26Q0018 - PreproposalMinutes.pdf
PDF 285 KB Posted
- Attached to
- NEC - Warehouse Parking Lot
- Solicitation number
- 19PM0726Q0018
- Issued by
-
Department of State
About this file
This document is a preproposal meeting minutes from a U.S. Department of State solicitation for warehouse parking lot construction at the New Embassy Compound in Panama City.
Solicitation Details and Timeline: Solicitation Number 19PM0726Q0018 for NEC Warehouse Parking Lot work is due August 25, 2026, at 3:00 p.m. local time with no late submissions accepted. Questions must be submitted to pnmprocreq@state.gov by August 13, 2026, at 10:00 a.m., with all questions and answers published on SAM.gov. The contract performance period is 45 business days from Notice to Proceed, with contractors permitted to propose extended timelines subject to Embassy approval. NTP may be postponed to January 27, 2027, pending security clearances and badging completion. The contract is Firm-Fixed-Price and will be governed by FAR clauses, with no liquidated damages for delays, no construction permits required, and all tax exemptions applying to goods and services.
Scope of Work and Technical Requirements: The project involves parking lot realignment with a consistent 10.22-meter entrance width, demolition and lowering of existing catch basins and manholes to finished pavement level, and installation of 10-inch PVC storm drainage pipe. All concrete will be 5,000 psi monolithic construction (eliminating separate lean/leveling layers), with unified design criteria across pavement, curbs, and drainage structures. Ridge lines will serve as the primary reference for joint layout, determined during execution via shop drawing. Contractors must submit Quality Control Plans and Occupational Safety Plans complying with OSHA standards. The contractor is responsible for topographic survey, with USG providing initial reference data. All project correspondence must be in English, the Project Manager must be Panama-licensed, and coordination meetings will be weekly on-site. Site access requires contractor coordination with the Contracting Officer three days in advance, with mandatory security escort supervision and vehicle inspection procedures for all personnel and equipment entry.
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United States
Department of State Washington, DC 20521
Panama, Republic of Panama
August 13th, 2026
Dear Prospective Offeror:
SUBJECT: Minutes from the site-visit of Tuesday august 11th,2026, 10: 00a.m at New
Embassy Compound – Panama City.
Solicitation Number 19PM0726Q0018 – NEC - Warehouse Parking Lot.
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 Aug 25, 2026, 03:00 pm [local time] o No proposals will be accepted after this time.
• Instructions, Conditions and Notices to Offerors:
o All proposals must follow Section J – Instructions on How to Submit a Quotation.
o And Attachment 2 – Statement of Work, Attachment 3 – Drawings
• Evaluation Factors for Award:
o Section K – Evaluation criteria
• Questions and Answers o If you have any questions, please send it to pnmprocreq@state.gov before August
13th, 2026, 10:00a.m. [local time].
o All questions and answers will be published at SAM.gov webpage.
• Questions/comments during the Site Visit o Parking lot entrance realignment: The parking lot entrance layout will be shifted horizontally to avoid drainage issues in the areas with steeper slopes. The entrance width will remain at 10.22 m. This adjustment would eliminate any retaining wall or half-pipe (drainage channel) previously planned for that area.
o Demolition of existing catch basins and manholes: Existing catch basins and manholes must be demolished, and their elevation lowered to match the top level of the finished concrete pavement.
o Ridge lines (limas) as primary reference: The ridge lines (limas) will serve as the main reference; therefore, the layout/distribution of joints will be determined during execution of the work, as part of a shop drawing.
19PM0726Q0018 – NEC - Warehouse Parking Lot Preproposal Minutes o Precaution for high-voltage electrical boxes: Caution must be exercised when demolishing catch basins belonging to the high-voltage electrical system.
Coordination with the COR is required to de-energize the system and authorize the work.
o Quality Control Plan: The Contractor must submit a Quality Control Plan.
o Lean/leveling concrete (0.05 m, 1,500 psi): Question for clarification — Is it acceptable to eliminate the lean/leveling concrete layer (0.05 m, 1,500 psi) and place it monolithically with the upper 3,000 psi concrete?
• ANSWER: the concrete will be consider as 5000 psi monolithically.
o Unification of concrete design criteria: A unification of the design criteria for the different concrete mixes used across the project is requested.
• ANSWER: the concrete will be the same in all the design, because of the weights will be taken in the pavemenT.
o Shop drawing for USG staging/use area: A shop drawing showing the area to be used by the USG for necessary adjustments/accommodations must be submitted.
o Occupational Safety Plan: The Contractor must submit an Occupational Safety
Plan, including mitigation measures and Job Hazard/Safe Work Analysis.
o Curb detail clarification (Type A vs. Type B): Clarification is requested on whether the curb detail should be Type A or Type B.
