RFQ 19MX5326Q0022 - Commercial Property Maintenance Svcs.pdf

19MX5326Q0022 for Commercial Properties Maintenance Services

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Continuation to SF-1449, RFQ Number 19MX5326Q0022, Prices, Block 23

• Continuation to SF-1449, RFQ Number 19MX5326Q0022, Schedule of Supplies/Services, Block20 - Description/Specifications/Work Statement

• Attachments

Section 2 - Contract Clauses

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Section 3 - Solicitation Provisions

• Solicitation Provisions

Section 4 - Evaluation Factors

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 - Representations and Certifications

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12.

SECTION 1– THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19MX5326Q0022

PRICES, BLOCK 23

1.1. SCOPE OF SERVICES

1.1.1. General

The Contractor will be responsible to provide vacant property maintenance services for two commercial properties in Mexico City: the former Embassy building at Reforma area and the former Benjamin Franklin Library. Both properties are regularly visible from the surrounding area, and the objective of this contract is to ensure that each site is maintained in an orderly condition throughout the period of performance. The contractor must demonstrate a high level of expertise, along with the necessary abilities, resources, licenses, and permits to perform the specified activities in compliance with all applicable local and federal Mexican regulations.

Additionally, the contractor shall adhere to the highest industry standards and maintain superior quality in the execution of these duties. Excellence in customer service is also required as requested and approved by the Contracting Officer in accordance with the specifications, terms and conditions set forth herein.

1.2. CONTRACT TYPE

This is a firm-fixed price Contract.

1.3. PERIOD OF PERFORMANCE

The performance period under this contract will commence on the date listed in the Award Letter and continue for twelve (12) months. This contract also contains FAR 52.217-9. “Option to Extend the Term of the Contract”. This option allows one (1) additional 12-month periods of performance. And FAR 52.217-8 Option to Extend Services that do not exceed 6 months.

1.4. CURRENCY

1.4.1. Offers and payment in U.S. Dollars

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offer in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States. Local companies are eligible to be paid in U.S. dollars provided that such company has a bank account in U.S. dollars at a Local Bank.

1.4.2. Offers and Payment in Pesos, Mexican Currency

Any firm that is not a U.S. firm is a foreign firm. Any local or foreign firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency unless the foreign or local firm has a U.S. dollar bank account in Mexico.

1.5. VALUE ADDED TAX

1.5.1. U.S. Firms

Value Added Tax (VAT) is not applicable to U.S. firms; therefore, it shall not be included in U.S. firms rates or Invoices.

1.5.2. Local Companies

Value Added Tax (VAT) for offers submitted by local companies, either in U.S.

Dollars or in Pesos, Mexican currency, is not included in line-item rates. Instead, it will be priced as a separate amount in the contract and on the Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion.

1.6. PRICING

The fixed prices established below for the Base Year of Commercial Properties Maintenance Services plus (1) Option Year are fully loaded rates that include all work, including furnishing any managerial, administrative, and direct labor (in compliance with any local regulations), materials, overhead, insurance, and profit.

Any costs not separately priced shall be considered to be included in the overhead and other indirect costs. The U.S. Government will not pay any additional expenses.

1.6.1. Base Year Prices

The firm fixed-price for this Base Year shall be a fully loaded rate. (see 1.14 Invoicing and Payment).

As per paragraph 1.4 above, Base Year Prices are in _______________ [Insert Currency].

CLIN Description Unit Qty Monthly Price

Year Price

Scheduled Property Maintenance Services Reforma 305. Including two scheduled maintenance visits per month.

Month 12 $ $

Scheduled Property Maintenance Services Liverpool 31. Including two scheduled maintenance visits per month.

Month 12 $ $

003 Emergency Response Service. Service 36 $ $

Sub-total $ $

Value Added Tax (VAT) $ $

BASE YEAR TOTAL PRICE

1.6.2. First Option Year Prices

The firm fixed-price for this Option Year shall be a fully loaded rate (see 1.14 Invoicing and Payment).

As per paragraph 1.4 above, First Option Year Prices are in _______________ [Insert Currency].

CLIN Description Unit Qty Monthly Price

Year Price

Scheduled Property Maintenance Services Reforma 305. Including two scheduled maintenance visits per month.

Month 12 $ $

Scheduled Property Maintenance Services Liverpool 31. Including two scheduled maintenance visits per month.

Month 12 $ $

103 Emergency Response Service. Service 36 $ $

Sub-total $ $

FIRST OPTION TOTAL PRICE $ $

1.6.3. 6-Month Period as per 52.217-8

This extended 6-month period will be applicable if the Contracting Officer determines to exercise FAR clause 52.217-8.

As per paragraph 1.4 above, 6 Month period Prices are in _______________ [Insert Currency].

CLIN Description Unit Qty Monthly Price

Year Price

Scheduled Property Maintenance Services Reforma 305. Including two scheduled maintenance visits per month.

