RFP 19GT5025R0003 SF30 Amendment 0002.pdf

PAGE OF PAGESAMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

1 8

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

03/19/2025

4. REQUISITION/PURCHASE REQ. NO.

PR14943563-0002

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE 19GT50 7. ADMINISTERED BY (If other than Item 6) CODE

AMERICAN EMBASSY GUATEMALA CITY

Boulevard Austriaco 11-51, Zona 16, ATTN: GSO - PROCUREMENT SECTION Guatemala

GUATEMALA

AMERICAN EMBASSY GUATEMALA CITY

Boulevard Austriaco 11-51, Zona 16, ATTN: GSO - PROCUREMENT SECTION Guatemala

GUATEMALA

(X) 9A. AMENDMENT OF SOLICITATION

NO.

19GT5025R0003

x

9B. DATED (SEE ITEM 11)

02/20/2025

10A. MODIFICATION OF CONTRACT/ORDER NO.

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

CODE FACILITY CODE

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 x is extended, 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 your 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)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

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

CHECK ONE 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 authority)

E. IMPORTANT: Contractor 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.)

This amendment is to:

1) Extend due date of offers to April 28, 2025 by COB 17:00 hours.

2) Incorporate Questions and Answers and site visit minutes to the solicitation.

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 AND TITLE OF CONTRACTING OFFICER (Type or print)

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

16C. DATE SIGNED

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

19GT50

RFP 19GT5025R0003 – Gardening Services for Official Residences Questions and Answers

Q1. What will be the period that the awardee must wait to be able to have entry badges?

A1. Recommend you review the information found in Section 4.4 PERSONNEL SECURITY of the solicitation.

Q2. Will motorcycle parking be available for members of the contractor's team in each location?

A2. No, parking will not be permitted in the official residences.

Q3. What is the current number of personnel to provide the service?

A3. Potential offerors must determine the appropriate staffing levels based on the requirements in solicitation.

Q4. Do you have an inventory of each species currently planted in each location?

A4. Not at this moment. However, the COR will provide a list of and number of species of plants at each location.

Q5. Can species be relocated within the gardens so that they are more productive?

A5. Any modification to the current display must be previously reviewed with the COR and authorized by Embassy authorities.

Q6. Will there be a specific location to place the organic waste generated from the gardening service in each location?

A6. During the site visit, the COR indicated the designated locations for any waste generated from gardening services in each location. A rendering of these locations will be provided to the contractor.

The contractor shall be responsible for properly managing and disposing of any other waste produced by contractor staff.

Q7. Will there be a designated place for composting (recycling organic waste for use in the gardens)?

A7. No, there will not be any composting actions allowed at any of the locations.

Q8. Will the contractor have to remove any non-organic waste generated by the gardening service?

A8. See the Government response to Q6.

Q9. Who will be responsible for maintaining the sprinklers?

A9. The contractor is responsible for ensuring that its personnel have the appropriate equipment and materials and is in good working condition in the performance of the contract. Regarding the systems installed in the residences (sprinklers), the Facilities Maintenance team will be responsible for their repair.

Any mobile sprinkler that is not the property of the US Government but is used to facilitate watering in other areas will be the contractor's responsibility to monitor its operation. The contractor must ensure its proper entry, documentation, maintenance, and removal as required. Additionally, if any sprinklers installed by FAC present issues, such as leaks or malfunctions, the contractor is responsible for promptly notifying the COR.

Q10. Will sprinklers be guaranteed to be efficient?

A10. Like any other system, sprinklers are designed to be efficient, but are subject to improvements, repairs, revisions, and upgrades. Contractor personnel must be able to perform hose irrigation in the areas required during any malfunction of the installed systems.

Q11. What is the suggested equipment that the contractor should have for work at height?

A11. All equipment for work at heights which is all work performed at more than 2 meters (6 ft) must be certified by ANSI Z359 standard, their use must be guided by the standards of EM-385-1-1 and OSHA, according to the risk analysis for each area based on the requirements of the regulations and the criteria of the competent person for work at heights that the contractor is required.

Please reference “9 Fall Protection Requirements” under Safety Requirements for Contractors and Subcontractors. Offerors must determine the appropriate equipment based upon current working conditions and the solicitation requirements, and safety standards.

Q12. Can you describe the heights at which the contractor team will have to perform gardening services?

