Attachment 1 - Statement of Work - Draft.docx

STATEMENT OF WORK

INL- Counter-Narcotics and Special Investigations _______________________________________________________________ Prefabricated Kennels for SEMAR Canine Units June 2025

1. GENERAL

The Counter-narcotics and Special Investigations Team (CSI) at the Bureau of International Narcotics & Law Enforcement Affairs (INL) Mexico will assist the Government of Mexico (GOM) to achieve the mission of identifying, interdicting, disrupting, and dismantling transnational criminal organizations (TCOs) and reducing the flow of narcotics into the United States.

2. SCOPE

INL Mexico is seeking a Contractor (the Contractor) for the acquisition of 79 prefabricated kennels to support a joint effort between CSI and the Mexican Navy (Marina) to increase the number of detection canines deployed in strategic locations across the country.

The scope of work consists in procuring the prefabricated kennels and services listed in APPENDIX A: TECHNICAL SPECIFICATIONS of this Statement of Work (SOW). All items must be NEW, must arrive without damages and shall meet or exceed the detailed specifications. Refurbished, recycled, or used items are NOT acceptable.

The Contractor must also provide all transportation, labor and services needed to accomplish the efforts described in this SOW.

3. PERIOD OF PERFORMANCE

The period of performance shall cover one base year after the contract is awarded with the option to extend the deliveries for another additional year.

Within five business days after the contract is awarded, a virtual kickoff meeting will be coordinated between INL Mexico, Marina and the Contractor to discuss a working/delivery calendar. This calendar may vary and will be adjusted according to the progress of the project. The work outlined in this SOW must begin immediately following the kick-off meeting.

Once Marina confirms that the sites are ready to begin the installation, the Contractor must transport, deliver, unload, assemble, install, and inventory the kennels. The period of performance for these activities must not exceed six months after Marina confirmation.

After installation of the kennels and when the final inspection is completed at all the locations, the Contractor must offer a 12-month warranty for all delivered items. Warranty coverage shall be applicable and serviceable in Mexico.

4. DELIVERY LOCATIONS

The kennels must be direct delivered and installed in accordance with contract specifications to the following locations. These locations are listed in order of priority so the Contractor must consider this when elaborating the delivery and installation schedule:

Table One – Delivery Locations

BASE YEAR

OPTION YEAR 1

Final delivery locations, complete addresses, and GOM points of contact per delivery site, will be confirmed by INL Mexico within 10 business days after the actual date of award.

5. DELIVERY REQUIREMENTS

5.1 Deliveries will take place Monday – Friday, between the hours of 08:00 to 17:00 hours. The Contractor must coordinate with INL Mexico Logistics at mexicocityinllogistics@groups.state.gov to obtain access to the project sites.

No item can be delivered without previous authorization and coordination with INL Mexico Logistics. Once the Contractor gets written approval, a specific delivery date for each site will be established. The Contractor must consolidate the entire shipment to prevent loss and misdirection. Partial shipments are only allowed if authorized in advance and in writing by the Contracting Officer.

5.2 Any costs or arrangements associated with getting all the kennels to the delivery locations must be included in the cost proposal.

5.3 Bill of materials: At least five business days before the kennels are transported and delivered to each destination, the Contractor must send a detailed bill of materials to mexicocityinllogistics@groups.state.gov to be verified and ratified by INL Mexico Logistics. The bill of materials must, at minimum, include:

a. Item Description

b. Name of Manufacturer

c. Model Number

d. Serial Number (if applicable)

e. Quantity Delivered

f. Volume and Dimensions

g. Unit Price

h. Extended Price

i. Warranty beginning and expiration date (if applicable)

5.4 Packing and marking: One copy of the packing list must accompany the shipment, attached to the outside of each box/carton/package and must, at minimum, include the following information:

a. Name and address of consignor

b. Name and address of consignee

c. Government contract number

d. Description of the items shipping, including item number, quantity, number of containers, and package number

e. Name of the delivery location according to the distribution included in Table One

5.5 The Contractor is responsible of unloading, moving the kennels inside site, assembling, and installing them at each delivery location. The Contractor must have all the tools needed to deliver, unload, and assemble on-site (e.g. lift trucks). After award, the Contractor will coordinate with INL Mexico Logistics and Marina to get all details needed for delivery.

5.6 Inspection and acceptance: When delivering the kennels to each location and in the presence of the end user and an INL Mexico Logistics representative, the Contractor´s personnel must perform a physical inventory to ensure all delivered items are accounted for and without damages. Upon notification from INL Mexico Logistics, the Contractor must replace any lost or damaged items.

