RFQ - 19BR9325Q0006 - AE Permitting and Coordination - UPDATED.pdf

RFQ - 19BR9325Q0006 - AE Permitting and Coordination

Dear Prospective Offeror:

Subject: Request for Quotes - 19BR9325Q0006

Enclosed is a Request for Quotes (RFQ) for AE Permitting and Coordination. If you would like to submit a quotation, follow the instructions, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.

The U.S. Government intends to award one firm-fixed price contract to responsible company submitting an acceptable offer at the lowest price. We intend to make award based on the initial proposal, without holding discussions, although the Government may hold discussions with companies in the competitive range if the Contracting Officer determines a need to do so.

A pre-proposal meeting will be held at the U.S Consulate SP on May 12, 2025.

Quotations are due by May 16, 2025. No quotations will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted.

Your quotation must be submitted electronically to SaoPauloProcurement@state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102.

Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

mailto:SaoPauloProcurement@state.gov

TABLE OF CONTENTS

1.0 INTRODUCTION - PROJECT SYNOPSIS

2.0 GENERAL REQUIREMENTS

3.0 GOVERNMENT MATERIAL (GM) [include only if applicable]

4.0 STATEMENT OF WORK (SOW)

5.0 CONTRACT ADMINISTRATION

6.0 RESPONSIBILITY OF THE CONTRACTOR

7.0 PRE-A/E SERVICE REQUIREMENTS

8.0 A/E SERVICE REQUIREMENTS

9.0 INSTRUCTIONS TO OFFERORS……………………………………….….…15

10.0 DELIVERABLE SCHEDULE ……………………………………………….16

11.0 PROJECT SECURITY……………………….……………………………….17

12.0 PAYMENTS………………………………………….……………………….18

13.0 EVALUATION CRITERIA ………………………….………….……………19

14.0 ATTACHMENTS………………………………………….…….………….……33

1.0 INTRODUCTION - PROJECT SYNOPSIS

1.1 The Consular Section in São Paulo it is ready to start a few projects design in a different location inside Compound. These projects will take place in different areas of the complex simultaneously and the Contractor must have sufficient personnel to carry out the requirements of this scope in their entirety.

1.2 One of these projects (CON canopy) will occur during normal work hours (between 07:30a.m to 16:30 Monday to Friday). The other project (Interior CON furniture renovation) will occur during a specifically time (from 13:00 until 22:00, Monday to Friday and Saturday from 09:00a.m. until 18:00).

1.3 However, the Project Manager QA/QC Contractor will be required to work 8/hours daily (Monday to Friday) primarily between the hours of 8am and 5pm. Totaling a period of 40 hours per week

1.4 To clarify, the main function to be developed by the Contractor in this SOW is the monitoring of these projects (CON canopy and interior CON furniture renovation).

1.5 The General Contractor is responsible for following all instructions presented in this scope.

1.6 The US Consulate complex is located at Henry Dunant Street, #700, in Santo Amaro district

(Sao Paulo). All site visits shall be requested through the Consulate’s Facility Manager [FM], Contracting Officer Representative [COR], or Procurement office.

1.7 The contractor shall coordinate with the Contracting Officer's Representative (COR) for work phasing and task sequencing with work beginning and ending on each part sequentially. The contractor shall report to the COR weekly or as requested.

2.0 GENERAL REQUIREMENTS

2.1 The Contractor must provide personnel, equipment, tools and supervision as needed to complete the services that meet the technical requirements in this Scope of Work [SOW].

2.2 The work shall be executed in a diligent manner in accordance with a negotiated firm fixed price and performance period. The period of performance for all Phases of the monitoring shall be completed in accordance with schedule unless agreed to and authorized by COR.

2.3 The Contractor shall have limited access into any structure outside the areas designated for the service, except with permission from the COR.

2.4 The Contractor must prepare and submit reports on the progress of the monitored projects, whenever requested by the COR/CO.

2.5 Contractor must wait for COR approval before sending Invoices for Payment. For more details, see item 12.

2.6 The Contractor is responsible for Project Management, Supervision, Monitoring Quality Assurance/Quality Control. All reports must be submitted to the COR/CO for review and approval.

3.0 GOVERNMENT MATERIAL (GM)

3.1 Pursuant to Contract Clause FAR 52-245-2, Government-Furnished Property (Short Form), If applicable the Government will furnish the following materials and equipment for the installation by the Contractor:

N/A

3.2 The Government Furnished Material (GM) is stored at Warehouse. The contractor shall move, uncrate, assemble, and install the GFM. GM shall be uncrated and inspected by the contractor in the presence of the Contracting Officer’s Representative [COR] to determine any damaged or missing parts. The contractor shall be responsible for damage or loss occurring after this inspection. The contractor shall notify the COR ten (10) days in advance of the date the GFM is needed. Any GM not incorporated in the work shall be returned to the Government and placed in storage at Warehouse as directed by the COR.

