19AS2021Q0006 Gardening Services Embassy Canberra - Solicitation.pdf

July 30, 2021

Dear Prospective Offeror:

Subject: Request for Quotation Number 19AS2021Q0006

The U.S. Embassy Canberra invites you to submit a proposal for the U.S. Embassy Chancery & Residential Properties Gardening Maintenance Services.

A site visit will be held on Thursday, August 12, 2021, l0:00 A.M AEST at the U.S. Embassy located at 21 Moonah Place, Yarralumla. ACT. All prospective offerors will be invited to attend.

For additional information or to arrange for access to the building and residence, please contact Stephen Kund at 02-6214-5779 on or before close of business (COB) Tuesday August 10, 2021 and provide the names of all individuals planning to attend the site visit.

If you would like to submit a proposal, follow the instructions in Section 3 of the solicitation and complete the required portions of the attached document as follows:

1) Standard Form (SF) 1449, Cover Sheet, page 1

2) Section 1, Pricing, pages 5-9

3) Section 3, Technical Proposal Criteria

4) Section 5, Offeror Representation s and Certifications, pages 58-86

5) IRS Form W-14 found at www.irs.gov/w14 to ensure compliance with FAR 52.229-11.

Written proposals must be submitted in a sealed envelope marked "Proposal Enclosed - 19AS2021Q0006" on or before 4:00 P.M. AEST on August 30, 2021. No written proposals will be accepted after this time.

Written proposals can be submitted at the following address:

U.S. Embassy Canberra 21 Moonah Place, Yarralumla ACT, 2611 to the attention of Ryan Ruta, Contracting Officer

Electronic offers may be submitted with "Proposal 19AS2021Q0006 Attached" listed in the subject line to the following email address CanberraGSOQuotations@state.gov on or before 4:00 P.M. AEST on August 29, 2021 which is one day prior to the written proposal due date. No electronic proposals will be accepted after this time.

All contractors have to be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to contract award pursuant to FAR provision 5.204- 7. Therefore, prospective offerors are encouraged to register prior to the submittal of quotations/proposals.

The guidelines for registration in SAM are also available at the above web address.

The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract based on initial proposals http://www.irs.gov/w14 mailto:CanberraGSOQuotations@state.gov without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Submit any questions regarding this solicitation by email to CanberraGSOQuotations@state.gov Responses will be sent in writing to all contractors on our list of interested parties.

The Embassy appreciates your interest in this solicitation.

Sincerely, Ryan Ruta Contracting Officer U.S. Embassy Canberra

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR9846303

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19AS2021Q0006

6. SOLICITATION ISSUE DATE

07/30/2021

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Ryan Ruta/Stephen Kund

b. TELEPHONE NUMBER(No collect calls)

+61 02 6214-5779

8. OFFER DUE DATE/ LOCAL

TIME

08/30/2021 4:00pm AEST

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

US Embassy - Canberra General Services Office 21 Moonah Place, ACT 2611

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY

CODE

US Embassy - Canberra General Services Office

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

Financial Management Center

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

U.S. Embassy Chancery & Residential Properties Gardening Services

See Section 1, Schedule of Services

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET

FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT

TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED ____________.

YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR

CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print) Ryan Ruta

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449

(REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48

CFR) 53.212

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL

FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print) 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 18 or SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19AS2021Q0006, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19AS2021Q0006, Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 to Description/Specifications/Performance Work Statement, Government Furnished Property

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

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

Section 4 - Evaluation Factors

• Evaluation Factors

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

Section 5 - Representations and Certifications

• 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 S- 19AS2021Q0006

PRICES, BLOCK 23

1. SCOPE OF CONTRACT

The Contractor shall perform gardening services, including furnishing all labor, material, equipment and services, for the U.S. Embassy Canberra, Australia. The price listed below shall include all labor, materials, insurance (see FAR 52.228-3 and 52.228-5), overhead, and profit.

The Government will pay the Contractor the fixed price per month for standard services that have been satisfactorily performed.

