SF30-A0002- RFQ 19FR6324Q0043- Gardening Services in Strasbourg.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 / 11

2. AMENDMENT/MODIFICATION NO.

A0002

3. EFFECTIVE DATE

May 29, 2024

4. REQUISITION/PURCHASE REQ. NO.

PR12484173

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

7. ADMINISTERED BY (If other than Item 6)

CODE

Department of State

American Embassy

Contracts Office – AM8

2 avenue Gabriel

75382 Paris Cedex 08

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

9a. AMENDMENT OF SOLICITATION NO.

19FR6324Q0043

X

9b. DATED (SEE ITEM 11)

April 17, 2024

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

[] is extended until [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 ____1__ 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)

NOT APPLICABLE

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: FEDERAL REGISTER AT 85 FR 42665

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [ X] is required to sign this document and return _1__ copies to the issuing office.

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

The purpose of this amendment is to add the maintenance of the watering system in paragraph 11 of the scope work. Please see the added paragraph 11.5. highlighted in yellow in page 8 and 9 of this document.

The bid due date is still set on Monday June 10, 2024 at 16:00 (Local French time).

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

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

16A. NAME OF CONTRACTING OFFICER

Prashant R. Hemady

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

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MODIFICATION OF THE SCOPE OF WORK- PAGE 8 TO 17 OF THE RFQ 19FR6324Q0043

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 Strasbourg Consulate and Residence. The Contractor shall perform gardening services in all designated spaces.

1.1. General

This is a firm-fixed-price contract for the provision of gardening services for the American Consulate General and Residence in Strasbourg so as to maintain and enhance the livability of its respective properties and promotes the public image of the United States.

The contractor shall furnish managerial, administrative and direct labor personnel to accomplish all work as required in this contract. Specific services are described in detail below.

1.2. Personnel

The contractor shall provide a qualified work force capable of providing the services specified herein.

2. DEFINITION

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

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

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

"MSDS” means Material safety data sheet.

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3. GENERAL REQUIREMENTS

Maintenance of the appearance of the grass, shrubbery, garden areas, trees, and related landscape elements of the American General Consulate and Residence is an important part of the representational responsibilities of the U.S. mission. The measure of quality of services delivered under this contract shall be the appearance of all aspects of the landscape of properties covered by this contract. The contractor shall perform complete gardening and landscape maintenance services as described in this contract for the two Government properties in Strasbourg. These gardening services shall include all planning, programming, administration, and management necessary to assure that all services described herein are conducted in accordance with the contract, the COR's schedules and instructions, and all applicable laws and regulations.

The contractor shall ensure that all work meets the required standard of performance as included in references herein. The contractor shall perform all related support functions such as supply, procurement, quality control, financial oversight, and maintenance of complete records and files.

The Contractor shall have a minimum of five (5) years of experience in gardening services and shall be certified with QUALIPAYSAGE Class 6 or 7 or equivalent.

The contractor shall be committed to sustainable environmental development and have a CERTIPHYTO agreement.

4. MANAGEMENT AND SUPERVISION

4.1. Management

The contractor shall be responsible for the management of the total gardening services effort. This includes the planning and programming of all services described herein, performance of these services, and compliance with all record and reporting requirements.

4.2. Supervision

The contractor shall designate a representative who shall be responsible for on-site supervision of the contractor's work force during all times that services are being delivered under this contract. This supervisor shall be the focal point for the contractor and shall act as liaison with the American Consulate General personnel.

4.3. Schedule

The contractor shall maintain the schedule of proposed services. Standard Services shall be delivered between the hours of 09:00 through 17:00 from Monday through Friday. The schedule shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post.

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4.3.1. Contractor shall provide a maintenance schedule, which will include the requested frequency:

Strasbourg Consulate General 1 visit a week.

Strasbourg Consul General Residence: 1 visit a week.

4.3.2. In case that the maintenance visits correspond to a French or American holidays, or to the closure of the Contractor company for RTT, the visit shall not be cancelled but shall be rescheduled within the concerned week.

The Contractor shall propose in writing the new dates.

4.3.3. In case the maintenance visit cannot be performed due to bad weather, the visit shall not be cancelled, but rescheduled for the same week. If it is not possible, the owed visit shall be counted and rescheduled for a later date. The Contractor shall propose in writing the new dates.

4.3.4. Contractor shall perform complete gardening and landscape maintenance services at each visit, window boxes included.

4.4. 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.

4.5. 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 plants care.

4.6. Grounds Maintenance Plan

The contractor shall submit an annual Grounds Maintenance Plan that reflects the proposed frequency for accomplishing the requirements of this contract. The Grounds Maintenance Plan shall be developed to fit the requirements of local conditions, types of vegetation, and climate factors. The annual Grounds Maintenance Plan shall be submitted to the COR for approval 15 days after award of the contract.

4.7. Planting Schedule

The contractor is responsible for submitting an annual Planting Schedule Plan that reflects the dates of plantation. The Planting Schedule Plan shall be submitted to the COR for approval 30 days after award of the contract.

