Site-Visit Minutes 19UP3025Q0014.pdf

Minutes From Site-Visit

Solicitation #19UP3025Q0014

Fencing Repair and Repainting at the U.S. Embassy Kyiv Compound

July 10, 2025

U.S. Embassy Kyiv

4 Ihor Sikorsky St., Kyiv 04112 Ukraine

Introduction

All attendees were welcomed and representatives of requesting office- Facilities Maintenance

Section were introduced. All attendees were provided with the opportunity to observe the

Embassy fencing that requires repair and repainting and verify measurements.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1. Scope of Work. The Scope of Work described in the Attachment 1 of Request for

Quotations (RFQ) was presented by representatives of Facilities Maintenance Section.

2. Period of Performance. The contractor is required to commence works under the contract within 3 calendar days after Notice to Proceed is received and complete all work within forty (60) calendar days after receiving of Notice to Proceed. This period includes a cleanup of premises.

3. Magnitude of Construction Project. It is anticipated that the range in price of this contract will be between $25,000 and $100,000.

4. Contract Type. The contract will be of a firm fixed price type. The offered price shall include all direct and indirect expenses, insurances, profit, etc.

5. Payment Terms. Request for payment shall be submitted after works are fully completed and accepted. Payment will be done within 30 calendar days after works are accepted and a valid invoice is received.

6. Insurance Requirements. The Offeror will have to procure insurances only in case the contract is awarded to them.

a. General Liability Insurance. The Contractor shall at its own expense provide and maintain during the entire performance period the following insurance amounts:

(1) Bodily Injury, On or Off the Site, in U.S. Dollars

Per Occurrence USD 10,000.00

Cumulative USD 100,000.00

(2) Property Damage, On or Off the Site, in U.S. Dollars

Per Occurrence USD 10,000.00

Cumulative USD 100,000.00

b. Defense Base Act (DBA) Insurance. The U.S. Department of Labor has issued a geographic waiver of the DBA requirement for employees covered under compulsory workers’ compensation laws of Ukraine (Law of Ukraine “On

Mandatory State Social Security Insurance”). If contractor’s employees working on this contract are insured according to the Law of Ukraine “On Mandatory State

Social Insurance”, and no U.S. citizen(s) and/or lawful resident(s) of the United

States of America employed, there is no need to procure Defense Base Act

Insurance. Otherwise, the waiver does not apply, and Contractor shall include

DBA insurance premium costs covering employees in the offer and procure DBA insurance after contract award. The Offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

7. Evaluation Criteria. Award will be made to the lowest priced, acceptable, responsible

Offeror according to Section K – Evaluation Criteria of RFQ. The Government intends to award a contract based on initial quotations without discussions, although discussions may be held with companies in the competitive range if there is a need to do so.

8. Offers Due Date. The offers due date is 10:00 (Kyiv local time) August 4, 2025. No offers will be accepted after this date and time. Offers shall be submitted by e-mail on or before specified above due date and time to KyivSolicitations@state.gov with subject line “Fencing Repair and Repainting at the U.S. Embassy Kyiv Compound -

19UP3025Q0014”.

9. Format of Offer. The offer shall be organized and structured, containing all documents numbered in the order as requested in paragraph B.1 Structure of Offer of Section J and scanned in one PDF- file. If the size of offer is large, it may be divided into several PDF-files appropriately named. Please be advised if you are going to submit your quotation in archive folder, only ZIP-format should be used.

10. Language of Offer. All information and documents must be in English as required by

FAR 52.214-34 SUBMISSION OF OFFERS IN THE ENGLISH LANGUAGE (APR

1991). The copies of legal documents (State Registration Certificate, Tax-Payer

Certificate, licenses etc.) may be submitted in the original language but must be accompanied by an English translation.

