19DA2026Q0001_Gardening Services Solicitation.pdf

SENSITIVE BUT UNCLASSIFIED

1 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR15224434

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19DA2026Q0001

6. SOLICITATION ISSUE DATE

January 5, 2026

7. FOR SOLICITATION

INFORMATION CALL

a. NAME

Ryan D. Young

b. TELEPHONE NUMBER(No collect calls)

+45 3341 7100

8. OFFER DUE DATE/

February 11, 2026 at 17:00 (local time)

9. ISSUED BY CODE

10. THIS ACQUISITION IS

U.S: Embassy, GSO Dag Hammarskjolds Alle 24

UNRESTRICTED

SET ASIDE: % FOR

SMALL BUSINESS EMERGING SMALL BUSINESS

2100 Copenhagen O, Denmark HUBZONE SMALL BUSINESS SMALL BUSINESS

SERVICE-DISABLED VETERAN OWNED 8(A)

Phone: +45 3341 7100 NAICS:

SIZE STD:

11. DELIVERY FOR FOB 12. DISCOUNT

13a. THIS CONTRACT IS A RATED ORDER

DESTINATION UNLESS BLOCK IS MARKED

SEE SCHEDULE

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO: Code 16. Administered by:

Same as block 9

Same as block 9

17.a. CONTRACTOR/OFFEROR CODE FACILITY CODE

TELEPHONE NO:

18a. PAYMENT WILL BE MADE BY

U.S. Embassy, Financial Management Office

Dag Hammarskjolds Alle 24 2100 Copenhagen O, Denmark

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

Gardening Services, see attached.

(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 __1___

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 D. Young

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV3/2005)

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. 3/2005) BACK

TABLE OF CONTENTS

SECTION 1 – THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19DA2026Q0001, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19DA2026Q0001, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 – Planting Schedule

• Attachment 2 –Government Furnished Property

• Attachment 3 – Recruitment of Third Country Nationals (TCNs) for Performance on

Department of State Contracts

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

SECTION 4 – EVALUATION FACTORS

• Evaluation Factors

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

SECTION 5 – REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not

Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19DA2026Q0001

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, Copenhagen. 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.

The performance period of this contract is from May 1, 2026 and continuing for 12 months, with four (4), one-year and one six-month options to renew. The initial period of performance includes any transition period authorized under the contract.

2. PRICING

All prices shall be stated in Danish Kroner (DKK).

2.1. VALUE ADDED TAX

Value Added Tax (VAT) 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 VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to VAT are:

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF

2010 NOTICE: UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS

SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO AN EXCISE

TAX OF 2% PERSUANT TO 26 U.S.C. 5000C.

2.2. BASE PERIOD (Starting May 1, 2026 through April 30, 2027)

1. Base Year Firm-Fixed Price for Standard Services for this Contract:

1a. Number of Square Meters per Month 15,875

1b. Price per Month* x 12 months **Price per Year

2. 25% VAT *

3. Base Year Total for Standard Services plus VAT (Total

= items 1b +2) ** *[Offeror/Bidder: Insert price] **[Offeror/Bidder: Insert total price]

2.3. FIRST OPTION YEAR PRICES (Starting May 1, 2027 through April 30, 2028)

1. Option Year 1 Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month* x 12 months **Price per Year

2. 25% VAT *

3. Option Year 1 Total for Standard Services plus VAT

(Total = items 1b+2)

*[Offeror/Bidder: Insert price]

2.4. SECOND OPTION YEAR PRICES (Starting May 1, 2028 through April 30, 2029)

1. Option Year 2 Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month* x 12 months **Price per Year

2. 25% VAT *

3. Option Year 2 Total for Standard Services plus VAT

(Total = items 1b+2)

*[Offeror/Bidder: Insert price]

