C.SF30 _19EC7526R0002-0002.pdf

SBU- CONTRACTING AND ACQUISITIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 1

2. AMENDMENT/MODIFICATION NO.

A002

3. EFFECTIVE DATE

June 9, 2026

4. REQUISITION/PURCHASE REQ. NO.

PR15853179

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

19EC75 7. ADMINISTERED BY (If other than Item 6)

CODE

American Embassy

Av Avigiras E12-170 and Av. Eloy Alfaro

Quito, Ecuador

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code)

Bidders Mailing List

9a. AMENDMENT OF SOLICITATION NO.

19EC-75-26-R-0002

9b. DATED (SEE ITEM 11)

April 24, 2026

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ x ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [ ] is extended, [x] is not extended

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning _______ copies of the amendment;(b) By acknowledging receipt of this amendment on each copy of the offer submitted; or(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF

OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required) Please see attached

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN

THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authorit

E. IMPORTANT: Contractor [ X] is not, [ ] is required to sign this document and return __ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The Request for Proposal (RFP) is hereby amended to incorporate questions and answers. Furthermore, it is hereby amended to extend the deadline to submit proposals from June 15, 2026 to June 22,2026 at 4pm.

15A. NAME AND TITLE OF SIGNER (Type or print)

16A. NAME OF CONTRACTING OFFICER

Matthew Madden

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE SIGNED

NSN 7540-01-152-8070 Standard Form 30 (revised 10/83)

Previous edition unusable Prescribed by GSA FAR (48 CFR) 53.243

Gardening Services

Solicitation No. 19EC7526R0002

Questions & Answers

The Embassy of the United States of America in Quito, Ecuador conducted a pre-proposal meeting on

May 7, 2026, at 9:30 a.m., at the US Embassy Compound, Chimborazo Room.

Nine firms participated:

JARDINES EN TODAS PARTES

PROGARDEN

LOTREMS LLC

FLOR Y CAMPO S.A.

CLEANINGS

JARDINES TERRA GARDEN

JARDIN EXPRESS

ZONA GARDEN

GRUPO REPCON

Participants had the opportunity to submit questions, and were encouraged to send them via email to quitocontracts@state.gov no later than May 13, 2026 at 12:00pm. Questions and answers are listed below:

1. CONTRACTING QUESTIONS

1. At the time of proposal submission, two separate files are required (technical proposal and financial proposal). Could you please indicate in which of these documents Standard

Form 1449 should be included?

If it includes prices, it is part of the pricing proposal.

2. Regarding the DBA, must the DBA quote be included in the proposal?

The quote from the DBA insurance company does not need to be provided in the proposal, use this for your price calculation. The price quoted by the proposer for this line item is not subject to any price adjustments.

3. It was understood that the technical and pricing information must be kept separate. My question is whether they can be included in the same email as separate attachments, or if they need to be sent in two separate emails? Please clarify how they shall be submitted.

Technical and pricing proposals can be sent in the same email, as long as there are two different documents. Your proposal must be submitted electronically, ONLY to

QuitoContracts@state.gov. It is important to make sure the submission is made in specific size and format; in Microsoft Word Document (docx) or Microsoft Excel (Microsoft 365 later versions) or as an Adobe Acrobat (PDF) file format. format. The file size must not exceed

25MB. If the file size should exceed 25MB, the submission must be made in separate files and attached to separate emails with less than 25MB each.

Failure to that may deem the offeror’s proposal to be considered non-responsive and no further consideration will be given. Do not copy your proposals to any other email address, any submissions that are send to even by cc-ing personal or other U.S. Government email addresses will immediately be considered, null and void.

mailto:quitocontracts@state.gov

4. Must the price be calculated monthly or annually?

Please see below pricing table, with an explanation

CLIN

SubCLINS

Base Year:

NAICS CODE: 561730 - Landscaping Services

1A

Price per Month*(include monthly price) x 12

Months

** Price per

Year

Base Year Firm Fixed

Price for Standard Service

Multiply monthly price by 12 and include the value here

2A Price per Square Meter*

Include the price per square meter for temporary additional services

2B

Estimated Number of

Square Meters for Base

Year

7,140.00

Total Temporary

Additional Services NOT

TO EXCEED (NTE) Price for Base Year (Total -items SubCLIN 2Ax2B)

Multiply

2B*2A

Base Year Total for All

Service (Total - items

SubCLIN 1A Total +

SubCLIN 2A + SubCLIN

2B)

Sum up the highlighted values

3A Value Added Tax (VAT)

Calculate

VAT over the value above

Base Year Total for All

Services plus VAT (Total

=SubCLIN 2A + 2B +

3A)

Sum up values in red – that is the price for Base

Year.

