SF-30 - Amendment 2 - Site Visit Minutes_QandA_CAD Drawings.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 8

2. AMENDMENT/MODIFICATION NO.

A0001

3. EFFECTIVE DATE

04/22/2025

4. REQUISITION/PURCHASE REQ. NO.

PR15180404

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

7. ADMINISTERED BY (If other than Item 6) CODE

AMERICAN EMBASSY LISBON

AV. DAS FORCAS ARMADAS, ATTN: GSO/PROCUREMENT

LISBOA 1649-044

PORTUGAL

GSO/Procurement

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

9a. AMENDMENT OF SOLICITATION NO.

19P05025Q0010

Prospective Offerors

9b. DATED (SEE ITEM 11)

04/01/2025

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 _______ 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 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 THE AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [X ] is required to sign this document and return __1_ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is:

- To publish the Site Visit Briefing Points.

- To answer all questions to Prospective Offerors.

- To share CAD drawing in .dwg format – Kitchen Layout (will be shared by e-mail due to its format).

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

16A. NAME OF CONTRACTING OFFICER

Jonathan Nwosu

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE SIGNED

NSN 7540-01-152-8070 Standard Form 30 (revised 10/83)

RFQ 19P05025Q0010

SITE VISIT BRIEFING POINTS

04/10/2025

Refurbishment of the commercial kitchen and the pantry at the Chief of Mission residence.

Introduction by Jonathan Nwosu as Contracting officer for this solicitation.

Bidders should have a copy of the solicitation along with the attachments.

Participants from USG:

Jonathan Nwosu - Contracting Officer

Kosmas Gus – Facility Manager

Claudio Coelho – Facility Supervisor

Ana Paula Saint Aubyn – Procurement Supervisor

Vânia Moreira – Facilities Adm.

Prospective Offerors

COMPANY

REPRESENATIVES

Companhia das Obras / URBIPLANTA

Pedro David Correia Gaspar

Gonçalo de Tomás e Sá Gil

Pascoal Monteiro Tiago Gomes

João Figueiredo

SOCODEFIL Francisco José Pais da Silva

BTA KAMARS SL Filipe Fernandes

Antonio Júdice

Hotelequip – Equipamentos Hoteleiros Rui Manuel de Sousa Medalha

Vitor Manuel dos Santos Alves

Westgate João Magriço

The purpose of this meeting is to review the solicitation and provide bidders with the opportunity to submit questions that they may have about the solicitation document and / or the project. The questions bidders pose will be answered later following this site visit, in writing by email. We will also post Q& A in www.SAM.gov . It is important that bidders understand that all questions and answers, posed today or by the deadline, which is April 18, 2025, will be provided to all interested firms after this visit in writing. It is the Government’s intent that all offerors receive the same information.

No one firm will receive information that is not available to the other interested firms. In case there are conflicts between any information provided orally and the written communications, the written communications will take precedence.

This contract will be a firm fixed priced contract and will be awarded to the technically acceptable responsible offeror offering the lowest price.

Contracting office:

To go over some important points of the contract in the hope that bidders will have a clear understanding of what is necessary to submit a complete offer.

http://www.sam.gov/

Some of the important requirements to be highlighted:

The Offeror is required to register for SAM.

• Section I: Clauses

• Section K: Instructions on how to submit offers.

• Section L: Evaluation Criteria

Requesting office

Section J – Scope of Work – This is the basis for what is to be accomplished by this contract.

Visit to the site of this project.

QUESTIONS & ANSWERS

April 10, 2025

RFQ 19P05025Q0010

1) Who is responsible for disconnecting the existing equipment?

While the Embassy anticipates managing the disposal of the existing appliances, the contractor must include the disconnection, removal, and disposal of all existing appliances and work benches.

The kitchenware and all accessories will be removed prior to the kickoff by the embassy staff.

2) Who is responsible for the gas alterations in the kitchen?

The necessary alterations to the gas circuit must be handled by the contractor and comply with DL n. º 97/2017

(Decreto-Lei n. º 97/2017, de 10 de agosto)

This is the main legal framework for gas infrastructure and installations.