2.5. THIRD OPTION YEAR PRICES (Starting May 1, 2029 through April 30, 2030)

1. Option Year 3 Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month* x 12 months **Price per Year

2. 25% VAT *

3. Option Year 3 Total for Standard Services plus VAT

(Total = items 1b+2)

*[Offeror/Bidder: Insert price]

2.6. FOURTH OPTION YEAR PRICES (Starting May 1, 2030 through April 30, 2031)

1. Option Year 4 Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month* x 12 months **Price per Year

2. 25% VAT *

3. Option Year 4 Total for Standard Services plus VAT

(Total = items 1b+2)

*[Offeror/Bidder: Insert price]

2.7. SIX-MONTH OPTION PRICES

1. 6-month Option Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month* x 6 months **Price (6 months)

2. 25% VAT *

3. 6-month Option Total for Standard Services plus VAT

(Total = items 1b+2)

2.8. GRAND TOTAL

Base Year *

First Option Year *

Second Option Year *

Third Option Year *

Fourth Option Year *

Six-month Option as per FAR 52.217-8 *

Grand Total – Base plus All Options **

CONTINUATION TO SF-1449

RFQ NUMBER 19DA2026Q0001

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 U.S. Embassy Copenhagen, Denmark. The Contractor shall perform gardening services in the following designated spaces: The Ambassador’s Residence (CMR) and the Deputy Chief of Mission’s Residence (DCR).

1.1. GENERAL REQUIREMENTS

Maintenance and appearance of the grass, shrubbery, garden areas, planters, walk areas (including paved and rubble paths), trees, hedges, gutters and related landscape elements, including flagpoles, 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 1.17. 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. MANAGEMENT AND SUPERVISION

1.2.1. 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.

1.2.2. 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, and/or the tenants or staff of the Post. The Contractor shall allocate sufficient resources to meet the terms and conditions of the contract. The Contractor shall deliver standard services between the hours of 08:00 and 16:00 Monday through Friday (07:00 on snow removal days). 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.

1.2.2.1 In the case that a maintenance visit corresponds to a Danish or American holiday or a local event, the Embassy Staff has the right to postpone the visit. The visit shall not be cancelled but shall be rescheduled within the concerned week. The Contractor will propose the new dates in writing.

1.2.2.2 In the case that a maintenance visit cannot be performed due to bad weather, the visit shall not be cancelled but shall be rescheduled for the same week. If this is not possible, the missed visit shall be recorded and rescheduled for a later date. The Contractor will propose the new dates in writing.

1.2.2.3 The Contractor shall perform gardening and landscape maintenance services at each visit, window boxes, paved walkways and stone curbs/-planters included.

1.2.3. WEEKLY MEETINGS

The Contractor’s representative shall participate in weekly scheduled meetings with the COR.

The day before a meeting, the Contractor shall deliver a performance schedule covering the work that was performed during the previous week and what is planned for the upcoming week.

Planting and Maintenance Schedule is identified in Attachment 1.

1.2.4. 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.

1.2.5. 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.

1.2.6. GROUNDS MAINTENANCE PLAN

The Contractor shall submit an annual Grounds Maintenance Plan that reflects the proposed frequency of planting and maintenance 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, and shall include a plan for pest, rodent and disease control. The Contractor shall submit the Grounds Maintenance Plan to the COR for approval within 30 days after contract award.

1.2.7. PLANTING SCHEDULE

The Contractor is responsible for submitting an annual Planting Schedule Plan that reflects the approximate dates of planting. The Contractor shall submit the Planting Schedule Plan to the COR for approval within 30 days after contract award. Planting Schedule is identified in Attachment 1.

1.2.8. PAVED WALKWAYS, STONE & CURB REPAIR AND RE-ESTABLISHMENT

The Contractor shall, as often as necessary, repair pavers, stone curbs and rubble areas damaged by events, soil movements, vehicular traffic, building repairs, normal foot traffic, and subsidence. The damaged pavers and curbs shall be aligned, secured and maintained to conform to adjacent areas. For the purposes of this paragraph, patios at the Deputy Chief of Mission’s Residence (DCR), and Ambassador’s Residence (CMR) are specifically excluded.