Month 6 $ $

002 Scheduled Property Maintenance Services Liverpool 31. Including two

Month 6 $ $ scheduled maintenance visits per month.

003 Emergency Response Service. Service 18 $ $

Sub-total $ $

6 MONTH TOTAL PRICE

1.7. GRAND TOTAL

As per paragraph 1.4 above, Grand Total is in _______________ [Insert Currency].

Base Year: $

First Option Year: $

52.217-8 Extended 6-Month Period Total

Grand Total for Base + All Option Years

CONTINUATION TO SF-1449,

RFQ NUMBER 19MX5326Q0022

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1.8. PURPOSE

The purpose of this firm-fixed price contract is to acquire Commercial Properties Maintenance Services for two commercial properties in Mexico City: the former Embassy building at Reforma area and the former Benjamin Franklin Library in accordance with the requirements and specifications described in this work statement.

1.9. DEFINITIONS AND ACRONYMS

Business Day – Monday through Friday, except holidays listed in Section 2, DOSAR 652.237-72, “Observance of Legal Holidays and Administrative Leave”.

CFDI – This stands for Comprobante Fiscal Digital por Internet. This is the official electronic invoice that all companies registered before Mexican fiscal authorities (SAT) must provide.

CLIN – Contract Line Item.

CO – Contracting Officer.

COR – Contracting Officer's Representative. See Section 2, DOSAR 652.242- 70, Contracting Officer's Representative (COR).

DOS – Department of State.

Embassy – Refers to U.S. Embassy Mexico.

Government – U.S. Government, including all participating U.S. Government agencies, unless otherwise stated.

Ordering Officer – The Contracting Officer of the Embassy of the United States of America in Mexico.

Services – The services performed, workmanship, and equipment furnished or utilized in the performance of the services.

• CAA: Controlled-Access Area

• CDMX: Mexico City

• CLIN: Contract Line Item Numbers

• CO: Contracting Officer

• COR: Contracting Officer’s Representative

• CY: Calendar Year

• DS: Diplomatic Security

• FAC: Facility Manager

• FAR: Federal Acquisition Regulation

• FM: Facility Manager

• GSO: General Service Office

• HAZMAT: Hazardous Materials

• JHA: Job Hazards Analysis

• MSDS: Material Safety Data Sheet

• O&M: Operations and Maintenance

• OEM: Original Equipment Manufacturer

• PCC: Post Communications Center

• PCO: Post Control Officer

• PM: Preventive Maintenance

• PMSC: Preventive Maintenance System

• POSHO: Post Occupation Safety and Health Officer

• QAP: Quality Assurance Plan

• RSO: Regional Security Officer

• SBU: Sensitive But Unclasssified

• SOW: Statement of Works

• SPT: Safety Plan Template

• US: United States

• USPP: United States Personal Property

• VFD: Variable Frequency Drive

1.10. STATEMENT OF WORK (SOW)

The United States Government (USG) requires a contractor to provide vacant property maintenance services for two commercial properties in Mexico City: the former Embassy building at Reforma 305 and the former Benjamin Franklin Library at Liverpool 31. Reforma 305 includes a nine-floor main building, an annex, and exterior grounds, totaling approximately 24,677 square meters. Liverpool 31 comprises a three-floor building with an open parking area, totaling approximately 4,800 square meters. Both properties are regularly visible from the surrounding area, and the objective of this contract is to ensure that each site is maintained in an orderly condition throughout the period of performance.

The contractor must demonstrate a high level of expertise, along with the necessary abilities, resources, licenses, and permits to perform the specified activities in compliance with all applicable local and federal Mexican regulations. Additionally, the contractor shall adhere to the highest industry standards and maintain superior quality in the execution of these duties. Excellence in customer service is also required.

1.10.1. Description of Services

The contractor shall provide all labor, tools, equipment, materials, and supervision necessary to perform scheduled maintenance and on-call emergency response. All services shall follow recognized practices for maintaining vacant buildings, including attention to moisture, pests, minor repairs, and general cleanliness, so that the property remains in a consistent and well-kept condition. Security guard services are excluded.

During each visit, the contractor shall inspect the property and perform detailed inspections of all interior and exterior areas, completing routine preservative tasks.

Activities include, at minimum:

1.10.2. Interior building inspection

a) Structural and Safety Checks:

The contractor shall observe walls, ceilings, floors, windows for visible signs of wear, dampness, or damage. Check for loose building elements and secure or report as appropriate. The contractor shall report to the COR structural concerns immediately.

b) Humidity & Fungus Control:

The contractor shall inspect for signs of moisture or fungal growth. Treat minor areas using appropriate cleaning products. Ensure proper ventilation in moisture-prone zones.

c) Plumbing and Restrooms:

The contractor shall flush toilets and run sinks to maintain plumbing traps. Check for leaks and address small issues such as drips or loose fittings.

d) Drainage and Roof:

The contractor shall inspect roof drains, gutters, and downspouts; remove debris. Observe roof surfaces for signs of water infiltration. Verify that floor drains remain unobstructed.