DL 97/2017

RTIG (Portaria 362/2000 and updates)

Relevant NP EN standards and ensure inspections are done by EIG-certified entities.

Harmonized European Norms adopted in Portugal:

• NP EN 1775: Gas supply systems — Gas installations in buildings (design, installation, testing, and commissioning)

• NP EN 1949: LPG installations in leisure accommodation vehicles and other road vehicles

• NP EN 437: Test gases — Test pressures and categories of appliances

• NP EN 15502-1: Gas-fired boilers (for central heating)

• NP EN 12327 / 12326: Leak testing and pressure testing procedures

3) Is there some specific drawing for the water network?

No specific drawing is provided for the cold and hot water circuits. The contractor will have to make the necessary alterations onsite to meet the new kitchen layout, to include the location of water taps and valves and ensuring adequate pipe diameters to meet flow requirements.

The Embassy does have a preferred piping type, it can be PPR (Polypropylene Random Copolymer) or multilayer

(so-called “multicamadas”)

4) What type of piping exists in the actual building?

The pipes were installed in 1995 during a major renovation process and are mainly PEX type.

In the kitchen wall between the window and the storage area where the electric circuit board is located, there is a water tap from a galvanized pipe though.

5) Does the embassy have a preference for the type of piping?

There is no specific preference for the piping network type. The type of pipes suggested must comply with ISO

13503-1: - international standards for material durability, including resistance to corrosion, pressure cycling, and thermal stability. In other words, comply with standardized quality in terms of mechanical strength, leak-tightness, and compatibility with water (non-toxic).

The installation procedures should ensure integrity, durability, and leak prevention.

Any suggestion must guarantee the applicable requirements in terms of:

▪ Dimensions and tolerances

▪ Pressure class (PN)

▪ Thermal resistance

▪ Oxygen barrier requirements

▪ Long-term performance testing https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.google.com%2Fsearch%3Fsca_esv%3Dd348884d72b7451c%26rlz%3D1C1GCEA_enUS1127US1127%26sxsrf%3DAHTn8zpFNkrnBz39XbMe4Jy-JZ6n0UtO7g%253A1745239871961%26q%3DPolypropylene%2BRandom%2BCopolymer%26sa%3DX%26ved%3D2ahUKEwiEx_aUlemMAxVhGlkFHZqhFBYQxccNegQIBRAB%26mstk%3DAUtExfBth6rPoNfP6HFwBdOnvzwU2UEzknuq8i17CAaMcFU3OWh2mvTHis1MBXY0vUZ5gnr4zNJfJSqBMjf4Q46uLf6AnEiRGLNY8QdHXz_DccDTdiV_8BNjA2nK8t0uf7XNbzLXjrvGo0GR6c5Bt5tDJUy0AWzpkkcLkdorjd5OUTKILaM%26csui%3D3&data=05%7C02%7CSaintAubynAP%40state.gov%7C9a98cde2c01b4a53482608dd80d74dbd%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C638808384386531036%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=VzxeTrz7i9zR6LxrRule%2B4E%2FbzCFWMEUY%2F37SJr3i84%3D&reserved=0

Make sure to comply with NP EN 21003 - "Plastics piping systems for hot and cold-water installations. Also, NP EN ISO 21003-1 to 21003-5.

6) Is there a specific drawing for the drainage?

No specific drawing for the drainage in the kitchen is provided. The contractor will have to make the necessary alterations to meet the new kitchen layout in compliance with:

EN 12056 Series — Gravity drainage systems inside buildings, especially:

• EN 12056-1: General and performance requirements

• EN 12056-2: Wastewater drainage systems (excluding rainwater)

• EN 12056-5: Installation and testing

Which Includes:

• Pipe slope requirements

• Flow rates

• Backflow prevention

• Ventilation of drainage

For this specific case, also consider EN 1825 — Grease separators

• Specifies design, sizing, and testing of grease traps.