1.3. LAWN CARE

1.3.1. 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. Loose grass must be removed from the site after mowing. Tree roots growing on the surface must be protected against cutting equipment and the area around the roots must, if necessary, be hand cut.

1.3.2. EDGING

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

1.3.3. 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.

1.3.4. 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. Safety Data Sheets shall be submitted to and approved by the COR prior to use, and no chemicals shall be stored on Government premises.

1.3.5. TURF REPAIR AND RE-ESTABLISHMENT

The Contractor shall, whenever necessary, and in order to meet the high standard of the garden, repair areas damaged by events and/or animals, vehicular traffic, oil and gas, building repairs, normal foot traffic, and subsidence. The damaged area shall be filled in and leveled and then seeded or sodded, and maintained to conform to adjacent areas.

The lawn shall receive a top trimming annually.

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

1.3.7. PAVERS & STONE CURB REPAIR AND RE-ESTABLISHMENT

The Contractor shall, whenever necessary, repair pavers, stone curbs and rubble areas damaged by events, soil movements, vehicular traffic, building repairs, normal foot traffic, and subsidence. The damaged pavers and curbs shall be aligned, secured and maintained to conform to adjacent areas.

1.4. FLOWERBEDS AND FLOWER BOXES

1.4.1. DIGGING, HOEING, COMPOST ENRICHING AND WEEDING

During fall and spring, the Contractor shall properly behead dead flowers and remove leaves, branches etc. from the flowerbeds before starting to dig, hoe and rake the soil. When preparing the flowerbeds for planting, the Contractor shall prepare the soil with compost and fertilizer according to the seasons of the year.

1.4.1.1 During the year, the Contractor shall on a regular basis, rake the soil to remove any stone or debris and hoe to remove weeds.

1.4.2. PINCHING, REMOVAL OF BUDS AND SPENT BLOOMS

Spent blooms, unusual sprouts and pinching shall be removed on a regular basis according to the seasons of the year and to favor the visual presentation, growth and flowering of the plants.

1.4.2.1 Flowerbeds and pots must be cleaned as often as necessary to maintain a neat and clean look.

1.4.3. ANNUALS AND PERENNIALS

The list of the annuals and bulbs is detailed in Attachment 1. The placement, colors and varieties will be confirmed in advance by the COR.

1.4.3.1 Any annuals that are dying, or not showing satisfactory growth, shall be promptly removed and replaced by the Contractor at the Contractor’s expense during the season.

1.4.3.2 Perennials shall be divided and replanted in the fall, in a place agreed to by COR, to enhance growth.

1.4.4. CLIMBING PLANTS

Climbing plants shall be trimmed properly and attached to fences or trellis on a regular basis.

Climbing plants (Ivy etc.) must be kept below 2 meters on host trees

1.4.4.1 Fast growing annuals and perennials shall be properly staked up to support the growth when necessary.

1.4.4.2 All material shall be provided at the Contractor’s expense.

1.5. PRUNING

1.5.1. The Contractor shall maintain trees, shrubs, hedges, bushes, vines, ground cover and flowers.

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. REPLACEMENT

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 weekly basis, remove leaves and pine needles from the properties as needed.

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.

1.8. GENERAL CLEANING AND REMOVAL OF DEBRIS

1.8.1 The Contractor shall, on a weekly basis, remove all kind of debris, foreign material, cuttings, grass, leaves, bark, limbs, dead vegetation, paper, trash and animal excrements from the maintained areas including courtyards, walkways, stairways, driveways or terraces 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.

Gutters shall be inspected and cleaned as necessary, but minimum once a month to ensure adequate water flow and mechanically cleaned in spring and fall.