1.10.3. Mechanical Systems Preventive Maintenance

a) Fire Alarm System:

The Contractor shall, during each scheduled site visit, perform a visual inspection of the five (5) existing fire alarm control panels. This activity shall be limited to verifying the status of each panel, reviewing and recording any alarm, trouble, or supervisory messages displayed, and resetting the panels as required. Any message or condition that differs from the system’s normal or standard operating status shall be documented and reported to the COR. No testing, adjustment, repair, programming, or component replacement is required.

b) Fire Protection System:

At a minimum, the contractor shall, during one of the two scheduled monthly maintenance visits, run and check the fire pump. The contractor shall also perform basic visual inspections of system components, including valves and hose cabinets.

c) Hydropneumatic Water System:

At a minimum, the contractor shall, during one of the two scheduled monthly maintenance visits, operate the hydropneumatic system and verify pressure levels and general condition.

d) Other Mechanical/Electrical Equipment:

The contractor shall check electrical panels for tripped breakers and address simple resets when appropriate.

1.10.4. Minor Repairs and Reporting of Major Issues

The contractor shall perform minor corrective actions defined as: less than 2 hours of labor during routine visits — e.g., replacing bulbs, tightening hardware, sealing small leaks, patching small cracks, clearing drains.

a) Major Repairs

Larger repairs or replacements that require additional specialized labor, materials, or external procurement will be reported to the COR. The contractor will secure the area or apply temporary measures as needed.

b) Documentation

The contractor shall record all identified issues, whether resolved or pending, in the maintenance report as part of the contract deliverables.

1.10.5. Exterior and Grounds Maintenance

a) Trash and Debris Removal:

The contractor shall remove litter, wind-blown debris, and similar materials from perimetral grounds during each visit.

b) Landscaping (Basic Care):

The contractor shall maintain grass, weeds, and small shrubs at a reasonable level around entrances and perimetral walls.

c) Graffiti and Vandalism Removal:

The contractor shall remove graffiti using appropriate cleaning or remediation methods based on the type of surface affected. Painting over graffiti is permitted only when suitable for the material, such as on painted metal surfaces or perimeter walls. All incidents of vandalism shall be reported.

d) Exterior Lighting:

The contractor shall inspect and replace bulbs or small components to keep perimeter lighting functional.

e) Facade and Exterior Structures:

The contractor shall observe exterior surfaces for loose materials or early signs of wear. Address minor issues or report more significant observations.

1.10.6. Pest Control Measures

a) Rodent Control:

The contractor shall inspect for signs of rodent activity and maintain bait stations or traps as needed.

b) Insect Control:

The contractor shall apply insect control measures in damp or high-risk areas. Ensure plumbing traps remain filled.

c) Preventive Treatment:

The contractor shall apply general pest control materials as appropriate and safe. The contractor may handle small-scale treatments; large-scale extermination needs will be reported to the COR.

1.10.7. Cleaning

1.10.7.1. General interior cleaning

The Contractor shall provide interior cleaning services for vacant buildings solely to preserve the condition of the facility and its furnishings. These services are not intended to constitute routine janitorial services typical of occupied spaces.

Cleaning activities shall be light, non-intrusive, and preservation-level only, sufficient to prevent excessive dust accumulation, deterioration of finishes, and pest attraction.

Preservation-level interior cleaning services shall be performed once per month and shall consist primarily of dry or low-moisture methods. Services shall include light dusting of surfaces and removal of incidental debris. Carpeted areas shall be vacuumed at a reduced frequency appropriate for a vacant facility, not to exceed once every four (4) months.

1.10.7.2. Restroom cleaning and supplies

The Contractor shall clean 4 designated restrooms in the vacant buildings during each scheduled visit. There are two (2) restrooms in Reforma and two (2) restrooms in Liverpool. Restroom cleaning shall include thorough wipe-down and sanitization of all fixtures and surfaces to prevent odor, residue, or deterioration.

In addition, the Contractor shall provide and replenish restroom supplies as follows:

− Two (2) 12 roll/case boxes of core toilet paper roll: continuous sheet length, 3 ½ in roll width, 3 3/8 in core diameter, 2 plies, 250 meters roll length.

(Elite plus 6695 or similar or similar) per month.

− Two (2) 6 roll/case boxes of hardwound paper towel roll: continuous sheet length, 20cm roll width, 183 meters roll length, 1 ply (Kleenex ultra 92224 or similar) per month.

− Two (2) 2 case boxes of hand soap (Gojo 5665-02 or similar) per month.