N/A

3.3 During the process of Monitoring inside Compound, Consulate will be able to provide

127V/220V outlets and bathrooms. If the Contractor needs other types of assistance, these must be requested from the COR, which will study the possibility of providing the necessary.

4.0 STATEMENT OF WORK (SOW)

4.1. General Requirements

4.1.1 The purpose of this project plan is to establish a project management program to maintain a consistent, accurate, and precise renovation. The Contractor will also oversee the coordination of site construction by other Contractors and Subcontractors for at least two different projects (CON roof renovation and CON interior furnishings) that will be implemented at the Consular Section of the U.S. Consulate in Sao Paulo.

4.1.2 The Project Manager on-site will be the technical resource for the project. In general, the QA/QC Project Manager on-site will be responsible for reporting that the construction work is carried out in line with the overall, and specific, objectives of each project as well as looking for the Consular Section best interest and will report directly to the COR.

4.1.3 All field operations will be supervised by the on-site QA/QC Project manager on a constant and regular basis throughout the construction period.

4.1.4 The mandatory service period required by the Contractor is 40 hours per week. In other words, the Contractor will be responsible for providing a QA/QC Project Manager who must remain physically present during the execution of the projects during this period.

Telework will not be an option.

4.1.5 The duration is 10 Months:

4.1.15.1 CON roof renovation - 10 months.

4.1.15.2 CON interior furnishings - 4 months.

4.1.6 The on-site QA/QC Project Manager will report all findings and request corrective actions thru the COR if there are significant deviations from required practices and from the project specifications as well as security and safety issues to the responsible COR of the project.

4.1.7 All design and engineering services are part of a major program undertaken by the

Department of State using public funds. The Government will formally evaluate the A/E Contractor based on:

(a) Designing to a target supervision cost estimate; and

(b) Adhering to the delivery schedule; and

(c) Evaluating changes occurring during construction.

4.1.8 The Contractor shall carefully review and coordinate drawings, specifications, and other project documents before submittal. This includes identifying all interface points and controls between drawings and documents.

4.1.9 The Contractor shall have a quality control program in effect, that will require his employees and consultants to thoroughly review and coordinate all projects data prior to submittals. Deficiencies, ambiguities, conflicts, and inconsistencies shall be rectified prior to the submittal of documents, or they will be rejected by the Contracting Officer.

The letter of transmittal shall certify that all documents have been reviewed and coordinated prior to submittal. The certification shall be signed by a principal of the Contractor’s firm. The Contracting Officer's Representative (COR) will review and approve the Quality Assurance/Quality Control (QA/QC) program proposed by the Contractor. This program shall indicate the method of controlling the quality of all work produced by the Contractor and consultants. Refer to FAR Clause 52.236-23, "Responsibility of the Architect/Engineer Contractor."

4.1.10 The Contractor shall produce monitoring plans and reports of the services. The inspected drawings shall be segregated by building. The monitoring reports, if applicable, shall show the differences between the layout of the inspected drawings and those executed on site.

4.1.11 Contractor shall prepare a detailed written record of all conferences and meetings with representatives of Post related to the project and identified by task order number in the written record. Confirmation of telephone conversations in which decisions affecting the project are made will also be prepared in writing. The Contractor shall submit to the Contracting Officer’s Representative (COR) one copy of these records within five days of the event. The written format established by the Contractor for these records will be subject to the approval of the COR. Each record shall conclude with the following statement: "The matters reported in this document are considered by the Contractor to be within the scope of this contract as presently priced.

4.1.12 Special Requirements

The QA/QC Project Manager on-site officer is responsible for ensuring engineering and construction services are produced according to project deadlines, in accordance with quality standards, controls and project specifications. The QA/QC Project Manager on-site officer will put in place policies and procedures to ensure that all infrastructure actions are compliant with international building norms, and regulations.

Responsibilities include, but are not limited to, the following:

A) Implement the Project management system in every stage of the work.

B) Ensure all documentation is compiled, organized, secured and end user accessible;

C) Review the Drawings, SOW, Project Specifications and undertake relevant training to the Site engineer if needed;

D) Coordinate and conduct quality inspections with the site subcontractors and vendors;

E) Assist with contractor to develop effective quality control plans for the project.

F) Inform and coordinate with the end user representative all quality matters;

G) Distribute relevant documentation to site contractor and subcontractors;

H) Verify that the quality related site activities are in accordance with the applicable codes and standards;

I) Coordinate all the quality site inspections through the field engineering teams;

J) Coordinate with the site construction manager on all quality issues;

K) Attend weekly meetings with the project’s contractor, subcontractors and end user.

L) Coordination and communication with other project support staff as well as end user;

M) Assure all technical documents relative to site quality control are in a current status including as built drawings.

4.1.13 A summary of the projects for which the Contractor must develop its Project Manager

QA/QC services will be available in ANNEX 01 – Project Information’s (CON canopy and interior CON furniture renovation).