After contract award and submission of acceptable insurance certificates, the Contracting Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten

(10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

The performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months, with 4, one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

Temporary Additional Services are services that are defined as Standard Services but are required at times other than the normal workday. These services shall support special events at the Post. The Contractor shall provide Temporary Additional Services in addition to the scheduled services specified in this contract. The COR shall order Temporary Additional Services on an as needed basis. This work shall be performed by Contractor trained employees and shall not be subcontracted. The COR may require the Contractor to provide Temporary Additional Services with 24 hour advance notice.

Because Temporary/Additional Services are based on indefinite delivery/indefinite quantity, the minimum and maximum amounts are defined below:

Minimum: The Government shall place orders totaling a minimum of 100 square meters. This reflects the contract minimum for the base year and option period.

Maximum: The amount of all orders shall not exceed 1000 square meters. This reflects the contract maximum for the base year and each option period for temporary/additional services.

The Contractor shall include in its next regular invoice details of the Temporary Additional Services, if applicable, provided and requested under Temporary Additional Services. The Contractor shall also include a copy of the COR’s written confirmation for the Temporary Additional Services.

2.0 PRICING

2.1 All foreign firms shall submit its prices and receive payment in Australian dollars (AUD) except for U.S. Firms:

(1) U.S. firms are eligible to submit their offers and be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offers 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.

(2) Foreign Firms. Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency.

2.2 GOODS AND SERVICES TAX. Goods and Service (GST) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to GST; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to GST are:

2.3. BASE PERIOD

The firm fixed price for the first year of the contract is:

a) Embassy Grounds including Chief of Mission Residence (CMR):

Per month ________ x 12 = $___________per year $___________per year (GST)

b) Location 2:

Per month ________ x 12 = $___________per year

$___________per year (GST)

c) Location 3:

d) Temporary Additional Services. The Unit price (Firm-Fixed-Price) is:

$ __________sq meter

$__________ per year (GST)

* Estimated number of square meters for base year – 1,000 sq meters

Total for Base Year Period: $_______________ per year (GST inclusive)

*Offeror/Bidder: Insert price **Offeror/Bidder: Insert total price

2.4. FIRST OPTION YEAR PRICES

Option term: Twelve (12) Months

a) Embassy Grounds including Chief of Mission Residence (CMR):

Per month ________ x 12 = $___________per year $___________per year (GST)

b) Location 2:

Per month ________ x 12 = $___________per year

$___________per year (GST)

c) Location 3:

Per month ________ x 12 = $___________per year

$___________per year (GST)

d) Temporary Additional Services. The Unit price (Firm-Fixed-Price) is:

$ __________sq meter

$__________ per year (GST)

* Estimated number of square meters for base year – 1,000 sq meters

Total for First Option Year Period: $_______________ per year (GST Inclusive)

2.4 SECOND OPTION YEAR PRICES

Option Term: Twelve (12) Months

a) Embassy Grounds including Chief of Mission Residence (CMR):

Per month ________ x 12 = $___________per year $___________per year (GST)

b) Location 2:

Per month ________ x 12 = $___________per year

$___________per year (GST)

c) Location 3:

Per month ________ x 12 = $___________per year

$___________per year (GST)

d) Temporary Additional Services. The Unit price (Firm-Fixed-Price) is:

$ __________sq meter

$__________ per year (GST)

* Estimated number of square meters for base year – 1,000 sq meters

Total for Second Option Year Period: $_______________ per year (GST Inclusive)

2.5. THIRD OPTION YEAR PRICES

The firm fixed price for the Third Option year of the contract is:

a) Embassy Grounds including Chief of Mission Residence (CMR):

b) Location 2:

$___________per year (GST)

c) Location 3:

Per month ________ x 12 = $___________per year

$___________per year (GST)

d) Temporary Additional Services. The Unit price (Firm-Fixed-Price) is:

$ __________sq meter

$__________ per year (GST)

* Estimated number of square meters for base year – 1,000 sq meters

Total for Third Option Year Period: $_______________ per year (GST Inclusive)

2.6. FOURTH OPTION YEAR PRICES

Option Term: Twelve (12) Months

a) Embassy Grounds including Chief of Mission Residence (CMR):

Per month ________ x 12 = $___________per year $___________per year (GST)

b) Location 2:

Per month ________ x 12 = $___________per year

$___________per year (GST)

c) Location 3:

Per month ________ x 12 = $___________per year

$___________per year (GST)

d) Temporary Additional Services. The Unit price (Firm-Fixed-Price) is:

$ __________sq meter

$__________ per year (GST)

* Estimated number of square meters for base year – 1,000 sq meters

Total for Fourth Option Year Period: $_______________ per year (GST Inclusive)

2.7 GRAND TOTAL

Amount GST

BASE YEAR: $____________ $_______________

FIRST OPTION YEAR: $____________ $_______________

SECOND OPTION YEAR: $____________ $_______________

THIRD OPTION YEAR: $____________ $_______________

FOURTH OPTION YEAR: $____________ $_______________

GRAND TOTAL: $____________ $_______________

CONTINUATION TO SF-1449

RFQ NUMBER 19AS2021Q0006

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

1. PERFORMANCE WORK STATEMENT

The purpose of this contract is to obtain gardening services for real property owned or managed by the U.S. Government at Canberra, Australia. The Contractor shall perform gardening services in all designated spaces.

1.2. GENERAL REQUIREMENTS

Maintenance and appearance of the grass, shrubbery, garden areas, trees, and related landscape elements of the U.S. Post and properties are an important part of the representational responsibilities of the U.S. mission. The Government will measure the Contractor’s work by the appearance of the landscape covered by this contract. The Contractor shall perform complete gardening and landscape maintenance services as described in this contract for all Government properties listed in 1. 14. The Contractor shall include all planning, administration, and management necessary to assure that all services comply with the contract, the COR's schedules and instructions, and all applicable laws and regulations. The Contractor shall meet all of the standards of performance identified in the contract. The Contractor shall perform all related support functions such as supply, subcontracting, quality control, financial oversight, and maintenance of complete records and files.

1.2.2. DEFINITIONS

"Chancery" means the building of the Post used for official activities.

“CMR” means the official residence of the Chief of Mission/Ambassador

"Contracting Officer" means a person appointed with the authority to enter in and administer contracts on the behalf of the Government.

"Contracting Officers' Representative (COR)" means an individual designated in writing by the Contracting Officer to perform specific contract administration functions.

“Embassy” means the Embassy of the United States of America in Canberra

"General Instructions" mean those instructions, directives and guidelines that apply to all gardening personnel.

"Government" means the Government of the United States of America.

1.3. MANAGEMENT AND SUPERVISION

1.3.1. SUPERVISION. The Contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor's workforce at all times. This supervisor shall be the focal point for the Contractor and shall be the point of contact with U.S. Government personnel. The supervisor shall have sufficient English language skill to be able to communicate with members of the U.S. Government staff. The supervisor shall have supervision as his or her sole function. The Contractor shall submit the qualifications of the supervisor to the CO for approval prior to the award of the contract.

1.3.2. SCHEDULES. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 6:30 AM and 5:00 PM Monday through Friday. For those items other than routine daily services, the Contractor shall provide the COR with a detailed plan as to the personnel to be used and the time frame to perform the service. The Contractor shall coordinate with the COR that work hours accommodate any events that shall require no disturbance by work performance on specific areas and times.

1.3.3. QUALITY CONTROL. The Contractor shall be responsible for quality control. The Contractor shall perform inspection visits to the work site on a regular basis. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract. The Contractor shall submit the initial quality control plan to the CO for approval within 30 days after award of the contract of the contract.

1.3.4 TECHNICAL GUIDANCE. The Contractor shall have the services of a trained horticulturist with experience in the climate and soil conditions found locally to give technical guidance to the Contractor's work force and to develop and guide the Contractor's programs for lawn and tree care. The Contractor workforce shall be of qualified and certified professionals as per the local regulation’s requirements with a minimum of two years of experience in project of a similar scale.

1.3.5. GROUNDS MAINTENANCE PLAN.

The Contractor shall submit an annual Grounds Maintenance Plan that reflects the proposed frequency for meeting the requirements of this contract. The Grounds Maintenance Plan will be developed to fit the requirements of local conditions, types of vegetation, and climate factors.

The Contractor shall submit the Grounds Maintenance Plan to the COR for approval within 30 days after contract award. The Contractor shall submit the Annual Grounds Maintenance Plan to the COR for approval within 30 days after contract award.