1.10.8. Emergency Response Services

Emergency Response Services are intended to provide rapid, on-call support when unexpected conditions arise that threaten the safety, integrity, or preservation of the vacant properties. These services focus on stabilizing hazardous situations, preventing further deterioration, and protecting the facility until permanent repairs can be assessed and authorized. The contractor shall be prepared to respond 24/7, mobilize promptly upon notification, and perform only those actions necessary to secure the site, mitigate immediate risks, and maintain basic functionality. All responses shall be documented and communicated to the COR in accordance with contract requirements.

Emergency response services include:

− Securing broken doors/windows using temporary methods (e.g., plywood).

− Shutting off utilities when leaks or hazards occur.

− Pumping minor water accumulation (<10 cm depth; <20 m² area).

− Clearing obstructions from drains or entrances.

− Stabilizing unsafe conditions temporarily.

Emergency response excludes:

− Major pump-outs

− Rebuilding or replacing structural/architectural elements

− Professional trades beyond basic stabilization

1.10.9. Waste handling and disposal

The contractor shall be responsible for collecting, handling, and disposing of all waste generated as a result of the maintenance services performed under this contract. This includes, but is not limited to, waste generated from interior cleaning, ground maintenance activities, used consumables, debris, packaging, small discarded parts, filters, cleaning materials, and any other by-products of routine or emergency work.

Waste quantities are expected to be minimal due to the vacant status of the facilities. Disposal shall be performed in accordance with applicable local environmental, health, and sanitation regulations, and waste shall not be allowed to accumulate on-site.

1.11. MANAGEMENT AND SUPERVISION

1.11.1. Contracting Officer Representative (COR)

See DOSAR clause 652.242-70 in Section 2, Contract Clauses.

1.11.2. Government Technical Monitor (GTM)

The Contracting Officer may appoint an individual(s) to assist the Contracting Officer’s Representative (COR) in monitoring the contractor’s performance. This individual is called a Government Technical Monitor (GTM). A GTM may be designated to provide technical monitoring, advice, and assistance, to aid the COR in the monitoring and evaluation of the contractor’s performance.

1.11.3. Contractor’s Project Manager

The Contractor shall designate a Project Manager who shall be the Contractor’s point of contact. The Project Manager shall be responsible for managing the Contractor’s work under this contract, including the management and overall supervision of the entire waste collections services effort through day-to-day operations, acting as a liaison with the COR. The Project Manager must have a minimum of 5 years’ experience and must have sufficient English language skills and knowledge to be able to communicate with the COR and the Contracting Officer.

The Contractor’s Project Manager designated under this Contract is:

Project Manager:

Telephone Number(s):

E-mail:

Note to Offerors: Please provide a Project Manager.

1.11.4. Replacement of the Project Manager after First 90 Days

After the first 90 days, the Contractor may replace the Project Manager if the Contractor determines the change to be necessary. However, prior to making any replacement the contractor shall provide a resume that adequately demonstrates the proposed replacement possesses qualifications comparable to the Project Manager being replaced.

1.11.5. COR Approval of Project Manager Replacement

Whenever a Project Manager replacement is requested, the Contractor shall sign the resume of the proposed replacement certifying that the resume is accurate and complete and that the proposed replacement possesses the required qualifications.

The COR will notify the Contractor in writing within five (5) calendar days after receipt of the resume whether the proposed replacement is acceptable. If needed, the COR may request additional information if a determination of acceptability cannot be made based on the resume alone. If the COR determines that a proposed replacement is not acceptable, the COR will provide the contractor with the reason that led to this determination. The Contractor will then be required to propose another replacement to the COR for consideration.

1.11.6. Weekly Meetings, Schedules, and Reports

The Project Manager shall participate in weekly scheduled meetings with the COR at the location determined by the latter. The day before a meeting, the Contractor shall deliver a performance schedule covering the work that was performed during the previous week and what is planned for the upcoming week.

The Contractor shall be responsible for coordinating all work to be performed under this contract with the COR. The Contractor shall maintain work schedules. On a weekly basis, the Contractor shall submit to the COR the daily report of attendance of the employees. If one employee is absent, the Contractor is responsible to provide a replacement staff.

1.12. SCHEDULE

1.12.1. Routine Maintenance Visits:

The contractor shall perform two scheduled maintenance visits per month, within standard working hours (8:00 AM to 5:00 PM, Monday–Friday, excluding US and local holidays). A recurring schedule (e.g., first and third Wednesday of each month) shall be coordinated with the Contracting Officer’s Representative (COR).

1.12.2. Emergency Response:

The contractor shall remain available 24/7 for emergency call-outs. A monitored emergency contact number shall be provided.

The contractor shall:

− Mobilize personnel immediately upon notification.

− Arrive onsite within two (2) hours.

− Stabilize the condition to prevent further damage.

− Notify the COR of conditions, risks, and next steps.

− Corrective repairs beyond initial stabilization shall not be completed without

USG authorization.

The contractor shall remain available 24/7 for emergency call-outs. A monitored emergency contact number shall be provided.

