QA RFQ19PE5026Q0055.pdf

QUESTIONS & ANSWERS RFQ 19PE5026Q0055

Main entrance and walkway renovation

1. What is the payment procedure for this project?

In accordance with Section F and FAR 52.232-5, Payments Under Fixed-Price Construction Contracts, the Contractor may submit payment requests no more frequently than monthly. Each request shall cover the value of labor and materials completed and in place, including the applicable prorated portion of overhead and profit.

Payment requests are subject to Government inspection, verification, and approval. Electronic invoices must be submitted through the MyILMS payment portal, and Value Added Tax (VAT) must be shown separately. The applicable payment period is 30 days, subject to receipt of a proper invoice, Government acceptance or approval of the work, and any authorized retainage.

Final payment will be made after final completion and acceptance of the work and submission of all required closeout documents and the final payment request.

2. Is an advance payment available prior to the commencement of the works? If so, please indicate the applicable percentage and conditions.

No. The solicitation does not provide for an advance payment before commencement of the work. Therefore, no advance-payment percentage or related conditions apply. Payments will be made only for properly completed and accepted work in accordance with the payment provisions of the solicitation.

3. What SSOMA documentation is required to be submitted prior to the commencement of the works?

Prior to commencing work, the contractor shall meet with Embassy Safety coordinator (A/POSHO) for the final documentation for SSOMA package for review and acceptance by the Embassy’s Contracting Officer’s Representative (COR). At a minimum, the package shall include:

• Safety, Health and Environmental Management Plan (Plan

SSOMA/PSST).

• Risk assessment matrix (IPERC) covering all activities and corresponding control measures.

• Valid SCTR insurance for all personnel exposed to high-risk activities, when applicable.

• Emergency Response Plan, including evacuation, first aid, fire response, emergency contacts, and incident-reporting procedures.

4. What types and sizes of vehicles will be permitted to enter the Embassy premises for material delivery and debris removal?

There is no restriction. The contractor must provide vehicle information to access the Embassy compound.

5. Regarding the low granite walls in the Chancery area, could you please clarify the exact scope of work required for these elements?

Same answer as number nine. For this bidding process, the terrazzo finish specified for the Chancery Entrance (floor and walls) may be replaced with black slate stone cladding with a semi-smooth, lightly textured finish.

6. Edge/Finishing Profile Along the Terrace Walls Please confirm whether the existing finishing profile at the junction between the top surface and the walls will remain, or whether it will be removed and replaced with a new finishing detail.

The following change shall apply to the pathway walls originally specified to receive a terrazzo finish: the terrazzo finish shall be replaced with:

• Large-format porcelain slabs measuring approximately 81 × 324 cm, with a white concrete appearance; or

• Sintered stone slabs measuring approximately 3.20 × 1.60 m, in a matte white color with a smooth finish. or an approved equivalent.

The existing finishing profile shall be removed and replaced with a new detail compatible with the proposed porcelain slabs. The Contractor shall provide all required exterior-grade trims, edge profiles, sealants, joints, and accessories to achieve clean and uniform transitions.

Material samples and Shop Drawings showing the proposed edge and junction details shall be submitted to the COR for review and approval before procurement and installation.

7. Low Stone Baseboards in Front of the Entrance Please clarify what treatment will be carried out on the existing stone baseboards located in front of the entrance.

We suggest removing the broken pieces and reinstalling them upside down, provided that the condition and finish of the reverse side allow for proper reuse.

The existing low stone baseboards shall be removed and replaced with black slate stone cladding with a semi-smooth, lightly textured finish or similar.

Reinstallation of the existing broken pieces in an inverted position will not be accepted. Only the existing stone pieces located on the upper surfaces shall be retained and carefully protected during construction.

Material samples shall be submitted to the COR for review and approval before procurement and installation.

8. Color of the New Terrazzo Please confirm the color and finish of the new terrazzo to be installed.

The terrazzo colors and finishes shall be as follows:

• Concrete planters at CAC #2: light gray on the main surfaces and dark gray on the upper decorative band and lower base.

The contractor should present samples to be approved by the Embassy’s Office.

9. Warranty for the New Terrace Flooring Regarding the proposed new terrace flooring, please note that we would not be able to provide a warranty exceeding one year due to the exposure conditions and the expected performance of this material when used as exterior flooring.

For this bidding process, the terrazzo finish specified for the Chancery Entrance (floor and walls) may be replaced with black slate stone cladding with a semi-smooth, lightly textured finish.

The proposed slate shall be suitable for exterior use and heavy pedestrian traffic, provide a slip-resistant surface, and be applied consistently to the areas identified in the drawings as new black terrazzo. The proposal shall include all required substrate preparation, setting materials, joints, edge treatments, sealing, and accessories for a complete installation.