4.2 QUALITY MANAGEMENT PROGRAM (QMP)

4.2.1 The Contractor shall prepare and implement (based on Government approval), a

QA/QC and Management plan. The Contractor shall address the following:

4.2.2 Organization Structure. Define the proposed organizational structure for the project, including charts and a description of responsibilities of key persons who will perform the work. The Contractor shall identify person(s) responsible for interface with the Government.

4.2.3 Document Control. The quality program must ensure that documents, including changes, will be reviewed for adequacy, approved for release by authorized personnel, and properly conveyed to the Government. The Contractor shall identify person responsible for reviewing, approving, and releasing documents and revisions.

4.2.4 Verification. The Contractor shall identify the senior person (s) who will be responsible for final review and verification before documents are transmitted to the Government.

Cursory supervisory reviews will not be sufficient. Design verification may vary from spot-checking of calculations to full-scale review of design drawings and specifications, as the situation requires.

4.2.5 Corrective Action. The quality program must clearly define responsibility and procedures for corrective action if deficiencies in the services or resulting deliverables are found.

4.2.6 QA Reporting. The Contractor shall prepare a Quality Assurance (QA) report to be submitted as part of the [Note to Contracting Officer: identify submission]. This report shall identify the QA procedures used to review drawings and data for these submissions. This report shall also identify steps taken to coordinate all drawings and documents prepared by the Contractor and subcontractors. The report shall include:

1. Quality Assurance status of the project;

2. Significant program problems and their solutions/corrective actions;

3. Organization and key personnel changes, as required.

4.2.7 Checking, Coordinating, and Integrating Drawings. Quality control procedures shall ensure that individual drawings and other documentation have been checked and that all documentation, including that of the supporting disciplines (such as, civil, structural, mechanical, electrical) has been coordinated and integrated.

4.3 INSPECTION STAGE

The Contractor itself is responsible for listing each stage and its due actions. And these basic listings, listed below, should be included in the official schedule (If Applicable):

4.3.1 - Delivery of the schedule and all necessary documentation requested in scope.

The Contractor shall deliver all initial documents requested in scope to then receive authorization to start the work.

Documents related to the required insurance.

Documents related to worker safety.

Documents related to Consulate security.

Documents related to the Contractor's responsibility (ART technical responsibility and the like).

Schedule approved by the Consulate (COR).

4.3.2 - Safety The Contractor must provide adequate safety equipment to its inspector(s) during inspections, following all mandatory safety requirements for each type of construction site.

4.3.3 - Cleaning the surfaces The Contractor is responsible for checking and reporting to other Contractors responsible for carrying out appropriate cleaning of each area of their projects. This responsibility includes not only the final period (project handover), but the entire period of execution, i.e. the Contractor is ready to keep the project area clean at the end of each day.

4.3.4 - Final Documents, Final Inspection and Warranty of service and products The Contractor must provide an ART for the execution of this service Project management Quality assurance/ Quality control, and all documents requested by the codes.

5.0 CONTRACT ADMINISTRATION

5.1 The sole person authorized to enter in and responsible for administrating contracts on the behalf of the U.S. Consulate is the Contracting Officer (CO). The CO will nominate a Contractor Office Representative (COR) that will be responsible to coordinate the project and act as the point of contact between the CO and the Contractor. The General Contractor shall not conduct any work that is beyond this Statement of Work and accompanying specifications unless directed in writing by the Contracting Officer. Any work performed by the Contractor beyond this SOW and accompanying specifications without direction from the CO will be at the Contractor’s own expense and at no cost to the Consulate.

5.2 The Contracting Officer (CO) shall provide a written Notice to Proceed [NTP] to the

Contractor. No work shall be initiated until the NTP is issued by the CO.

5.3 The Contracting Officer may designate more than one individual to serve as the Contracting

Officer's Representative (COR). The Contractor will be furnished evidence of COR appointments, including explicit authority delegated to each COR and their responsibilities.

5.4 The Consulate does not make representations or warranties of whatsoever kind or nature, either expressed or implied, as to the quality, level of completion, accuracy, extent of compliance with the standards, codes and requirements described or referred to in this SOW, or the extent of coordination between or among the documents provided to the Contractor.

5.5 The Consulate’s review, approval, or acceptance of, nor payment for the services required under this contract shall be construed to operate as a waiver of any rights under this contract or any cause of action against the Contractor arising out of the performance of this contract.

5.6 The Contracting Officer has the authority to issue a temporary stop order during the execution of any phase of this SOW. This authority may be executed when the Consulate requires time for official functions or is in possession of specific credible information indicating that the lives of Consulate personnel are immediately threatened, and that the execution of the project will increase the Consulate's vulnerability. The Contractor shall promptly notify the CO that work has been stopped.

