QA_19C02026R0001.pdf

QUESTION AND ANSWERS

SOLICITATION - 19C02026R0001

GARDENING SERVICES

1. When is going to be the offers delivery date?

Answer: The proposal due date will be extended from October 29, 2026, to November 12, 2026, at 4:00 p.m., local time.

2. Do you provide the templates for submitting the proposal, or should we use the ones included in the application?

Answer: “With exception to SECTION 1 and SECTION 5, there are no templates the Government offerors. Recommend reading the solicitation and amendment(s) carefully.

The technical proposal shall be submitted as required in Section 19, "TECHNICAL PROPOSAL REQUIREMENTS," of the Statement of Work (SOW). The required templates are identified in and attached as annexes to the SOW.

3. Is there a specific format to be used for the breakdown of costs tied to the Colombian Legal Monthly Minimum Wage (SMLV)?

Answer: This solicitation is for a Firm-Fixed-Price (FFP) contract. Therefore, offerors are not required to submit a detailed cost breakdown. However, the pricing schedule in Section 1 – 2.0, Pricing, must be completed and submitted as part of the offer.

The offeror must clearly indicate:

• The proposed price for each contract year.

• The price for the additional six-month extension.

• The cost of Defense Base Act (DBA) insurance.

• The total proposed contract amount, including all applicable periods.

Offerors are strongly encouraged to carefully review the entire solicitation and any amendments to ensure that all pricing and submission requirements are met.

4. Are support professionals required to be direct employees of the company, or may they be independent contractors?

Answer: Yes. As indicated in Section 16.2, "LABOR AND SAFETY STANDARDS," of the SOW: "All key personnel listed in Section 4, except those specified in Section 4.6 (unless otherwise required by law), must be direct employees of the Contractor. Subcontracting is not permitted for any responsibilities under this contract."

5. If a support professional is replaced, must the replacement undergo the entire security clearance process?

Answer: Yes. As indicated in Section 14.2.3, "CHANGES IN PERSONNEL," of the SOW: "The Contractor shall immediately notify the COR of any changes in personnel and submit updated Security Clearance and Screening documentation (Section 14.1) as necessary."

6. Are personnel required to hold any specific documentation, such as a driver’s license or similar credentials?

Answer: Yes. Personnel must hold the qualifications and certifications required for their positions, as described in Section 4, "Key Personnel," of the

SOW:

4.2. ON-SITE COORDINATOR

(…) “The on-site coordinator must have a minimum of three (3) years of experience in similar roles and possess formal or informal education in gardening and landscaping. Additionally, the coordinator must hold a valid certification for working at heights. (…)

4.3. SUPERVISOR

(…) The supervisor must have a minimum of five (5) years of experience in supervisory roles and possess formal (technical or professional) education in gardening and landscaping. Additionally, the supervisor must hold a valid certification for working at heights. (…)

4.4. ON-SITE GARDENERS

(…) Each on-site gardener must have a minimum of two (2) years of experience in similar roles and possess either formal or informal education in gardening and landscaping. Additionally, at least one on-site gardener must hold a valid certification for working at heights.

4.5. TECHNICAL SUPPORT

All engineers and technicians assigned to these roles must possess relevant academic qualifications, professional certifications, and demonstrable experience (minimum 7 years of proven experience) in the management of urban landscapes, tree care, pest control, and environmental protection and all the activities listed mainly in Section 5.6, and all the other applicable duties and responsibilities to comply with this Statement of Work (SOW).

4.8. TRAINING

The contractor shall ensure that all staff are qualified to perform their assigned duties and receive periodic training to maintain and improve their skills. (…)

Regarding driver's licenses, the Embassy provides utility vehicles as part of the equipment listed in Annex 1, "Government Furnished Property," of the SOW. Under Colombian Law 769 of 2002, personnel who operate these vehicles must hold a valid driver's license.

7. Considering the five-year contract period, the cap established for the Defense Base Act (DBA) insurance policy, and potential salary adjustments provided for under the contract, would the Government consider reviewing the insurance policy cap, given that the premium is based on the number of personnel covered?

Answer: The DBA insurance requirements and coverage limits will remain as specified in the solicitation. Offerors must include the applicable DBA insurance costs in their financial proposals, taking into consideration the contract period and any potential adjustments price provided for under the contract. Any changes to the stated requirements will be communicated through a formal solicitation amendment, if applicable.

8. In the event of an unexpected equipment breakdown, is the contractor required to provide replacement equipment at no additional cost to ensure that activities can continue?

Answer: Paragraph 6 of the Statement of Work.

Please refer to Paragraph 6, items (c), (e), and (f), of the SOW:

c. The Contractor is responsible for the proper care and use of all provided equipment and hand tools. The Contractor must request preventive and corrective maintenance from the Contracting Officer's Representative (COR) and promptly notify the COR of any issues.

e. In the event of failure or damage to loaned equipment or tools resulting from misuse, lack of knowledge, insufficient training, or any other cause attributable to the Contractor, the Contractor shall be responsible for repairing the damage and/or replacing the equipment or tools with items of equal or superior specifications to the original. All maintenance, repair, or replacement must be performed exclusively by manufacturer representatives, subject to prior approval by the COR.

f. The Contractor must consider that maintenance and repair of the equipment are subject to the availability of government funds. Delays in maintenance or repair due to funding constraints do not excuse the Contractor from fulfilling their contractual obligations.

9. What is the minimum expected frequency of external oversight visits and visits by the contractor’s designated supervisor?

Answer: Paragraph 4.3 and 9.2 of the Statement of Work, respectively.

Please refer to Paragraph 4.3, "Supervisor," of the SOW: "(…) The supervisor shall conduct site visits as needed, with a minimum of two visits per week.

