, PBG Ventures serves as the prime contractor and operates through a local Mexican partner firm that provides on-the-ground personnel and ensures compliance with Mexican labor and regulatory requirements. This partnership has been in place and performing successfully for the Department of State.

We intend to use this same proven local partner for the present solicitation, with PBG Ventures as the prime contractor and our established Mexican partner providing the field maintenance workforce in Mexico City.

However, Section 1.13.4 limits subcontracted labor to 10% of the total contract value without prior COR approval.

Given that the nature of this contract requires a sustained local presence in Mexico City for routine maintenance visits, 24/7 emergency response, and compliance with Mexican regulations, would the Government consider pre-approving a subcontracting arrangement that exceeds the 10% threshold?

Alternatively, is there a preferred contract structure for U.S. firms that operate through a local partner in Mexico?

A1 U.S. firms are allowed to serve as the prime contractor and will be fully responsible to the U.S. Government for contract performance. The U.S.

prime should propose the structure in which a local Mexican partner performs on‑the‑ground services as a subcontractor, including routine maintenance and emergency response, while ensuring full compliance with Mexican regulations.

If the offeror proposes a subcontracted portion that exceeds the 10% threshold in Section 1.13.4, the Government can consider pre‑approving this subcontracted labor level at the time of evaluation, provided that the offer complies with the documentation requirements below:

The proposal must include full supporting documentation for the Mexican subcontractor demonstrating that, together with the prime, they meet the requirements of Section 3.4.2.1, “Experience and Ability to Perform,” specifically: Paragraph (b): Past performance information, including relevant contracts, references, and comparability of work;

Paragraph (e): REPSE or other required local licenses/registrations for specialized services, as applicable; and Paragraph (g): Any trade‑specific licenses (e.g., electrical, plumbing, mechanical, etc.), where required by the scope or local law.

Under Section 3.4.2.2(a), “Company profile,” the organizational chart must clearly show the proposed structure, including the relationship between the U.S. prime and the Mexican subcontractor and/or joint venture partner. The chart should explicitly reflect the joint venture or subcontracting arrangement and lines of management and technical responsibility for work performed in Mexico City.

In accordance with Section 3.4.2.1(d)(1), the offeror must provide a work plan that takes into account all work elements in Section 1 (Performance Work Statement), showing how the combined team (U.S.

prime and Mexican subcontractor/joint venture partner) will perform the required services. This plan should clearly describe how responsibilities are allocated and how the local partner will support performance.

Provided that the offer includes the above documentation and clearly demonstrates that both the U.S. prime and the Mexican partner jointly satisfy these experience, licensing, and organizational requirements, the Government may pre‑approve subcontracted labor exceeding 10% as part of its evaluation. Notwithstanding this pre‑approval, the prime contractor will remain fully responsible for overall contract performance.

Q2 Local Legal Presence and Regulatory Compliance. Section 1.1.1 requires the contractor to possess the necessary licenses and permits to perform services in compliance with all applicable local and federal Mexican regulations, including labor obligations (IMSS, Infonavit), tax requirements (RFC, CFDI issuance), and safety standards. For a U.S. firm serving as the prime contractor, is it acceptable to meet these local regulatory requirements through the same local Mexican partner firm referenced above, or must the prime contractor itself hold a registered legal entity in Mexico? As noted, PBG Ventures currently operates under this model for Contract 19MX3026C0001 in Guadalajara, where our local partner handles Mexican regulatory compliance on behalf of the prime contractor. We would replicate this same proven arrangement for the Mexico City properties.

A2 Yes. A U.S. firm may serve as the prime contractor and satisfy local Mexican regulatory requirements through a qualified Mexican subcontractor, rather than holding its own legal entity in Mexico.

As in the response to Q1, the U.S. prime must:

− Remain fully responsible to the U.S. Government for contract performance; and

− Provide full documentation for the Mexican firm demonstrating compliance with the experience, licensing, and organizational requirements in Sections 3.4.2.1(b), (e), (g), 3.4.2.2(a), and the work plan under 3.4.2.1(d)(1).

Q3 1.10.3. Mechanical Systems Preventive Maintenance, Fire Alarm System:

Could you please indicate the number of smoke detectors you have in each building?