5.7 If any of the General Contractor’s services do not conform to the contract requirements, the

COR may require the General Contractor to perform the services again in conformity with the contract requirements. The Consulate may by contract or otherwise, perform the services and charge the Contractor any cost incurred by the Consulate that is directly related to the performance of such service or terminate the contract for default.

5.8 The Consulate has the right to terminate this contract for convenience at any time in whole, or from time to time, if the Contracting Officer determines it is in the interest of the Consulate.

6.0 RESPONSIBILITY OF THE CONTRACTOR

6.1 The Contractor must be responsible for the professional quality, technical accuracy, and the coordination of all services furnished under this contract. The Contractor shall, without additional compensation, correct or revise any errors or deficiencies in its reports and other services.

6.2 The Contractor will identify a Project Site Manager who will be responsible for the overall management of the service and represent the Contractor on the site during inspections and service. The Project Site Manager will be approved by the COR.

6.3 The Project Site Manager must attend all project meetings, prepare Status Reports on the monitoring and submit them to the COR as requested. Status Reports will contain meeting minutes, accomplishments, raising concerns and proposed solutions, any proposed changed orders, and any other pertinent information required to report the progress of performance.

6.4 All documentation produced for this project will become the ownership of the Consulate at the completion of this project.

6.5 Any cost associated with services subcontracted by the A/E Contractor must be borne by and be the complete responsibility of the General Contractor under the fixed price of this contract.

6.6 The Contractor is responsible for safety and is his obligation complies with all local labor laws, regulations, customs, and practices pertaining to labor, safety and similar matters. The Contractor will promptly report all accidents resulting in lost time, disabling, or fatal injuries to the COR. Work site will be inspected by COR, Assistant Post Safety and Health Officer daily to ensure safety of work environment. CONTRACTOR will be Responsible to provide an ANNEX 02 - Activity Hazard Analysis (AHA)/ ANNEX 03 - Analize de Risco de Atividade (ARA) filled and signed, for every activity that will be performed in COMPOUND. The Contractor is responsible for safety and is his obligation complies with all local labor laws, regulations, customs, and practices pertaining to labor, safety and similar matters. The Contractor will promptly report all accidents resulting in lost time, disabling, or fatal injuries to the COR.

6.7 The Contractor shall forward in advance the nominal list with the respective positions of all those who will participate in person in the work, regardless of the frequency of attendance.

These people must present themselves at the Consulate to participate in a Safety Briefing, obligatorily, before the start of work. It will be up to the General Contractor to formally request the appointment on a prior date. For the Safety Briefing, the AHA/ARA must already be approved by the A/POSHO, as well as the MSDS (Material Safety Data Sheet) delivered.

Employees must report to work in proper uniform. For QA/QC inspections at height, confined spaces, electrical services, lifting and moving loads or hot work, this professional must have training consistent with the required action. It will be up to this professional to provide all documentation/work permits to the Post's security personnel (A/POSHO (POSHO Assistant, Mr. Jayme Kirschner)).

All safety documents must be provided electronically. Hard copies will also be required for onsite documents (ARA, Safety Plan, PPE form and others) from the first day of work.

ARA must be prepared by a safety expert, with the technical qualification printed on the document.

Safety Plan (reference by Accident Prevention Plan List - See ANNEX 05 - Accident Prevention Plan Checklist) PPE (in Brazil EPI) delivery form (present on the first day of work and keep updated) MSDS (in Brazil, FISPQ (if apply)) (Ficha de Segurança de Produto Químico) of all chemicals that will be used. Only authorized chemicals will be allowed. Chemicals without MSDS must be removed immediately from the Consulate.

Copy of the mandatory safety training certificates relevant to the services to be performed.

(NR01, NR06, NR18, NR35 and others according to the tasks to be performed).

It is the A/E Contractor’s responsibility to prepare and forward the Safety Plan.

The Safety Plan is a document in which the A/E Contractor states that will comply with the current safety standards, as well as details how will ensure this compliance. The Accident Prevention Plan Check List form (See ANNEX 05 - Accident Prevention Plan Checklist) should be noted on all items and used as a reference for writing the Safety Plan. It is also part of the Safety Plan to complete the Activity Risk Analysis (ARA) (see ANNEX 02 - Activity Hazard Analysis (AHA)/ ANNEX 03 - Analize de Risco de Atividade (ARA) for each hazard foreseen in the workplace. The ARA must be prepared and signed by a stated safety expert The information should be forwarded to the A/POSHO, email KirschnerJL@state.gov, responsible for answering questions (telephone 3250-5389) and evaluating/approving the information received by the CONTRACTOR. The forms must be submitted, duly completed, within 20 working days from the date the CONTRACTED company is officially notified as the winning company of the bidding process and responsible for the implementation of the service.