The Contractor is fully responsible for all products under its custody until all products are delivered to Marina locations.

Once the kennels are received and installed at each delivery location, an INL Mexico Logistics representative will perform a physical inspection and provide a Receiving Report, after which the Contractor may submit an invoice for the delivered, installed, and accepted items and services through the DOS Payment System. The payment to the Contractor shall be made following satisfactory inspection and acceptance by an INL Mexico Logistics representative.

5.7 Any supplies, excess material, or waste created because of delivering, unboxing, and installing the kennels of this project, must be properly removed by the Contractor.

6. IMPORTATION PERMITS AND LICENSES

The Contractor must provide and file all required shipping, exportation/importation documentation, and relevant permits and/or licenses necessary for the importation of the goods into Mexico.

NOTE: Neither the USG nor the GOM shall be involved in any way with the importation/exportation process.

The Contractor is solely responsible to clear customs in Mexico, pay importation taxes and any other taxes or fees to make the importation into Mexico and provide all required importation permits and paperwork in compliance with Mexican regulations.

The Contractor shall be the importer of record. No delivery can take place without coordination with INL Mexico Logistics. The end user and/or INL shall not be involved in any way with any importation or exportation issues.

The Contractor assumes all responsibilities, risk, and costs associated with transporting goods to the end user or transferring them at the destination port.

The Contractor must comply with all applicable International, U.S., and Mexican Regulations. All shipping documents, relevant permits and/or licenses, export declaration forms, and other delivery information must be submitted to mexicocityinllogistics@groups.state.gov

All necessary export approvals, licenses, and related paperwork must be provided by the Contractor. If an export/import license is required, the item(s) shall not be shipped until the export/import license is received/approved.

7. SITE VISITS AND ASSESSMENT REPORT

Before beginning the installation of the kennels, the Contractor must perform a site visit to all the delivery locations for recognition of current infrastructure and conditions. No later than 10 business days after the site visits are concluded, the Contractor must send an assessment report, in English and Spanish, including the type of land preparation, construction, concrete foundation specifications and requirements, and/or electrical and water minimum requirements that Marina must provide to properly install the kennels.

The report must also include a proposal for the distribution of the kennels that better suits the land where they will be installed. The Contractor will be responsible of all costs and arrangements associated with getting its employees to the site locations to perform the visits.

Marina personnel will work on the required site modifications and will confirm INL Mexico once they are ready to receive the kennels.

Since the Contractor will be visiting naval facilities, its personnel must, at all times, observe the rules set forth by the Mexican Navy for all visitors and must comply with INL requests for ID or any other requirement to enter the facilities.

8. INSTALLATION SERVICES

Once all goods are delivered and accepted at Marina facilities, the Contractor must coordinate installation services with INL Mexico Logistics, the Contracting Officer Representative (COR), the CSI Canine Program, and Marina. Coordination and scheduling of installation dates must be done at least 10 business days prior to commencing work onsite. No labor shall begin until written notification is received from INL Mexico confirming that the locations are ready for work to commence.

Upon completion of the installation the Contractor must provide INL Mexico a complete inventory of all items delivered and installed and a project completion report, signed by a representative of Marina as proof of acceptance/conformity with the installed items.

9. QUALITY CONTROL PLAN (QCP)

The Contractor must institute and maintain an appropriate quality control plan. The QCP must be adequate for ensuring that all work performed under the contract is of the highest quality standards and consistent with best industry practices, to assure timely provision of services and optimum USG satisfaction.

The Contractor must implement and adhere to the approved QCP when performance begins, and throughout the period of performance of the contract. The Contractor must provide the CO with updates of the quality control plan as changes occur.

At a minimum, the quality control plan must include:

a. A method of identifying deficiencies in the quality of the products delivered before the level of performance becomes unacceptable

b. A method of documenting and enforcing quality control operations

c. The Contractor must maintain records of all inspections and necessary corrective actions taken. The Contractor must make these documents available to the Government throughout the term of the contract

d. The Contractor must hold all subcontractors associated with the contract to the same standards of performance as required from the Contractor in fulfilling the performance requirements of this contract.

10. IN-COUNTRY WARRANTY

The Contractor must deliver a 12-month standard in-country warranty on all applicable items under this solicitation. Warranty coverage must commence after the installation of the kennels, and when the final inspection is completed at the end user locations.