• ANSWER: the curb will remain the same as type a. The modification of the curb will be given in this new clarification.
o Asphalt Binder Course clarification: Clarification is requested regarding the
"Asphalt Binder" shown in the details — should it be included as specified, or may it be substituted with alternative technologies/materials?
• ANSWER: no asphalt binder will be installed. This area shall be compacted accordingly with the new detail attached.
• Other questions received by email
1. Please confirm the governing aggregate base thickness for pricing (SOW detail shows
100 mm; Section 10.3 states 150 mm, final thickness pending geotechnical conditions).
ANSWER: 150mm IS THE FINAL THICKNESS
2. Please confirm the required crack-control reinforcement: welded wire mesh, synthetic fiber (3–5 kg/m³), or both.
ANSWER: BOTH OPTIONS SHALL BE CONSIDERED.
3. Please confirm whether a geotechnical report, CBR, soil classification, Proctor data, or groundwater information is available; if not, clarify how unforeseen subsurface conditions will be handled under the Firm-Fixed-Price contract.
ANSWER: please refer to Section H (FAR 52.236-2, Differing Site Conditions, and FAR
52.236-3, Site Investigation and Conditions Affecting the Work) and Section G.8.0 of the
RFQ
4. Please confirm whether topographic survey data, spot elevations, or a CAD file will be provided, or whether the Contractor is responsible for the survey.
ANSWER: CONTRACTOR SHALL BE RESPONSIBLE FOR THE SURVEY. THE
USG WILL PROVIDE A TOPOGRAPHY BUT THIS WILL BE TAKEN AS A
INITIAL REFERENCE.
5. Please confirm the required storm drainage pipe diameter and complete configuration
(SOW states minimum 8-inch; drawings show 10-inch PEAD/HDPE), including invert elevations, slopes, and tie-in points.
ANSWER: DIAMETER WILL BE 10 IN. PVC.
6. Please confirm whether existing utilities (sanitary sewer, storm drainage, electrical manholes) are to remain and be protected, or if relocation/modification is included in scope.
ANSWER: no relocation shall be needed. Only the top of each manholes shall be arranged to the new level. Any movement of our infrastructure will be determine by the
COR, case by case.
7. Please confirm whether the drawings marked "Release: 100%" are final construction documents, or whether additional engineering/design (including 10-year storm event compliance) is required from the Contractor.
ANSWER: this are the construction document, any adjustment to the drawings will be done through rfi system.
8. Please confirm exact limits/quantities of demolition and restoration work (ramps, curbs, sidewalks, wheel stops, ADA ramps, landscaping), and identify elements to remain and be protected.
ANSWER: the limits has been shown in the drawing plans. 5 trees shall be removed, in this SOW, due to the final location of the parking entrance.
9. Regarding the concrete entrance/apron realignment: the width will remain 10.22 m, but this would eliminate any retaining wall or drainage half-pipe previously planned in that area. Please confirm acceptance of this change.
ANSWER: confirmed
10. Please confirm whether existing catch basins and manholes must be demolished and lowered to match the top level of the finished concrete pavement.
ANSWER: confirmed
11. Please confirm that ridge lines (limas) will serve as the primary reference, with final joint layout to be defined via shop drawing during execution.
ANSWER: confirmed
12. Please confirm the coordination procedure with the COR for de-energizing and clearing high-voltage electrical boxes prior to demolition.
ANSWER: confirmed
13. For the lean/leveling concrete (0.05 m, 1,500 psi): can this layer be eliminated and placed monolithically with the upper 3,000 psi concrete?
ANSWER: the concrete will be consider as 5000 psi monolithically
14. Please confirm a unified design criterion for all concrete mixes used across the project
(pavement, curbs, drainage structures, lean concrete).
ANSWER: the concrete will be the same in all the design, because of the weights will be taken in the pavement. Concrete:5,000 psi
15. Please confirm whether curb detail Type A or Type B is required.
ANSWER: the curb will remain the same as type a. The modification of the curb will be given in this new clarification.
16. Please confirm whether the "Asphalt Binder" course shown in the details must be included as specified, or may be substituted with alternative technologies/materials.
ANSWER: no asphalt binder will be installed. This area shall be compacted accordingly with the SOW
17. Please confirm whether the water-cement ratio of 0.45 for the 5,000 psi pavement mix is mandatory, or may be adjusted provided 5,000 psi strength is achieved; and whether the
4" max slump may be modified using admixtures.
ANSWER: as per sow
18. For curb/gutter Type B at the warehouse sidewalk edge (excavation ~40 cm below grade): can the existing crushed rock base be reused, or must all base material be new?
ANSWER: all material shall be new.
19. Please provide required dimensions for wheel stops.
LENGTH: 1.75 mts
SEE PAGE 4/4 – WH PARKING LOT - DETAILS
20. Please confirm the acceptable type of traffic paint for pavement markings.
ANSWER: traffic paint will be acceptable.