All safety equipment such as safety belts, ladders, electric tools, and others must be in full working order. All equipment must be presented to the person responsible for safety at the Consulate. Disapproved items must be immediately removed from the Consulate and replaced by others in perfect condition. Metal ladders are not accepted and must be replaced by fiber ladders, with printed load capacity.

Work site will be inspected by A/E Contractor, COR, Assistant Post Safety and Health Officer to ensure safety of work environment of projects.

6.8 The Contractor must be and remain liable to the Consulate in accordance with applicable law for all damages to the Consulate caused by the A/E Contractor's negligent performance of any of the services furnished under this contract. The rights and remedies for the Consulate provided for under this contract are in addition to any other rights and remedies provided by law.

7.0 PRE-A/E SERVICE REQUIREMENTS

7.1 It is a Contractor responsibility examine all the documents and visit the site to fully inform themselves of all the conditions and limitations applied to the work and submit a firm fixed price cost proposal for all the work. No subsequent cost allowance will be made to the Contractor for neglect of the existing conditions.

7.2 Provide a statement that the contractor's company and all personnel are qualified and experienced professionals in Project Manager/ Monitoring, Quality Assurance and Quality Control and capable of performing all requirements as specified in Section 4.

7.3 The A/E Contractor must inspect the submitted Quality Control Schedule [QCS] and Project

Safety Plan [PSP] to address the project. The QCS and PSP are intended to document the entire project from beginning to end.

7.4 Contractor will provide proof of insurance which is legally necessary. The Contractor shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

1. Bodily Injury stated in U.S. Dollars:

Per Occurrence $50,000 Cumulative $150,000

2. Property Damage stated in U.S. Dollars:

Per Occurrence $50,000 Cumulative $300,000

7.4.1 The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

7.4.2 For those Contractor employees assigned to this contract who are either United States citizens or direct hire in the United States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3.

7.4.3 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to any property of the Contractor, its officers, agents, servants, employees, or any other person, arising from an incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

7.4.4 The Contractor shall obtain adequate insurance for damage to, or theft of and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

7.4.5 Government as Additional Insured. The general liability policy required of the

Contractor shall name "the United States of America, acting by and through the Department of State", as an additional insured with respect to operations performed under this contract.

7.4.6 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within ten (10) calendar days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

8.0 A/E SERVICE REQUIREMENTS

8.1 No inspection shall begin until approvals of the Submittals are accepted by the CO and COR.

If any type of necessary, work to be performed by contractor shall interfere in the Consulate normal work (as example power interruption) it must be scheduled and it must be advised. It’s Contractor responsibility to get all approval before starting the work.

8.2 The Contractor shall be responsible for all necessary monitoring of each project indicated. All workmanship shall be of good quality and skillfully executed as determined by the CO and dictated by the standards of Section 9.

8.3 The Project Manager QA/QC Contractor will be responsible for monitoring and checking the materials and equipment incorporated into the projects. If they are described as new, this indication must be included in the QA/QC reports.

8.4 The Project Manager QA/QC Contractor's report should state whether equipment and materials were carefully handled, properly stored, and adequately protected to prevent damage prior to and during installation, in accordance with the manufacturer's recommendations. Damaged or defective items must be reported immediately in a separate report.

8.5 The QA/QC Project Manager Contractor's reports must indicate the storage areas used for the

CON canopy and interior CON furniture renovation projects. The Contractor will be responsible for reporting whether the storage areas were restored to their original condition upon completion of the work.

8.6 The Project Manager QA/QC Contractor's shall report if the work areas are free from accumulation of waste materials. Upon completing construction, the Contractor must report if the CON canopy and interior CON furniture renovation projects remove all temporary facilities and leave the project site in a clean and orderly condition acceptable to the COR.

8.8 The Contractor shall perform the work at the site during the Consulate's normal workday hours, unless agreed upon with the COR. CON canopy and interior CON furniture renovation projects Schedules will take this into account.

9.0 INSTRUCTIONS TO OFFERORS

9.1 TECHNICAL PROPOSAL

9.1.1 - The A/E proposal must be submitted in as much detail as possible. It should include all documents according with Codes Specifications required, labor costs, material description and costs, quantities, mobilization / demobilization costs, warranty costs, insurance costs, equipment rental costs, trash, and cleaning costs, etc. And example that could be used as a guidance it’s provided in ANNEX 04 – Proposal for List Explanation Costs.

Technical Offers must include the following information:

• Project Managers name and qualifications provided.

• Number of employee’s contractor has on staff and number of employees to be dedicated to working at the Consulate.

• Past Performance: List of previous clients and relevant work history with similar projects provided.

• A work plan (chronogram) that details duration and start dates for task to be performed.

• Identify the type and quantity of reports to be produced during the period, equipment to be used in inspections of services under this contract.

• Plan of ensuring quality of services including but not limited to contract administration and oversight.

9.1.2 - The Contractor shall complete the A/E in accordance with the terms of the contract and SOW instructions. Any deviation from the stated requirements must be approved in writing by the Contracting Office [CO].

