Commercial Properties Maintenance Services

Amendment / Modification

This amendment (0001) to Solicitation 19MX5326Q0022 makes the following key changes:

• Extended Proposal Submission Deadline: The deadline to submit offers has been extended from April 7, 2026, to April 17, 2026, by 13:00 hours Mexico City time.

• Updated SOW/RFQ Requirements: Specific requirements within Section 1 of the RFQ have been updated, including:

  • Interior Building Inspection: Changes to the "Plumbing and Restrooms" section (Subsection 1.10.2) now focus on "Drainage and Roof" inspection, including roof drains, gutters, downspouts, and observation for water infiltration.
  • Mechanical Systems Preventive Maintenance: Updates to Subsection 1.10.3 clarify the scope for Fire Alarm Systems (visual inspection only, no testing or repair), Fire Protection Systems (basic visual inspections), Hydropneumatic Water Systems (operation and verification of pressure levels, with authorization for minor repairs), and Other Mechanical/Electrical Equipment (basic checks and simple resets).
  • Minor Repairs and Reporting: Clarifications to Subsection 1.10.4 define "minor corrective actions" as less than 2 hours of labor and state that the contractor is responsible for providing materials for these actions.
  • Exterior and Grounds Maintenance: Updates to Subsection 1.10.5 refine requirements for Trash and Debris Removal, Landscaping (basic care focused on pest risk and overgrowth prevention), Graffiti and Vandalism Removal (minor removal defined by area), and Exterior Lighting (inspection and reporting, with government-provided non-conventional lamps).

• Site Visit Minutes Included: The document incorporates the minutes from the March 12, 2026, site visit, which provide clarifications on various aspects of the solicitation, including:

  • Subcontracting: The government may pre-approve subcontracting exceeding 10% with proper documentation.
  • Local Presence: U.S. firms can satisfy local regulatory requirements through a qualified Mexican subcontractor.
  • Scope Clarifications: Specific details on fire alarm systems, minor repairs, landscaping, cleaning, and access procedures.

• RFQ Section 3, Subsection 3.7 (Submission Date & Address)

• RFQ Section 1, Subsection 1.10.2 (Interior building inspection)

• RFQ Section 1, Subsection 1.10.3 (Mechanical Systems Preventive Maintenance)

• RFQ Section 1, Subsection 1.10.4 (Minor Repairs and Reporting of Major Issues)

• RFQ Section 1, Subsection 1.10.5 (Exterior and Grounds Maintenance)

The proposal submission deadline has been extended to April 17, 2026. Offerors should review the updated SOW and Q&A sections for revised requirements and clarifications.

Solicitation / RFP / RFQ

This document is a solicitation (SF 1449) for Commercial Property Maintenance Services. The U.S. Embassy Mexico City is seeking proposals for these services.

• The primary service required is "Vacant Property Maintenance Services."

• Further details regarding the scope of work are expected to be found in continuation pages referenced in the document.

• The solicitation number is 19MX5326Q0022.

• The issue date is March 3, 2026.

• The offer due date is April 07, 2026, at 13:00 hrs.

• Offerors are required to complete blocks 12, 17, 23, 24, and 30.

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

• The acquisition is designated as "UNRESTRICTED OR SET-ASIDE."

• Specific set-aside information (e.g., Small Business, WOSB, HUBZone, 8(a), EDWOSB, Service-Disabled Veteran-Owned Small Business) is indicated as potentially applicable but not definitively stated on this page.

• The document is 1 of 103 pages.

• Contact for information is Morgan Osborne at MexicoCityGSOSolicitations@groups.state.gov.

• Payment will be made by the U.S. Embassy Mexico City Financial Management Center - Vouchering Unit.

Forms / Attachments / Pricing Sheets

This document is a training presentation for vendors on how to use the myILMS portal for purchase orders and invoice submission. It covers the system overview, how to create and submit an invoice, accessing the portal, user interface, finding orders, creating invoices from orders or the main page, invoice drafts, line items, attached documents, and the different invoice statuses (Submitted, Draft, Cancelled, Rejected, Approved).

• System Overview: Explains the basic workflow of order creation, invoice submission, and automated invoice processing.
• Invoice Creation Methods: Details two methods for creating invoices: from an existing order or directly from the main dashboard.
• Invoice Statuses: Outlines the different states an invoice can be in and whether they are editable (Draft is editable, others are read-only).
• Account Creation: Provides instructions on how vendors can create an account in the myILMS portal.

This document is crucial for vendors who will be using the myILMS portal to manage their purchase orders and submit invoices. It provides a step-by-step guide to the processes, helping vendors understand the system's functionality, requirements, and workflows, thereby facilitating accurate and timely submissions.

