19VE3026Q0011 - QA.pdf

19VE3026Q0011

Awning Canvas Replacement

Questions and Answers

1. Metal Coatings: Regarding the replacement of the corroded 2" x 1" and 2 1/2" x 2 1/2" metal profiles, what specific anti-corrosive primer and paint system (e.g., epoxy-polyurethane) is required to ensure compatibility with the existing structural aesthetics and to meet US Embassy durability standards?

The contractor shall apply an anti-corrosion coating to all replaced rusted sections. A zinc chromate primer is acceptable, provided it is prepared to receive the final finish

2. Canvas Matching: For the contractor-supplied canvas (100% polypropylene, fire retardant, anti-bacterial), is there a specific manufacturer or exact Pantone/color code required to match the aesthetic of the silicone sheets and canvas supplied by the US Government for the semicircumferential awning?

No specific manufacturer or Pantone color code is required to match the appearance of the silicone sheets and canvas provided by the U.S. Government for the semi-circumferential canopy. The only requirement is that this canopy be white.

3. Access Dimensions: Since major welding must be performed offsite to mitigate fire risks, what are the maximum allowable dimensions for pre-fabricated metal sections to clear the Embassy’s security checkpoints and gates without causing logistical disruptions?

There are no restrictions on the size or quantity of pre-fabricated metal sections that can be transported through the Embassy’s security checkpoints and doorways, and no logistical complications are anticipated.

4. Waste Disposal: Is the contractor responsible for the off-site disposal of the old canvas and corroded structural metal? If so, does the Embassy require a specific environmental disposal certificate?

An environmental disposal certificate is not required for the removal and disposal of the old canvas or the corroded structural metal.

5. Safety Personnel Roles: In compliance with the USACE EM 385-1-1 safety manual for scaffolding and working at heights, will the Embassy require a dedicated, independent "Competent Person" for daily scaffolding inspection, or can the required English-speaking Site Supervisor fulfill this dual role provided they hold the necessary safety certifications?

The Site Supervisor, who must be English‑speaking, may perform this dual function as long as they hold all required safety certifications.

6. DBA Insurance: Considering the complexities of obtaining Defense Base Act (DBA) insurance for local personnel in Venezuela, does the US Embassy have a list of pre-vetted regional DBA brokers, or will a waiver be considered if DBA coverage cannot be secured prior to the NTP due to current structural market limitations?

Defense Base Act Insurance quotes can be obtained from the approved list found on the Department of Labor (DOL) website Longshore Authorized Carriers and Self-insured Employers | U.S. Department of Labor .

Several contractors have been able to obtain a quote and purchase the insurance without any issues. DBA won’t be waived. Notice to Proceed won’t be issued until the insurance requirements are met.

7. Performance/Payment Bond: Regarding the 20% performance and payment bond, can this requirement be satisfied via an Irrevocable Letter of Credit (ILC) from a recognized regional bank, or must it strictly be issued by a US Treasury-listed surety?

The Performance/Payment Bond requirement can be met with a “Fianza” issued by a local insurance company, registered at Sudeban and Sudeaseg.

8. SOW 1.3.5.1 states that the canvas material shall be vinyl, while SOW 1.3.5.2 states that the canvas material shall be 100% polypropylene. Please clarify the required material composition and provide the required product specification, manufacturer/product basis of design, minimum weight/thickness, or approved equivalent performance criteria.

Refer to 1.3.5.2-

9. SOW 1.2.1.2.1 and 1.2.2.2.1 require newly replaced metal sections to receive two coats of anticorrosive paint; however, SOW 1.3.4 states that U.S. Embassy personnel will perform all painting work to the metal structure. Please clarify responsibility for surface preparation, primer/anticorrosive coating, and finish painting of new and repaired metal sections.

Refer to 1.2.1.2.1; 1.2.2.2.1 and 1.3.3.1

10. The pricing schedule provides specific quantities for replacement of metal profiles, while the SOW requires the Contractor to inspect and replace all rusted and corroded metal sections. Please confirm whether the quantities shown in the pricing schedule are firm quantities to be included in the base bid or estimated quantities. If field conditions require replacement beyond the listed quantities, please confirm how additional work will be addressed.

The quantities indicated for the replacement of metal profiles are intentionally oversized to ensure adequate coverage during installation.

11. CLIN 0017 requires replacement of 64 linear meters of rain gutter at the Pavilion. Please provide the required gutter material, profile/size, gauge or thickness, finish/color, and attachment method. Please also confirm whether downspouts, outlets, fittings, brackets, and associated accessories are included in the scope.

Provide 20-gauge galvanized sheet metal with two downspouts on each side, positioned at every corner. All brackets and associated fastening accessories shall be appropriate for the specified rain-gutter installation system.