21. Please confirm that all concrete for drainage structures is 4,000 psi.
ANSWER: all concrete will be 5,000 psi.
22. Please confirm whether vertical signage may follow MOP/Panama national standard sizes, or must strictly follow MUTCD dimensions.
ANSWER: all signage must follow the detail standards from obo standards 2025. See page 4/4 – WH PARKING LOT - DETAILS
23. Please confirm whether an "existing utilities" drawing will be furnished to the Contractor prior to the start of construction.
ANSWER: the existing utilities will be survey in conjunction with the contractor before starting the construction. All drawings are an estimate reference and a field survey shall be conducted by the contractor.
24. Attachment 2 (SOW) and Attachment 3 (Drawings) are listed as 37 and 26 pages respectively, but issued files contain only 10 SOW pages and 3 drawing sheets. Please confirm the complete package or provide missing documents.
ANSWER: all documents were provided in the solicitation process.
25. SF-18 states a "Deliver By" date of September 15, 2026, while Section E requires completion within 45 business days of NTP. Please confirm which governs, whether the period may be modified to 90 calendar days, and whether construction may start during the local dry season (January 27 – March 27).
ANSWER: post will keep the 45-business day. The contractor have the right of putting any time needed in the proposal. The TEP may or may not approve the construction timeframe in case it does not work for the Embassy.
26. Please confirm whether NTP and the performance period begin only after security checks/badging are complete, provide the estimated timeframe for contract award, and confirm whether NTP may be postponed to January 27.
ANSWER: yes, confirmed
27. Please confirm all site-access/operational restrictions for pricing, including warehouse operations, vehicle circulation, staging, haul routes, restrictions on concrete/dump trucks, security escorts, delivery windows, working hours (including Saturdays), and access restrictions for subcontractors/suppliers.
ANSWER: the contractor shall present all information to the COR, to submitted to security, and come 20 minutes before. This coordination will be on site three days in advance to avoid misunderstanding. Any other coordination such as security escorts, saturdays, shall be coordinated with the cor. Contractor will not have access to circulate around the area without any escort supervision (provided by the embassy).
28. Please confirm whether performance/payment security is required (amount, percentage, acceptable forms), and the required warranty period for completed work.
ANSWER: if this question is referring to css, (aviso de entrada) this shall be deliver to begin the checks and badging process.
29. Please clarify whether the Embassy's VAT exemption applies to Contractor purchases/subcontracted services, and whether exemption documentation will be provided.
ANSWER: this procurment do not include vat. All tax excemptions will apply to all the contract (goods and services).
30. Please confirm the Bill of Materials requirement at 80% design completion and whether an updated/final BOM is required after award.
ANSWER: not necessary, this is just a solicitation review process.
31. Please confirm whether the Project Manager is required to be a Panama-licensed
Engineer.
ANSWER: yes it is required.
32. Please confirm whether all project correspondence must be submitted in English.
ANSWER: yes it is required.
33. Please confirm whether coordination meetings will be weekly or biweekly, and whether they will be held online.
ANSWER: will be weekly on field.
34. Please confirm whether liquidated damages will apply if the Contractor exceeds the contract performance period.
ANSWER: no liquidated damages for delays. However, the project still at 45 days from the Notice to Proceed.
35. Please confirm whether the contract will be governed by FAR clauses.
ANSWER: Please refer to Section H of the RFQ
36. Please confirm whether all construction permits will be obtained and handled by the
Government (Owner).
ANSWER: no construction permit needed for this construction.
37. Please clarify the approval process and estimated turnaround time for RFIs and shop drawing reviews.
ANSWER: depending on the type of resolution, this could take a minimum of 3 days to answer an RFI.
38. Please clarify the procedure for requesting time extensions and equitable adjustments.
ANSWER: Please refer to Section E and Section G.8.0 of the RFQ
39. Please confirm the Quality Control Plan submission requirement and review process.
ANSWER: QC/QA will be submitted to the COR and approved.
40. Please confirm the Occupational Safety Plan submission requirement, including mitigation measures and Job Hazard/Safe Work Analysis.
ANSWER: all safety shall comply with OSHA.
41. What is the procedure for inspecting and clearing vehicles (particularly concrete trucks) entering the property, to ensure a smooth project entrance?
ANSWER: the contractor shall present all information to the cor, to submitted to security, and come 20 minutes before. This coordination will be on site three days in advance to avoid misunderstanding.
42. What is the estimated total time from arrival at the gate through inspection, clearance, and arrival at the construction area?
ANSWER: this will depend on all the information submitted to security. Contractor shall submitt all the information to clear the personnel and follow the escorts.
Sincerely, Alex Phannenstiel
Contracting Officer
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