Boilers Preventive Maintenance Services

Other / Unclassified

This document contains the minutes from a site visit conducted on May 14, 2026, for the "19MX5326Q0026 Boilers Preventive Maintenance Services" opportunity. It details the attendees, the purpose of the visit (to brief offerors on the solicitation and show the locations for boiler maintenance), and general directions for the visit. It also clarifies that statements made during the site visit do not change the solicitation and that any changes will be made via written amendment. The minutes also cover the site visit itself, including the inspection of four gas boilers and two diesel boilers at the NEC (New Embassy Compound) in Mexico City. The equipment is noted as new and operating without issues, with preventive maintenance expected to focus on maintaining working condition.

This document is relevant to potential bidders as it provides key information discussed during the site visit. It highlights important deadlines for questions (May 21, 2026) and proposals (June 10, 2026). It also reiterates that an active SAM registration is required and that the solicitation process is Lowest Priced Technically Acceptable (LPTA). Offerors were reminded not to contact the Requesting Office directly and that proposals must meet all solicitation requirements. The document also confirms that no questions were submitted via email for the Q&A file by the deadline.

Amendment / Modification

This amendment (0002) to Solicitation 19MX5326Q0026 updates the RFQ with the following:

• Updated Requirements in Section 4 (RFQ): Clarifies requirements related to subcontracting limitations and notification within Section 4.6 (Technical Evaluation).

• New Subsection 4.6.6: Introduces "Subcontracting Limitation and Notification" which details:

  • The government will evaluate proposed subcontracting approaches for compliance with the subcontracting limitation (not more than 10% of the total value without prior COR approval).
  • Offerors intending to subcontract must identify proposed subcontractors in their technical proposal, providing full legal name, address, point of contact, and relevant credentials (certifications, licenses, past performance).
  • Proposals failing to disclose or demonstrate subcontractor qualifications may be evaluated less favorably or deemed non-compliant.
  • Offerors not subcontracting must submit a signed letter of self-performance.

• Q&A File: Adds a Q&A file containing information requested by vendors.

• Site Visit Minutes: Provides a summary of the site visit walkthrough conducted on May 14, 2026.

• Section 4.6 – Technical Evaluation (amended to include subsection 4.6.6)

• Section 8.1 – Subcontracting Limitation and Notification Requirement (clarified)

• The amendment clarifies requirements for proposals regarding subcontracting. Bidders must ensure their proposals reflect full compliance with the updated subsection 4.6.6.

• The site visit minutes and Q&A file provide additional context and answers to vendor questions.

Amendment / Modification

This amendment (0001) to Solicitation Number 19MX5326Q0026 makes the following changes:

• Site Visit Date: The date for the pre-proposal conference and site visit has been changed from April 30, 2026, to May 14, 2026, at 10:00 hours (CST). Prospective offerors/quoters should contact MexicoCityGSOSolicitations@groups.state.gov for additional information.

• Deadline to Submit Questions: The deadline to submit questions has been extended from May 7, 2026, to May 21, 2026, before 13:00 hours (noon), local time.

• Offer Due Date: The offer due date has been extended from May 27, 2026, by 13:00 hours Mexico City time, to Wednesday, June 10, 2026, by 13:00 hours local time.

• Subsection 3.1.1 (Date and Time) regarding the Pre-Proposal Conference/Site Visit.

• Subsection 3.2.4 (Deadline to Submit Questions).

• SF-1449 Box 8 (Offer Due Date/ Local Time).

• The deadline for submitting questions has been extended to May 21, 2026.

• The offer due date has been extended to June 10, 2026.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for preventive maintenance services for the building's Electrical, Gas, and Diesel boilers located in Mexico City. The objective is to ensure all systems are in good operational condition.

• Preventive maintenance services for Electrical, Gas, and Diesel boilers.

• Contractor must demonstrate high expertise and comply with applicable local and federal Mexican regulations.

• Adherence to highest industry standards and superior quality in execution.

• Excellence in customer service.

• Provide trained and qualified technicians.

• Maintain work schedules considering post security personnel.

• Standard services to be performed Monday through Friday, 8:00 AM to 4:30 PM.

• No work on US Government and local holidays.

• Provide all necessary managerial, administrative, and direct labor personnel, transportation, equipment, tools, supplies, and materials.

• Perform scheduled preventive maintenance, safety inspection, and safety testing.

• Deliver a written report in English to the Post Facilities Manager.

• Provide system information, test results, comments on system condition, test printouts, and exhaust gas testing.

• Submit a Safety Plan and Job Hazards Analysis (JHA).