Replicate this with the option years

5. Should VAT be included?

Please refer to above chart, VAT is included as a separate line item

6. In the form SF-1449, 17 A, must the CAGE number be included and something additional?

Please include the contractor’s name, SAM UEI, address, mail and telephone number.

7. In form SF-1449, 17 A, what information must be in 17b and 19?

17b. if remittance is different from contractor, check the box and include address

19. the line-item number, which is 1. There is one line item, that is GARDENING

SERVICES-SEE ATTACHED (Pricing breakdown)

8. Regarding the property damage insurance policy quotation, should any minimum or maximum coverage amounts be considered? If so, could you please specify those amounts?

Please refer to RFP – SECTION 1- SOW- 6. INSURANCE

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

1. Bodily Injury stated in US Dollars:

Per Occurrence $As per Ecuadorian Social Security Coverage

Cumulative $As per Ecuadorian Social Security Coverage]

2. Property Damage stated in US Dollars:

Per Occurrence $5,000

Cumulative $120,000

9. Can the property damage insurance policy be issued by a local insurance company?

10.

Yes, local insurance companies can provide the damage insurance policy.

11. For the submission of the offer, is it mandatory to attach the résumés and certifications of the supervisor and the rest of the proposed staff, or can these documents be submitted once the contract is awarded? Likewise, we would appreciate it if you could indicate whether the training required for the personnel can be conducted progressively as the contract execution advances.

Please refer to Section 3 of the RFP:

… “Each offer must consist of the following:

(…) Name and CV of the proposed Supervisor. responsible for continuous on-site oversight of the Contractor's workforce throughout all work hours. This supervisor shall serve as the primary point of contact for U.S. Government personnel and shall have no other duties beyond supervision. The supervisor must possess proficient English language skills, enabling clear and effective communication with U.S. Government staff. Additionally, the supervisor must have completed a recognized safety training program relevant to the scope of work and provide documented proof of such training prior to commencement of duties. The supervisor is required to remain on-site at all times during the Contractor's operations, without exception.”

(…) Demonstrated understanding of and approach to meeting all requirements of the Scope of

Work including: … • Provision of qualified personnel…”

11. Is it necessary to submit a schedule to carry out daily activities? Or once the contract is awarded?

Once the contract is awarded.

12. Please clarify what types of insurance we should consider when calculating costs?

Please refer to RFP – SECTION 1- SOW- 6. INSURANCE and Section 3- DBA

13. We have 12 years of experience in the design and maintenance of green areas. For 11 years we operated as a sole proprietor and for the past year as a company. How should we submit the required documents and certificates?

Please refer to Section 3 A.2 (2) of the RFP

14. In Section 5, Subparagraph (d)—Representations—the offeror indicates that it "is" a foreign person; furthermore, Subparagraph (e)(2) states that we must submit Form IRS-

W14 to avoid the 2% withholding on each payment. However, Subparagraph (f) indicates that if the offeror "is" a foreign person, it will be subject to withholding pursuant to the

FAR clause. This point is not entirely clear; could you please clarify *how* we should mark our status—specifically, whether we should indicate "is" or "is not"—given that we are required to complete Form IRS-W14 to avoid the 2% withholding? Or will the 2% definitely be withheld regardless of whether Form IRS-W14 is completed, based on the

"is/is not" designation? Should we definitively factor a 2% cost into our bid price?

Alternatively, how should we mark the form to avoid the 2% deduction? Or, finally, would it be better *not* to complete Form IRS-W14, to simply mark that we "are" a foreign person, and then claim a partial or total exemption? We would greatly appreciate it if you could provide further details and indicate exactly what course of action we should take regarding this matter.

The form IRS-W14 must be filled in and attached to the proposal if the vendor is an US firm paying taxes in US or claims an exemption from withholding based on an international agreement, which is not the case for Ecuador.