1.3.6. MONTHLY GROUNDS MAINTENANCE REPORT. The contractor shall be responsible for submitting a monthly grounds maintenance report in English on the first week following the end of that reporting month. The report will contain and reflect the following:

(a) The entire grounds maintenance and gardening services performed for that previous month. This report will provide a detailed description of what was performed by each of the contractor’s employees for that month, what tasks were completed and where.

(b) The planned schedule for the upcoming month. The method, frequencies, dates of grass cutting, hedging, trimming, weeding, and turf repair for each property.

(c) Problems/damages found or anticipated of vegetation, ground soil, and manmade or nature-made installations, e.g. planters, ponds, stone lanterns, and corrective measures for those problems/damages, if any.

(d) Suggestions for improving aesthetics and values of landscapes at the locations listed in 1.14., if any.

(e) Matters concerning grounds maintenance and gardening services, if any.

1.4 LAWN CARE

1.4.1. GRASS CUTTING. The Contractor shall maintain the height of grass between 4 and 6 centimeters. The Contractor is responsible for all equipment and fuels needed to complete this task. No mowing techniques shall be used that will cause damage to stems, branches, bark and foliage of trees and shrubs. Special mowing operations, outside of normal mowing schedule, will need to be programmed and carried out for official functions at the Embassy to ensure lawns are at their highest level of visual quality for the functions. All lawn clippings are to be removed from the site daily during the Monday through Friday work week (some may be used in compost bins). All walkways, roads and footpaths or any other hard surfaced areas are to be cleaned after mowing to prevent potential slip hazards.

1.4.2 EDGING. The Contractor shall edge all sidewalks, driveways, and curbs each time the adjacent grass is cut. Chemical edging techniques are only permitted around trees and then provided the width of the applied strip does not exceed 300mm around the base of trees.

The contractor shall submit information or labels for the chemicals to be used for edging to the COR for approval prior to use. No motorized edger's are to be used within 200mm of the trunks of any trees or shrubs. Herbicide damage outside these areas shall be repaired within two working days. The contractor shall use mechanical edging along footpaths, curbs, and paved areas. All walkways, roads and footpaths or any other hard surfaced areas are to be cleaned after edging.

1.4.3. TRIMMING. The Contractor shall trim grass around trees, shrubs, cultivated areas, sprinkler heads, valves, fences, buildings, poles, and structures, so that grass height does not exceed the height of the adjacent grass.

1.4.4. WEEDING. The Contractor shall weed the grounds and gardens on a continuous basis to prevent the growth of weeds into lawn and landscapes. The Contractor may use weed-killing chemicals to prevent the growth of weeds to eliminate grass and weeds in the cracks and joints within or along sidewalks and curbs. The Contractor shall obtain approval of the COR for all applications of weed killers. A record of the application is to be maintained and supplied to the COR as part of the monthly ground’s maintenance report.

1.4.5. TURF REPAIR AND RE-ESTABLISHMENT. The Contractor shall, whenever necessary, repair areas damaged by vehicular traffic, oil and gas, building repairs, and normal foot traffic. The damaged area shall be filled in and leveled and then seeded or sodded and maintained to conform to adjacent areas. Over sowing or turfing must be carried out to restore grass density to an area where the grass density has dropped below 95%, or where there are bare areas larger than 150mm across in spring (September to October) and autumn (March to April) each year. Sod will be laid in areas the COR deems highly visible instead of seed.

1.4.6. The method, frequencies, and dates of grass cutting, hedging, trimming, weeding, and turf repair shall be part of the contractor's Grounds Maintenance Plan.

1.5. PRUNING

1.5.1 The Contractor shall maintain trees, shrubs, hedges, bushes, vines, ground cover and flowers. Heights of all shrubs, hedges, bushes etc. shall be discussed with the COR before pruning is undertaken.

1.5.2. The Contractor shall prepare a written schedule, as part of the Grounds Maintenance Plan, showing the method, frequencies, and dates of pruning.

1.5.3. The Contractor shall prune all shrubs, vines, bushes, ground cover, and trees to:

- direct and encourage plant growth in directions desired,

- remove dead and unsightly growth, and

- maintain a neat and attractive appearance.