A3 THE EXACT NUMBER OF SMOKE DETECTORS IN EACH BUILDING IS NOT

REQUIRED FOR THE SCOPE OF WORK. AS STATED IN THE AMENDMENT

SECTION 1.10.3(C), (D), THE CONTRACTOR’S RESPONSIBILITY IS

LIMITED TO A VISUAL INSPECTION OF THE FOUR (4) EXISTING FIRE

ALARM CONTROL PANELS, RECORDING PANEL MESSAGES, AND

RESETTING PANELS AS REQUIRED; NO TESTING, PROGRAMMING,

REPAIR, OR COMPONENT REPLACEMENT IS REQUIRED. THE

GOVERNMENT WILL NOT PROVIDE A DETAILED DEVICE COUNT FOR

THIS CONTRACT.

Q4 1.10.4. Minor Repairs and Reporting of Major Issues. Will you be providing the materials required for these minor repairs, or will the contractor be responsible for providing them?

A4 For “minor corrective actions” (less than 2 hours of labor during routine visits), the contractor is responsible for providing the materials required, as part of the fully loaded fixed monthly price. Section 1.13.3 specifies that the contractor must maintain a supply of expendable and common parts (hoses, belts, sealant, fuses, etc.) for normal maintenance and small repairs. The Government will not furnish materials for minor repairs. Major repairs beyond this scope will be handled as out‑of‑scope work per Section 1.12.3.

Q5 Are the light bulbs that need to be replaced conventional? Will you be providing the bulbs, or will the contractor be responsible for them?

A5 Most interior building lights should remain off. Only perimeter lighting is expected to be fully functional for security reasons. If, during site visits, the contractor identifies non‑functional perimeter lights that use non‑conventional lamps, the contractor shall report these to the COR.

In those cases, the Government will provide the non‑conventional lamps for the contractor to install during the next visit as stated in the Amendment Section 1.10.5. (d).

Q6 1.10.5. Exterior and Grounds Maintenance. b) Landscaping (Basic Care):

Would you like the green areas to be watered during maintenance visits?

A6 As stated in Amendment Section 1.10.5(b), the Contractor shall perform watering only where water is readily available. Landscaping services under this Contract shall be focused on reducing pest risk and preventing overgrowth; aesthetic enhancement is not required. The intent is preservation, not improvement, of the landscaping.

Q7 c) Graffiti and Vandalism Removal: If the graffiti needs to be painted over, will you provide the paint or will the contractor provide it?

A7 If minor graffiti requires painting, the Contractor shall provide the necessary materials, consistent with other minor repairs required under this Contract. For purposes of this clause, “minor” shall be defined as graffiti not exceeding a cumulative total area of ten (10) square meters, as stated in Amendment Section 1.10.5(c).

Q8 d) Exterior Lighting:

• Are the exterior lights taller than 1.80 meters? If so, do you require certification for working at heights?

• Are the lights provided by you, or do we need to provide them?

• If we are providing the lights, could you please give us the specifications? (In case they are not conventional light bulbs)

A8 For work performed at heights greater than 1.80 meters, no specific certification is required. However, the contractor must describe the safety measures their company uses for this type of work in the safety plan, as part of the deliverables listed in Section 3.4.2.3(b). Although the Government provides a template, the contractor may submit its own documentation that reflects its safety procedures, which the Government will review. Non-conventional perimeter lights will be provided by the Government, as stated in Amendment Section 1.10.5(d).

Q9 1.10.6. Pest Control Measures. Do you want any fumigation to be carried out during the contract period?

A9 The contractor shall perform only small‑scale pest control treatments as described in Section 1.10.6 (inspection for rodent and insect activity, maintenance of bait stations or traps, and limited preventive applications). “Fumigation,” understood as a full, large‑scale chemical treatment of an entire building or major area, is considered large‑scale extermination and is not included in the base scope. Any need for fumigation or other large‑scale extermination shall be reported to the COR and may only be performed if separately authorized as out‑of‑scope by the Government.

Q10 1.10.7. Cleaning. Does the cleaning process require window cleaning? If so, should the cleaning be both internal and external?

A10 Preservation‑level interior cleaning is limited to light dusting, incidental debris removal, and low‑moisture. Full‑scale window washing is not required.

Q11 1.12.1. Routine Maintenance Visits. How often would you like each visit to be made?

A11 The contractor shall perform two scheduled maintenance visits per month at each property, every two weeks.

Q12 Do you prefer visits that last one day or several days?

A12 The Government expects the contractor to complete each site visit to each property in one (1) day. For instance, the contractor may visit the former Embassy at Reforma 305 every first and third Wednesday of the month, and the former Benjamin Franklin Library at Liverpool 31 every first and third Thursday of the month.

In planning and executing these visits, the Contractor shall prioritize preservation over aesthetic enhancement. The Contractor is not expected to maintain dust-free interiors or highly groomed landscaped areas. Instead, efforts shall focus on preventing mold, controlling pests, and identifying early signs of conditions that could lead to emergencies, such as leaks, moisture intrusion, or other developing deficiencies.