1.8.2. In order to prevent the unwanted plant growth and slippery surfaces, the Contractor shall apply weed, algae and moss killing chemicals, as required, to eliminate growth on walkways, in cracks and joints within or along the paved surfaces of sidewalks, curbs, and inner courtyards.

All applications of weed killers shall be approved by the COR. When chemical weed killers are being used, the Contractor shall post warning/safety signs in English, informing the public that chemicals are being used.

1.8.3. The Contractor shall rake the gravel as often as needed to keep the presentational look intact.

1.8.4. The flagpoles are part of the overall presentation and should be kept clean of algae and common dirt as often as needed.

1.9. WATERING

1.9.1. The Contractor shall water lawns, flowers, shrubs, and trees, as often as necessary, to provide for adequate moisture penetration to a depth of 7 centimeters. If natural precipitation has occurred in amounts sufficient to fulfill this requirement, the Contractor may request the COR's permission to suspend watering to avoid too much water in the soil. Any type of vegetation suffering from lack of water shall be replaced at the cost of the Contractor, unless the vegetation will return to its original presentation within one week.

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.

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.

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.

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.

1.10.6. Safety Data Sheets shall be submitted to and approved by the COR prior to use, and no chemicals shall be stored on Government premises.

1.11. PEST AND DISEASE CONTROL

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.

1.11.1. The Contractor shall present a plan for pest and disease control as a part of its Grounds Maintenance Plan.

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.

1.13. SNOW AND ICE REMOVAL

The Contractor is to remove snow and ice from all walkways, to include exterior walkways at both work sites. The standard for snow/ice removal shall be in accordance with local regulations

– whenever the walkways are icy, slippery or covered by snow. The Contractor shall perform removal of snow/ice as required including Saturdays, Sundays and all Danish and American holidays. Any damage to surrounding areas, plants and trees caused by the Contractor during snow and ice removal must be immediately remedied by the Contractor at no extra cost to the Government.

1.14. GARDEN FURNITURE

The Contractor is responsible for placing the garden furniture in the garden in the spring and placing the garden furniture back in the designated storage area in the fall.

1.15. SWEEPING

The Contractor shall sweep/rake all walkways, terraces and exterior stairways, keeping the areas neat and representative, at all times.

1.16. TENNIS COURT MAINTENANCE

The Contractor shall provide routine maintenance to the CMR tennis court, including winter and spring preparation, spraying the clay court with water and supplying and adding clay and roll the court minimum once a week.

1.17. LOCATION FOR GARDENING SERVICES

Location Address Service Area (Square Meters) Ambassador’s Residence

(CMR)

*) 13,740

Deputy Chief of Mission’s Residence (DCR)

*) 2,135

TOTAL SERVICE AREA: 15,875 SQUARE METERS

*) The actual addresses for the residences will be e-mailed upon request by the offeror to:

CopenhagenContracts@state.gov. The address details will be specified in the Contract upon award.

Security screening procedures at the CMR:

Contracted personnel performing work at the CMR and their vehicles are subject to a comprehensive security screening as a condition of entry to the residence. Personnel who refuse to undergo security screening and/or do not comply with orders given by the local guard force will be denied entry to the residence.

Contracted personnel are required to submit photo identification to be checked against a roster of approved visitors issued by the Regional Security Office. They may also be subjected to a pat-down search conducted by the residence security guards. Bags, toolboxes, containers, equipment of any nature, and other similar items, whether personal or work related, are also subject to guard inspection. Items deemed unsafe by the guard force will not be permitted to enter the property; these items must be left somewhere offsite and are not permitted to be stored on the property’s periphery, curtilage or in the guard house. Personnel who depart the property and reenter it later are subject to additional security screenings.

Vehicles belonging to contracted personnel which are brought onto the CMR compound are also subject to security inspection. Each vehicle must be confirmed as a vehicle approved for entry via license plate number. Each is subjected to an engine compartment check, an undercarriage examination, and is subject to an interior search at guard discretion. Vehicles permitted entry mailto:CopenhagenContracts@state.gov must operate and park as dictated by the guard force. Vehicles which leave the compound and reenter it later are mandated to undergo a full security inspection upon return.