Unit prices for emergency response services shall include labor and mobilization only. Specialized equipment, labor, or corrective repairs beyond initial stabilization shall be quoted separately and are subject to USG approval. The contractor may be required to respond to emergency maintenance calls, up to a maximum of three (3) emergency calls per month, not to exceed thirty-six (36) emergency calls per year.

Emergency call services are not included in the scope of monthly maintenance services and will be compensated separately, only for services actually performed.

1.12.3. Additional work and hourly labor rates (Out of Scope Work)

In the event that maintenance, repair, or corrective work is identified that it falls outside the scope of services defined in this contract, such work shall not be performed without prior written authorization from the Contracting Officer or Contracting Officer’s Representative (COR).

For purposes of estimating and quoting such authorized out-of-scope work, the Contractor shall provide a schedule of fully burdened hourly labor rates for applicable trades. These rates shall be used solely as a basis for cost estimates or negotiated pricing for additional work and shall not be construed as a guarantee of work or authorization to perform services beyond the scope of this contract.

All hourly rates shall be inclusive of labor, supervision, overhead, administrative costs, tools, minor consumables, insurance, and profit. Materials, specialized equipment, permits, and third-party services, if required, shall be quoted separately and subject to approval prior to execution.

The Contractor shall submit an hourly labor rate schedule, at a minimum, for the following trades:

- General Maintenance Technician

- Electrician

- Plumber

- HVAC Technician

- Carpenter

- Painter

- Mason

1.13. CONTRACTOR FURNISHED PERSONNEL, TOOLS AND

MATERIALS

1.13.1. Personnel

The contractor designated personnel shall be trained and experienced in general building maintenance. A representative from the contractor shall be designated to coordinate the performance of this contract with the COR.

1.13.2. Tools and Equipment

The contractor shall provide all tools, ladders, testing equipment, and devices necessary for maintenance and inspections to perform work to comply with the scope as required by this contract.

1.13.3. Consumable Materials and Supplies

The Contractor shall maintain a supply of expendable and common parts so that these are readily available for normal maintenance and small repairs to include:

hoses, belts, oil, chemicals, grease, sealant, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection).

1.13.4. Subcontracting Limitation and Notification Requirement:

The contractor shall not subcontract more than ten percent (10%) of the total value of maintenance services under this contract without prior written approval from the COR. If subcontracted labor exceeds this threshold, the contractor must provide a list of all subcontractors engaged, including primary points of contact for each, within five (5) business days of the Notice to Proceed. The contractor shall promptly notify the COR in writing of any changes to the list of subcontractors, including additions, removals, or changes in contact information.

If subcontracted labor does not exceed ten percent (10%), the contractor shall submit a written memorandum to the COR within five (5) business days of the Notice to Proceed, confirming that subcontracted labor does not exceed the ten percent (10%) threshold.

1.14. INVOICING AND PAYMENT

1.14.1. Payment Period

In consideration of satisfactory performance of all scheduled services required under this contract, the Government will pay the Contractor a firm-fixed-price per month.

The monthly rate for Standard Services is a fully loaded rate, including, but not limited to:

(a) All direct and indirect labor costs (including any taxes or premiums relating to overtime, holidays, nightshift, etc.;

(b) All direct and indirect material costs;

(c) All overhead and indirect costs, including general and administrative expenses (G&A);

(d) Profit;

(e) Value Added Tax (VAT)

(f) Any other expense related to providing the services required under this Contract and as per local labor laws.

1.14.2. Invoice Submission

The Accounts Payable section of the US Embassy has a paperless Voucher processing system known as ILMS VENDOR PORTAL. Please follow the guidelines stated in Attachment 6, to submit a payment request through the VENDOR PORTAL. Paper or emailed invoices are no longer accepted.

Please include the following documents with your payment request:

(a) Original PDF electronic invoice (no scan copies).

(b) Banking form information (for new vendors. Completed and signed).

(c) COR Name

1.14.3. Invoice Requirements

To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905, as well as the following minimum requirements:

a. Electronic Invoice;

b. Contractor’s name and complete legal address;

c. Contractor’s Tax ID (RFC) and SAM Unique Entity ID

d. Date issued;

e. Issue Invoice as follows:

Embajada de los Estados Unidos de América

Paseo de la Reforma No. 305, Colonia Cuauhtémoc, México, CDMX., C.P. 06500;

RFC: EEU 930201 289;

g. Contract number;

h. Service period covered by the Invoice;

h. CLIN number

i. A summary of services provided as stated in the Contract. It should include the cost breakdown of each line item.

i. IVA broken down (if applicable);

j. Amounts shall be in numbers and spelled out;

k. Prompt payment discount, if any

If an invoice does not contain the above information, the United States Government reserves the right to reject the invoice as improper and return it to the Contractor within 7 calendars days. The Contractor must then submit a proper invoice.

1.14.4. Invoice Receipt Confirmation

If the Invoice is correct and accepted, the payment system will provide you with a voucher number within 3 business days after the payment request is submitted.