Each visit must be documented in a weekly report, which the supervisor shall discuss, review, and have signed by the Contracting Officer's Representative (COR). These weekly reports must be included in the Monthly Reports, as specified in Section 9.2."

10. Must personnel be performing activities on terraces hold working-at-heights certifications or permits? Are these activities considered work at heights? Must the activities be performed by personnel assigned to the project or may support personnel perform them?

Answer: As observed during the site visit, some roofs and terraces are accessible only from the outside. Under Colombian Resolution 4272 of 2021, the employer and its work-at-heights coordinator are solely responsible for determining which activities constitute work at heights. The SOW does not prevent the Contractor's support personnel from performing these activities.

However, the Contractor must comply with the work-at-heights certification requirements in Section 4, "Key Personnel," of the SOW:

of experience in similar roles and possess formal or informal education in gardening and landscaping. Additionally, the coordinator must hold a valid certification for working at heights. (…)

4.3. SUPERVISOR

(…) The supervisor must have a minimum of five (5) years of experience in supervisory roles and possess formal (technical or professional) education in gardening and landscaping. Additionally, the supervisor

4.4. ON-SITE GARDENERS

(…) Each on-site gardener must have a minimum of two (2) years of experience in similar roles and possess either formal or informal education in gardening and landscaping. Additionally, at least one on-site gardener must hold a valid certification for working at heights.

11. Will the Embassy provide the spare parts and daily consumables required for the irrigation system, or are these items included in the contract price?

Answer: The Embassy will provide all spare parts and daily consumables for the irrigation system, in accordance with Section 6, item (a), of the SOW:

a. The U.S. Embassy shall provide all necessary gardening supplies and equipment as identified in ANNEX 1. GOVERNMENT FURNISHED

PROPERTY.

12. How would delays in equipment repairs or the procurement of supplies affect the contractor’s performance evaluation?

Answer: Please refer to Section 6, item (f), of the SOW:

f. The Contractor must consider that maintenance and repair of the equipment are subject to the availability of government funds. Delays in maintenance or repair due to funding constraints do not excuse the Contractor from fulfilling their contractual obligations.

13. Please confirm that the required personnel backup coverage is 20%.

Answer: No. In accordance with Section 4.7, item (d), of the SOW, backup personnel must equal at least 60% of the total workforce:

d. The number of backup on-site gardeners must be at least 60% of the total workforce. All backup personnel must obtain security clearance from the United States Embassy Regional Security Office (RSO) prior to commencing contract-related activities.

The 20% figure does not refer to backup personnel. In accordance with Section 4.4, "On-site Gardeners," of the SOW, “At least 20% of the on-site gardeners must possess the appropriate security clearance to serve as escorts within Embassy premises.”

14. Does the Embassy maintain records of work volumes and execution times for the required activities?

Answer: The Embassy will provide the available information to the winning contractor.

15. Approximately how many trees, palm trees, hedges, and shrubs require pruning?

Answer: This information is not available.

16. What is the maximum working height required for the gardener, considering that work performed above 4 meters requires more specialized personnel?

Answer: As observed during the site visit, some trees exceed 4 meters in height. Under Colombian Resolution 4272 of 2021, the employer and its work-at-heights coordinator are solely responsible for determining which activities constitute work at heights. The SOW does not prevent the Contractor's support personnel from performing these activities. However, the Contractor must comply with the work-at-heights certification requirements in Section 4, "Key Personnel," of the SOW:

of experience in similar roles and possess formal or informal education in gardening and landscaping. Additionally, the coordinator must hold a valid certification for working at heights. (…)

4.3. SUPERVISOR

(…) The supervisor must have a minimum of five (5) years of experience in supervisory roles and possess formal (technical or professional) education in gardening and landscaping. Additionally, the supervisor

4.4. ON-SITE GARDENERS

(…) Each on-site gardener must have a minimum of two (2) years of experience in similar roles and possess either formal or informal education in gardening and landscaping. Additionally, at least one on-site gardener must hold a valid certification for working at heights.

17. Are activities performed at heights exceeding 4 meters excluded when they do not involve machinery but do require specialized equipment?

Answer: The Contractor shall perform all activities listed in this SOW under the site conditions observed during the site visit.

Under Colombian Ministry of Labor Resolution 4272 of 2021, the Contractor, as the employer, and its work-at-heights coordinator are solely responsible for determining which activities constitute work at heights. The Contractor shall provide all personal protective equipment (PPE) and fall protection equipment that the resolution requires. The Government will not provide safety equipment.

18. Which areas require fertilization? What products and application rates are currently used, and what quantities of fertilizers, lime, compost, and soil amendments are required?

Answer: The Embassy will provide the available information to the winning contractor. Please note that the Embassy expects the Contractor to define these requirements in its Grounds Maintenance Plan, as described in Section 9 of the SOW.

19. Is there a historical record of pests and diseases, a current plant health management program, or any pending treatments?

Answer: The Embassy will provide the available information to the winning contractor. Please note that the Embassy expects the Contractor to define these requirements in its Grounds Maintenance Plan, as described in Section 9 of the SOW.

20. Regarding the following equipment that the contractor is required to provide:

a. Specialized ropes and ladders

b. Multidirectional/modular scaffolding

c. Temporary signage and safety barriers

Could the Embassy specify the type of equipment required and how frequently it will be needed?

Answer: The Contractor is solely responsible for selecting and specifying the safety equipment its personnel use, in compliance with applicable Colombian regulations. How often the equipment is needed will depend on the Grounds Maintenance Plan (Section 9 of the SOW), which the Contractor develops based on its experience and expertise.

