25Q001_PreproposalMinutes_Generator - SNM EQUIPMENT .pdf

Panama, Republic of Panama

March 25, 2025

Dear Prospective Offeror:

SUBJECT: Minutes from the site-visit of Monday, March 24, 2025, at the Albergue Femenino de Migración, 28 Street East, Panama City, Republic of Panama

Solicitation Number 19PM0725Q0011 – GENERATOR - SNM EQUIPMENT

Introduction

All attendees were welcomed and the U.S. Embassy representatives were introduced.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

• Solicitation Due Date and Time:

o 8:00 a.m., Monday, March 31st, 2025 o No proposals will be accepted after this time.

• Instructions, Conditions and Notices to Offerors:

o The solicitation number is 19PM0725Q0011 issued as a Request for Quotation. All offers must be referenced to this solicitation number.

o The solicitation/contract will include all applicable provisions and clauses in effect through

FAC Number/Effective Date: FAC 2025-03 January 17, 2025.

o All contractors must certify that they do not operate any programs promoting DEI that violate any applicable anti-discrimination laws and agree that such certification is material for purposes of the government’s payment decision and therefore subject to the False Claims

Act. See 31 U.S.C. 3729(b)(4). all offerors must include fully filled and signed copy of the attached CERTIFICATION REGARDING COMPLIANCE WITH APPLICABLE

FEDERAL ANTI-DISCRIMINATION LAW.

o All contractors have to be registered in the SAM (System for Award Management) Database https://www.sam.gov , prior to contract award pursuant to FAR provision 52.204-7 (b)(1)

An Offeror is required to be registered in SAM when submitting an offer or quotation, and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation.

• Evaluation Factors for Award:

o Lowest priced, technically acceptable, responsible offeror.

GENERATOR - SNM EQUIPMENT Site-Visit Minutes

• Questions and Answers o Questions and answers closed March 4th, 2025, 05:30p.m. [local time].

o Questions and answers were published via conference minutes and uploaded into the

Embassy webpage.

o All questions raised during the Site Visit will be addressed and post it in SAM.gov for further reference.

▪ Question: Are we (offerors) supposed to include “Civil Works” in our offers?

Answer: According to FAR Part 2 – Definitions of Words and Terms, construction is defined as:

Construction means construction, alteration, or repair (including dredging, excavating, and painting) of buildings, structures, or other real property. For purposes of this definition, the terms "buildings, structures, or other real property" include, but are not limited to, improvements of all types, such as bridges, dams, plants, highways, parkways, streets, subways, tunnels, sewers, mains, power lines, cemeteries, pumping stations, railways, airport facilities, terminals, docks, piers, wharves, ways, lighthouses, buoys, jetties, breakwaters, levees, canals, and channels. Construction does not include the manufacture, production, furnishing, construction, alteration, repair, processing, or assembling of vessels, aircraft, or other kinds of personal property (except that for use in subpart 22.5, see the definition at 22.502).

All Civil works and infrastructure required for the installation will be done by

SNM personnel; this includes concrete works, containment, conduits, repairs and improvement (as necessary to install the generator.

Other construction services mentioned in the site visit were Construction of a floor and well in the parking lot, consideration of installing a louver for ventilation and protection, installation of a cabinet to protect the ATS. None of these works must be included in the offers since is an end user responsibility to perform all the preinstallation setup to place the generator, ATS and connections according to the local law.

• Question: What NEMA regulations we need to follow according to the area selected for the ATS, since is an open space subject to the weather conditions?

Answer: According to the resistance requirements (NEMA) for an ATS exposed to climate conditions, dust and any other environmental condition, a

NEMA 3 or NEMA 4 ATS must be considered.

In the event that the SNM (end user) get approval to use the service room behind to the main panel, the ATS could be place there, but a NEMA 3 classification still.

• Question: According to the measures taken the real distance between the

Generator location and the Main Panel is 50,0m round, but in the solicitation just 30,0m are included, we need to add the extra cable or just offer the previous requirement?

Answer: If the previous requirement did not meet the real distance, the wiring included in the ATS installation must be adjust it.

GENERATOR - SNM EQUIPMENT Site-Visit Minutes

• Question: Inclusion of conduit installation in the project scope?

• Answer: No, any improvements, repairs or civil work must be included it.

For any further details or clarifications, please refer to the official project documentation or contact pnmprocreq@state.gov .

Conclusion

Amendment 0001 is an option to review the scope, extend offers due date and exclude installation cost.

The Site-Visit concluded, and attendees were thanked for their presence and expression of interest in serving the U.S. Government.

mailto:pnmprocreq@state.gov