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5. LAWN CARE

5.1. Grass cutting

The contractor shall maintain the height of grass between 4 and 6 centimeters. The contractor shall supply all equipment and fuels for the grass-cutting requirement.

5.2. Edging

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

5.3. 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.

5.4. Weeding and fertilizers

Manual weeding of lawn shall be carried out on a continuous basis so as to prevent the growth of weeds into lawn.

Lawn areas shall be fertilized a minimum of two times per year.

At the beginning of spring, the Contractor shall apply moss killer. Two weeks later, the lawn shall be scarified.

At the end of the scarification, fertilizer and weed killer shall be spread. At a date midway between this previous work and mid-summer, the Contractor shall aerate the lawn, spread sand and compost. Mid-summer, the Contractor shall spread a selective weed killer followed 2 weeks later by another spread of fertilizer, which will be enriched with potassium.

5.5. Turf Repair and Re-establishment

The contractor shall, as often as necessary, repair areas damaged by vehicular traffic, oil and gas, building repairs, normal foot traffic, and subsidence. The damaged area shall be filled in and leveled and then seeded and maintained to conform to adjacent areas.

As often as necessary, to meet the high standard of this garden, damaged lawn surfaces shall be repaired, and patch of grass shall be applied.

5.6. The method, frequencies, and dates of grass cutting, weeding, fertilizing and turf repair shall be presented in a written schedule as a part of the contractor's Grounds Maintenance Plan.

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6. FLOWERBEDS, FLOWER BOXES CARE

6.1. Digging, hoeing, compost enriching, weeding

On fall and spring, the Contractor shall properly clean dead flowers, leaves, branches, etc. from the flowerbeds before starting to dig, hoe and rake the soil. When preparing flowerbeds for plantations, the Contractor shall amend the soil with compost and fertilizer according to the seasons of the year.

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

6.2. Pinching, removal of buds and spent blooms

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

6.3. Annuals and Perennials

The list of annuals and bulbs is detailed in Attachment A- Planting schedule of the Contract for both sites. The colors and varieties shall be confirmed in advance by the COR and shall be respected by the Contractor.

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

Perennials shall be divided and replanted on fall to favor their growth and expansion.

6.4. Climbing plants

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

Annuals, perennials with an important growth and shrubs shall be properly staked up to encourage the growth when necessary. All materials shall be provided by the Contractor at no extra cost to the US Government.

The Contractor shall present the method of maintenance for flowerbeds and window boxes in a written schedule as part of the contractor's Grounds Maintenance Plan.

7. PRUNING AND TRIMMING

7.1. Bushes and shrubs trimming/pruning

All bushes and shrubs shall be pruned and trimmed annually. The particular characteristics of different types of bushes and shrubs shall be taken into consideration during the annual pruning and trimming so as to direct and encourage plant growth in directions desired, to remove dead and unsightly growth, and to maintain a neat and attractive appearance. Pruning shall be performed according to a written schedule developed by the contractor that ensures all heavy pruning is accomplished during the proper season according to best horticultural practice.

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7.2. Hedge trimming/pruning

All hedges shall be trimmed as often as necessary to maintain the aspect of the hedge. The contractor shall be responsible for gathering and disposing of all trimmings, dead branches and trash in accordance with local laws.

7.3. Climbing plants and ground covers

Vines, ivy, ground cover, and other climbing plants shall be pruned so as to direct and encourage plant growth in desired directions, to remove dead and unsightly growth, to maintain a neat and attractive appearance, to prevent buildings from being overgrown with vines, ivy or any other climbing plants, and to prevent trellis from being damaged and overgrown. Pruning shall be performed according to a written schedule developed by the contractor that ensures all heavy pruning is accomplished during the proper season according to best horticultural practice.

7.4. Dead foliage and unusual sprouts shall be removed on a regular basis.

7.5. The method, frequencies, and dates of trimming/pruning shall be presented in a written schedule as part of the contractor's Grounds Maintenance Plan.

7.6. 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.

7.7. Fertilizers

Trees, shrubs, bushes, hedges and plant growth shall be fertilized as often as necessary.

8. LEAF REMOVAL

The contractor shall, on a weekly basis, remove all leaves and pine needles.

9. GENERAL CLEANING AND REMOVAL OF DEBRIS

The contractor shall, on a weekly basis remove all kinds of debris - Foreign material, cuttings, grass, etc., leaves, bark, limbs, dead vegetation, paper, trash and dog excrements- from courtyards, walkways, stairways, driveways or terraces.

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All debris resulting from the contractor's operations shall be removed from the work site prior to the end of each workday. Debris removal is to be performed to prevent unsightly or inordinate accumulation. Collected debris is to be promptly removed to an authorized disposal site. The contractor shall be responsible for all expenses incurred in the collection and disposal of debris.