• Mandatory sizing based on kitchen capacity (e.g., number of meals/day)

EN 12056-2 Drainage points

• Floor gullies with grates and trap seals

• Anti-odor and anti-vermin systems recommended

• Maintenance and accessibility must be included

REMINDER: consider a grille all around the cooking area

7) Who provides the Ice machine?

The Ice machine shall be provided by the Embassy.

8) Is there a preferred flooring color or type?

SOW recommends “slip resistant, non-porous, full body porcelain/quarry/or stone tile”

In addition to being functional, the aesthetic look must match the historic nature of the house.

Appropriate alternatives may be proposed for approval by the COR.

For the specific case of commercial kitchen, the suggested flooring shall meet the ASAE (Autoridade de

Segurança Alimentar e Económica), guidance on this matter.

ASAE enforces hygiene and food safety laws under DL 306/2007 (HACCP compliance).

Flooring must support HACCP principles, including:

▪ Ease of cleaning/disinfection

▪ Resistance to water, oils, acids, and cleaning chemicals

▪ Seamless transitions between floor and wall (coved skirting or “rodapé sanitário”)

Other guidance on this matter can be found by consulting

EN 13813 — Screed material and floor screeds

• Performance specifications for screed types (e.g., cementitious, resin-based).

• Covers resistance to abrasion, compression, and impact.

EN 13501-1 — Fire classification of construction products

• Flooring should meet fire resistance class, typically Bfl-s1 or higher for kitchens.

EN ISO 10545 (for ceramic tiles)

• Covers chemical resistance, slip resistance, and water absorption.

HACCP Guidelines (Codex Alimentarius & ISO 22000)

• Flooring must support:

o Hygiene control o Chemical resistance o Preventing cross-contamination

International Standards & Norms

EN 13813 — Screed material and floor screeds

• Specifies requirements for materials used in floor systems (e.g., cement, resin).

EN 685 / ISO 10874 — Classification of floor coverings

• Classifies flooring based on wear resistance and intended use.

• Commercial kitchens typically require:

o Class 34/43 (very heavy commercial / light industrial use)

ISO 22196 / EN ISO 846 — Antimicrobial resistance & hygiene testing

• Optional but valuable floors in food-safe environments.

EU Food Hygiene Regulation (EC) No 852/2004

• Requires surfaces (including floors) in food areas to be:

o Non-absorbent, non-toxic, resistant to wear o Smooth and easy to clean

Common Acceptable Flooring Types for Commercial Kitchens:

Flooring Type Properties Notes

Epoxy Resin Seamless, non-porous, high resistance to chemicals Very common in Portugal

Polyurethane Resin Similar to epoxy but better for thermal shock Better near ovens/fryers

Non-slip Ceramic Tiles High mechanical resistance, easy to clean Must be correctly grouted and sloped

9) Is there a preferred wall color or type?

While the SOW recommends tiles to be smooth, non-porous, washable, and water repellent, offerors are recommended to provide pricing for a stainless-steel alternative finish.

Also, for this type of kitchen another good source for guidance is ASAE (Food Safety Authority) – Under

DL 306/2007

• Enforces HACCP principles in food preparation areas.

• Wall finishes must:

o Prevent microbial growth o Be resistant to chemicals and heat o Not have open joints or porous surfaces

• Tile, epoxy coatings, PVC panels, and stainless steel are all acceptable if properly installed.

NP EN ISO 22196 (for hygienic surfaces)

• Evaluates antimicrobial activity on plastic and non-porous surfaces.

NP EN 13501-1 – Fire classification

• Kitchen wall finishes must be fire-rated, typically Class B-s1, d0 or higher for interior use.

Valuable guidance and standards from the American side can be found in the American Standards & Codes.

FDA Food Code (Latest version: 2022)

• Section 6-201.11 to 6-201.18:

o Surfaces must be smooth, durable, non-absorbent, and easily cleanable.

o Walls must be free from crevices, holes, and insect harborage points.

o Vinyl, FRP (Fiberglass Reinforced Panels), stainless steel, or ceramic tiles with sealed grout are compliant.

NSF/ANSI 51 – Food Equipment Materials

• Wall cladding materials must meet NSF 51 if they are near food contact zones.