21. May the contractor’s designated supervisor also serve as the technical support professional?

Answer: Yes, provided that the individual meets the qualifications for both positions, as described in Section 4 of the SOW. With this amendment, the third paragraph of Section 4.5, "Technical Support," of the SOW is amended to include the following statement: "The Supervisor (Section 4.3) may also serve as a technical support professional if the second role does not interfere with the Supervisor's duties. In that case, the Supervisor shall meet the qualifications for both positions. The Contractor shall explain in its Grounds Maintenance Plan (Section 9.1) how the Supervisor will perform both roles without one role interfering with the other and without lowering the required level of service."

22. What percentage of gardeners must be covered by backup personnel:

20% or 60%?

Answer: As indicated in Section 4.7, item (d), of the SOW, backup personnel must equal at least 60% of the total workforce:

d. The number of backup on-site gardeners must be at least 60% of the total workforce. All backup personnel must obtain security clearance from the United States Embassy Regional Security Office (RSO) prior to commencing contract-related activities.

The 20% figure in Section 4.4, "On-site gardeners," of the SOW refers to the share of on-site gardeners who must hold escort-level security clearance. It does not refer to backup personnel:

At least 20% of the on-site gardeners must possess the appropriate security clearance to serve as escorts within Embassy premises.

23. What are the dimensions, specifications, volume, and filtration system of the fountain? What disinfection supplies, water quality testing materials, and cleaning equipment must the contractor provide?

Answer: The fountain has a surface area of approximately 88 m² and a depth of approximately 0.50 m. With this amendment, Section 5.10 of the SOW is amended to add item (f), which reads: "f. The fountain has a surface area of approximately 88 m² and a depth of approximately 0.50 m. The Embassy will provide the Contractor with the available technical information on the fountain after contract award. The Embassy will supply the materials required for fountain maintenance, subject to availability."

24. What percentage should be used to project salary increases for the subsequent contract years, considering the volatility of government decisions regarding wages in Colombia?

Answer: The determination of the salary increase percentage for each subsequent contract year is the contractor’s responsibility. Offerors must develop their own salary projections based on their assessment of applicable Colombian labor laws, anticipated minimum wage adjustments, and other relevant cost factors. These projections should be reflected in the proposed pricing for each contract year.

25. Could the Government provide the pricing tables, including all applicable Contract Line-Item Numbers (CLINs) and Subcontract Line Item Numbers (SubCLINs), in an editable Microsoft Word format for offerors to complete and submit as part of their financial proposals?

Answer: Answer: The Government has provided the pricing schedules in both Excel and PDF formats, including the applicable CLINs and SubCLINs.

These documents are attached to the solicitation for offerors to review and complete as applicable when preparing their financial proposals.

Offerors are required to submit the complete pricing schedules as part of their financial proposals.

26. Please send us the attachments mentioned in the SOW.

Answer: Please see the attachments of the SOW as follows.

ANNEX 1. GOVERNMENT FURNISHED PROPERTY

ANNEX 2. SAFETY REQUIREMENTS FOR CONTRACTORS AND

SUBCONTRACTORS

ANNEX 3. LIST OF OFFICIAL HOLIDAYS 2026 ANNEX 4. TECHNICAL

PROPOSAL CHECKLIST

ANNEX 5. COMPANY INFORMATION AND EXPERIENCE CHART

ANNEX 6. KEY PERSONNEL CHART

STATEMENT OF WORK

EMB – GARDENING AND LANDSCAPING SERVICES FOR THE U.S. EMBASSY

COMPOUND IN BOGOTÁ

United States Embassy

Bogota, Colombia

US EMBASSY BOGOTA

United States Department of State

Version 4.0

November 2, 2026

SOW: EMB - Gardening and Landscaping Services for the U.S. Embassy Compound in Bogotá V4.0

SENSITIVE BUT UNCLASSIFIED

TABLE OF CONTENTS

TABLE OF CONTENTS

1. MAIN OBJECTIVE

1.1. DISCLAIMER

2. TYPE OF CONTRACT

3. GENERAL REQUIREMENTS

4. KEY PERSONNEL

4.1. LEGAL REPRESENTATIVE

4.2. ON-SITE COORDINATOR

4.3. SUPERVISOR

4.4. ON-SITE GARDENERS

4.5. TECHNICAL SUPPORT

4.6. ADDITIONAL STAFF

4.7. CONSIDERATIONS

4.8. TRAINING

5. GARDENING AND LANDSCAPING SERVICES

5.1. LAWN CARE

5.1.1. GRASS CUTTING

5.1.2. EDGING

5.1.3. TRIMMING

5.1.4. WEEDING

5.1.5. TURF REPAIR AND RE-ESTABLISHMENT

5.1.6. PRUNING

5.2. LEAF REMOVAL

5.3. RECYCLED MATERIALS

5.4. REMOVAL OF DEBRIS

5.5. WATERING

5.6. TECHNICAL GUIDANCE

5.7. FERTILIZING

5.8. PEST AND DISEASE CONTROL

5.9. HAZARDOUS AND TOXIC SUBSTANCES

5.10. INTERIOR FOUNTAIN MAINTENANCE

5.11. MINOR IRRIGATION MAINTENANCE AND REPAIRS

5.12. SPECIAL EVENTS

6. MATERIALS & EQUIPMENT

7. SAFETY, HEALTH AND ENVIRONMENT

8. WORKING HOURS

8.2. WORK SHIFTS

9. REPORTS

9.1. GROUNDS MAINTENANCE PLAN

9.1.1. SITE ASSESSMENT

9.1.2. CUSTOMIZED GROUNDS CARE PLAN

9.1.3. TREE MANAGEMENT PLAN

9.1.4. GARDENING ACTIVITIES SCHEDULE

9.1.5. GROUND MAINTENANCE PROCEDURES AND

INSTRUCTIONS

9.1.6. QUALITY CONTROL PLAN

9.2. MONTHLY REPORT

9.2.1. EXECUTIVE SUMMARY

9.2.2. GARDENING AND LANDSCAPING ACTIVITIES

9.2.3. MAINTENANCE AND REPAIRS

9.2.4. INVENTORY MANAGEMENT (updated every two

months)