15. We understand that the "proposal" must be submitted in English. However, documents such as occupational health and safety regulations, certificates from the Ministry of

Labor Relations, certificates of fitness for work, safety procedures, general certificates, etc., were originally drafted in Spanish for use within Ecuador. Would there be any objection to submitting these documents in Spanish as part of the technical offer, without the need to translate them?

Those documents could be in Spanish, if clarification is needed, that will be requested.

However, please be aware that once the contract is awarded, all the deliverables, such as Safety

Plan, Work Schedule, Analysis oh Hazard Activities, among other, MUST be in English.

1. TECHNICAL QUESTIONS

16. Does the embassy provide a warehouse in the 3 locations for tools and supplies?

The Embassy will provide limited designated storage space at the Embassy and CMR compounds for minor tools and supplies. No storage space will be provided at the DCMR.

However, the contractor is primarily responsible for the storage, transportation, and logistics of all equipment, materials, tools, and supplies required to perform the services. The contractor should not rely on Embassy-provided storage and must have their own logistics plan to ensure adequate supply and timely availability of all items necessary for contract performance across all three locations.

17. How does the lunch for gardening employees work? Are the personnel allowed to have lunch within the Compound?

Yes, they can have lunch within the Compound, they can bring their food or get it at the cafeteria.

18. For control purposes, will the contractor be allowed to take pictures?

No, it is not allowed to take pictures. If necessary, COR can be requested to do so.

19. Are the 5 required professionals part of the crew or additional staff?

All personnel requirements must be provided by the contractor. Please refer to SOW Section

1.3

20. Must the professional in safety and security be on site 100% of the time?

The Occupational Health and Safety Technician must comply with periodic inspection visits.

Also review Section1.3.3 Quality Control.

21. Is it acceptable for the full-time supervisor to be the same professional certified in occupational health and safety?

As per section 1.13.1. The Contractor shall appoint a dedicated supervisor responsible for continuous on-site oversight of the Contractor's workforce throughout all work hours. This supervisor shall serve as the primary point of contact for U.S. Government personnel and shall have no other duties beyond supervision.

22. Can the horticulturist and arborist be the same?

Yes, the same individual can serve as both horticulturist and arborist, providing the individual has the qualifications and certifications in both disciplines. An individual with formal training, education, and professional credentials in both areas would be qualified to perform duties in either capacity.

23. Is there any specific institute that must provide the certification?

These certifications must be issued by recognized organizations and clearly establish the individual's competency in the required disciplines.

24. Are work in heights certification needed, for trees, palms?

Personnel assigned to tree pruning must possess valid certifications for working at heights and documented experience in tree care. Review SOW Section 1.5

25. Must the staff certifications be included in the proposal?

Yes.

26. What is the minimum and maximum number of personnel allowed by the Embassy for the proper execution of the services?

The contractor's staffing plan, as included in the technical proposal, will be evaluated based on its ability to successfully accomplish the scope of work within the specified timeframes and quality standards.

27. Is it required to have fixed or permanent personnel assigned to each of the three compounds to be serviced?

The contractor's staffing plan, as included in the technical proposal, must demonstrate how they will ensure adequate coverage, timely service delivery, and quality standards across all locations.

28. Will the contractor be responsible for establishing and managing the irrigation programs (quantity, frequency, and zoning) for the three compounds to be serviced?

No, this will be managed by the government, but we welcome recommendations.

29. For work at heights, will the Embassy provide the lifelines and the anchoring system?

The contractor is responsible for providing, and maintaining in good working condition, all equipment, tools, personal protective equipment (PPE), and safety systems required to perform the work, including lifelines and anchoring systems for all activities.

30. Should the offer already include the details (TECHNICAL SHEET) of each gardening product to be used?

No, the selected contractor shall provide to the COR a copy of all Materials Safety Data Sheets

(MSDS) for all fertilizers or other chemicals used in the execution of the contract for review

PRIOR to said materials being brought on site once the contract is awarded.

31. What training program or certification must the Supervisor complete in order to be considered valid and accepted by the Embassy?

individual's competency in the required disciplines. The contractor shall provide the names, experience, certifications and contact information of the professional required in this

SOW when submitting their bid.

32. Please provide the number of trees on the three properties so that we can properly assess the work of the professional arborist who will issue reports, supervise pruning work, and provide management recommendations.

Tree inventory and report is provided. See attachment 1

33. Is a certified horticulturist the same as a agronomist engineering?

Offerors must ensure that proposed personnel possess the specific qualifications required in the Statement of Work (SOW).