The Contractor shall prune according to the schedule in the Grounds Maintenance Plan to ensure that all heavy pruning is accomplished during the proper season according to best horticultural practice. The Contractor shall prune all hedges and shaped shrubs to maintain proper shape at all times.

1.5.4. At no additional cost to the Government, the Contractor shall replace any tree, bush or shrub that is killed or rendered unusable for its intended purpose through negligent or irresponsible practices that are attributable to the Contractor.

1.6. LEAF REMOVAL. The Contractor shall, on a monthly basis, remove leaves and pine needles from the properties listed in listed in Section 1.14. of the Performance Work Statement During Autumn the main footpaths and pedestrian access ways shall be raked, swept or vacuum cleaned to keep them nominally clear of leaves, twigs and other garden litter at least twice a week. Leaves shall be picked up and removed to either the compost bins or from site. The entry road to the front of the CMR down to Moonah Place and the CMR sandstone paving shall be cleaned daily during the Monday through Friday work week. The CMR sandstone patio area shall be kept free of lichen/moss, treated with appropriate chemicals as required (minimum twice a year). All footpaths, pedestrian access ways and paved areas shall be kept free of all surface obstructions and all overhang from adjacent groundcovers, shrubs, or trees. Leaves, tree litter and similar material collected during the year shall be added to the onsite compost production regime or immediately removed from site and disposed of properly.

1.6.1. Grated drains, sumps, and pits. The contractor shall, on a monthly basis, remove fallen leaves and pine needles and any other debris from grated drains, sumps and pits located throughout all sites covered in the contract.

1.6.2. Tennis court. The contractor shall, on a daily Monday through Friday basis, remove fallen leaves and pine needles and any other debris from the Compound tennis court surface and surrounding area. The area is to be kept neat and tidy at all times.

1.6.3. Compound pool. The contractor shall keep the area around the pool clean from leaves and debris.

1.7. RECYCLED MATERIALS. The Contractor shall promote recycled uses for lawn and tree debris in meeting other gardening needs, such as mulch and compost. Mulching of garden beds must adhere to Australian Standards AS4454. Mechanical mulching of vegetable matter is to take place by prior arrangement with the COR to minimize noise impact on other Embassy activities.

1.8. REMOVAL OF DEBRIS.

1.8.1. REMOVAL OF DISPOSALS. The Contractor shall remove foreign material, cuttings, grass, leaves, bark, limbs, dead vegetation, paper, and trash from the maintained areas including walkways, stairways and curbs within or adjacent to the area. The Contractor shall remove all debris and equipment from the work site before the end of each workday. Debris removal shall prevent unsightly accumulation. The Contractor shall promptly remove collected debris to an authorized disposal site. The Contractor is responsible for all expenses incurred in the collection and disposal of debris.

1.8.2. REMOVAL OF ICE. Rock Salt is to be applied on footpaths and driveways 7.30 a.m.

each working day during winter months (June 1 through to September 30), as directed by the

COR.

1.9. WATERING

1.9.1. The Contractor shall water lawns, flowers, shrubs, and trees to provide for moisture penetration to a depth of 7 centimeters. If natural precipitation is sufficient to fulfill this requirement, the Contractor may request the COR's permission to suspend watering to avoid too much water in the soil.

1.9.2. The Contractor shall present the method, frequencies, and dates of watering in a written schedule in the Grounds Maintenance Plan. The schedule shall take into account the kinds of vegetation, local soil conditions, and the seasonal variations in plant moisture requirements.

1.9.3. The Contractor shall provide all hoses, portable sprinklers, and other similar irrigation equipment.

1.9.4. The Government shall furnish the supply of water. The contractor is to abide with all water restrictions imposed by the Local Government.

1.10. FERTILIZER

1.10.1. The Contractor shall fertilize and lime the soil to promote proper health, growth, color, and appearance of cultivated vegetation, following proper horticultural practice for the types of vegetation, soil, weather conditions, and seasons of the year. The Contractor take a minimum of #10 representative soil samples for full chemical and fertility analysis in mid/late winter at the contractor’s expense. The Contractor shall submit results of the tests and recommendations for remedial actions as part of the monthly report to the COR. The Contractor shall follow the analysis, apply fertilizers, lime, gypsum, or other soil ameliorants as required, at the appropriate time/season at the rate indicated in the analysis report. MSDS documents shall be supplied to the COR for all fertilizers used as part of this contract. All fertilizers, lime, gypsum, and other soil ameliorants are to be supplied by the Contractor.