The Contractor must be able to provide and honor in-country warranty for all applicable items in Mexico, without any extra cost for the end user, and without taking items (exportation/importation) from Mexico to any other country.

All expenses related with warranty application after donation to the end user are the Contractor´s responsibility. Neither the GOM nor the USG will be involved in the warranty application.

If the GOM or INL receives a warranty claim for defects in materials, functioning, or workmanship, the Contractor must visit the location to perform an evaluation, verify the status of the claim, and respond officially about the warranty claim. If agreed by INL Mexico, the evaluation can be done virtually.

If the Contractor determines that the product has a defect covered under warranty, the Contractor must replace the product or the part at no additional cost to the GOM or INL Mexico. When a product or part that is covered under the warranty policy needs to be replaced, neither the GOM nor INL will be financially responsible for the transportation of any item nor for the replacement of the kennels or its parts.

The warranty policy detailing the terms, conditions and procedures, the installation manuals, and the tech support contact information must be delivered the same day the kennels’ installation concludes. This information must be delivered in Spanish.

11. BI-WEEKLY DELIVERY REPORTS

The Contractor must provide electronic bi-weekly progress reports, in PDF format, on delivered materials/items, progress made during the reporting period, pending deliveries, and invoice status. After the kickoff call, the COR will send the distribution list for these reports.

Reports must be submitted every other Friday detailing:

a. Any issue(s)

b. Concern(s)

c. High interest item(s)

d. Incident(s), and/or mishap(s) that have occurred during the reporting period

e. Any issue(s), concern(s), high interest item(s), incident(s), and/or mishap(s) that remain open from the previous reporting periods

f. Update on material delivery, storage, and installation progress vs. the approved schedule, including completed and pending tasks.

g. Dated photos and supporting documents (e.g., delivery receipts, access confirmations, written approvals).

12. CLOSE-OUT PROJECT DOCUMENTATION

Ten business days after all kennels and services are delivered, the Contractor must provide complete documentation for all goods delivered under this contract. All documentation must be in English and Spanish.

At a minimum, the closeout documentation must include:

a. Original kennels’ manufacturer documentation

b. User manuals

c. Pictures of the kennel installation

d. Warranty policy and supporting documentation, including technical contact information, explanation of warranty coverage and the process to obtain warranty service

e. Commercial invoice

13. DELIVERABLES

Required deliverables are summarized in Table Two. All days listed below refer to business days.

Table Two – Deliverables

14. QUALITY ASSURANCE SURVEILLANCE PLAN

If Marina or INL Mexico officials find an incomplete or defective item, they should immediately refrain from receiving it and notify the Contractor. If the Contractor fails to meet the performance standard, the USG reserves the right to act, including a deduction from any invoice.

The Contractor’s performance will be rated according to the following Quality Assurance Surveillance Plan (QASP). The Contractor must implement and adhere to the QASP when the project begins and throughout the entire period of performance of the contract.

Table Three – QASP

Contractor delivers all the prefabricated kennels and installation services requested in this SOW

15. VAT RECLAMATION

Value Added Tax (VAT) is 16% or the one stated in the Value Added Mexican Law Tax (VAT: http://www.diputados.gob.mx/LeyesBiblio/pdf/77_230421.pdf), for payments associated with the in-country purchases of goods, materials or services required to perform this contract.

The contractor shall follow the invoicing procedures established by INL to allow the U.S. Embassy Mexico to reclaim the IVA/VAT taxes charged. VAT, or “IVA” as it is known in Mexico, shall be itemized in all invoices. In order for the contractor to claim VAT on its invoices, the Contractor is required to obtain an invoice, “Factura”, from a Mexican Company that complies with all the requirements of the article 29 A of the Mexican Fiscal Code or obtain a VAT Registration Identification Number from the Secretaría de Hacienda y Crédito Público (aka Hacienda/SAT) to emit its own facturas.

The contractor shall provide the necessary invoicing requirements to enable the USG to obtain reimbursement for VAT. This reimbursement benefit is extended only to the U.S. Government – not the Contractor – as a diplomatic privilege. The following/current Factura´s requirements are outlined in the paragraphs below.

All Facturas, the Contractor delivers to the U.S. Government shall be in accordance with VAT Mexican Tax regulations (VAT: http://www.diputados.gob.mx/LeyesBiblio/ref/liva.htm) and Mexican Fiscal Code (MFC: http://www.diputados.gob.mx/LeyesBiblio/ref/cff.htm).