34. Our Occupational Health and Safety (OHS) document, Employee Safety Plan, is 46 pages long. We need to translate it into English, as the cost per page is $23 USD, and the cost for this document alone is $1,058 USD. Can we submit it later if we are awarded the contract?

You must present a Safety plan for the contract, once this is awarded. The Safety plan must adhere to the Manual E385-1-1.

35. Could you please provide a better explanation with an example regarding Temporary

Additional Services so we can better assess the situation?

Temporary Additional Services refer to work that may be required beyond the regular, recurring services outlined in the Statement of Work (SOW), but which fall within the general scope of the contract. These are typically short-term, non-routine tasks that arise due to special circumstances or events.

36. Regarding the Certificate of Work Fitness based on occupational health examinations, according to risk exposure and endorsed by the occupational physician, is this certificate required to be submitted annually, and in the case of high-risk activities, after the contract has been awarded?

Yes. According to Section 1.1.1.d of the Statement of Work, under "Workers' Health

(Agreement 1404)," the Contractor must submit a Certificate of work aptitude based on occupational health examinations according to the risk exposure and endorsed by the occupational doctor. These certificates must be submitted annually and in case of high-risk activities. The certificates should be provided after contract award as part of the required documentation outlined in the SOW, and must be maintained current throughout the contract period for all personnel, particularly those engaged in high-risk activities such as work at heights, operation of machinery, or pesticide application.

37. Please clarify what types of certifications, qualifications, competency records, or professional registrations will be considered acceptable for personnel performing arboricultural operations, work at heights, chainsaw operations, specialized landscape maintenance activities, and occupational health and safety responsibilities required under the contract.

individual's competency in the required disciplines. The contractor shall provide the names, experience, certifications and contact information of the professional required in this SOW when submitting their bid.

38. Please clarify the expected scope of work-at-heights and arboricultural climbing operations under this contract, including whether aerial lift equipment is anticipated or if rope-access arboricultural methods performed by qualified personnel will be considered acceptable

Various methods will be considered as long as they are contract compliant. A Work plan (WP) and associated Activity Hazard Analysis (AHA) for every high-risk activity according

Department of State requirements This will be evaluated and approved before the work is done.

All work must comply with the EM 385-1-1: U.S. Army Corps of Engineers Safety and Health

Requirements Manual.

39. Please confirm whether the Contractor will receive access to any existing tree inventory, prior annual arboricultural reports, or tree health assessments from the current or previous contractor, in order to support ongoing monitoring and management rather than requiring development of a completely new inventory from the beginning.

Yes, tree inventory and report will be provided. See attachment 1

40. Please clarify whether the Embassy maintains any restrictions, approved product lists, environmental limitations, or scheduling requirements related to pesticide, herbicide, or fertilizer applications

All pesticides, herbicides, fertilizers, and chemical products proposed for use under this contract must be approved by the Embassy prior to application. The contractor shall submit

Material Safety Data Sheets (MSDS) or Safety Data Sheets (SDS) for all chemical products to the Contracting Officer's Representative (COR) for review and approval before use.

41. For proposal preparation and staffing estimation purposes, could the Government please confirm the current staffing levels assigned under the existing contract, including personnel allocated to:

•Chancery Compound

•Chief of Mission Residence (CMR)

• Deputy Chief of Mission Residence (DCMR)

No. It is for each offeror to determine appropriate staffing levels to comply with contract requirements.

42. Regarding the Health and Safety Technician who is required to conduct "periodic" visits: we understand that whenever a high-risk activity is being performed, such as working at heights, applying agricultural chemicals, etc., the technician must be present while the activity is being carried out. However, under normal conditions involving routine gardening tasks that pose no inherent risk, is a monthly visit, a visit every two months, or a quarterly visit considered sufficient?

The Occupational Health and Safety Technician must comply with periodic inspection visits.

Also review Section1.3.3 Quality Control.

43. Is it mandatory for the supervisor to speak English? Given that the COR is an

Ecuadorian national who speaks Spanish perfectly, could an exception be made to allow for a supervisor who speaks only Spanish? I ask this considering the supervisor's extensive experience in landscaping, despite his lack of proficiency in English.

Yes, it is mandatory. The supervisor must possess sufficient English language skills, enabling clear and effective communication with U.S.Embassy staff.