If the payment request is incomplete or incorrect, the system will notify you of any missing information. Contact the financial vouchering section at the email below if confirmation is not received within 3 business days:

mexfmccustomervoucher@state.gov

1.14.5. Invoice Revision

mailto:mexfmccustomervoucher@state.gov

The COR will review each summary invoice and approve invoices for payment. It shall be the COR who will interact with the Contractor on any invoice problems.

1.14.6. Payment

Payment shall be made via Electronic Funds Transfer (EFT) within 30 days after receipt of the proper Invoice in the currency stated in section 1.6, Pricing, as per section 1.4, Currency.

1.15. DISCLOSURE OF INFORMATION

Any information made available to the Contractor by the Government shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract. This information might include names, positions, sections, agencies and any other proprietary information as applicable.

1.16. POST AWARD CONFERENCE

Within 10 calendar days after contract award, a post award conference will be scheduled with the awarded Contractors, the Contracting Team and the COR.

Further instructions will be provided by the Government at time of award.

1.17. AUTHORIZATION AND APPROVAL

1.17.1. Authorization to Give Instructions and Directions

No person or agency other than the Contracting Officer (CO) is authorized to give instruction, orders or directions on behalf of the Government to the Contractor or his employees, unless such person or agency is authorized in writing by the CO to so act. The authority of such person or agency is strictly limited to the written authorization provided by the CO. The duty is upon the Contractor to determine the authority of such person or agency. Any questions regarding the authority of such person or agency should be directed to the CO in writing.

1.17.2. Delegation of Authority

The CO may designate and authorize a representative(s) to act on his/her behalf under this contract. Such representative(s) as may be appointed shall be designated by a letter from the CO and a copy of the letter shall be given to the Contractor. The COR shall represent the CO as specified in his/her delegation of authority letter. The COR shall not be authorized to issue change orders or adjustments. Changes in the Scope of Work/Specifications or any increase or decrease in the work called for by this contract shall be made by the CO by an executed modification to this contract.

1.18. OPTION PERIODS

This Contract includes one (1) year option period. Therefore, the U.S. Government may extend this contract under FAR 52.217-9, “Option to Extend the Term of the Contract” and 52.217-8, “Option to Extend Services”.

These option periods are priced in paragraphs 1.6.2, First Option Year Prices, 1.6.3, 6-Month period. If exercised, the option period shall commence at the expiration of the previous period of performance and will continue for 12 months.

1.19. DELIVERABLES

1.19.1. Maintenance Service Reports

The contractor shall submit a written report after each visit, including activities completed, issues found, repairs done, and photos when helpful.

1.19.2. Emergency Response Report

The contractor shall submit an incident summary within 1 business day of any emergency response.

1.20. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective method to promote effective contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the U.S. Government, is responsible for management and quality control to meet the terms of the contract. The role of the U.S. Government is to monitor quality to ensure that contract standards are achieved.

At minimum, the QASP shall include:

a. Service Procedures and Checklists

A general description of how maintenance visits, inspections, and minor repairs will be conducted. Basic checklists or task lists used by the contractor’s technicians during scheduled visits.

b. Staff Responsibilities

Identification of the personnel responsible for supervising work quality and ensuring completion of required tasks.

c. Internal Monitoring

The contractor’s method for reviewing the work performed (e.g., supervisor checks, random spot-checks, or brief post-visit reviews).

d. Recordkeeping

A description of how maintenance reports, emergency response reports, and issue logs will be documented and stored. Confirmation that documentation will be made available to the COR on request.

e. Communication and Follow-Up

The process for notifying the COR of any significant issues observed during maintenance activities.

f. Service Continuity

The contractor’s general approach to ensuring scheduled visits occur as planned, including backup personnel if primary staff are unavailable.

The contractor shall submit the QASP to the COR for review within 10 calendar days after contract award. Updates may be made by the contractor as needed, but any revisions shall be shared with the COR. The contractor is responsible for ensuring that its technicians follow the approved QASP throughout the period of performance.

Description QTY Delivery Date Deliver to

Maintenance Service Report 24 5 calendar days after each maintenance service.

COR

Emergency Response Report 36 Within 1 business day of any emergency response service.

COR

Quality Assurance Plan 1 Within 10 calendar days after contract award

COR

Subcontracted Labor Notification:

Written notification to the Contracting Officer of all labor subcontractors engaged if subcontracted labor exceeds 10% or a memorandum confirming subcontracted labor does not exceed 10%.

1 Within five (5) business days of Notice to Proceed (NTP), and within five (5) business days of any subsequent changes.

COR

Performance Objective Scope of Work

Paragraphs

Performance Threshold

Services.

Performs maintenance services as set forth in the Performance Work Statement (PWS).

1.10

All required services are performed on time and no more than one (1) customer complaints are received per month.