12. Please also confirm the anticipated COR approval timeline for onsite welding activities so it can be reflected in the performance schedule.

Approval from the COR or GTM for on-site welding activities will be issued at the time the welding is carried out.

13. The SOW does not appear to identify electrical work associated with the awning canvas replacement, structural metal repairs, silicone slats, or rain-gutter replacement. However, Sections 2.6, 2.7, and 3.1.1 contain requirements for licensed electrical personnel, including a team member with at least ten years of commercial electrical experience. Please confirm whether any electrical work is included in this solicitation. If no electrical work is required, please confirm that the electrical personnel and associated resume requirements are not applicable.

No electrical work is included in this project. The electrical provisions referred to in the SOW are solely safety measures intended to support any temporary electrical installations the contractor may require during execution of the work.

14. Will the Government provide a designated laydown or secure storage area within the Compound for Contractor materials, tools, scaffolding, and equipment during construction? If so, please identify any size, location, security, or access limitations. The SOW states that Contractor access will be limited and that the Contractor is responsible for safeguarding its materials and equipment.

Yes

15. Please confirm whether Contractor and supplier delivery vehicles will be permitted access to the Compound for delivery of canvas, metal profiles, gutters, scaffolding, and other construction materials. Please identify any vehicle size restrictions, delivery-hour restrictions, security screening requirements, unloading restrictions, or required advance notice for deliveries.

Contractor and supplier delivery vehicles may enter the Compound to deliver canvas, metal profiles, gutters, scaffolding, and other construction materials.

Access will only be granted upon approval from the Security Office, so we recommend that all relevant vehicle information be included in each access request.

16. Please confirm whether restroom facilities will be made available by the Government for Contractor and subcontractor personnel during performance or whether the Contractor is required to provide temporary restroom facilities.

Yes, restroom facilities will be made available by the Government for Contractor and subcontractor personnel during performance

17. Please confirm whether the Contractor may add or substitute employees and subcontractor personnel after submission of the initial personnel list following award — whether to add new personnel or to replace an approved worker who becomes unavailable during construction. Please identify the required lead time, documentation, and security-screening process, and confirm whether such changes require Contracting Officer approval, COR approval, security approval, or a combination thereof.

Once an access request has been approved by the Security Office, it cannot be modified. If the contractor needs to add or replace employees or subcontractor personnel, a new access request must be submitted for approval.

18. Please confirm whether Contractor and subcontractor personnel who have completed security screening and been issued site-access badges may work within the designated project areas without a government escort. If an escort is required, please confirm whether the escort must always remain with Contractor personnel, and whether the Government will provide sufficient escorts to allow crews to work concurrently at multiple awning locations, given the SOW anticipates work in multiple phases.

All contractor personnel must be escorted by designated Embassy staff at all times while inside the facility.

19. Please provide the applicable Contract drawings and/or existing record drawing set and clarify the required format and level of detail for the shop drawings and as-built deliverables.

There are no drawings available.

20. Please confirm whether a performance/payment bond issued by a locally licensed Venezuelan surety or bonding company is acceptable, and whether the Government maintains a list of approved or acceptable sureties/financial institutions for this purpose.

Yes, any performance/payment bond issued by a local institution registered in Sudeban and Sudeaseg is acceptable.

21. FAR 52.232-5, Payments Under Fixed-Price Construction Contracts, is incorporated by reference, but the solicitation does not state the retainage percentage to be withheld from monthly progress payments. Please confirm the applicable retainage percentage.

According to clause 52.232-5 “…if satisfactory progress has not been made, the Contracting Officer may retain a maximum of 10 percent of the amount of the payment until satisfactory progress is achieved…”

22. Please confirm whether the existing awning metal structures have been tested for lead-based paint, asbestos, or other hazardous materials. If such materials are present or identified during the work, please clarify how abatement responsibility and associated costs will be addressed.

Our Hazmat team has confirmed that no lead-based paint, asbestos, or other hazardous materials were identified.

23. The SOW requires the Contractor to dispose of removed canvas. Please confirm whether removed/scrap metal sections become the Contractor's property for salvage and disposal or must be turned over to the Government.

All removed metal sections and scrap metal generated during the work shall be treated as waste material.

24. SOW 3.1.2.1 requires that all Contractor-provided installation labor be performed by journeyman- and master-level tradespersons licensed in the trade which he/she practices. Venezuela does not appear to administer an individual trade-licensing system directly equivalent to the U.S. journeyman/master licensing structure contemplated by this requirement.

Please confirm what credential, certification, evidence of trade qualification/experience, or other documentation the Government will accept to satisfy SOW 3.1.2.1 for personnel performing awning/canvas and gutter installation work in Venezuela.