1.10.2. The Contractor shall present the method of application, fertilizer type, frequencies, and dates of fertilizing and liming in the Grounds Maintenance Plan. The contractor shall maintain records of the application to be submitted to the COR on a quarterly basis.

1.10.3. The Contractor shall fertilize the lawn areas a minimum of two times per year.

1.10.4. The Contractor shall apply weed killer once a year. If weed killer is not required, the Contractor shall request a waiver in writing from the COR.

1.10.5. The Contractor shall fertilize trees, shrubs, bushes, hedges and plants a minimum of once a year.

1.11. GARDEN BEDS.

1.11.1. Beds Permanently Mulched. The beds shall be kept weed free, at all times, by a combination of manual and hand weeding and chemical weed control. The appropriate mulch shall be “topped up” as required to maintain the depth of mulch at not less than 75mm after settlement. The frequency of replenishment will depend on the type of mulch and the visual appearance of the beds.

1.11.2. Beds with Cultivated Soil Surface. The beds shall be kept weed free, at all times, by manual and hand weeding and occasional chemical applications for persistent, deep-rooted perennial weeds. The plants shall be maintained free of pests and diseases through the application of good horticultural practice and appropriate chemical control measures to eliminate localized pest infestations. Damage to foliage, stems and roots is to be avoided. Compost made on the site (or imported) shall be spread evenly over the bed to be treated and carefully worked into the top 100mm of soil, ensuring a good soil/compost mixture and contact. The frequency of adding compost will be determined by its availability and the types of plants in the beds to be treated. Generally, where paving surrounds beds or curbs or brick edges, etc. the mulch or soil surface of the bed shall finish 10mm below the top of the surrounding material. Where beds are surrounded by or interface with a grassed surface, the two shall be separated by a spade ‘V’ edge.

1.11.3. Annuals/Flower Beds. Prior to planting, the ground is to be thoroughly dug over;

compost and/or fertilizer are to be thoroughly incorporated and the surface prepared for planting.

Beds are to be maintained weed free, at all times, and no chemical herbicide shall be used after planting. Side dressings of fertilizer and soluble fertilizer shall be applied as required. The surface shall be maintained in a lightly surface cultivated condition, neat and tidy.

1.11.4. Hand Watering of Garden Beds. The Contractor is required to hand water garden beds located at the back of the Chancery, at the rear of the Ambassador’s office and at the rear of the DAO offices. Pots and troughs around the CMR and at the front of the Chancery also require hand watering. All areas under this contract are to be adequately supplied with water (by hand if necessary) if the existing sprinkler systems fail. If the existing watering systems have failed it is the contractor’s responsibility to ensure that there is adequate watering taking place, this may involve out of hours and weekend visits at no extra cost to the government, to ensure there is no loss of lawn or plants, trees, shrubs.

1.11.5. Cut Flower Garden. The Cut Flower garden located adjacent to the CMR is the prime garden area within the compound. This garden is used to supply cut flowers for the CMR residence year-round. The garden is to be kept in pristine condition year-round and weed free at all times. Mulch to this garden area is to be rice husks. Regular replanting and some additional plantings are required of plants and also herbs and vegetables on a seasonal basis. This also applies to gardens at Location 2. The residents and staff of the CMR and the COR are to be consulted in the plantings to this garden.

1.11.6. Seasonal Flower Displays. All garden beds at the compound, Location 2, and Location 3 are to have seasonal displays with all beds in prime condition for the 4th July celebrations.

Planning of plantings is to be coordinated to ensure that flowers are in full display at this time.

The grounds maintenance plan shall incorporate a plan for plantings to be undertaken in each seasonal flower bed. It is to include recommendations as to the type of flower and/or other decorative plant to be planted in the beds and the schedule for the planting and replacement of plants in the bed. The COR will provide approval (or alternative instructions) to the contractor no less than one month in advance of the scheduled planting date.