9.2.5. GARDEN SPECIES HEALTH TECHNICAL OVERVIEW

9.2.6. SAFETY AND COMPLIANCE

9.2.7. RECOMMENDATIONS FOR IMPROVEMENT

9.2.8. FEEDBACK AND CLIENT COMMUNICATION

9.2.9. CHALLENGES AND RESOLUTIONS

9.2.10. PERSONNEL MANAGEMENT

9.2.11. PLANNING

9.2.12. GROUNDS MAINTENANCE PLAN UPDATES

9.3. ANNUAL AND END-OF-YEAR REPORTS

9.3.1. EXECUTIVE SUMMARY

9.3.2. ANNUAL GARDENING AND LANDSCAPING

ACTIVITIES SUMMARY

9.3.3. MAINTENANCE AND REPAIRS

9.3.4. INVENTORY MANAGEMENT

9.3.5. GARDEN SPECIES HEALTH TECHNICAL OVERVIEW

9.3.6. SAFETY AND COMPLIANCE

9.3.7. RECOMMENDATIONS FOR IMPROVEMENT

9.3.8. FEEDBACK AND CLIENT COMMUNICATION

9.3.9. CHALLENGES AND RESOLUTIONS

9.3.10. PERFORMANCE EVALUATION

9.3.11. PLAN FOR THE NEXT YEAR

9.3.12. WORK PLAN UPDATES

9.4. END OF CONTRACT REPORT

9.4.1. EXECUTIVE SUMMARY

9.4.2. SCOPE OF SERVICES PROVIDED

9.4.3. GROUNDS CONDITION ASSESSMENT

9.4.4. MAINTENANCE ACTIVITIES SUMMARY

9.4.5. ISSUES AND RESOLUTIONS

9.4.6. PERFORMANCE METRICS AND QUALITY CONTROL

9.4.7. TRAINING AND SAFETY

9.4.8. ENVIRONMENTAL AND SUSTAINABILITY

PRACTICES

9.4.9. INVENTORY AND HANDOVER

9.4.10. RECOMMENDATIONS AND LESSONS LEARNED ...31

9.4.11. ATTACHMENTS

9.5. DISCLAIMER

10. TRANSITION PLAN

10.1. SUBMISSION REQUIREMENT

10.2. PURPOSE

10.3. TRANSITION PLAN REQUIREMENTS

10.3.1. OVERVIEW OF THE TRANSITION PROCESS

10.3.2. DETAILED TIMELINE

10.3.3. KEY PERSONNEL MANAGEMENT

10.3.4. TRAINING AND CERTIFICATION

10.3.5. EQUIPMENT AND SUPPLIES

10.3.6. COMMUNICATION PLAN

10.3.7. QUALITY CONTROL AND ASSURANCE

10.3.8. SECURITY CLEARANCE

10.3.9. RISK MANAGEMENT

10.3.10. CONTINGENCY PLAN

10.3.11. FINAL HANDOVER

11. DELIVERABLES

12. PERSONNEL BEHAVIOR

12.1. GENERAL

12.2. STANDARD OF CONDUCT

13. KEY CONTROL

14. SECURITY REQUIREMENTS

14.1. SECURITY CLEARANCE AND SCREENING

14.1.1. ON-SITE STAFF SECURITY CLEARANCE

14.1.2. ADDITIONAL STAFF NAME CHECK

14.2. VISITOR ACCESS REQUEST (VAR)

14.2.1. SUBMISSION REQUIREMENT

14.2.1.1. VEHICLES

14.2.1.2. TOOLS AND EQUIPMENT

14.2.2. COMPLIANCE

14.2.3. CHANGES IN PERSONNEL

14.3. MONITORING AND CONTROL OF SECURITY AND ACCESS

STATUS

14.3.1. COST RESPONSIBILITY

15. DAMAGES, INSURANCE, AND DEFENSE BASE ACT (DBA)

INSURANCE

15.1. DAMAGES TO GARDENS AND LANDSCAPE

15.2. DAMAGES TO PROPERTY

15.3. INSURANCE

15.3.1. GENERAL REQUIREMENTS

15.3.2. PROOF OF INSURANCE

15.3.3. REPAIR OR REPLACEMENT PROCEDURES

15.3.4. NOTICE OF CANCELLATION

15.4. DEFENSE BASE ACT (DBA) INSURANCE

15.4.1. APPLICABILITY

15.4.2. COVERAGE

15.4.3. PROOF OF COVERAGE

15.4.4. SUBCONTRACTORS

15.4.5. COST REIMBURSEMENT

16. LAWS AND REGULATIONS

16.1. COMPLIANCE WITH LAWS

16.2. LABOR AND SAFETY STANDARDS

16.3. PERMITS AND LICENSES

17. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

17.1. SURVEILLANCE AND STANDARD

17.2. PROCEDURES

18. UNILATERAL TERMINATION BY CONTRACTOR

18.1. PROHIBITION ON UNILATERAL TERMINATION

18.2. CONSEQUENCES OF UNAUTHORIZED TERMINATION

18.2.1. TERMINATION FOR DEFAULT

18.2.2. LIABILITY FOR DAMAGES

18.2.3. NEGATIVE PAST PERFORMANCE REPORTING

18.2.4. SUSPENSION OR DEBARMENT

18.3. GOVERNMENT REMEDIES

18.4. NO WAIVER

19. TECHNICAL PROPOSAL REQUIREMENTS

19.1. COMPANY’S PRESENTATION LETTER AND BROCHURE .47

19.2. SOW ACKNOWLEDGMENT AND TRUE INFORMATION

DECLARATION

19.3. PRELIMINARY WORK PLAN

19.4. COMPANY EXPERIENCE

19.4.1. COMPANY LOCATION AND HISTORY

19.4.2. PROVEN EXPERIENCE

19.5. KEY PERSONNEL PRESENTATION

19.6. FINANCIAL CAPABILITY DECLARATION

20. ANNEX DOCUMENTS

ANNEX 1. GOVERNMENT FURNISHED PROPERTY

ANNEX 2. SAFETY REQUIREMENTS FOR CONTRACTORS AND

SUBCONTRACTORS

ANNEX 3. LIST OF OFFICIAL HOLIDAYS 2026

ANNEX 4. TECHNICAL PROPOSAL CHECKLIST

ANNEX 5. COMPANY INFORMATION AND EXPERIENCE CHART

ANNEX 6. KEY PERSONNEL CHART

STATEMENT OF WORK

EMB – GARDENING AND LANDSCAPING SERVICES FOR THE U.S. EMBASSY

COMPOUND IN BOGOTÁ

1. MAIN OBJECTIVE

The purpose of this contract is to obtain gardening services for real property owned or managed by the U.S. Government at the U.S. Embassy in Bogotá, Colombia. The

Contractor shall perform gardening services in all designated areas.

Location: Embassy Compound

Address: Cra 45 24b-27, Bogotá, Colombia

Any changes to the scope of work, schedule, or price must be authorized in writing by the

Contracting Officer. The Contractor is responsible for ensuring that all work meets the quality standards and requirements specified in this SOW.

Unless explicitly stated otherwise, every day referred to in this SOW shall be understood as a calendar day.

1.1. DISCLAIMER