The Contractor’s failure to follow these procedures shall result in the U.S. Government’s inability to secure tax reimbursement on this contract, resulting in VAT payment in the Invoice being denied to the contractor. Facturas for the in-country purchases described above shall include only charges authorized in this contract. Such Facturas shall list separately or collectively the pre-tax price of any supplies or services provided in country.

As it is required by local authorities, the Contractor shall impose the appropriate tax rate against the pre-tax total of the purchases represented on the Factura. The Contractor shall submit the invoices associated with such purchases as supporting documentation for its in-country payment request. The USG shall only compensate the Contractor for the tax amount provided on such Facturas and in any case VAT reimburse won’t exceed the amount authorized in the contract for this purpose.

VAT on items such as contractor personnel housing, personal vehicles, utilities, phone charges, per diem, etc. are excluded from reimbursement.

All Facturas shall be addressed to “Embajada de Los Estados Unidos de América” as stated in the below requirements.

The contractor´s Factura shall provide at least the following in accordance with article 29 A of the Fiscal Mexican Code:

· Issuer’s name and address.

· Issuer’s Federal Tax Registry Number (RFC) (aka Certificate of Fiscal Identification).

· Photo image of Federal Tax Registry card (aka Certificate of Fiscal Identification) on the invoice.

· Invoice number and complete transaction date (month, day, and year). Also needed is the date and place of issue (Lugar y fecha de expedición). The two dates shall be the same.

· Required legal wording that addresses the illegal reproduction of the document. The printing company information shall annex the date of printing and official authorization number

· Customer ´s Name: “Embajada de Estados Unidos de Norteamérica”

· U.S. Embassy R.F.C. Number: EEU930201289

· Quantity and description of acquired services or merchandise.

· If applicable, the number and date of customs import documents associated with all sales of imported merchandise.

· Invoice(s) received in Mexican pesos shall also include, in the legend, the date and exchange rate used when the invoice was emitted by the Mexican company. The exchange rate noted on the Mexican company’s invoice will be used to reimburse VAT to contractors.

· Invoice shall say “FACTURA.” All digital invoices (“FACTURAS”) shall be presented to the Embassy/ Contracting Officer Representative (COR).

· The tax-relief invoice shall be written in English and Spanish versions.

· Invoice shall have a valid digital seal.

The requirements above apply to all supplies and services purchased in Mexico that are provided to the USG as part of this contract. All IVA/VAT documentation shall be submitted to the COR for approval and submission to Hacienda at the time of the invoice request for payment. All electronic invoices should be submitted to DOSPayments@state.gov with a copy sent to the CO and COR.

The Contractor must also obtain and submit the “Complemento de Pago” in each factura as the primary proof of payment. According to the Fiscal Mexican Regulation, all vendors shall issue this Complement of Invoice Payment after receiving their pay from their facturas labeled as “Pago en parcialidades”.

Attached is the link with additional information https://www.sat.gob.mx/cs/Satellite?blobcol=urldata&blobkey=id&blobtable=MungoBlobs&blobwhere=1461174786419&ssbinary=true

16. NON-PAYMENT FOR UNAUTHORIZED WORK

No payments shall be made for any unauthorized supplies or services nor for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of its own volition or at the request of an individual other than a duly appointed Contracting Officer.

Only a duly appointed CO is authorized to change the specifications, terms and/or conditions of this contract.

APPENDIX A

Technical Specifications

TECHNICAL SPECIFICATIONS

General Specifications:

a. Overall size: 2.076 meters wide x 3.660 meters long x 2.475 meters height.

b. The kennel must be installed over a concrete foundation 15 to 20 centimeters wider than the kennel. The kennel must be anchored to the concrete foundation; the concrete foundation and the anchor will be constructed by the Marina, and they will provide the specifications, and the type of anchor used for consideration of the Contractor. This concrete foundation will be constructed by Marina. The concrete slab will have a 2% inclination, at least. Proctor 90-95% without wall-footing (zapata). The slab can work as a foundation slab, but a foundation calculation will be needed for each place before installation.

c. Kennel must rise 7.6 centimeters from the concrete foundation.

d. Kennel structural requirements and resistance: must resist tropical storm winds (64-118 km/h). In case of a hurricane, Marina must be able to remove the kennels' roofs.

e. Kennel must have a back and front door. Both doors must have a stainless-steel covered lock with "T" handle.

f. Kennel color: Ivory. Electrostatic paint for exterior.

g. Each kennel must have a 3-speed, 18” diameter, embedded fan installed on the walls or ceiling. Blades must be covered by metal grill to avoid dogs getting hurt.

h. Each kennel must have electrical light installed in the ceiling and must be controlled by switch. The electrical installation from the kennel to the nearest electrical installation must be aerial concealed and made by the vendor.