11. Deviations and Exceptions. The Offeror shall identify and explain/justify any deviations, exceptions, or conditional assumptions taken with respect to any of the instructions or requirements of this request for quotation in the appropriate volume of the offer.

http://www.dol.gov/owcp/dlhwc/lscarrier.htm mailto:KyivSolicitations@state.gov

12. Structure of Offer. The offer shall consist of two volumes: Price Offer and Technical

Offer.

a. Price Offer:

i. Format of Offer. The format of price offer, form, and sections to be completed and submitted are specified in Section J.

ii. Currency of Offer. Offerors may submit their offers in U.S. dollars or in

Ukrainian Hryvnyas but will receive payment in Ukrainian Hryvnyas. The

Offer should choose the currency conversion option in Section A and specify it in the offer.

iii. Validity of Offer. The submitted offer shall be valid within 30 calendar days from offers due date.

iv. SAM Registration. There is a requirement to all Offerors to have active registration in System of Award Management (SAM) at the time an offer is submitted. The Offeror shall provide proof of registration in System for

Award Management (SAM, www.sam.gov.ua) to include the SAM

Unique Entity ID (UEI) number of the Offeror and each subcontractor if any.

v. Defense Base Act Insurance. The Offeror must submit a written acknowledgement of DBA insurance requirement, that includes the statement regarding the following:

• whether they will be required to provide Defense Base Act Insurance;

• whether employees who will work under this contract are insured according to the Law of Ukraine “On Mandatory State Social

Security”;

• quantity of employees who are (a) citizen(s) and/or (b) lawful resident(s) of the United States of America and/or (c) was hired in the

United States of America if any.

vi. Payment Protection. The Offeror shall submit a copy of Bank Letter of

Guarantee or a statement that contractor will submit it as required in

Section G.

b. Technical Offer:

i. General Information about the Offeror, including but not limited to copies of legal documents, the proof of permanent address in Ukraine, evidence of experience and relevant past performance, list of clients shall be submitted.

ii. Subcontractors and Principal Materials Suppliers. The Offeror shall submit a list of the names, addresses, and telephone numbers of subcontractors and principal materials suppliers to be used on the project, indicating what portions of the work will be performed by them.

iii. Licenses and Permits. The Offeror shall submit copies of licenses and permits required to perform renovation according to the scope of work.

iv. Work plan. The Offeror shall provide a narrative on how it plans to perform the works in accordance with the Scope of Work in Attachment

A. At a minimum the Offeror shall identify the types and quantities of equipment, supplies and materials, staffing requirements and financial resources needed to perform the work. The Offeror shall submit evidence of welder and welding equipment, and specifications of painting and inhibitor materials that will be used for repair works under this contract.

v. Performance Schedule. The Offeror shall submit the schedule in the form of a detailed bar chart that clearly shows each segregable portion of work and its planned commencement and completion date.

vi. Warranty for Workmanship. The Offerors shall submit a statement on two-years warranty for works performed under this contract.

13. Questions to Solicitation. All questions related to this solicitation shall be submitted by e-mail to KyivSolicitations@state.gov. The deadline for acceptance of questions is July

11, 2025; 17:00 (Kyiv local time).

14. Questions received during the site-visit:

Question 1. The repair and repainting of Consular fencing requires dismantling and installation back of electrical cords located on the fencing. Is Contractor required to perform this work as well?

Answer: No, this work is not included in the scope of work and will be done by the Embassy staff.

Question 2. Please clarify how the estimated area of fencing to be repaired and repainted

(1,900 square meters) was calculated.

Answer: The estimated area to be repaired and repainted was calculated by multiplying the height of the fence by its width (one side only). However, the Contractor is required to repair and repaint fencing from both sides.

Question 3. Are there any specific requirements to the welding equipment tat will be used for repair of fencing?

Answer: No, there are no specific requirements to the welding equipment.

mailto:KyivSolicitations@state.gov

Question 4. Can you please provide a photo of the damaged area of sally port gate that shall be repaired?

Answer: Yes, please see this photo below:

Question 5. Is Contractor required to cut the trees and bushes at the fencing between the

U.S. Embassy Kyiv Compound and the compound of nearby building as they will interfere with painting the fence?

Answer: No, it is not required. The Contractor shall repair and repaint that fencing accurately pushing aside the greenery.