Cleaning activities shall be sufficient to prevent excessive dust accumulation that could contribute to deterioration without aiming to meet full janitorial standards.

Q13 Would you prefer a quick general inspection visit to be carried out daily? The goal would be to prevent emergencies.

A13 No. The Government has estimated the budget for this contract based on the current scope, which provides for two (2) scheduled visits per property per month. The contractor should submit a competitive offer based on these requirements and should not propose alternative solutions that materially deviate from the stated technical scope (e.g., daily visits). The contractor is expected to staff the contract with sufficient personnel and plan to meet the preservation objectives and detect developing issues within the framework of two site visits per property per month.

Q14 Given that furniture is still being sold, would you like the furniture that remains in common areas to be moved to a specific space?

A14 Disposition or consolidation of remaining furniture is not part of the contract, and the contractor will not be asked to move or relocate furniture. Section 1.10.7.1 specifies that interior cleaning is ‘solely to preserve the condition of the facility and its furnishings’ and does not include furniture relocation or storage planning. The contractor should focus on preventing excessive dust accumulation that could contribute to deterioration, not on maintaining a highly clean or polished appearance, and is not expected to clean every piece of furniture during each visit.

Q15 Could you provide architectural plans or an area chart to properly define the cleaning and pest control schedule?

Page number: 15 Section: 1.10. Statement of Work (SOW) Paragraph: 1 Sentence: "Reforma 305 includes a nine-floor main building, an annex, and exterior grounds, totaling approximately 24,677 square meters."

A15 Reforma 305 compound: The compound is divided into two primary areas: the main building and the annex (former VISAS building). The former annex building comprises approximately 2,500 square meters.

Paved circulation areas within the compound for vehicle use account for approximately 2,800 square meters. Former office spaces within the main building represent approximately 13,000 square meters, and internal hallways within the main building account for approximately 2,000 square meters. The roof area is approximately 2,700 square meters, and the former shop areas located in the basement of the main building comprise approximately 1,100 square meters. Green areas within the property total approximately 500 square meters.

The former Benjamin Franklin Library at Liverpool 31, previously open to the public, comprises approximately 1,100 square meters.

Office spaces account for approximately 1,400 square meters. The roof area is approximately 1,300 square meters. Paved areas within the site account for approximately 900 square meters, and green areas total approximately 100 square meters.

Q16 Is there an updated inventory of existing equipment? Also, could you confirm if an initial facility condition assessment will be conducted upon contract award?

Page number: 16 Section: 1.10.1. Description of Services Paragraph: 1 Sentence: "The contractor shall provide all labor, tools, equipment, materials, and supervision necessary to perform scheduled maintenance and on-call emergency response."

A16 The RFQ does not include a detailed inventory of existing equipment.

For this contract, the contractor’s recurring responsibilities are limited to basic visual inspections and simple operation checks of specified systems (e.g., fire alarm panels, fire pump, hydropneumatic system, electrical panels) rather than full preventive maintenance of all equipment.

The Government does not plan to conduct a formal, comprehensive facility condition assessment as a contract deliverable at award.

However, during the initial visits, the contractor shall document observed conditions and issues in the maintenance reports as required by Section 1.19.1.

The contractor is expected to provide and use standard tools and equipment appropriate for routine building maintenance and minor emergency stabilization (e.g., basic hand tools, small pumps for shallow water, ladders, PPE, and common consumables). The Government does not expect the contractor to mobilize heavy equipment or perform major repairs as part of the base scope. In emergency responses, the contractor shall focus on feasible temporary stabilization (for example, shutting off utilities, securing openings, or pumping minor water accumulation), and shall report conditions requiring major repairs or specialized equipment to the COR for separate authorization.

Q17 What is the make and model of the five (5) existing fire alarm control panels? Additionally, please confirm if access passwords, system communication architecture, keys, and battery expiration dates will be provided.

Page number: 19 Section: 1.10.3. Mechanical Systems Preventive Maintenance, subparagraph (a) Paragraph: 1

Sentence: "The Contractor shall, during each scheduled site visit, perform a visual inspection of the five (5) existing fire alarm control panels."

A17 This section has been amended to identify the make and model of the fire alarm control panels at each property, for a total of four (4) panels.

Please refer to amended Section 1.10.3(c) for the updated details.

For this contract, the fire alarm scope is limited to visual inspection, logging any alarm or trouble messages, and resetting the panels when appropriate; no testing, programming, or component replacement is required. Because there is no requirement to modify the system or access programming functions, detailed make/model, communication architecture, and passwords are not necessary for offer preparation.

