Site visit minutes - 19MX5326Q0026 Boilers Preventive Maintenance.pdf

SBU - CONTRACTING AND ACQUISITIONS

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