1.20.1. Surveillance

The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

1.20.2. Standard

The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

1.20.3. Procedures

a. If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

b. The COR will complete appropriate documentation to record the complaint.

c. If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

d. If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

e. The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

f. If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

g. The COR will consider complaints as resolved unless notified otherwise by the complainant.

h. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

1.20.4. Inspection System

The Contractor shall institute an appropriate inspection system including:

a. Develop and maintain checklists of duties to be carried out.

b. Ensure these duties are closely monitored by the foremen staff and skilled workers.

c. Perform inspections at all work locations to determine whether the various services are being performed according to the contract requirements.

1.21. CONTRACTOR QUALITY CONTROL MANAGEMENT

(QCMP)

The Contractor shall be responsible for quality control and management throughout the contract terms. The Contractor, within 30 days of award and prior to start of services, shall provide a Quality Control Management Plan (QCMP) for COR review and approval. This plan must be approved before the start of services.

The QCMP shall define:

1. The contractor's approach to Quality Control on the contract.

2. An overview of the contractor's approach to planning, organization, direction, and control of quality-related activities associated with the delivery and performance of products and services.

3. The procedures to perform Quality Metrics, Quality Checklist, and Quality Assurance and Quality Control.

1.21.1. Purpose

This plan is designed to provide an effective method to promote effective Contractor performance. The QCMP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance using the Departments QASP, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management of quality control to meet the terms of the contract. The role of the Government is to monitor the conduct of the Contractor as it relates to quality assurance to ensure that contract standards are achieved.

1.21.2. Documentation

The Contractor shall measure and document its performance against the scope of work and performance outcome requirements. The frequency at which one’s performance is evaluated is largely a function of the customer’s expectations as reflected in the scope of work or performance outcome.

1.21.3. Measurement

The Contractor shall use one or more of the following measurement tools:

1. Surveys

2. Complaint logs

3. Customer evaluations

1.21.4. Feedback

The Contractor shall respond to both positive and negative customer feedback and shall fully investigate complaints. Feedback shall be part of the contractor’s ongoing effort to improve service. Regular and on-going communication between the Contractor and COR is essential to meeting customer expectations.

1.21.5. Evaluation of Progress and Continuous Improvement Plan

Appropriate levels of management should follow a documented process in reviewing performance results. There should be a written corrective plan of action that is consistent with the contractor’s policies and procedures in the QCMP. The QCM plan should describe how the contractor will measure, report, and implement performance improvement.

1. Surveillance

2. The COR may receive and document all complaints from Government personnel regarding the services provided.

1.21.6. Standard

The performance standard is that the Government receives no more than one (1) customer complaint per month for Trash Collection Service.

1.22. LIST OF ATTACHMENTS

• Attachment 1 – Supporting photos, drawings and details.

• Attachment 2 – Safety Plan and POSHO

• Attachment 3 – Payment Registration Form – Pesos

• Attachment 4 – Payment Registration Form – U.S. dollars

• Attachment 5 – Payment Reg Form – U.S. dollars in Mexican Bank

• Attachment 6 – Vendor Portal Registration

• Attachment 7 – Guide for NCAGE and SAM Registration

ATTACHMENT 1 – Supporting photos, drawings and details.

To be provided by the COR from Facilities Office

ATTACHMENT 2 – Safety Plan and POSHO

Safety Plan and POSHO forms are included as separate documents.

ATTACHMENT 3 – PAYMENT REGISTRATION FORM -

PESOS

Company Information

New Registration of Account Change of Account Fiscal Name of the account holder RFC (for Mexican Companies) Name - Point of Contact Telephone Number(s) E-mail Address Company Address

UEI

Bank information needed for EFT transfers in Pesos, Mexican Currency.

BANK INFORMATION

Bank Name CLABE Interbancaria (18 digits) Currency of Account MXN

If it is a collection account, please include the reference number:

Numeric reference:

Alphanumeric reference:

Signature Date

FMC approval

Note to Offeror: This form has to be signed and attached in PDF format.

ATTACHMENT 4 – PAYMENT REGISTRATION – USD TO A BANK IN THE

UNITED STATES

Company Information

New Registration of Account Change of Account

Name of the account holder Name - Point of Contact Telephone Number E-mail Address Address

UEI

Contractor US Tax ID

Bank information needed for EFT transfers in U.S. Dollars to a Bank in the United States

BANK INFORMATION

Bank Name Bank Routing Number (must be 9 digits beginning with a 0,1,2 or 3)

Account Number Currency of Account USD

ATTACHMENT 5 – PAYMENT REGISTRATION – USD TO A BANK IN

MEXICO

Company Information

New Registration of Account Change of Account

Name of the account holder RFC (for Mexican Companies) Name - Point of Contact Telephone Number E-mail Address Address

UEI

Bank information needed for EFT transfers in U.S. Dollars to a U.S. Dollar Bank Account in Mexico.