This document contains Sensitive But Unclassified (SBU) information. It is intended solely for the use of the individual or entity to whom it is addressed. Unauthorized disclosure, copying, distribution, or use of this information is strictly prohibited. If you are not the intended recipient, please notify the sender immediately and delete all copies of this document. By accepting this document, you agree to protect the information contained herein and to use it only for the purpose for which it was provided.

2. TYPE OF CONTRACT

This contract is awarded on a Fixed-Price with Economic Price Adjustment (FP-EPA) basis. The Contractor shall provide all labor and supervision necessary to perform gardening services as specified in this Statement of Work (SOW) for the agreed-upon price, subject to economic price adjustments as specified below:

a. This contract includes provisions for economic price adjustment based solely on changes to the official minimum wage (salario mínimo legal mensual vigente -

SMLMV) as decreed annually by the Colombian government. This clause implements a Fixed-Price with Economic Price Adjustment (FP-EPA) contract structure in accordance with FAR 16.203.

b. Economic price adjustments apply only to those cost components in the contract price that are directly affected by changes in the Colombian minimum wage. All other costs remain fixed as proposed in the Contractor's initial financial offer, subject only to the regular annual increments projected by the Contractor.

c. Contractors must clearly identify and separate in their financial proposals all cost components that are directly affected by minimum wage adjustments. If the financial offer does not include this breakdown, the Contractor acknowledges and accepts that no modifications related to minimum wage adjustments will be made during the contract performance.

d. Operational costs not directly tied to the minimum wage—such as materials and supplies, insurance, administrative and overhead costs, profit margin, transportation, and other operational expenses—shall remain fixed and are subject only to the regular, projected annual increments proposed by the Contractor in their initial financial offer.

e. Economic price adjustments will be implemented after each year of service under the contract is completed and will not be aligned with the Colombian calendar year. Adjustments will be effective for the subsequent contract year upon approval of a contract modification by the U.S. Government.

f. The price adjustment shall be effective on the first day of the contract year for which the adjustment is approved, provided the contract modification is executed before that date. If the modification is executed after the start of the contract year, the adjustment shall be effective on the first day of the month following modification execution, with no retroactive adjustment.

g. No retroactive price adjustments shall be made. Adjustments apply prospectively to future contract performance only, beginning with the effective date of the contract modification.

h. The Contractor shall submit a request for economic price adjustment to the

Contracting Officer's Representative (COR) no later than 30 calendar days before the end of each contract year.

i. All economic price adjustments require prior written approval through a formal contract modification issued by the Contracting Officer. No price adjustment shall be implemented without such approval.

j. All price adjustments are subject to review and approval by the U.S. Government.

3. GENERAL REQUIREMENTS

Maintenance and appearance of the grass, shrubbery, garden areas, trees, and related landscape elements at U.S. Embassy Bogota and associated properties are essential to the representational responsibilities of the U.S. Mission. The Government will evaluate the

Contractor’s performance based on the overall appearance and health of the landscape areas covered by this contract.

The Contractor shall provide comprehensive gardening and landscape maintenance services for the U.S. Embassy Bogota compound. These services shall include all planning, administration, and management necessary to ensure compliance with the contract, the

Contracting Officer’s Representative (COR) schedules and instructions, and all applicable best practices, laws, and regulations. The Contractor must meet all performance standards specified in the contract.

The Contractor shall also perform all related support functions, including but not limited to human resources management, quality control, technical oversight, and phytosanitary supervision.

The green areas of the U.S. Embassy Bogota compound cover approximately 28,000 square meters, as highlighted in the reference image below. Areas requiring gardening services include lawns, trees, palms, shrubs, hedges, bushes, vines, ground cover, flower beds, and selected indoor plants.