The electrical box will be ready in the assigned space and will be provided by Marina.

i. Each kennel must have an inside doghouse with the specifications listed below.

j. Kennels must be placed in one line on a single concrete foundation. If the space for one line is not enough and kennels have to be placed in two or more lines, facing each other, they must face each other on the back door side, so dogs can´t see each other.

k. Separation between aligned kennels must be 1 meter.

l. When the site conditions allow, the kennels should be placed in an east to west configuration to minimize exposure to the sun, maintaining one side of the kennel cooler at all times.

m. The kennel structure must be made of high-quality, corrosion-resistant aluminum suitable for outdoor and indoor use. All joints must be either fully welded using TIG welding, or assembled with smooth, sealed mechanical connections such as recessed bolts or sealed rivets. “Tongue and groove” or interlocking systems are also acceptable, provided they result in flush, gap-free surfaces.

It is critical that there are no gaps, sharp edges, or misalignments between aluminum panels or structural elements. All connection points must be smooth to the touch and sealed to prevent the risk of injury to the animals, particularly to their paw pads.

All fasteners must be either internal, recessed, or covered with protective caps.

Welds must be clean and polished to eliminate rough edges.

The final product must ensure animal safety, ease of cleaning, and long-term durability.

Flooring:

a. Pallets made of 6063 alloy aluminum profile, tempered 5.

b. Square corners of 2x1” thick, 0.35” diameter MIG aluminum micro-wire welding.

c. Covered with 100% recycled high-density polyethylene (HDPE) plastic planks.

d. Floor must have a 5 degrees inclination to allow liquids to drain.

Side walls:

a. Made of 1” stainless steel, 18-gauge, with integrated and welded beams.

b. Includes 3/4” angled crossbars on the faces.

c. Horizontal planking with ½” thick plastic wood strips measuring 34.7centimeters height.

d. Upper ventilation grilles 30 centimeters height made of 16-gauge aluminum planks, multi-perforated (preferably with diamond shape holes), mounted on 1” stainless steel frames with 25 centimeters insert for assembly.

e. Resistant to UV exposure, against termites and moths.

f. Overall size of walls is 3.65 x 1.90 meters.

Front and back doors:

a. Frames are 2 x 1.90 meters made of 1” stainless steel 18-gauge.

b. Front door is 95 centimeters wide, reinforced, covered in aluminum, multi-perforated (preferably with diamond shape holes), with rounded corners. Includes a rotating plate system, with lockable capability, mounted on the fixed part of the frame. The panel that holds the feed and water bowls should not have any sharp edges.

c. Both doors are lockable with a stainless-steel covered lock with "T" handle.

Roof:

a. Modular gable roof structure made of 2x1” rectangular aluminum tube, finished in fine texture electrostatic paint.

b. Color: rust red.

c. Covered in thermic material painted in rust red.

d. Five degrees inclination on taller panel.

e. Must be detachable so it can be removed during hurricanes.

Inside doghouse:

a. Overall dimensions: 100 centimeters long x 95 centimeters wide x 76 centimeters tall.

b. With flat roof that can be used as dog platform.

c. Must be fixed but dismantlable.

d. Made of aluminum alloy 1100, Temper H14. 18-gauge (1.22 mm.)

e. Paint coated with high performance polyester electrostatic paint, TGIC free, and complies with AAMA norm 2604, military grade for outdoor.

f. Inside has insulated material made of rigid polystyrene foam 1" thick, with lining on the lid (fine texture polyester electrostatic paint for exteriors with a minimum of 480 hours in a salt chamber), sides, and floor to keep temperature 10° C below outside temperature.

g. PVC flooring with 6mm thick foam, ESD antistatic treatment.

h. Lock with folding door that swings freely to both sides with a safety pin that allows to keep it open.

i. Legs elevate the house 3” from floor. 14-gauge (1.9 mm.) legs.

j. Hinged lid with 90 degrees stop with front safety closure.

Transportation and installation at the sites listed in Table One of the SOW.

APPENDIX B

Pictures of SEMAR requested specifications and kennels.

SENSITIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED

Source Selection Information – See FAR 2.101 and 3.104.SENSITIVE BUT UNCLASSIFIED image1.png image2.png image3.jpeg image4.jpeg