• Maintain work environments and procedures to safeguard public and Government personnel, property, materials, supplies, and equipment.

• Avoid interruptions of Government operations and delays.

• Provide a Quality Assurance Plan (QAP).

• Contract Type: Firm-fixed price.

• Period of Performance: Twelve (12) months, with two (2) additional 12-month option periods.

• Site visits for preventive maintenance must be scheduled with a minimum of ten (10) business days' advance notice.

• Payment in U.S. Dollars or Mexican Pesos, depending on firm's eligibility and bank account.

• Value Added Tax (VAT) is not applicable to U.S. firms; for local companies, it is priced separately.

• Repairs are NOT included under this agreement and will be priced separately.

• Offers must be submitted by the deadline specified in the solicitation.

• Evaluation will be based on the lowest priced, acceptable, responsible offeror.

• Acceptability will be assessed by compliance with RFQ terms and technical information.

• Contractor responsibility will be analyzed based on FAR 9.1 requirements (financial resources, performance period compliance, integrity, organization, experience, skills, equipment, facilities, and eligibility).

• Technical capability will be verified through written descriptions of procedures for combustion analysis, burner safety, water treatment, low water cut-off testing, preventive maintenance methodology, troubleshooting scenarios, controls and instrumentation, relevant equipment experience, and tools/equipment availability.

• Proof of experience in boiler preventive maintenance services is required.

• Organizational structure submission is required.

• U.S. firms are eligible for payment in U.S. dollars.

• Local companies are eligible for payment in U.S. dollars if they have a U.S. dollar bank account.

• Foreign firms not meeting U.S. firm definition will be paid in local currency unless they have a U.S. dollar bank account in Mexico.

• The document includes various attachments (A-G) covering Statement of Work, Equipment List, Payment Registration Forms, Vendor Portal Registration, and Safety Plan.

• Several FAR and DOSAR clauses are incorporated by reference and provided in full text.

Forms / Attachments / Pricing Sheets

This document is a vendor training guide for the myILMS (Integrated Logistics Management System) Portal, focusing on order delivery and invoice submission.

• System Overview: Explains the workflow from order creation to payment processing.
• Invoice Creation: Details two methods for creating invoices: from an existing order or from the homepage.
• Invoice Submission: Outlines the steps for filling out invoice details, including line items, attachments, and review before submission.
• Invoice Statuses: Describes the different statuses an invoice can have (Draft, Canceled, Rejected, Approved) and the implications for vendors.
• Account Requests: Guides new vendors through the process of creating an account and filling out the Account Request Form.

This document is crucial for vendors who will be using the myILMS portal to manage orders and submit invoices. It provides step-by-step instructions and clarifies the processes involved, helping vendors to navigate the system efficiently and ensure timely and accurate invoice processing.

Solicitation / RFP / RFQ

This document is a Request for Proposals (RFP) from the Embassy of the United States of America in Mexico City. It solicits quotes for Boilers Preventive Maintenance Services to be performed at the New Embassy Compound in Mexico City.

• Boilers Preventive Maintenance Services.

• Offerors must submit a quote.

• Offerors must complete and submit:

  • SF-1449 (blocks 12, 17, 19-24, and 30 as appropriate).
  • Section 1, The Schedule, (Fill-in) Pricing.
  • Active SAM registration.
  • Additional information as required in Sections 3 and 4.

• The government intends to award a firm fixed-price contract.

• The award will be based on initial proposals, without holding discussions, though discussions may be held if necessary.

• Quotes must be submitted to MexicoCityGSOSolicitations@groups.state.gov.

• Submission deadline: Wednesday, May 27, 2026, by 13:00 hours, Mexico City local time.

• No quotes will be accepted after the deadline.

• The evaluation will be based on technical acceptability and lowest price.

• Questions regarding the request for quotation must be submitted to MexicoCityGSOSolicitations@groups.state.gov by Thursday, May 7, 2026, before 13:00 hours, Mexico City Time.

• Not specified in this document.

• A Site Visit is scheduled for Thursday, April 30, 2026, at 10:00 hours, Mexico City Time. Interested offerors should contact MexicoCityGSOSolicitations@groups.state.gov for more information.

• Offerors are instructed not to contact anyone at the Embassy other than the Contracting team to avoid jeopardizing the solicitation process.

Solicitation / RFP / RFQ

This document is a solicitation (Solicitation Number: 19MX5326Q0026) for Boilers Preventive Maintenance Services. The solicitation is issued by the United States Embassy Mexico City, General Services Office - Contracts.