9.1.3 The Contractor must work in accordance with U.S. codes and standards. The COR will review and comment on the General Contractor’s submissions using the following codes and standards:

American Society for Testing & Materials;

OBO DESIGN STANDARDS

NFPA;

International Building Code;

International Mechanical Code;

International Plumbing Code;

National Electrical Code (NFPA);

Brazilian standards of reference for this project are the NBRs, ABNT, IPT, INMETRO and the specifications required by the City of São Paulo.

9.2 All proposals in conformity with all technical specifications and with the reasonable schedule will be recommended to GSO Contractor’s office as a Technical Compliance Conformity.

10.0 DELIVERABLE SCHEDULE

10.1 The QA/QC Project Manager Contractor will be advised they have won the award through the

Procurement office and a Post award conference will be held to arrange specifics and NTP will be issued at the Governments convenience. NTP will not be issued without an approved construction schedule.

The QA/QC Project Manager Contractor's should commence work under this contract promptly, execute the work diligently, and achieve final completion and acceptance, including final cleanup of the premises in accordance with the service schedule.

10.2 Milestones:

Contractor Pre-Proposal Site Visit To be schedule by Procurement Contractor Delivers Proposed Quotation In accordance with Procurement Award of Contract & Notice to proceed To be informed by CO/ Procurement Insp. Documents Submittals Within 20 days of Award of Contract (As required) Consulate Submittal Review Within 20 days (As required) Inspection Begins Within 10 days after Security and Safety

Documents approved by Post [Contractor must provide duration in days]

10.3 Contract Completion: Furnish one copy of Inspections Final Report with all data recorded of each project: CON canopy and interior CON furniture renovation projects.

11.0 PROJECT SECURITY

11.1 The work to be performed under this contract requires that the Contractor, its employees and sub-contractors submit personnel information to the USG. Information submitted by the Contractor will not be disclosed beyond the need to ensure the security and safety of USG personnel assigned to the US Consulate of Sao Paulo.

11.2 Contractor will receive instructions from Security Agency in the visit day, and that must be followed.

11.3 The COR will notify the Contractor about the approval of the list of employees as soon as possible, and the Contractor will not be penalized for delays due to the release of its personnel.

12.0 PAYMENTS

12.1 The Contractor should provide a fixed priced lump sum proposal to the Contracting Officer.

The Contractor may submit requests for progress payments according to the items agreed in the contract. There shall be retained 10% of the amount due until final completion.

12.2 The Contractor shall submit one copy of all payment invoices, with the appropriate backup documents to the COR. The COR will determine if the invoice is complete and proper as submitted. The COR also will determine if billed services have been satisfactorily performed and if expenses billed are correct. If it is determined that the amount billed is incorrect, the COR will within seven days, request the Contractor to submit a revised invoice.

12.3 The Contractor will specifically identify his last invoice "Final Invoice." The Final invoice shall include the remaining payment claimed to be due under the basic contract and all modifications issued, if any. The final invoice shall also have the Contractor’s Release of Claims Certificate attached.

12.4 If it is determined by the CO that the SOW or safety requirements are not met a Cure Notice will be issued. Upon receipt of Cure Notice the General Contractor will have five (5) days to respond.

12.5 Adherence to the Inspection an Design Schedule is mandatory. Failure to adhere will result in a Cure Notice issuance. If works are not completed within five (5) days of issuance The Contractor will be penalized three-percent (3%) of the Award value per business week until Final acceptance is issued.

13.0 EVALUATION CRITERIA

13.1 Award will be made to the lowest priced, acceptable, responsible offeror. The Government reserves the right to hold discussions if the Contracting Officer it is in the best interest to the Government.

Quotations will be evaluated on the following items to determine viability of company to perform the required tasks:

• Project Managers name and qualifications provided.

• Number of employee’s contractor has on staff and number of employees to be dedicated to working at the Consulate.

• Past Performance: List of previous clients and relevant work history with similar projects provided.

• A work plan (chronogram) that details duration and start dates for task to be performed.

• Identify the type and quantity of reports to be produced during the period, equipment to be used in inspections of services under this contract.

• Plan of ensuring quality of services including but not limited to contract administration and oversight.

13.2 If offeror intends to employee subcontracted labor, this must be clearly stated in the proposal.

The Consulate understands the need for subcontractors in certain situations, and the use of them is permitted. No allowance will be given for problems or issues with subcontractors as this contract is between the offeror and the Consulate. Failure to identify the use of subcontractors prior to award is unacceptable and will result in a cure notice issuance.

13.3 NOTE: Failure to submit evidence of items in paragraph 13.1 may result in General

Contractor’s bid receiving a grade of Unacceptable. When offeror receives a grade of unacceptable the submission receives no further consideration, including price.

13.4 Past performance will be analyzed as an important factor to evaluate the quote, according to the

FAR below:

15.101-2 Lowest price technically acceptable source selection process.