Image 1. Reference Image of Green Areas of the Compound

In addition, the scope of services includes all roofs and hard surfaces where activities must be performed, as described in this Statement of Work (SOW). The scope also includes the immediate exterior perimeter, primarily planters and exterior gardens at the entrances to the Embassy compound.

The Contractor shall verify these conditions during the site walkthrough as part of the

Request for Proposal (RFP) process

4. KEY PERSONNEL

4.1. LEGAL REPRESENTATIVE

The legal representative of the contractor must not have any antecedents with Colombian nor United States law enforcement departments. The legal representative must obtain a security clearance from the United States Embassy Regional Security Office (RSO) prior to commencing contract-related activities. It will be required for the legal representative to provide biographical details, certificates and other documents, as per RSO requirements.

Must speak English and/or Spanish fluently, as well as have writing and reading skills to communicate effectively with members of the U.S. Government staff and the Contracting

Officer’s Representative (COR) as needed.

The legal representative must attend non-regular scheduled meetings when Contracting

Officer’s Representative (COR) requires it.

In case of change of the Legal Representative, the new one must comply with the requirements described above before its leave.

The Contractor shall designate a full-time, on-site coordinator who will be responsible at all times for supervising the Contractor’s workforce. This coordinator shall serve as the primary point of contact for the Contractor and must be capable of managing on-site personnel, distributing and scheduling tasks, planning and performing work activities, coordinating the procurement of supplies, and overseeing preventive maintenance for equipment. The coordinator will also act as the liaison with the Contracting Officer’s

Representative (COR).

The on-site coordinator must be fluent in Spanish, with strong reading and writing skills to communicate effectively with team members and the COR as required.

The on-site coordinator must have a minimum of three (3) years of experience in similar roles and possess formal or informal education in gardening and landscaping. Additionally, the coordinator must hold a valid certification for working at heights.

The on-site coordinator is required to have the appropriate security clearance to serve as an escort within Embassy premises.

4.3. SUPERVISOR

The Contractor shall appoint a contract supervisor to monitor the work performed by on-site personnel. The supervisor will be responsible for overseeing all activities, ensuring compliance with the Statement of Work (SOW), verifying that scheduled tasks are completed, and confirming that work plans are executed as required. The supervisor shall conduct site visits as needed, with a minimum of two visits per week. Each visit must be documented in a weekly report, which the supervisor shall discuss, review, and have signed by the Contracting Officer’s Representative (COR). These weekly reports must be included in the Monthly Reports, as specified in Section 9.2.

The supervisor must be fluent in English and/or Spanish, with strong reading and writing skills to communicate effectively with team members and the Contracting Officer’s

Representative (COR) as needed.

The supervisor must have a minimum of five (5) years of experience in supervisory roles and possess formal (technical or professional) education in gardening and landscaping.

Additionally, the supervisor must hold a valid certification for working at heights.

This position may be shared by a maximum of two individuals, who may alternate site visits. Each individual must meet all qualifications specified in this section.

4.4. ON-SITE GARDENERS

The Contractor shall designate a team of full-time, on-site gardeners who will be responsible for performing all activities and duties assigned by the coordinator and supervisor. The minimum number of on-site gardeners shall be five (5); however, the

Contractor is responsible for providing sufficient personnel to fully comply with the requirements of this Statement of Work (SOW). Under no circumstances may the

Contractor reduce the number of on-site gardeners proposed in their technical offer during the term of the contract.

All on-site gardeners must be fluent in Spanish to ensure effective communication with team members and the Contracting Officer’s Representative (COR), as required.

Each on-site gardener must have a minimum of two (2) years of experience in similar roles and possess either formal or informal education in gardening and landscaping.

Additionally, at least one on-site gardener must hold a valid certification for working at heights.

At least 20% of the on-site gardeners must possess the appropriate security clearance to serve as escorts within Embassy premises.

4.5. TECHNICAL SUPPORT

The Contractor shall have the services of qualified Agricultural, Forestry, and

Environmental Engineers to provide technical guidance to the Contractor’s workforce and to develop, implement, and oversee the Contractor’s programs for lawn, trees, and overall garden care.

All engineers and technicians assigned to these roles must possess relevant academic qualifications, professional certifications, and demonstrable experience (minimum 7 years of proven experience) in the management of urban landscapes, tree care, pest control, and environmental protection and all the activities listed mainly in Section 5.6, and all the other applicable duties and responsibilities to comply with this Statement of Work (SOW).

The Supervisor (Section 4.3) may also serve as a technical support professional if the second role does not interfere with the Supervisor's duties. In that case, the Supervisor shall meet the qualifications for both positions. The Contractor shall explain in its Grounds

Maintenance Plan (Section 9.1) how the Supervisor will perform both roles without one role interfering with the other and without lowering the required level of service.

The Contractor is also expected to have a qualified employee to check the water fountain and irrigation system for optimal performance by inspecting the entire system as required in Sections 5.10 and 5.11.

4.6. ADDITIONAL STAFF

It is the Contractor’s responsibility to provide all technical, operational, administrative, managerial, and other personnel necessary to fulfill the requirements of this Statement of

Work (SOW). Any additional staff assigned must possess the experience, expertise, and qualifications required to comply with the SOW.