After award, the Government will provide sufficient access (e.g., panel keys, instructions on normal operating/reset procedures) to allow the contractor to perform the required visual checks and resets safely.

Q18 Based on the site visit, waterproofing seems to be in good condition. Can you confirm that no maintenance or repair work is required for this item, other than cleaning?

Page number: 18 Section: 1.10.2. Interior building inspection, subparagraph (d) Paragraph: 1 Sentence: "The contractor shall inspect roof drains, gutters, and downspouts; remove debris."

A18 The contractor’s responsibility regarding the roof is to inspect roof drains, gutters, and downspouts; remove debris; observe roof surfaces for signs of infiltration; and verify floor drains remain unobstructed, as stated in Section 1.10.2(d). No roof waterproofing repair or replacement work is required in the base scope. Any abnomality should be reported to the COR.

The contractor’s responsibility regarding the roof is limited to inspecting roof drains, gutters, and downspouts; removing debris;

observing roof surfaces for signs of water infiltration; and verifying that floor drains remain unobstructed, as stated in the Amendment Section 1.10.2(c). No roof waterproofing repair or replacement is required under the base scope. Any abnormalities or concerns observed shall be promptly reported to the COR.

Q19 Stains and lack of maintenance were identified on walls and ceilings. Is the repair of these areas out of scope, or should it be included in the maintenance proposal?

Page number: 17 Section: 1.10.2. Interior building inspection, subparagraph (a) Paragraph: 1

Sentence: "The contractor shall observe walls, ceilings, floors, windows for visible signs of wear, dampness, or damage."

A19 If stains are observed, the contractor shall verify whether they are associated with an active leak. If an active leak is identified, the contractor is expected to repair the leak as part of routine services and “minor repairs,” to the extent feasible within the defined scope (i.e., limited labor and standard consumable materials). The contractor is not required to replace ceiling tiles. Minor touch‑ups or patching that fall within this “minor” definition and do not require significant materials may be addressed during routine visits and are included in the fixed price.

Q20 Could you provide the total surface area of the green spaces and the types of species existing there to develop an adequate maintenance plan?

Page number: 22 Section: 1.10.5. Exterior and Grounds Maintenance, subparagraph (b) Paragraph: 1 Sentence: "The contractor shall maintain grass, weeds, and small shrubs at a reasonable level around entrances and perimetral walls."

A20 Offerors should assume limited landscaped strips and beds as observed during the site visit and price only basic care: trimming, weeding, and minimal watering sufficient to prevent overgrowth, consistent with the preservation‑focused approach described in the response to Question 6.

A detailed species inventory or extensive landscaping maintenance plan is not required, as the goal is simply to prevent excessive growth and pest attraction. The estimated total landscaped area is approximately 600 m².

Q21 Considering the size of the properties, cleaning tasks might require more than one day. Are there any special procedures or restrictions for these cases?

Page number: 35

Section: 1.12.1. Routine Maintenance Visits Paragraph: 1 Sentence: "The contractor shall perform two scheduled maintenance visits per month, within standard working hours (8:00 AM to 5:00 PM, Monday–Friday, excluding US and local holidays)."

A21 The Government expects the contractor to plan and staff the work so that all required activities at each property are completed within the two

(2) scheduled visits per month per property, as described in the response to Question 12. Work may be sequenced across those visits, provided it is performed within standard working hours and coordinated with the

COR.

Deep cleaning is not required. Cleaning and inspections should be preservation‑focused, preventing deterioration from excessive dust, mold, or pests, rather than achieving full janitorial standards. No special procedures apply beyond the access, safety, and reporting requirements already stated in the RFQ.

Q22 How will personnel, material, and vehicle access be managed during the operation of the service?

Page number: 15 Section: 1.10. Statement of Work (SOW) Paragraph: 1 Sentence: "The United States Government (USG) requires a contractor to provide vacant property maintenance services for two commercial properties in Mexico City: the former Embassy building at Reforma 305 and the former Benjamin Franklin Library at Liverpool 31."

A22 Access to the former Embassy at Reforma 305 and the former Benjamin Franklin Library at Liverpool 31 will be coordinated by the COR in accordance with Embassy security procedures. After award, the COR will provide instructions on:

− Required identification and any access lists for contractor personnel;

− Procedures and timing for scheduling site entry; and − Arrangements for delivery of materials and vehicle access/parking, where permitted.