(a) The lowest price technically acceptable source selection process is appropriate when best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price.

(b) When using the lowest price technically acceptable process, the following apply:

(1) The evaluation factors and significant subfactors that establish the requirements of acceptability shall be set forth in the solicitation. Solicitations shall specify that award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. If the contracting officer documents the file pursuant to 15.304(c)(3)(iii), past performance need not be an evaluation factor in lowest price technically acceptable source selections. If the contracting officer elects to consider past performance as an evaluation factor, it shall be evaluated in accordance with 15.305. However, the comparative assessment in 15.305(a)(2)(i) does not apply. If the contracting officer determines that a small business’ past performance is not acceptable, the matter shall be referred to the Small Business Administration for a Certificate of Competency determination, in accordance with the procedures contained in subpart 19.6 and 15 U.S.C. 637(b)(7)).”

SPECIAL TERMS AND CONDITIONS

1.0. SECURITY

The following considerations must be followed by the Contractor and/or must be incorporated into any deliverables submitted under this contract.

1.1. All documents received or generated under the contract are the property of the U.S.

Government.

1.2. All documents are to be controlled and disseminated on a need-to-know basis.

Reproduction and distribution is prohibited without express approval of the U.S. Government. The Contractor shall mark all design and construction documents as follows:

WARNING

This document is the property of the United States Government. Further reproduction and/or distribution is prohibited without the express written approval of:

U.S. CONSULATE GENERAL SAO PAULO

1.3. Proposed and actual contract documents shall only be disseminated on a strict need-to-know basis, and shall not be further disseminated without prior authorization from the Department of State.

1.4. Contractor personnel receiving proposed or actual contract documents, to include blueprints, other technical drawings, sketches, submittals, RFI’s, photographs, exposed negatives, and/or descriptive narratives pertaining to the project, shall be responsible for these materials while in their possession, or that of any of their subcontractors. The Contractor shall return all documents, including all copies, promptly upon demand by the Government.

1.5. Photographs of any public areas of any U.S. diplomatic or consular facility overseas must be approved and authorized in advance by the Site Security Manager (SSM) and/or the Senior Security Officer (SSO). The SSO or SSM will establish any controls, limits, and/or other restrictions as deemed necessary. The Contractor shall submit a written request for authorization for such photography citing the reason(s) and use(s) for the photographs and/or negatives.

1.6. The Department of State shall be afforded the opportunity to review all photographs and negatives in advance of any public use, and reserves the right to deny such use. No further dissemination, publication, duplication, or other use beyond that which was requested and approved under this contract is authorized without specific advance written approval from the Department of State.

1.7. Department reserves the right to demand retention of all copies of photographs and negatives.

2. STANDARDS OF CONDUCT

The Contractor shall maintain satisfactory standards of competency, conduct, cleanliness, appearance and integrity. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves and the United States Government.

4.0. ORGANIZATIONAL CONFLICTS OF INTEREST

Neither the Contractor nor any of its employees, affiliates, or related entities may participate in any way in the construction contract identified in B.1.0. The Contractor, its employees, affiliates, or related entities may not provide consulting or subcontract services related to the construction contract, to any party other than the U.S. Government.

The Contractor shall include this clause in all subcontracts, purchase orders, and consulting agreements for service.

5.0. RELEASE OF INFORMATION

All data furnished to the Contractor and data developed in connection with the project shall be considered privileged. The Contractor shall not make public announcements, including news and press releases; these are the prerogative of the Contracting Officer.

6.0. NOTIFICATION OF CHANGES

6.1. This clause applies to changes other than changes directed by the Government pursuant to the contract clause titled "52.243-1 Changes - Fixed Price (AUG 1987) Alternate III (APR 1984)."

6.2. DEFINITIONS. "Contracting Officer," as used in this clause, does not include representatives of the Contracting Officer.

6.3. NOTICE. The primary purpose of this clause is to obtain prompt reporting of Government conduct that the Contractor considers to be a change to this contract. Except for changes identified in writing and signed by the Contracting Officer, the Contractor shall notify the Contracting Officer in writing within ten (10) days from the date the Contractor identified any Government conduct (including actions, inactions, and written or oral communications) that the Contractor regards as a change to the contract terms and conditions. Any notification received after 10 days will not be considered. On the basis of the most accurate information available to the Contractor, the notice shall state -

(i) The date, nature and circumstances of the conduct regarded as a change;

(ii) The name, function, and activity of each Government individual and Contractor official or employee involved in or knowledgeable about such conduct;

(iii) The identification of any documents and the substance of any oral communication involved in such conduct;

(iv) In the instance of alleged acceleration of scheduled performance or delivery, the basis upon which it arose;

(v) The particular elements of contract performance that the Contractor may seek an equitable adjustment under this clause, including –

• What contract line items have been or may be affected by the alleged change;

• What labor or materials or both have been or may be added, deleted, or wasted by the alleged change;

• To the extent practicable, what delay and disruption in the manner and sequence of performance and effect on continued performance have been or may be caused by the alleged change;

• What adjustments to contract price, delivery schedule, and other provisions affected by the alleged change are estimated; and

(vi) The Contractor's estimate of the time by which the Government must respond to the

Contractor's notice to minimize cost, delay, or disruption of performance.