4.7. CONSIDERATIONS

a. The Contractor must have sufficient capacity to provide backup personnel to cover medical leave, unforeseen absences, vacation, or resignation. All backup personnel must successfully complete the name check process as specified in

Section 14.1.2.

b. For the on-site coordinator position, one of the on-site gardeners may serve as a temporary replacement for absences not exceeding 15 working days. For longer absences, the Contractor must provide a backup who meets all requirements described above.

c. Supervisor positions must be covered by another individual who meets the qualifications specified for the position.

d. The number of backup on-site gardeners must be at least 60% of the total workforce. All backup personnel must obtain security clearance from the United

States Embassy Regional Security Office (RSO) prior to commencing contract-related activities.

e. The Contractor must immediately notify the Contracting Officer’s Representative

(COR) of any employee resignations. Employee badges must be returned to the

COR immediately. Backup personnel must assume the vacant position without delay. For supervisor and/or coordinator positions, the Contractor must submit an action plan to the COR within 10 calendar days, detailing how duties will be fulfilled until the position is permanently filled. For all positions, the Contractor has a maximum of 30 calendar days to submit documentation for the individual selected to fill the vacancy.

f. The Contractor is obligated to provide additional permanent or temporary staff upon request by the Contracting Officer (CO) and/or the COR if the service fails to comply with the SOW and the expected quality standards. This increase in personnel will not result in a contract modification or additional payment.

4.8. TRAINING

The contractor shall ensure that all staff are qualified to perform their assigned duties and receive periodic training to maintain and improve their skills.

At least once a month, or as coordinated with the Contracting Officer’s Representative

(COR), the contractor shall organize training sessions on relevant work-related topics.

Suggested training topics include, but are not limited to:

a. Safe use, handling, and storage of gardening chemicals (fertilizers, pesticides, herbicides)

b. Personal Protective Equipment (PPE) for grounds maintenance

c. Proper use of signage (e.g., “Work in Progress” or “Caution: Wet Grass” signs)

d. Manual handling and safe lifting techniques for heavy loads (e.g., soil, plants, equipment)

e. Safe operation and maintenance of gardening tools and equipment (e.g., mowers, trimmers, blowers, hedge cutters, irrigation systems)

f. Teamwork and effective communication

g. Identification and management of hazardous materials and waste

h. Grounds maintenance protocols and procedures

i. Waste segregation, composting, and recycling practices

j. Ergonomics in gardening tasks

k. Stress management and well-being at work

l. Basic First Aid

m. Emergency procedures and response to work-related accidents

n. Biosafety and prevention of biological hazards (e.g., exposure to plants, insects, or soil-borne pathogens)

o. Customer service and interaction with Embassy staff and visitors

The contractor shall maintain records of all training sessions, including dates, topics, and attendance, and provide these records as requested in Section 9 .

5. GARDENING AND LANDSCAPING SERVICES

This section lists, at a minimum, the standard gardening and landscaping services required under this contract. The frequencies and tasks described herein represent the minimum expected level of service; however, certain areas or conditions may require more frequent or intensive attention based on the needs of the Embassy grounds (for example, high-visibility areas, ceremonial spaces, or locations affected by weather or special events). The

Contractor is responsible for developing and implementing a customized Grounds

Maintenance Plan (see Section 9.1) to ensure all Embassy landscaping and gardening needs are met to the highest standard.

The Contractor shall design and implement the Grounds Maintenance Plan to minimize any disruption to the normal operations and activities of the Embassy. All gardening and landscaping tasks, including the use of equipment, application of treatments, and scheduling of maintenance activities, must be coordinated to avoid interference with official functions, staff movement, and daily mission activities. The Contractor shall work closely with the COR to ensure that all work is planned and executed in a manner that supports the smooth and uninterrupted functioning of the Embassy.

All gardening and landscaping activities must result in grounds, plants, trees, lawns, and related infrastructure that are healthy, well-maintained, and visually appealing. Surfaces and landscaped areas must be free of debris, dead plant material, weeds, overgrowth, pest infestations, disease symptoms, water stains, soil erosion, or any other conditions that detract from the appearance or health of the Embassy grounds. All work must be performed in a manner that avoids visible residues, damage to plants or property, or any signs of neglect or low-quality workmanship.

5.1. LAWN CARE

5.1.1. GRASS CUTTING

The Contractor shall maintain grass at a height between 3 and 5 centimeters. During grass cutting activities, the Contractor must always use protective screens.

Planning and scheduling for grass cutting must avoid performing this activity in areas near entrances and main corridors during peak transit hours.

All lawn areas must consistently appear green and well-trimmed.

5.1.2. EDGING

The Contractor shall edge all sidewalks, driveways, and curbs each time the adjacent grass is cut.

5.1.3. TRIMMING

a. 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. Trimming height shall match surrounding area grass heights.

b. All areas shall be trimmed concurrently with grass cutting. Damage to trees and shrubs or any other property of the Embassy from trimming shall be repaired by the contractor. If a plant should die or become unhealthy due to damage, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. All equipment and fuel for the grass cutting requirement shall be supplied by the Embassy. The Contractor is responsible to notify when an equipment requires preventive and corrective maintenance.

5.1.4. WEEDING

a. The Contractor shall weed the grounds and gardens on a continuous basis to prevent the growth of weeds in lawns and landscaped areas. Weeds must be removed mechanically or chemically (not just killed) from all areas, including but not limited to walkways, walkway cracks, walkway/curb gutter expansion joints, pavers, and along fence lines.

b. The Contractor may use weed-killing chemicals to eliminate grass and weeds in cracks and joints within or along sidewalks and curbs, as necessary to prevent regrowth.

c. The Contractor must obtain approval from the Contracting Officer’s

Representative (COR) prior to any application of weed-killing chemicals.

d. Regular maintenance of mulch or decorative groundcover is required to help minimize weed growth in shrub and groundcover areas.

e. Weed control must also be performed on all compound roof areas, in accordance with applicable safety and security guidelines (local and U.S. regulations). All roofs shall be treated at least every two (2) months, and this work must be coordinated with the COR.

f. The Supervisor is responsible for inspecting all roof areas at least once per month to ensure that no weeds are present. A report on the condition of the roofs must be included in the Monthly Reports (Section 9.2).