2. WORKING HOURS

All work shall be performed during 08:00 and 16:00 on Mondays through Fridays (starting 07:00 on snow and ice removal days) except for the holidays identified in the Addendum in Section 2. (Please note separate instructions for snow and ice removal – Paragraph 1.13). 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. DELIVERABLES

The following items shall be delivered under this contract:

DESCRIPTION QUANTITY DELIVERY DATE DELIVER TO:

Insurance 1 10 days after award Contracting Officer

Grounds Maintenance Plan 1 10 days after award COR

List of Personnel 1 10 days after award COR

Transition Plan 1 10 days after award COR

Performance Schedule 1 weekly COR

Payment Request 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.

4.2.5. 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.

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.

4.4. PERSONNEL SECURITY

4.4.1. After award of the contract, the Contractor shall provide the following list of data on each employee who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. The Government will run background checks on these individuals. It is anticipated that security checks will take 10 days to perform. For each individual the list shall include:

Full Name Place and Date of Birth Current Address Identification number (CPR Number)

4.4.2. 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.

4.4.3. SECURITY BACKGROUND CHECK

Contracted personnel are required to obtain a Security Certification from the Regional Security Office. This includes submitting of a Security Certification Request, copies of official government issued ID, undergo a background check by the Regional Security Office and a Police record check by National Law Enforcement Agencies. All contracted personnel require approval by the Regional Security Officer prior to working on any government property.

5. 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 under this contract.

6. 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 Danish Kroner (DKK):

Per Occurrence 1,000,000 Cumulative 10,000,000

2. Property Damage stated in Danish Kroner (DKK):

Per Occurrence 1,000,000

Cumulative 10,000,000

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.

7. 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.

9. 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 8.

All required services are performed and no more than one

(1) customer complaint is received per month.

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

9.2. Standard. The performance standard is that the Government receives no more than one

(1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

9.3. Procedures.

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

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

(c) If the COR determines the complaint is invalid, the COR will advise the complainant.

The COR will retain the annotated copy of the written complaint for his/her files.

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

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

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

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

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

ATTACHMENT 1

PLANTING SCHEDULE

Location: DCR

The Contractor shall provide and plant the following:

Autumn / Spring Plantings

60 ea. Pansies 40 ea. Bulbs (early and late flowering)

Compost shall be provided as needed in the garden and be replaced in boxes, potteries and window boxes.

Summer Plantings

60 ea. Annuals to be determined each year.

Compost shall be provided as needed in the garden and be replaced in boxes, potteries and window boxes.

At the request of the Embassy the above-mentioned flowers can all be exchanged for a similar priced flower.

Location: CMR

The Contractor shall provide and plant the following:

Autumn / Spring Plantings

Garden: 150 ea. Pansies 60 ea. Bulbs (early and late flowering) Flower Boxes: 10 ea. Pansies

Compost shall be provided as needed to boxes, potteries and window boxes.

Summer Plantings

Garden: 150 ea. Annuals to be determined each year.

Flower Boxes: 8 ea. Geraniums

Compost shall be provided as needed in the garden and be replaced in boxes, potteries and window boxes.

At the request of the Embassy the above-mentioned flowers can all be exchanged for a similar priced flower.

ATTACHMENT 2

GOVERNMENT FURNISHED PROPERTY

The Government shall make the following property available to the Contractor as "Government furnished property" for performance under the contract:

Utilities: Water and electricity.

ATTACHMENT 3

RECRUITMENT OF THIRD COUNTRY NATIONALS (TCNS) FOR PERFORMANCE ON

DEPARTMENT OF STATE CONTRACTS (DECEMBER 4, 2014)

1. Where contracts exceeding the Simplified Acquisition Threshold will require the recruitment of TCNs, the offeror is required to submit a Recruitment Plan as part of their proposal. Contractors providing employer furnished housing are required to submit a Housing Plan.

