0002 - 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 7

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

June 5, 2026

4. REQUISITION/PURCHASE REQ. NO.

PR15826386

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 Presa Angostura 225, Irrigación, 11500, CDMX, Mexico.

Facility Management Office Presa Angostura 225, Irrigación, 11500, CDMX, Mexico.

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

X

9a. AMENDMENT OF SOLICITATION NO.

19MX5326Q0026

9b. DATED (SEE ITEM 11) April 15, 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 include updated requirements in Section 4 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

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 0002

Solicitation Number 19MX5326Q0026

1. RFQ: Section 4 - EVALUATION FACTORS

A) To offer further clarification on the requirement about Subcontracting

Limitation and Notification, Section 4.6 – Technical Evaluation is amended to include a new subsection:

Therefore, subsection 4.6.6 – Subcontracting Limitation and Notification is hereby included to read as follows:

“4.6.6 Subcontracting Limitation and Notification The Government will evaluate the offeror's proposed subcontracting approach to ensure compliance with the subcontracting limitation established in Section 8.1. Offerors who intend to subcontract any portion of the required maintenance services shall clearly identify all proposed subcontractors in their technical proposal. The offeror shall not subcontract more than 10 percent of the total value of maintenance services without prior written approval from the Contracting Officer's Representative (COR).

As part of the technical evaluation, offerors must provide the full legal name, address, point of contact, and relevant credentials for each proposed subcontractor, including applicable certifications, licenses, and past performance documentation. Proposals that fail to disclose subcontracting arrangements or that do not demonstrate the proposed subcontractor's qualifications may be evaluated less favorably or deemed non-compliant. The Government reserves the right to request additional information regarding any proposed subcontractor prior to award.

Offerors who do not intend to subcontract any portion of the work shall submit a signed letter of self-performance, explicitly stating that all required maintenance services will be performed solely by the prime contractor.”

Questions & Answers

TECHNICAL QUESTIONS

Q1 We are based in Florida, our typical operation entails our technicians flying out to work sites, and then we will usually have a sub-contractor in place in case of emergency needs. Do you see any problems with us accomplishing the contract in this manner?

A1 Per Section 8.1 – Subcontracting Limitation and Notification

Requirement:

"The Contractor shall not subcontract more than 10 percent of the total value of maintenance services without prior written approval from the Contracting Officer's Representative (COR)."

If you plan to subcontract any portion of this work, please ensure you provide the following:

1. Company Information – Full legal name, address, and point of contact for the proposed subcontractor.

2. Company Credentials – Relevant certifications, licenses, past performance, and any other documentation demonstrating the subcontractor's qualifications.

To offer further clarification on this requirement, we have amended Section 4.6 – Technical Evaluation to include a new subsection:

4.6.6 – Subcontracting Limitation and Notification Please review Amendment 0002 and ensure your proposal reflects full compliance with this requirement.

Minutes from Site Visit to 19MX5326Q0026 Boilers Preventive Maintenance Services on May 14, 2026.

Attendees:

2 people from 1 prospective offeror attended the Site Visit.

The following staff from the Requesting Office and the Procurement

Section attended the visit.

o Julian Verdugo/ Contracting Officer Representative (COR) o Juan Carlos Colmenares, Requesting Office Mechanical Engineer o Bulmaro Barajas / Requesting Office 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 Boilers Preventive Maintenance 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 sections at the Embassy premises and proceeded to the site to inspect the equipment included in the service scope. The Embassy team showed the vendor the equipment and explained the required activities for the annual preventive maintenance service.

• 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.

Site Visit

Prospective Offerors toured at the Embassy premises and proceeded to the site to inspect the equipment included in the service scope according to the date and schedule below:

o Thursday, May 14, 2026, 10:00 am

Location: NEC (New Embassy Compound) Presa Angostura Col.

Irrigación, Miguel Hidalgo, 11500 Ciudad de México

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

During the visit, participants received an overview of the preventive maintenance services for the building Electrical, Gas and Diesel Boilers required for this location, highlighting the scope of vendor’s responsibilities to perform the annual scheduled maintenance visits at the indicated areas.

During the walkthrough, the team reviewed the four gas boilers and two diesel boilers, all located in the same mechanical room.

Since the equipment is new and currently operating without reported issues, the preventive maintenance activities are expected to focus on maintaining the Boilers in proper working condition. No repairs, modifications, or adjustments that could affect the correct operation of the equipment are anticipated at this time.

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: Thursday, May 21, 2026, before 13:00 hours, Mexico City time.

2. Proposals: Wednesday, June 10, 2026, before 13:00 hours.

Q&A File:

For this site visit there were no questions submitted via e-mail to be added in the Q&A file until the scheduled deadline on Thursday, May 21, 2026.

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. Osborne Contracting Officer