• The primary service required is "Boilers Preventive Maintenance Services". Further details are expected to be found in an attached document.

• The solicitation issue date is April 14, 2026.

• The offer due date is May 27, 2026, at 13:00 hours.

• The solicitation incorporates by reference FAR 52.212-1, 52.212-4, FAR 52.212-3, and 52.212-5, which are attached.

• This acquisition is marked as UNRESTRICTED.

• The document is a Standard Form 1449.

• Additional details regarding the services are referenced as "See Attached".

Forms / Attachments / Pricing Sheets

This document is a training presentation for vendors on how to use the myILMS portal for creating and submitting purchase orders and invoices. It outlines the system's functionalities and provides step-by-step guidance.

• System Overview: Introduces the myILMS portal and its purpose in managing federal assistance and procurement opportunities.
• Invoice Creation Process: Details two methods for creating invoices: from a purchase order or from the main dashboard.
• Invoice Statuses: Explains the different states an invoice can be in (Draft, Submitted, Cancelled, Rejected, Approved) and their implications.
• Account Creation: Guides new vendors through the process of creating an account and selecting their preferred language and embassy.

This document is crucial for vendors who will be using the myILMS portal. It provides essential training on how to navigate the system, create and submit purchase orders and invoices, and understand the status of their submissions. Familiarity with this document will enable vendors to efficiently manage their transactions within the myILMS platform.

Other / Unclassified

This document is a training guide for Multi-Factor Authentication (MFA) for the myILMS logistics for diplomacy platform. It covers the general vision of MFA, specific user needs, and provides detailed setup and login instructions for three different MFA applications: Google Authenticator, Authy, and WinAuth.

This document is relevant to bidders who will need to use the myILMS platform for logistics and diplomacy. It explains the necessity of MFA for enhanced security when logging into the procurement portal and provides step-by-step instructions on how to configure and use different MFA applications. This will help bidders ensure they can access and utilize the platform effectively and securely.

Form / Attachment / Pricing Sheet

This document provides instructions and guidance on setting up and using Multifactor Authentication (MFA) for the Procurement Portal, which is required for ServiceNow systems to meet the Department's Identification and Authentication control requirements. MFA applications are free to use and do not require internet or cell tower connectivity.

• Overview of MFA: Explains MFA as an extra layer of security to authenticate user identity.
• User-Specific Needs: Details three methods for MFA setup:
  • Google Authenticator: For users with a smartphone, requiring app download and approval via in-app notification.
  • Authy: An alternative for users without a smartphone, offering desktop methods and added security for shared public devices.
  • WinAuth: For users who do not have a phone, providing a setup method to bypass phone verification and use only a desktop device.
• Setup Instructions: Step-by-step guides for setting up Google Authenticator, Authy (Chrome Extension), and WinAuth.
• Logging In: Instructions on how to log in to the Procurement Portal using MFA with each of the described methods.

This document is crucial for potential bidders who will need to access the Procurement Portal. It outlines the mandatory MFA requirement and provides detailed instructions on how to set up and use different authentication applications (Google Authenticator, Authy, WinAuth) to log in. Understanding and implementing MFA is necessary for successful interaction with the portal.

Other / Unclassified

This document is a Safety Management Plan (SMP) that outlines the safety requirements for contractors and subcontractors working on a project. It details the responsibilities of all parties involved in ensuring a safe work environment, referencing standards from the US Army Corps of Engineers (EM 385-1-1) and Mexican industrial safety laws. The plan covers general safety requirements, barricading, personal protective equipment (PPE), tool safety, emergency response, high-risk work, electrical safety, fall protection, scaffolding, chemical substance management, lifting operations, welding, road safety, confined spaces, and tree trimming.

Potential bidders must understand and comply with these safety requirements. Key aspects include:

• Compliance Standards: Adherence to EM 385-1-1 and/or Mexican laws.
• Competent Person: Requirement to designate a "competent person" for safety oversight.
• PPE: Mandated use of appropriate Personal Protective Equipment based on hazard assessments.
• Training & Certification: Submission of training certificates for specific tasks (e.g., high-risk work, work at heights).
• Permits: Requirement for work permits for high-risk activities and hot work.
• Hazard Assessment: Contractors must conduct and document hazard assessments and mitigation plans.
• Emergency Procedures: Contractors must detail their emergency response procedures, with the Embassy providing only first aid.
• Reporting: Procedures for reporting accidents and unsafe conditions.
• Inspections: The COR and Embassy safety representatives may inspect equipment and work areas.

Failure to comply with these safety measures can lead to work stoppages and may impact contract performance.