A12. The Chief of Mission Residence has the following trees inventory:

QUANTITY OF TREES HEIGHT (MTS)

1 26 mts

1 24 mts 1 20 mts 4 17 mts 1 13 mts

7 6 mts 7 4 mts

The contractor is required to submit an Activity Hazard Analysis (AHA) to the COR, in compliance with all safety requirements as stated in 652.236-70 ADDITIONAL SAFETY MEASURES (OCT 2017) on page 64.

Additionally, the contractor must assess the pruning and maintenance needs of the trees. If any trees are in a deteriorated state and pose a risk of falling, the contractor must identify a viable solution and report the hazard to the COR for further action. As part of the analysis, the contractor must also include the cleaning of channels and downspouts to ensure proper drainage and prevent potential hazards.

Q13. Can you describe the information that needs to be included in the quality assurance and quality management plan? Is there a template that should be considered?

A13. A comprehensive Contractor Quality Control Management Plan shall include detailed information on the following key areas:

• Quality Objectives: Clear goals for ensuring the quality of the project, including standards and benchmarks.

• Roles and Responsibilities: A detailed outline of responsibilities for both internal teams and contractors regarding quality management.

• Quality Control Processes: Methods for monitoring and evaluating quality during each phase of the project.

• Documentation and Reporting: Systems for recording quality data, maintaining records, and providing regular quality reports.

• Non-Conformance Management: Processes to identify, document, and correct any quality issues or non-conformities.

The Quality Assurance and Surveillance Plan is tool used by the Government.

Q14. Please describe how potential risks from neighboring plants and trees need to be reported

A14. The Contractor Project Manager will communicate and report any potential risk to the Contract COR in writing via email.

Q15. Regarding Residence 4A in Foresta, zone 16. Please provide pictures for:

a. the second-floor planters

b. the second-floor pots

c. the pergola skylights that need cleaning

d. the interior garden at the house entrance

A.15. Please review the following as requested:

Cleaning of the skylights, downspouts, and guters.

Maintenance and rehabilita�on of the front garden and shrubs.

Cleaning, maintenance, and rehabilita�on of the rear and side gardens.

Note: Gardens and planters on the upper part of the solarium. Keep in mind that A/C equipment is installed there.

Q16. Regarding the PNC Barracks in zone 16, please:

a. provide a floor plan for the gardens

A16a.

b. confirm if once finished the house will have grass installed or if it needs to be included in the proposal as part of the project.

A.16b.

Yes, grass is part of the construction plan on another contract performed by another contractor.

For this contract, the Contractor is not responsible for installing grass, except when coordinated by the COR and grass or planting is required.

Minutes of the Site Visit for the Gardening Services Solicitation

Date: March 25, 2025

Time: 10:00 am

Solicitation Number: 19GT5025R0003

Attendees: Monica Venegas, FAC Residential Engineer & Project Coordinator Pedro Arizandieta, FAC Maintenance Operations Supervisor Ingrid Cifuentes, GSO Contracting Agent Maria Jose Urzua, GSO Purchasing Agent

Introduction:

The Contracting Agent, Ingrid Cifuentes, welcomed all attendees and introduced the Facilities team representing the U.S. Embassy in Guatemala.

Agenda:

The meeting’s agenda was presented to the attendees, and the purpose of the site visit was explained in greater detail.

• Welcome to Attendees

• Review of solicitation package

• Tour of three sites (Chief of Mission Residence, Deputy Chief of Mission Residence and PNC Barracks) garden areas

• Questions and Answers

• Reminder of offer submission due date/time

• Site visits wrap up and dismissal.

Discussion of the Solicitation Package:

The Contracting Agent and Facilities representatives referenced the statement of work to provide site conditions and detailed gardening requirements. Additionally, the major sections of the solicitation were highlighted by the Contracting Office. Please see the summary below.

Questions and Answers:

Questions from attendees were compiled with questions received before and after the site visit. The Contracting Agent informed the attendees that all questions and answers would be sent to A/GA for review and approval. Conference attendees were notified that these questions and answers along with the meeting minutes and any amendments would be posted on the SAM.gov site so that other vendors are not disadvantaged for being unable to attend the site visit.

Conclusion:

Prospective offerors were reminded that doing business with the U.S. Government differs from commercial practice because the solicitation and award processes are regulated under the

FAR. Attendees were reminded that any statements made during the conference do not change the solicitation and that any changes would be made by written amendment to the solicitation and posted on the SAM.gov site. The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government and the meeting was adjourned.

Sincerely, Beau P. Garrett Contracting Officer