• Must resist corrosion, chipping, and absorption.

NFPA 96

• While focused on exhaust systems, it also impacts wall construction near cooking appliances, especially regarding:

o Clearances to combustible walls o Fire-rated protection if needed

IBC (International Building Code)

• Covers interior wall finish classification, based on fire testing per ASTM E84.

o Kitchens generally need a Class A or B rating for walls (low flame spread, low smoke development).

10) What is the timeline for the project execution?

The execution period is 60 days from the date of the notice to proceed. However, if any lead time is required for equipment production or shipping prior to the start of work, the contractor must notify the Procurement office by e-mail LisbonProcure@state.gov in writing to request an adjustment to the project timeline.

The contractor must provide a Gantt chart or even more than one. A “High-level” plan and a more granular one with the broken-down tasks to perform, milestones etc.…

11) Shall the contractor perform any repaint on the doors and windows?

If windows and doors are not damaged during the rehabilitation project, there will be no need for repainting, however if they should be scratched or damaged, the contractor shall perform the required repairs and painting job.

12) The drawings have no air intake for air renovation, shall the contractor include it in the proposal? if yes is there a specific location.

Air renovation (ventilation and air exchange) is a critical part of any commercial kitchen project, and it must follow both safety and comfort standards, especially due to high heat loads, moisture, and grease-laden air.

Concerning the National Standards, guidance can be 3found in “Regulamento dos Sistemas Energéticos de

Climatização em Edifícios (RSECE).

(Part of the Sistema Nacional de Certificação Energética dos Edifícios – SCE)

• Based on Decreto-Lei nº 101-D/2020 (latest version), which transposes EPBD (EU Directive on energy performance of buildings).

• Covers mechanical ventilation and air renovation rates.

• For commercial kitchens, air renewal must ensure:

o Adequate extraction of combustion products, odors, and grease o Minimum outdoor air supply to maintain indoor air quality o Compliance with thermal comfort and air quality standards

Other sources of valuable information and guidance on American Standards for Kitchen Ventilation can be found in:

ASHRAE 62.1 – Ventilation for Acceptable Indoor Air Quality

• Defines minimum ventilation rates for commercial spaces.

• Kitchen hood exhaust is excluded from the basic air change table — it must follow dedicated exhaust requirements (see below).

NFPA 96 – Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations

• This is the core U.S. standard for kitchen exhaust systems.

• Covers:

o Design, installation, operation, inspection, and maintenance of hoods, ductwork, fans, and fire suppression systems o Grease extraction o Exhaust flow rates and fire-rated materials

• Highly detailed and considered the go-to safety code in North America

IMC (International Mechanical Code) – Often used in combination with NFPA 96 mailto:LisbonProcure@state.gov

• Specifies minimum exhaust rates and make-up air requirements

• Typically:

o Exhaust hood airflow: 0.25 to 0.5 CFM per BTU of appliance load o 100% air replacement (via mechanical supply) recommended to prevent pressure imbalance

In practical terms, and as seen onsite with all the contractors during the walkthrough, there is an aluminum grille door under the right kitchen window, which was once been used to house gas bottles and that can be used for the fresh air intake.

13) Can the lateral window walls be altered to form 90° angles?

The walls or any other historical elements of the house cannot be changed.

14) Can the contractors have an ACAD drawing of the kitchen Layout?

Yes, herein attached dwg file.

15) Shall the new kitchen exhaust system feature a single or dual hood?

Offerors should propose a system that meets the airflow requirements of the new kitchen layout. A Type I hood in accordance with the International Mechanical Code (IMC) is required to be installed. This entails various requirements including but not limited to installation of a IMC compliant grease duct and a wet chemical fire suppression system.

16) What type of chimney is in place and what type of exhaust fan is installed?

The existing chimney was altered in 1995 to meet the requirements of the actual exhaust hood. We have at this point no precise indication about the status of the inner side of the chimney. The existing fan is working but it might be necessary to replace it to meet the requirements of the new exhaust hoods.

The actual duct size is about 270mm x 380mm, which in optimal conditions should allow an airflow of about

750.55 m3/h.