5.1.5. TURF REPAIR AND RE-ESTABLISHMENT

a. The Contractor shall, whenever necessary, repair areas damaged by vehicular traffic, oil and gas spills, building repairs, or normal foot traffic. Damaged areas must be filled, leveled, and then seeded or sodded, and maintained to match the appearance and quality of adjacent areas.

b. As a best practice, turf aeration should be performed once per year using equipment with hollow tines to remove soil cores. After aeration, top-dress the turf with a ¼-inch layer of fine compost. Overseed to fill thin areas and suppress weed growth. Dethatch turf when thatch accumulates to a thickness of one-half inch, using a vertical mower. Collect the thatch and either compost it for use elsewhere or dispose of it at an approved site. Schedule aeration and dethatching activities to coincide with the turf species’ growth period, avoiding hot weather and peak weed seed germination periods. The Contractor may adjust these processes based on professional expertise, provided that the appearance, health, and quality of the landscape are not compromised.

c. The methods, frequencies, and schedules for grass cutting, aerating, dethatching, hedging, trimming, weeding, and turf repair shall be included in the Contractor’s

Grounds Maintenance Plan.

5.1.6. PRUNING

a. The Contractor shall maintain all trees, shrubs, hedges, bushes, vines, ground cover, and flowers within the designated areas.

b. The Contractor shall prepare a written schedule, as part of the Grounds

Maintenance Plan, detailing the methods, frequencies, and dates for pruning activities.

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

- Direct and encourage plant growth in desired directions.

- Remove dead or unsightly growth.

- Maintain a neat and attractive appearance.

- Ensure safety clearances as directed by the Regional Security Office and approved by the COR. Minimum safety clearances are 14 feet over streets, 12 feet over driveways, 8 feet over walkways, and 4 feet from buildings. These dimensions may be adjusted according to updated Embassy instructions or policies.

d. The Contractor shall prune according to the schedule in the Grounds Maintenance

Plan, ensuring that all major pruning is performed during the appropriate season in accordance with best horticultural practices. Hedges and shaped shrubs must always be pruned to maintain proper form.

e. 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 due to negligent or irresponsible practices attributable to the Contractor.

f. All workers performing overhead maintenance operations (over 1.5 meters) must wear hard hats conforming to ANSI Z89.1 standards and must be authorized to work at heights. The use of Personal Protective Equipment (PPE), including hard hats, is mandatory during tree-pruning operations.

g. The Contractor must comply with all applicable safety standards, codes, and regulations, including Colombian Resolution 4272 of 2021 for work at heights.

h. Trees shall be pruned as needed to provide safety, maintain clearances, and prevent structural damage. Topping and de-horning are not permitted. The

Contractor is responsible for trimming and pruning trees around utility poles, power lines, and light poles. The Contractor must notify the COR when trimming or pruning around utility poles or power lines is required. Trees must be pruned as needed to maintain their natural growth characteristics.

i. Shrubs and small trees shall be trimmed and pruned to enhance their health and appearance. Hedges must be maintained at their natural mature height and shape.

Broadleaf evergreens and flower beds shall be pruned as required to maintain a minimum clearance of 3 inches from buildings, sidewalks, or other obstructions.

5.2. LEAF REMOVAL

The Contractor shall remove leaves and pine needles from the covered area on a weekly minimum basis.

5.3. RECYCLED MATERIALS

The Contractor shall promote recycled uses for lawn and tree debris in meeting other gardening needs, such as mulch and natural fertilization.

5.4. REMOVAL OF DEBRIS

a. 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 the authorized disposal site at site.

b. During rainy days, the Contractor will be required to remove stagnant water from walkways, driveways, and parking areas.

5.5. WATERING

a. 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.

b. The Contractor shall present the method, frequencies, and dates of watering in a written schedule in the Grounds Maintenance Plan. The schedule shall consider all the different kinds of vegetation on site, local soil conditions, and the seasonal variations in plant moisture requirements.

c. The Contractor shall take care and maintain all hoses, portable sprinklers, and other similar irrigation equipment and report any damage to the COR.

d. The Government shall provide the water supply. Watering activities must utilize water from the rainwater tanks, using equipment supplied by the Embassy. Potable water may only be used when the rainwater tanks are completely empty. When potable water is used, the Contractor must prioritize maximum water conservation and minimize ecological impact.

e. An automatic water sprinkler system is installed in the lawn area inside the

Embassy compound and a manual sprinkler irrigation system is installed in the outside lawn area at the entrance of the Embassy. An automatic drip irrigation system is installed in for the plants and trees inside the Embassy compound. In the interest of cost efficiency and to reduce use of water for irrigation, the Contractor shall promote techniques for water conservation for the gardening services requirement. The Contractor shall provide details of the techniques employed at site to the COR.

5.6. TECHNICAL GUIDANCE

The Contractor shall have the services of qualified personnel as listed in Section 4.5. These professionals shall be responsible, but not limited, for:

a. Designing and supervising tree management programs, including planting, pruning, disease prevention, and removal and replacing as necessary.

b. Developing and monitoring integrated pest management strategies to ensure safe, effective, and environmentally responsible control of pests and diseases affecting all plant species on Embassy grounds.

c. Conducting regular assessments of the health and condition of lawns, trees, shrubs, and other plantings, and recommending appropriate interventions to maintain optimal appearance and vitality.

d. Advising on the selection and application of fertilizers, soil amendments, and irrigation practices to promote sustainable landscape…