6.4. CONTINUED PERFORMANCE. Following submission of the notice required above, the Contractor shall diligently continue performance of this contract to the maximum extent possible in accordance with its terms and conditions as construed by the Contractor. Unless the notice reports a direction of the Contracting Officer or a communication from a representative of the Contracting Officer, the Contractor shall continue performance. However, if the Contractor regards the direction or communication as a change as described above, notice shall be given in the manner provided.

G.6.5. GOVERNMENT RESPONSE. The Contracting Officer shall, within thirty (30) days after receipt of notice, respond to the notice in writing. In responding, the Contracting Officer shall -

(1) Confirm that the conduct of which the Contractor gave notice constitutes a change and when necessary direct the mode of further performance;

(2) Countermand any communication regarded as a change;

(3) Deny that the conduct of which the Contractor gave notice constitutes a change and when necessary direct the mode of further performance; or

(4) Advise the Contractor what additional information is required and when, and establish the date by which it should be furnished and the date the Government will respond.

G.6.6. EQUITABLE ADJUSTMENTS

If the Contracting Officer confirms that the Government conduct effected a change as alleged by the Contractor, and the conduct causes an increase or decrease in the Contractor's cost of, or the time required for, performance of any part of the work under this contract, the Government will modify the contract to make an equitable adjustment -

(1) In the contract price or delivery schedule or both; and

(2) Any other term of the contract affected.

G.6.7. Failure to agree to any adjustment shall be a dispute under the Disputes clause.

Nothing in this section shall relieve the Contractor from proceeding with the work.

G.7.0 PERSONNEL SECURITY

After award of the purchase order, the Contractor has five (5) calendar days to submit to the COR a list of personnel assigned to this project who will require access to the construction site, for the Government to conduct all necessary security checks. Information necessary to process clearance of personnel: Full name, ID#, Date of Birth, Place of Birth, Nationality and a recent photograph.

Failure to provide any of the above information may be considered grounds for rejection and/or re-submittal of the application. Once the Government has completed the security screening and approved the applicants, they will be given access to the site. Access to the site may be revoked at any time due to falsification of data or misconduct on site.

CLAUSES

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

THE FOLLOWING FEDERAL ACQUISITION REGULATION (FAR) CLAUSES ARE

INCORPORATED BY REFERENCE:

CLAUSE TITLE AND DATE

52.202-1 DEFINITIONS (JUN 2020)

52.203-3 GRATUITIES (APR 1984)

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS (NOV 2023)

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (JAN 2011)

52.204-10 REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER

SUBCONTRACT AWARDS (JUN 2020)

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE

(OCT 2018)

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE (AUG 2020)

52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND

CERTIFICATIONS (DEC 2014)

52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN

TELECOMMUNICATION AND VIDEO SURVEILLANCE SERVICES

OR EQUIPMENT (NOV 2021)

https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES-

REPRESENTATION (OCT 2020)

H-048 CERTIFICATION REGARDING COMPLIANCE WITH APPLICABLE U.S.

FEDERAL ANTI-DISCRIMINATION LAW (REQUIRED UNDER EO14173,

JANUARY 2025)

52.204-27 PROHIBITION ON A BYTEDANCE COVERED APPLICATION (JUN 2023)

52.209-6 PROTECTING THE GOVERNMENT’S INTEREST WHEN

SUBCONTRACTING WITH CONTRACTORS DEBARRED,

SUSPENDED OR PROPOSED FOR DEBARMENT OR VOLUNTARILY

EXCLUDED (JAN 2025)

52.222-19 CHILD LABOR-COOPERATION WITH AUTHORITIES AND REMEDIES (JAN

2025)

52.222-50 COMBATING TRAFFICKING IN PERSONS (OCT 2021)

52.225-5 TRADE AGREEMENTS (NOV 2023)

52.225-13 RESTRICTIONS ON CERTAIN FOREIGN PURCHASES (FEB 2021)

52.225-14 INCONSISTENCY BETWEEN ENGLISH VERSION AND

TRANSLATION OF CONTRACT (FEB 2000)

52.226-8 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING

WHILE DRIVING (MAY 2024)

52.227-17 RIGHTS IN DATA – SPECIAL WORKS (DEC 2007)

52.228-3 WORKERS’ COMPENSATION INSURANCE (DEFENSE BASE ACT)

(JUL 2014)

52.228-4 WORKERS’ COMPENSATION AND WAR HAZARD INSURANCE