BANK INFORMATION

Bank Name SWIFT Bank Mexico (Different from SWIFT Intermediate Bank)

CLABE Interbancaria (18 digits) Currency of Account USD

INTERMEDIATE BANK

INFORMATION

Bank Name SWIFT Intermediate Bank (Different from SWIFT Bank Mexico)

ATTACHMENT 6 – Vendor Portal Registration

Attachments are included as separate files as part of the Solicitation Package.

ATTACHMENT 7 – GUIDE FOR NCAGE AND SAM REGISTRATION

1. Background

To be eligible for an award, all prospective Offerors shall have a SAM Unique Entity ID; a Commercial and Government Entity (Cage)/North Atlantic Treaty Organization (NATO) = (NCAGE) Code; and an active registration in System for Award Management (SAM). Refer to FAR 4.605(b).

Vendors have experienced difficulty registering in SAM. One of the most common issues is inaccurate address validation. SAM first validates that addresses entered when requesting NATO Commercial and Government Entities (NCAGE) and unique entity ID match. If SAM.gov cannot validate your entity, you can create a help ticket with the Federal Service Desk at www.fsd.gov.

NOTE: it is very important that each company/entity register with their fiscal company name and address in NCAGE as well as in SAM and without misspelling/typos. The information shall match and be exactly the same on all registrations, if not, the process will take much longer.

2. NATO Commercial and Government Entity (NCAGE) Code:

Foreign entities shall obtain a NCAGE code for each Unique Entity ID they plan to register in SAM, before starting the registration process. Make sure the name and address information provided to obtain the NCAGE code matches that of the Unique Entity ID. Allow up to three (3) business days to receive the NCAGE code.

The direct link NCAGE Request Tool is:

NATO Codification System - AC135 http://www.fsd.gov/ https://www.nato.int/structur/ac/135/welcome.htm

3. Unique Entity ID

On April 4, 2022, the federal government stopped using the DUNS number to uniquely identify entities. This transition allows the government to streamline the entity identification and validation process, making it easier and less burdensome for entities to do business with the federal government. the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID (generated by SAM.gov).

The Unique Entity ID is a 12-character alphanumeric ID assigned to an entity by SAM.gov.

Therefore,

a. Any entity (contractor, corporation, partnership, organization, or individual) wishing to do business with the federal government under a Federal Acquisition Regulation (FAR) based contract, or anyone applying for federal grants, cooperative agreements, or other forms of federal financial assistance through Grants.gov, must be registered in SAM.gov. Overseas federal acquisition awards up to $30,000 are granted an exception.

b. Current SAM.gov registrants have already been assigned their Unique Entity Identifier and can view it within SAM.gov; there is no further action required. Existing registered entities can find their Unique Entity ID by following the steps here.

c. After April 4, 2022, entities registering in SAM.gov will no longer have to go to Dun & Bradstreet and acquire a DUNS number.

https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0041254

4. System for Award Management (SAM)

Offerors must register the entity in SAM at – SAM.gov | Entity Registrations

Please allow plenty of time before the contract application deadline. Allow up to 10 business days after submission before the registration is active in SAM.

See SAM Entity Registration Checklist to know more about the information that will be requested during your registration.

Note to Offerors: Opening an account at sam.gov does not mean that you are registered. You need to click on and follow the system guidance to complete the registration.

https://sam.gov/content/entity-registration https://iae-prd-videos.s3.amazonaws.com/pdf/entity-checklist.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Date=20220408T170943Z&X-Amz-SignedHeaders=host&X-Amz-Expires=86399&X-Amz-Credential=AKIAY3LPYEEXWOQWHCIY%2F20220408%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Signature=b121ba263d8b1ce303d3c6ef0f64f70894bb25e849f78f3f236383edb06eea21

If you completed or started your registration before May 2021, please note that sam.gov has changed. Please see the main changes description in the following link:https://www.fsd.gov/gsafsd_spid=kb_article&sys_id=1cb691e91bfaa8d02fe5e d7ae54bcb0d

5. Federal Service Desk

For further guidance and help please contact the Federal Service Desk at https://www.fsd.gov

• Live Chat

• Web Form

• Call https://www.fsd.gov/gsafsd_sp?id=kb_article&sys_id=1cb691e91bfaa8d02fe5ed7ae54bcb0d https://www.fsd.gov/gsafsd_sp?id=kb_article&sys_id=1cb691e91bfaa8d02fe5ed7ae54bcb0d https://www.fsd.gov/ https://www.fsd.gov/ https://www.fsd.gov/ https://www.fsd.gov/

SBU - CONTRACTING AND ACQUISITIONS

SECTION 2– CONTRACT CLAUSES

2.1. FAR 52.212-4 CONTRACT TERMS AND CONDITIONS –

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

Commercial Products and Commercial Services (Jan 2023)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(c) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(d) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(e) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes.

Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal, or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause FAR 52.233-1, Disputes, which is incorporated in this contract by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence. Examples of occurrences include acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C. 3903) and 5 CFR part 1315.