In order to prevent the growth of weeds grounds, the contractor shall apply weed and moss killers as required to eliminate grass and weeds in the cracks and joints within or along sidewalks and curbs, in cobbles and inner courtyards.

The contractor shall rake the gravel on a weekly basis.

The contractor shall scrape moss and clean with high pressure water the terrace and guardrail of the consulate general building once a year.

The contractor shall clean with high pressure water the driveway of the Consul General Residence once a year.

10. RECYCLED MATERIALS

In the interest of cost efficiency and waste management, the contractor is encouraged to promote recycled uses for lawn and tree debris in meeting other aspects of the gardening services requirement, e.g., mulch and compost.

11. WATERING

11.1. Lawns, flowers, shrubs, and trees shall be watered 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 detrimental saturation of the soil.

11.2. 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.

11.3. The U.S. Government shall provide all hoses, portable sprinklers, and other similar irrigation equipment.

11.4. Post will furnish water.

11.5. Servicing contract

The contractor shall provide a one-year servicing contract which shall include:

➢ Winterization of the system:

• Turn off the water supply.

• Remove water from the irrigation pipes and lines.

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• Remove batteries from the timers.

➢ Spring system start-up and Inspection:

• start the system and inspect for any damage that may have occurred over the winter and adjust the system for optimal performance.

• Turn on the water and slowly pressurize the system.

• Pressure test the mainline pipe to detect leaks. If a leak is detected, provide a repair estimate.

• Inspect each zone for leaks and proper function. If leaks are found, turn the water off until the repair can be scheduled/completed and provide a repair estimate.

• Check for damaged sprinkler heads and nozzles. Replace up to 5 damaged nozzles and 5 sprinkler heads at no charge. Provide a repair estimate beyond that number for a separate purchase order and turn off the water in the concerned zones until the repair is scheduled and completed.

• Remove any dirt and debris from sprinkler spray nozzles.

• Test and adjust spray pattern of each head.

• Check and adjust sprinkler coverage.

• Supply and install new batteries in the timers and program them according to each zone requirements.

12. FERTILIZER

12.1. The contractor shall use environmental friendly (European Ecolabel) weed killer, moss killer and fertilizers.

They shall be approved by the U.S. Government before use.

The contractor shall submit SDS to the COR and shall fill in and submit to the COR the U.S. Department of State Pesticide Application Plan at least 72 hours before use and shall get a signed copy before application.

12.2. Fertilizing and liming shall be performed in a manner that promotes proper health, growth, color, and appearance of cultivated vegetation, in accordance with proper horticultural practice for the types of vegetation, soil, weather conditions, and seasons of the year.

12.3 The method of application, fertilizer type, weed and moss killers types, frequencies, and dates of weeding, fertilizing and liming shall be presented in a written schedule as part of the contractor's Grounds Maintenance Plan.

All applications of weed killers shall be approved by the COR.

12.4. All weed killers, moss killers and fertilizers used in performance of the services as stated under this contract shall be brought to the site in its original packing. The COR shall make an inspection of such materials before usage.

When chemical weed killers are being used, the contractor shall direct warning/safety signs in English informing the public that chemicals are being used.

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13. PEST CONTROL

13.1. The contractor shall use Environmental friendly (European Union Ecolabel) products under this contract.

All pesticide products shall be approved by the COR prior to application by the Contractor.

Contractor shall submit SDS to the COR and shall fill in and submit to the COR the U.S. Department of State Pesticide Application Plan at least 72 hours before use and shall get a signed copy before application.

13.2. The contractor shall maintain a program for controlling pests and plants and lawn disease so as to maintain lawn areas, hedges, flowers, shrubs, vines and other planted areas in a healthy and vigorous condition.

13.3. The contractor shall present a plan for pest and disease control as a part of its Grounds Maintenance

Plan.

14. 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.

15. WARRANTY

15.1. Guarantee

All new plants planted shall have a replacement guarantee for a period of one year beginning at the date of acceptance of the installation.

15.2. Replacement

At the end of the guarantee period, and upon written request, an inspection shall be conducted by the COR.

The contractor shall promptly replace any planted trees, groundcover and shrubs that are dead or unhealthy or in an unsightly condition, or have lost their natural shape, or both, due to dead branches, excessive pruning, inadequate or improper maintenance within a one-year period beginning on the date of the final inspection.

Any plant material that is dead or not showing satisfactory growth, as determined by the COR, shall be promptly removed and replaced by the contractor at contractor’s expense during normal planting season. The replacement shall be for the same variety, size and character as specified for the original planting. The replacements shall have the same “GUARANTEE” as specified under “GUARANTEE”.

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16. LOCATION FOR GARDENING SERVICES

All standard services are to be delivered on regular Post working days.

Consulate General - 67000 Strasbourg Residence of the Consul General- 67000 Strasbourg

17. WORKING HOURS

All work shall be performed during working days between 9:00 and 17:00 except for the holidays identified in the Addendum in Section 2 and Attachment C- French and American holidays. 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.