2. Recruitment Plans must:

a. State the anticipated number of workers to be recruited, the skills they are expected to have, and the country or countries from which the contractor intends to recruit them.

b. Explain how the contractor intends to attract candidates and the recruitment strategy including the recruiter.

c. State in the offer that the recruited employee will not be charged recruitment fees as defined in FAR 22.1702 and FAR 52.22-50. The contractor or employer pays the recruitment fees for the worker if recruited by the contractor or subcontractor to work specifically on Department of State contracts.

d. Recruitment fees means fees of any type, including charges, costs, assessments, or other financial obligations, that are associated with the recruiting process, regardless of the time, manner, or location of imposition or collection of the fee.

(1) Recruitment fees include, but are not limited to, the following fees (when they are associated with the recruiting process) for-

(i) Soliciting, identifying, considering, interviewing, referring, retaining, transferring, selecting, training, providing orientation to, skills testing, recommending, or placing employees or potential employees;

(ii) Advertising:

(iii) Obtaining permanent or temporary labor certification, including any associated fees;

(iv) Processing applications and petitions;

(v) Acquiring visas, including any associated fees;

(vi) Acquiring photographs and identity or immigration documents, such as passports, including any associated fees;

(vii) Accessing the job opportunity, including required medical examinations and immunizations; background, reference, and security clearance checks and examinations; and additional certifications;

(viii) An employer's recruiters, agents or attorneys, or other notary or legal fees;

(ix) Language interpretation or translation, arranging for or accompanying on travel, or providing other advice to employees or potential employees;

(x) Government-mandated fees, such as border crossing fees, levies, or worker welfare funds;

(xi) Transportation and subsistence costs-

(A) While in transit, including, but not limited to, airfare or costs of other modes of transportation, terminal fees, and travel taxes associated with travel from the country of origin to the country of performance and the return journey upon the end of employment; and

(B) From the airport or disembarkation point to the worksite;

(xii) Security deposits, bonds, and insurance; and

(xiii) Equipment charges.

(2) A recruitment fee, as described in the introductory text of this definition, is a recruitment fee, regardless of whether the payment is

(i) Paid in property or money;

(ii) Deducted from wages;

(iii) Paid back in wage or benefit concessions;

(iv) Paid back as a kickback, bribe, in-kind payment, free labor, tip, or tribute; or

(v) Collected by an employer or a third party, whether licensed or unlicensed, including, but not limited to-

(A) Agents;

(B) Labor brokers;

(C) Recruiters;

(D) Staffing firms (including private employment and placement firms);

(E) Subsidiaries/affiliates of the employer;

(F) Any agent or employee of such entities; and

(G) Subcontractors at all tiers.

d. Recruitment fees included by the prime contractor in the contract price must be allowable by country law, allocable to the contract based on benefit to the program, and reasonable based on what a prudent businessperson would pay for similar expenses and charges. The reasonableness of recruitment fees should be assessed based on the reasonableness of the individual components.

e. State in the offer that the contractor’s recruitment practices comply with recruiting nation and host country labor laws.

f. State in the offer that the contractor has read and understands the requirements of FAR 52.222-50

Combating Trafficking in Persons.

g. Contractor will advise the Contracting Officer of any changes to the Recruitment Plan during performance.

3. The offeror will submit a Housing Plan if the contractor intends to provide employer furnished housing for TCNs. The Housing Plan must describe the location and description of the proposed housing. Contractors must state in their offer that housing meets host country housing and safety standards and local codes. Contractor shall comply with any Temporary Labor Camp standards contained in their contract. In contracts without a Temporary Labor Camp standard, fifty square feet is the minimum amount of space per person without a Contracting Officer waiver. Contractor shall submit proposed changes to their Housing Plan to the Contracting Officer for approval.