1.11.7. 4th of July. The prime day in the Embassy calendar is the 4th of July celebration. There is a requirement for all areas of the compound and surrounding areas (nature strips and car park) to be in pristine condition on this day. All seasonal beds are to be in full show and all gardens to be weed free, all roads are to be clear of any debris, leaves and any other detritus. All footpaths are to be clear of any debris. The week leading up to the 4th July celebration requires coordination of work schedules with the COR. Tents will be erected on the CMR terrace and this requires the removal of shrubs and plants from the CMR garden beds. These shrubs and plants are to be stored on site and replanted approximately two days after the function.

1.11.8. Propagation. The Greenhouse located at the rear of the CMR is to be used to propagate trees, bushes, flowers, and shrubs to minimize costs. Acorns from the Eleanor Roosevelt Oak Tree are to be gathered at the appropriate time each year and these acorns are to be used to grown oak trees for presentation by the Ambassador as required. A minimum of 10 successful seedlings is required each year.

1.11.9. Tree Planting Ceremonies. Several ceremonial tree plantings occur each year when visiting dignitaries are in Canberra. The Contractor will be required to prepare the site and plant the tree (or plant), coordinate the supplement of plant and topsoil for the dignitary to complete the planting and allow for three ceremonies per year.

1.11.10. Indoor plants at CMR. The contractor shall always supply and maintain six potted Raphis palms or similar in 300mm pots within the CMR building.

1.12. HAZARDOUS AND TOXIC SUBSTANCES. It is the Contractor's responsibility to ensure the safe handling, application, removal and environmentally sound disposal of all hazardous or potentially hazardous fertilizers, weed killers, and pest control products utilized in this requirement. A current copy of the Material Safety Data Sheets (MSDS) for all chemicals, fertilizers and pesticides must be kept in a specially marked folder within the Gardener’s shed. It is to be kept updated constantly and must have MSDS’s on any chemical, fertilizer and pesticide that is present on any site. A copy is also to be given to the COR and is also to be constantly updated with the Contractor delivering any updated MSDS’s to the COR before the chemical, fertilizer or pesticide is applied. Storage of any material, chemical, fertilizer or pesticide must comply with:

• Environment Protection Act 1997

• Occupational Health and Safety Act 1989

• Dangerous Goods Act 1984

1.13. PEST AND DISEASE CONTROL.

1.13.1. The Contractor shall maintain a program for controlling pests and plant disease so as to maintain flowers, shrubs, vines, trees and other planted areas in a healthy and vigorous condition.

The Contractor shall obtain approval of the COR for all pesticides.

1.13.2. The Contractor shall present a plan for pest and disease control as a part of its Grounds Maintenance Plan. The Contractor shall be responsible of the complete scope of the grounds pest and disease control in accordance with the local government regulations and standards.

1.13.3. The Contractor shall be responsible of ensuring that all pesticides shall be approved prior to application by the COR, visible warning signs erected around treated areas, MSDS documents supplied to the COR for approval, all pesticides, including insecticides, fungicides and herbicides utilized on sites used as registered with the Department of Primary Industries or other relevant statutory authorities and as specified on the manufacturers product specifications.

1.13.4. The Contractor shall apply all Chemicals outside peak usage times, use all required safety equipment for the mixing, application and disposal of all chemicals during all chemical handling operations.

1.13.5. The Contractor shall apply Nematodes to all lawn areas covered in this contract according to the supplier's instructions annually. The Contractor shall maintain a record of the application and submit the records to the COR. The contractor shall present a plan for pest and disease control as a part of its Grounds Maintenance Plan.

1.14. LOCATION FOR GARDENING SERVICES

All standard services are to be delivered on regular Australian working days. Location information listed in Attachment 03 - Location for Gardening Services.

Location

U.S. Embassy Compound

LOCATION 2

LOCATION 3

*Please note the actual addresses will be provided to the contractor after contract award.

1.15. TEMPORARY ADDITIONAL SERVICES

1.15.1. Temporary Additional Services are services that are defined as Standard Services but are required at times other than the normal workday. These services shall support special events at the Post. The Contractor shall provide these services in addition to the scheduled services required by this contract. The COR shall order these services as needed. This work shall be performed by trained employees of the Contractor and shall not be subcontracted. The COR may require the Contractor to provide temporary additional services with 24-hour advance notice.