Form / Attachment / Pricing Sheet

This document is a vendor training guide for the myILMS (Integrated Logistics Management System) Portal, focusing on "Order Delivery and Invoice Submission." It serves as a resource for vendors to understand and navigate the processes within the myILMS system.

• System Overview: Outlines the workflow from order creation to payment processing.
• Invoice Creation: Details two methods for creating invoices: from an existing order or directly from the homepage.
• Invoice Submission: Guides users through the steps of reviewing and submitting an invoice.
• Invoice Statuses: Explains the different statuses an invoice can have (Draft, Canceled, Rejected, Approved) and the implications for vendors.
• Account Requests: Provides instructions on how vendors can create an account within the myILMS portal.

This document is crucial for any vendor interacting with the myILMS system. It provides step-by-step instructions and visual aids for key transactional processes, including order fulfillment, invoice creation, submission, and tracking. Understanding these procedures is essential for timely and accurate payment processing and for managing vendor accounts within the system.

Form / Attachment / Pricing Sheet

This document provides training on Multi-Factor Authentication (MFA) for users of the myILMS logistics for diplomacy platform, specifically focusing on its use with ServiceNow and the vendor portal.

• General Overview: Explains MFA as an additional security measure for logging into the purchasing portal, required by ServiceNow. MFA applications are free and do not require internet or cellular service.
• User-Specific Needs: Details how users with smartphones can use Google Authenticator, which sends login notifications for approval.
• Google Authenticator Configuration: Provides step-by-step instructions for setting up Google Authenticator on iOS and Android devices, including downloading the app, logging into the portal, scanning QR codes, and entering verification codes.
• Authy Configuration: Offers instructions for setting up Authy via Chrome extension or desktop application, including adding the application, verifying identity via phone number, and entering codes.
• WinAuth Configuration: Guides users through downloading and configuring WinAuth on a desktop computer, including adding an authenticator, entering secret codes, and verifying the setup.
• Login Process: Outlines the MFA login procedure for each tool (Google Authenticator, Authy, WinAuth), emphasizing that MFA is required for each login to the vendor portal.

This document is crucial for potential bidders who will need to access the myILMS vendor portal. It details the mandatory Multi-Factor Authentication (MFA) process and provides instructions for setting up various authenticator applications (Google Authenticator, Authy, WinAuth). Bidders must follow these instructions to successfully log in and interact with the portal for any related opportunities.

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 options for MFA setup based on user device availability:
  • Google Authenticator: For users with a smartphone, using an app that sends push notifications for approval.
  • Authy: An alternative for users without a smartphone, offering desktop methods and security for shared devices.
  • WinAuth: For users without a phone, providing a desktop-only setup method.
• Setup Instructions: Provides step-by-step guides for setting up Google Authenticator, Authy (via Chrome Extension), and WinAuth.
• Logging In: Details the process of logging into the Procurement Portal using MFA with each of the mentioned applications.

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.

Form / Attachment / Pricing Sheet

This document is a "Permiso de Trabajo de Altura" (Work at Height Permit) form. It is designed to ensure that all necessary safety precautions and verifications are completed before and during work performed at height. Bidders may need to understand or use this form if the opportunity involves work at height and requires adherence to specific safety protocols.

• Permit Validity: Specifies that the permit is valid only for the indicated shift and date, and loses validity if work or environmental conditions change. Work must be suspended if conditions are not safe.
• Work Details: Requires detailed description of the work, location, date, and time.
• Authorized Personnel: Lists names, identification, roles, and verification of authorization/experience for personnel working at height.
• Personal Protective Equipment (PPE) & Tools: Checklists for required PPE (helmets, safety glasses, harnesses, etc.), tools, and collective protection measures.
• Training & Preventive Actions: Verification of worker health, communication in emergencies, and preventive actions like area delimitation and tool inspection.
• Work at Height Verification: Detailed checks for scaffolding, ladders, lifelines, and anchorages, including safety features and stability.
• Work Instructions: Confirmation that personnel understand safe work procedures, emergency plans, and the requirement to be anchored.
• PPE Verification for Work at Height: Specific checks for harnesses, lifelines, and anchorages.
• Authorization Signatures: Signatures from the issuer for permit initiation and closure.

This form highlights the critical safety requirements and procedures related to working at height. If the opportunity involves such tasks, bidders should note the extensive checks and equipment required, which may impact resource allocation, training needs, and overall project planning. Understanding these safety protocols is essential for compliance and successful execution of any related work.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) from the U.S. Embassy in Mexico City for Commercial Properties Maintenance Services. The services are to be performed at the former Embassy building in the Reforma area and the former Benjamin Franklin Library.

Bidders must submit a quote that includes:

• SF-1449 form (specific blocks to be completed)
• Section 1, The Schedule, (Fill-in) Pricing
• Active SAM registration
• Additional information as required in Sections 3 and 4 of the solicitation package.