4. Department of State contractor and subcontractors will prevent human trafficking and treat employees with respect and dignity by taking the following actions:

a. Contractor may not destroy, conceal, confiscate, or otherwise deny access to an employee’s identity documents, passports, or immigration documents. Contractors and subcontractors are reminded of the prohibition contained in Title 18, United States Code, Section 1592, against knowingly destroying, concealing, removing, confiscating, or possessing any actual or purported passport or other immigration document to prevent or restrict the person’s liberty to move or travel in order to maintain the services of that person, when the person is or has been a victim of a severe form of trafficking in persons. Contractor must be familiar with any local labor law restrictions on withholding employee identification documentation.

b. Contractor shall provide employees with signed copies of the/their employment contracts that are in a language the worker understands and define the terms of employment, compensation including salary, overtime rates, allowances, salary increases, job description, description of any employer provided housing, benefits including leave accrual, and information on whether hazardous working conditions are anticipated. Contracts must be provided prior to employee departure from their countries of origin. Fraudulent recruiting practices, including deliberately misleading information, will be considered a material breach of this contract.

c. Contractor shall provide all employees with the Department’s “Know Your Rights” poster and document that employees have been briefed on the contents of the poster. The English language version is available at posters and accompanying directions or from the Contracting Officer.

d. Contractor shall brief employees on the requirements of the FAR 52.222-50 Combating Trafficking in Persons including the requirements against procuring commercial sex even in countries where it is legal and shall provide a copy of the briefing to the Contracting Officer’s Representative.

e. Contractor shall display posters in worker housing advising employees in English and the dominant language of the TCNs being housed of the requirement to report violations of Trafficking in Persons to the company and the company’s obligation to report to the Contracting Officer. The poster shall also indicate that reports can also be submitted to the Office of the Inspector General (OIG) Hotline, StateOIG.gov/Hotline at 202-647-3320 or 1-800-409-9926 or via email at WPEAombuds@stateoig.gov.

f. Contractor and subcontractors shall comply with sending and receiving nation laws regarding transit, entry, exit, visas, and work permits. Contractors are responsible for repatriation of workers who have traveled from other countries for contract performance except an employee legally permitted to remain in the country of work and who chooses to do so; including an employee who is a victim of trafficking seeking victim services and/or legal redress in the country of employment and/or is a witness in a trafficking-related enforcement action.

g. Contractor shall monitor subcontractor compliance at all tiers. This includes verification that subcontractors are aware of, and understand, the requirements of FAR 52.222-50 Combating Trafficking in Persons and this clause. Contractors specifically agree to allow U.S. Government personnel access to contractor and subcontractor personnel, records, and housing for audit of compliance with the requirements of this clause.

https://www.responsiblesourcingtool.org/uploads/56/Fed_Procurement_poster-FINAL.pdf https://www.responsiblesourcingtool.org/uploads/57/FAR_Poster_Directions__002_.pdf mailto:WPEAombuds@stateoig.gov

h. The contractor agrees to include this clause in all subcontracts over the simplified acquisition threshold involving recruitment of third country nationals for subcontractor performance.

5. For contracts or subcontracts other than commercially available off the shelf items with performance overseas valued at $500,000 or more, offerors will certify with the submission of their proposal and annually thereafter that the contractor and subcontractors have a compliance plan in place appropriate to the size and nature of the program to prevent human trafficking and to comply with the provisions of this clause. The certification will confirm that, to the best of its knowledge and belief of the signatory, neither the prime nor its agents nor subcontractor have engaged in any trafficking related activities, including the procurement of a commercial sex act during the period of the contract, the use of forced labor in the performance of the contract, acts that support or facilitate trafficking in persons such as destroying or confiscating employees’ documents or failing to provide return transportation, soliciting employees by use of fraud or charging recruitment fees or providing sub-standard housing described in section 106(g) of the…