Offerors should assume that access can be arranged during standard working hours with reasonable advance notice and should factor normal access procedures into their staffing and scheduling plans.

Q23 Will the Project Manager have an assigned space within the property for staff management and meetings with the COR?

Page number: 31 Section: 1.11.3. Contractor’s Project Manager Paragraph: 1 Sentence: "The Contractor shall designate a Project Manager who shall be the Contractor’s point of contact."

A23 The contractor shall designate a Service Representative for this contract, who will serve as the primary point of contact between the contractor and the Government, as stated in the Amended Section

1.11.3. If a meeting with the COR is required, the Service

Representative may request it, and the COR will coordinate the timing, location, and format (on‑site or virtual).

No exclusive office space will be designated for the Service Representative within the properties. However, consistent with the response to Question 24, the COR may authorize use of a suitable common area at each property for all contractor personnel (including the Service Representative) to use for lunch or short breaks.

Q24 Will there be a designated area for maintenance staff to consume meals?

Page number: 30 Section: 1.11. MANAGEMENT AND SUPERVISION Paragraph: 1 Sentence: "1.11. MANAGEMENT AND SUPERVISION"

A24 Yes. The Government will authorize the use of a suitable common area at each property for all contractor staff to use for lunch or short breaks during scheduled visits, subject to security and operational considerations. Any such space must be kept in a clean and orderly condition by the contractor’s personnel.

Q25 Should the identified furniture remain in place and unmoved until the COR determines its storage or removal?

Page number: 25

Section: 1.10.7.1. General interior cleaning Paragraph: 1 Sentence: "The Contractor shall provide interior cleaning services for vacant buildings solely to preserve the condition of the facility and its furnishings."

A25 Yes. Identified furniture shall remain in place and shall not be moved, consolidated, or relocated under this contract. As noted in the response to Question 14, Section 1.10.7.1 limits interior cleaning to preserving the condition of the facility and its furnishings and does not include furniture relocation or storage planning.

Q26 Is it possible to establish a Joint Venture agreement?

Page number: 77 Section: 2.6.7. Authorization and Performance, subparagraph (b) Paragraph: 1 Sentence: "If the party actually performing the work will be a subcontractor or joint venture partner, then such subcontractor or joint venture partner agrees to the requirements of paragraph (a) of this clause."

A26 Yes. A joint venture arrangement is permissible. As described in the responses to Questions 1 and 2, a U.S. firm may serve as the prime contractor and work with a Mexican partner, either as a subcontractor or as part of a joint venture, provided the awarded entity is fully responsible to the U.S. Government for contract performance and compliance. Any joint venture must be properly constituted, and clearly described in the proposal, including roles, responsibilities, and how the team will meet the experience, licensing, and organizational requirements in Sections 3.4.2.1 and 3.4.2.2.

Q27 In case of major contingencies (e.g., floods or traffic collapse), emergency response time might exceed 2 hours. Is this condition considered acceptable?

Page number: 36 Section: 1.12.2. Emergency Response Paragraph: 2 Sentence: "Arrive onsite within two (2) hours.

A27 Section 1.12.2 establishes that the contractor shall arrive on site within two (2) hours of notification for emergency calls. This two‑hour standard applies for planning, staffing, and pricing purposes. The Government recognizes that extraordinary events (such as city‑wide flooding, major traffic collapse, or other force majeure conditions) may occasionally affect travel times. In such cases, the contractor shall:

− Notify the COR or designated emergency contact as soon as possible, explaining the circumstances and providing an updated estimated time of arrival; and

− Document the event and its impact in the Emergency Response Report required under Section 1.19.2.

The contract requirement remains a two‑hour response; however, truly exceptional delays will be evaluated in light of the excusable delay provisions of the applicable contract clauses after award.

Minutes from Site Visit to 19MX5326Q0022 Commercial Property Maintenance Services on March 12, 2026.

Attendees:

14 people from 7 prospective offerors attended the Site Visit.

The following staff from the Requesting Office and the Procurement

Section attended the visit.

o Roberto Gonzalez Feijoo / Contracting Officer Representative

(COR)

o Juan Carlos Colmenares, Requesting Office/Site Specialist 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 vacant property maintenance services for two commercial properties 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 sections in the former Embassy building at Reforma area and the former Benjamin Franklin Library where the property maintenance services 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 Thursday, March 12, 2026, 10:00 am

Location: Former Embassy, Paseo de la Reforma 305 Col.

Cuauhtémoc, CDMX, México

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

During the visit, participants received an overview of the maintenance services required for this location, highlighting the scope of vendor’s responsibilities to perform two scheduled maintenance visits per…