Personnel must have proven experience in the installation of awnings, canvas canopies, and rain‑gutter systems.

25. Section G.5.3 requires the Contractor to provide an English-speaking on-site supervisor at all times and designate that individual as key personnel. Please confirm whether this requirement may be met by a supervisor accompanied at all times by a qualified interpreter/translator, or whether the supervisor must personally be English-speaking.

Preferably, the supervisor should personally speak English.

26. Questions are due August 28, 2026, and quotes are due September 14, 2026.

Please confirm whether the quotes due date will be extended if written answers to questions are issued close to the current due date, and if so, how much additional time will be provided for offerors to incorporate the answers into their quotations.

Due date for proposals won’t be extended.

27. During the site inspection, we identified a discrepancy between the area specified in the solicitation documents (114.00 m²) and the actual field measurements (130.00 m²). We kindly request that you confirm and clarify the definitive surface area to be considered.

After reviewing the area calculations for the canvas installation, the only revision required concerns the Pavilion canopy. The installation area should be updated from 114 m² to 210 m². Contractors shall use 210 m² as the correct surface area for this scope of work.

28. Similarly, during the site visit, a discrepancy was noted between the area specified in the solicitation documents and the actual on-site measurement of

280.00 m². We kindly request formal clarification regarding the exact dimensions and official surface area for this line item.

Please see response on 27

29. Material Substitution (Section 1.2.1.4) The SOW specifies the use of green canvas for the main entrance. In the event of documented supply chain shortages for this specific color in the local market, would the Government accept white canvas as an approved substitute to prevent schedule deviations, provided the material strictly adheres to all technical specifications (100% polypropylene, fluid-resistant, fire and fungus retardant)?

Canvas colors shall be as follows:

• White for all awnings installed in exterior visitor areas.

• Green for awnings located within the interior zones of the Embassy.

30. Government-Furnished Material (Section 1.2.2.4) The solicitation states that the Embassy will provide the canvas for the Pavilion awning. How will potential schedule delays or additional labor costs be contractually addressed if the Government-Furnished Material (GFM) presents manufacturing defects or dimensional discrepancies that hinder proper installation?

All required materials for the Pavilion awning are currently stored on-site at the Embassy.

31. Invoicing and Payment Structure (Section F) To mitigate supply chain risks and facilitate the immediate procurement of specialized materials, would the Contracting Officer consider an alternative payment schedule based on physical progress milestones (e.g., 20% upon mobilization and material staging, 40% upon completion of structural repairs and anti-corrosive coating, and 40% upon final acceptance) in lieu of standard monthly billing?

No

32. Payment and Performance Protection (Section G.1.0) Regarding the requirement to provide payment/performance protection for 20% of the contract value, is an Irrevocable Letter of Credit (ILC) issued by a recognized Venezuelan national banking institution acceptable, or is the endorsement of an international bank strictly mandatory?

A Payment/Performance Bond (Fianza) issued by a local institution registered at Sudeban and Sudeaseg is acceptable.

33.

33. Period of Performance (Sections 1.3.4 & E) The SOW indicates that Embassy personnel will execute the final painting work once the contractor replaces the damaged metal sections. Will the time required by Embassy personnel to complete this phase pause the 90-calendar-day performance clock to prevent penalizing the contractor for delays outside its control?

In the event of a force-majeure situation affecting the Embassy, the project execution period may be extended accordingly.

34. Defense Base Act (DBA) Insurance Given that obtaining final DBA insurance quotes can occasionally be subject to administrative delays from the carriers, is it permissible to include a highly accurate estimated premium in our initial price proposal, subject to an equitable adjustment once the final premium cost is secured and bound?

Yes. After the award reimbursement for DBA insurance will be up to the amount included on the proposal.

35. The solicitation requires the Contractor to provide shop drawings/submittals and final as-built drawings; however, the pricing schedule does not appear to include a separate CLIN for preparation of these deliverables. Please clarify where the Offeror should include the costs associated with preparation of required shop drawings, record drawings, and final as-built drawings. Should these costs be allocated among the applicable construction CLINs, included under another CLIN, or identified separately in the proposal price breakdown?

No as-built drawings is required

36. The solicitation requires the Contractor to furnish the required performance and payment security; however, the pricing schedule does not appear to include a separate CLIN for bonds or other performance security costs. Please clarify where the Offeror should include the cost of the required performance and payment security in the pricing schedule. Should these costs be allocated among the existing CLINs, included under another CLIN, or identified separately in the proposal price breakdown?

Cost of acquiring the Payment/Performance Bonds should be included in the cost structure of the company. A separate CLIN won’t be created for this purpose.