All terrazzo finishes shall be sealed with a high-performance, exterior-grade sealer suitable for weather exposure, moisture, and staining. The sealer shall be applied in accordance with the manufacturer’s recommendations.

Material samples and Shop Drawings shall be submitted to the COR for review and approval before procurement and installation.

10. A finish made of cement mixed with marble chips and granules may darken or turn black in areas where water accumulates or remains ponded.

This potential behavior should be taken into consideration before approving the material. For this reason, we recommend using porcelain tile with a similar appearance and finish, as it would provide better performance and durability under exterior conditions.

The recommendation is accepted for the walls originally specified to receive a terrazzo finish. The terrazzo shall be replaced with :

• Large-format porcelain slabs measuring approximately 81 × 324 cm, with a white concrete appearance; or

• Sintered stone slabs measuring approximately 3.20 × 1.60 m, in a matte white color with a smooth finish. or an approved equivalent.

The wall substrate shall be prepared only on the front face; the garden-facing side is excluded from the scope of work. The new porcelain finish shall be installed flush with the adjacent existing marble finish, with a continuous separation reveal along the upper junction.

The Contractor shall provide all required exterior-grade adhesives, sealants, joints, edge profiles, and accessories. Material samples and Shop Drawings shall be submitted to the COR for review and approval before procurement and installation.

11. Junction Between the Terrace Walls and the Existing Floor Please clarify how the perimeter detail will be resolved where the new terrazzo wall finish meets the existing flooring, both technically and aesthetically. Particular attention should be given to protecting the walls from moisture, water splashes, and potential staining.

The scope of work no longer includes terrazzo wall finishes

12. This detail is especially important considering that the existing flooring is planned to be replaced in the near future. The proposed solution should therefore allow for the future replacement of the floor without damaging or compromising the new wall finish.

The scope of work no longer includes terrazzo wall finishes.

13. Construction Debris Removal and Storage Area Please clarify how construction debris will be handled and disposed of during the works, including any requirements or restrictions regarding its removal from the premises.

The contractor shall coordinate construction-debris handling and removal with the Contracting Officer’s Representative (COR). Temporary debris collection areas may be assigned near the active work areas; however, their locations must be approved in advance by the COR. The primary temporary storage area will be within the Embassy compound, outside the Embassy Shops.

Debris shall not obstruct corridors, walkways, emergency exits, building entrances, access roads, or normal Embassy operations. All collection areas must be kept orderly, contained, and visually acceptable. The contractor shall prevent dust, spills, loose materials, and damage to Embassy property.

Debris shall be removed from the compound regularly and shall not be allowed to accumulate for extended periods. Before each removal, the contractor shall coordinate the date, time, vehicle, personnel, and access arrangements with the COR. The contractor is responsible for transporting and disposing of all debris at an authorized disposal facility in accordance with applicable Peruvian regulations.

14. Please also confirm whether a designated area will be provided for the temporary storage of tools, equipment, and construction materials during the execution of the works.

The primary temporary storage area will be within the Embassy compound, outside the Embassy Shops. The exact location and dimensions shall be coordinated and approved by the Contracting Officer’s Representative (COR).

Within the assigned area, the contractor could build a small temporary storage or provide lockable cabinets or containers for tools, equipment, and construction materials. All storage arrangements shall comply with Embassy security, fire-safety, and housekeeping requirements.

Upon completion of the work, the contractor shall remove all temporary storage units and materials and restore the assigned area to its original condition. The Embassy will not be responsible for loss, theft, or damage to the contractor’s property.

15. Temporary Fencing and Site Protection Please confirm whether the contractor will be required to provide and install temporary fencing, barriers, or other site protection measures to isolate and secure the work area during construction.

The contractor shall provide, install, and remove temporary fencing, barriers, and all other site-protection measures necessary to isolate and secure the work area throughout construction. Temporary protection shall include appropriate warning and directional signage.

As discussed during the site visit, the exterior of CAC#2 experiences significant daily pedestrian traffic. The contractor’s construction plan shall appropriate work phases to maintain safe public access for Embassy activities. The enclosure to build in this space shall consist of rigid, opaque panels that provide physical protection and visual privacy. Its material, location, and installation shall be coordinated with the Contracting Officer’s Representative (COR) and Embassy security personnel. The system shall be stable, properly secured, and maintained in good condition.

16. Temporary Restroom Facilities for Construction Personnel Please confirm whether the contractor will be required to provide temporary restroom facilities for construction personnel, or whether designated restroom facilities within the Embassy premises will be made available for their use during the works.

The contractor’s personnel may use designated existing restrooms within the Embassy compound. These facilities are shared with Embassy employees and other contractors; therefore, dedicated restrooms will not be provided for this project. Contractor personnel shall comply with Embassy security, cleanliness, and appropriate-use requirements.