The U.S. Government intends to award a firm fixed-price contract. The period of performance and estimated value are not specified in this document.

• Quotes must be submitted electronically to MexicoCityGSOSolicitations@groups.state.gov.
• The submission deadline is Tuesday, April 7, 2026, at 13:00 hours Mexico City local time. No late quotes will be accepted.
• The award will be made to the responsible company submitting a technically acceptable proposal at the lowest price. Award will be based on initial proposals, but discussions may be held if necessary.

A Site Visit is scheduled for Thursday, March 12, 2026, at 10:00 hours Mexico City Time, to discuss the solicitation requirements. Interested offerors should contact the Contracts team via email at MexicoCityGSOSolicitations@groups.state.gov for further information.

Questions regarding the RFQ should be directed to MexicoCityGSOSolicitations@groups.state.gov by Thursday, March 19, 2026, before 13:00 hours Mexico City Time.

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 Request for Quotation (RFQ) seeks commercial property maintenance services for two properties in Mexico City: the former Embassy building at Reforma area and the former Benjamin Franklin Library. The objective is to ensure both properties are maintained in an orderly condition throughout the period of performance.

• Scope of Services: Provide vacant property maintenance services, including scheduled maintenance and on-call emergency response.

• Specific Tasks:

  • Interior building inspection (structural, humidity, fungus, plumbing, drainage, roof).
  • Mechanical systems preventive maintenance (fire alarm, fire protection, hydropneumatic water, other mechanical/electrical).
  • Minor repairs (less than 2 hours of labor).
  • Exterior and Grounds Maintenance (trash removal, basic landscaping, graffiti removal, exterior lighting, facade checks).
  • Pest Control Measures (rodent, insect, preventive treatment).
  • Cleaning (general interior, restroom cleaning and supplies).
  • Emergency Response Services (stabilizing hazardous situations, securing property, etc.).
  • Waste handling and disposal.

• Exclusions: Security guard services are excluded.

• Quality: Contractor must demonstrate high expertise, adhere to industry standards, and maintain superior quality. Excellence in customer service is required.

• Contract Type: Firm-fixed-price.

• Period of Performance: Twelve (12) months, with one (1) 12-month option period and a potential 6-month extension.

• Currency: Offers and payment in U.S. Dollars. Local companies can be paid in U.S. dollars if they have a U.S. dollar bank account. Foreign firms submit prices and receive payment in local currency unless they have a U.S. dollar bank account in Mexico.

• Value Added Tax (VAT): Not applicable to U.S. firms. For local companies, VAT is priced separately and not included in line-item rates.

• Submission: Proposals to be submitted in two volumes: Volume I (completed solicitation, pricing schedule, attachments) and Volume II (experience, ability to perform, management and technical information).

• Deadline: Tuesday, April 7, 2026, before 13:00 hours, Mexico City time.

• Evaluation: Award will be made to the lowest priced, acceptable, responsible offeror.

• Site Visit: Scheduled for Thursday, March 12, 2026, at 10:00 am (local time). Registration required by March 11, 2026.

• U.S. firms are eligible. Local companies are eligible. Foreign firms are eligible.

• Offerors must have a SAM Unique Entity ID and NCAGE/CAGE code.

• Attachments: Include supporting photos, drawings, safety plans, payment registration forms, vendor portal registration guide, and NCAGE/SAM registration guide.

• Invoicing: Via ILMS VENDOR PORTAL. Paper or emailed invoices are not accepted.

• Payment: Via Electronic Funds Transfer (EFT) within 30 days after receipt of proper invoice.

• Subcontracting: Not more than 10% of the total value without prior COR approval.

Other / Unclassified

This document is a Safety Management Plan (SMP) that outlines the safety requirements for contractors and subcontractors working on a project, likely for the U.S. Embassy in Mexico City, given the bilingual content and references to "Post" and "COR". It details the standards and procedures that must be followed to ensure a safe working environment.

This plan is crucial for potential bidders as it establishes the mandatory safety protocols and compliance standards. Key areas covered include:

• Governing Standards: Adherence to the U.S. Army Corps of Engineers EM 385-1-1 or Mexican industrial safety laws, whichever is more restrictive.
• General Safety: Requirements for hazard identification, competent persons, insurance proof, daily safety briefings, and personnel conduct.
• Specific Requirements: Detailed guidelines for 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.
• Hazard Assessment & Mitigation: Contractors must conduct and document hazard assessments and implement mitigation strategies.
• Emergency Procedures: Contractors must detail their procedures for handling accidents and medical emergencies, with the Embassy providing only first aid.
• Inspections & Compliance: The COR (Contracting Officer's Representative) and Embassy safety personnel will inspect and enforce compliance. Non-compliance can lead to work stoppage.

Bidders must understand and be prepared to comply with these extensive safety regulations, which will likely be a significant factor in project execution and cost.