1.15.2. The Contractor shall include in its next regular invoice details of the temporary additional services and any materials provided and requested under temporary additional services. The Contractor shall also include a copy of the COR's written confirmation for the temporary additional services.

2. WORKING HOURS

All work shall be performed between the hours of 6:30 AM and 5 PM Monday through Friday except for the holidays identified in the Addendum in Section 2. Other hours may be approved by the Contracting Officer's Representative. The Contractor must provide at least 24 hour advance notice to the COR who will consider any deviation from the hours identified above.

3.0 DELIVERABLES

The following items shall be delivered under this contract:

DESCRIPTION QUANTITY DELIVERY DATE DELIVER TO

Insurance 1 10 days after award CO

Grounds Maintenance Plan 1 30 days after award and annually thereafter

COR

List of Personnel & Security Package

1 10 days after award COR

Transition Plan 1 10 days after award COR Payment Request 1 monthly COR

Material Safety Data Sheets 1 Prior to use on site(s) for all pesticides/fertilizers and chemicals

COR

Quality Control Plan 1 30 days after award and annually thereafter

COR

Monthly Grounds Maintenance Report

1 monthly COR

4. PERSONNEL REQUIREMENTS

4.1 GENERAL. The Contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by Contractor employees at the site. The Contractor shall preserve peace and protect persons and property on site. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

4.2 STANDARD OF CONDUCT

4.2.1 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR).

4.2.2 Neglect of duties shall not be condoned. The Contractor shall enforce no sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

4.2.3 Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

4.2.4 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions:

Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

Unauthorized use of Government property, theft, vandalism, or immoral conduct;

Unethical or improper use of official authority or credentials;

Security violations; or, Organizing or participating in gambling in any form.

4.2.6 KEY CONTROL. The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract.

The Contractor shall not duplicate keys without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system. A spare key to all locks that the Contractor installs must be given to the COR. This key will be for use only in emergencies or when a search is required as part of a security threat.

4.3. NOTICE TO THE GOVERNMENT OF LABOR DISPUTES

The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

PERSONNEL SECURITY

4.4.1. After award of the contract and prior to commencing work at the Embassy, any contract employee must first undergo an Embassy security investigation and be issued a security certification by the Regional Security Office.

4.4.2. The contractor shall plan his work with the assumption that the Regional Security Office will certify no more than 3 employees at any given time and will accept a maximum of one nomination for certification per 30 days after the certification of an initial 3 employees. The Contractor shall provide the information listed in the Attachment 03 - Nomination Letter and Security Package.

4.4.3. Government shall issue identity cards to Contractor personnel, after they are approved.

Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

MATERIALS AND EQUIPMENT

5.1 The Contractor shall provide all necessary gardening supplies and equipment, including rakes, lawn mowers, hoe, pitchfork, pruning sheers, fertilizers to perform the work identified in this contract.

INSURANCE

6.1 AMOUNT OF INSURANCE. The Contractor is required to provide whatever insurance is legally necessary. The Contractor shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

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

1. Bodily Injury stated in US Dollars:

Per Occurrence USD $10 million Cumulative USD $50 million

2. Property Damage stated in US Dollars:

Per Occurrence USD $10 million

Cumulative USD $50 million

6.3 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.

6.4 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, or host country nationals that do not have a DOL waiver.

6.5 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 and 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.

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

6.7 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.

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

LAWS AND REGULATIONS

7.1 Without additional expense to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. If there is a conflict between the contract and requirements of local law, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

7.2 The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, unless they are inconsistent with the requirements of this contract.

8. TRANSITION PLAN

Within 10 days after contract award, the Contracting Officer may ask the Contractor to develop a plan for preparing the new Contractor to assume all responsibilities for gardening services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

(a) QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory 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 Government, is responsible for management and quality control to meet the terms of the contract.

The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work Para Performance Threshold Services.

Performs all gardening services set forth in the scope of work.

1. thru 19.

All required services are performed and no more than one

(2) complaints per month customer complaint is received per month.

(b) 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.

(c) STANDARD. The performance standard is that the Government receives no more than two (2) 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.

(d) PROCEDURES.

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

(2) The COR will complete appropriate…