PR15050204- PUBLIC NOTICE FOR GARDENING AT CMR.pdf

SENSITIVE BUT UNCLASSIFIED

Embassy of the United States of America Conakry

Republic of Guinea

January 27, 2025

PUBLIC NOTICE AND SOLICITATION # 19GV1025Q0004

SERVICE CODE: S208 – GARDENING/LANDSCAPING/GROUNDSKEEPING

2022 NAICS CODE: 561730

The U.S. Embassy in Guinea is seeking offers from competent, legally registered gardening professionals and contractors to perform gardening, groundskeeping and beach cleaning services at the Chief of Mission’s residence in Conakry, Guinea.

Offerors are advised to thoroughly read and understand the STATEMENT OF WORK, which is included in this public notice. The statement of work offers a detailed description of the services required as well as the competencies, terms and other criteria that offerors must fulfill in order for their bid to be considered.

The duration of this service contract will be 1 (one) base year plus 2 (two) option years. Exercise of the option years will be entirely at the discretion of the embassy. Please note that this is a combined synopsis/solicitation for a commercial item, prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

The preferred method of contact for all matters pertaining to this public notice is via electronic mail to conakryproc@state.gov using the solicitation number 19GV1025Q0004 as the subject for the email. Offerors must cite this number in all correspondence pertaining to this public notice. This solicitation includes all applicable provisions and clauses in effect under FAC 2005-55.

Offers are due on or before February 21, 2025, at 18:00 GMT. Offers will not be accepted after this deadline.

A proposed pricing format has been provided on the final page(s) of this public notice. However, offerors can present their quotations in any manner they deem suitable as long as the costs are expressed in monthly terms, and they respect basic arithmetic logic.

Should you require a site visit prior to preparing a quotation, you may send a request SyMoussa@state.gov with cc to conakryproc@state.gov mailto:SyMoussa@state.gov mailto:conakryproc@state.gov

CLAUSES

Contract Clause, in addendum to FAR 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition. Award will be made to the lowest priced, technically acceptable offer. FAR clause 52.212-4, Contract Terms and Conditions-Commercial items, applies to this acquisition.

The following FAR clauses in paragraph (b) of FAR 52.212-5, Contract Terms and Conditions to Implement Statutes or Executive Orders - Commercial Items (https://www.acquisition.gov/far/current/html/52_212_213.html#wp1179527 – include in full text), will apply to the resultant contract: 52.203-10, Price or Fee Adjustment for Illegal or Improper Activity.

The following DOSAR provisions/clauses will also apply: 652.206-70, Competition Advocacy/Ombudsman;

652.214-71, Authorization to Perform; 652.225-70, Arab League Boycott of Israel; 652.225-71, Section 8(a) of the Export Administration Act of 1979, as Amended; 652.242-70, Contracting Officer’s Representative;

and 652.243-70, Notices.

All offerors must include a completed copy of FAR 52.212-3, Offeror Representations and Certifications - Commercial Items with their offer.

All offerors/contractors have to be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to contract award pursuant to FAR provision 52.204-7. Therefore, prospective offerors are encouraged to register prior to the submittal of quotations/proposals.

The guidelines for registration in SAM are available at:

https://www.statebuy.state.gov/pd/Pages/AdditionalVendorReg.aspx Furthermore, with the recent FAR update, it is now mandatory for the Government to enquire if offerors/contractors are using or will be using, in government contracting, covered telecommunications equipment produced by Huawei, ZTE, Hikvision, Dahua, and Hytera, or their subsidiaries or affiliates.

Consequently, vendors are required to update their SAM registration with that information. Potential offerors are advised to pay special attention to clauses FAR 52.204-24, FAR 52.204-25 and FAR 52.204-26 while completing their registration in SAM.

You will need to check this website periodically for updates. Thank you in advance for your interest https://www.acquisition.gov/far/current/html/52_212_213.html#wp1179527 https://www.sam.gov/ https://www.statebuy.state.gov/pd/Pages/AdditionalVendorReg.aspx

STATEMENT OF WORK (SOW)

The purpose of this contract is to obtain gardening services for real property owned or managed by the U.S.

Government at CMR. The Contractor shall perform gardening services in all designated spaces & clean the beach area at CMR.

GENERAL REQUIREMENTS

Maintenance and appearance of the grass, shrubbery, garden areas, trees, and related landscape elements 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 at CMR. 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.

GROUNDS MAINTENANCE PLAN

The Contractor shall submit an annual Grounds Maintenance Plan that reflects the proposed frequency 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.

The Contractor shall submit the Grounds Maintenance Plan to the COR for approval within 30 days after contract award:

This contract establishes terms and conditions applicable to requirements of Gardening Services including

LAWN CARE, GRASS CUTTING, EDGING, TRIMMING, WEEDING, TURF REPAIR AND RE-

ESTABLISHMENT, PRUNING, LEAF REMOVAL, RECYCLED MATERIALS, REMOVAL OF

DEBRIS, WATERING, FERTILIZER, PEST AND DISEASE CONTROL, HAZARDOUS AND TOXIC

SUBSTANCES at CMR OBO 1528 D1 compound at least 5 days a week.

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.

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

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.

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.

The Contractor shall, whenever necessary, repair areas damaged by vehicular traffic, oil and gas, building repairs, and normal foot traffic.

The damaged area shall be filled in and leveled and then seeded or sodded and maintained to conform to adjacent areas.

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

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

The Contractor shall prepare a written schedule, as part of the Grounds Maintenance Plan, showing the method, frequencies, and dates of pruning.

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.

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.

The Contractor shall, on a monthly basis & at any time it’s necessary, remove leaves and pine needles from the properties listed in Exhibit A and on a weekly basis during the period required.

The Contractor shall remove foreign material, cuttings, grass, leaves, bark, limbs, dead vegetation, paper, and trash from the maintained areas including walkways, stairways and curbs within or adjacent to the area.

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

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

The Contractor shall water lawns, flowers, shrubs, and trees to provide for moisture penetration to a depth of 7 centimeters. If natural precipitation is sufficient to fulfill this requirement, the Contractor may request the COR's permission to suspend watering to avoid too much water in the soil.

The Contractor shall present the method, frequencies, and dates of watering in a written schedule in the

Grounds Maintenance Plan. The schedule shall consider the kinds of vegetation, local soil conditions, and the seasonal variations in plant moisture requirements.

The Contractor shall provide all hoses, portable sprinklers, and other similar irrigation equipment.

The Government shall furnish the supply of water.

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.

The Contractor shall present the method of application, fertilizer type, frequencies, and dates of fertilizing and liming in the Grounds Maintenance Plan.

The Contractor shall fertilize the lawn areas a minimum of two times per year.

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.

The Contractor shall fertilize trees, shrubs, bushes, hedges and plants a minimum of once a year.

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.

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

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.

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

The contractor shall respond a call to clean the beach area at least 3 time a week or at any time he is needed.

The contractor shall be proactive and respond at any need referring to the beach area cleaning request and should leave the areas always clean. Contractor shall immediately notify the Embassy of any delays that may impact the service.

The contractor shall produce a time attendance to their workers to fill at any time they show up for service at that area covered. The Embassy reserve the right to inspect or verify effectiveness of services that have been tendered for acceptance.

All work shall be performed for 5 days a week from 9:00-16:00 Monday to Thursday & from 9:00 AM to

12:30 PM Friday except for the holidays identified in the Addendum in Section 2. 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.

PROPOSED PRICING FORMAT FOR THE BASE YEAR

(Commencing from date of notice to proceed and continuing for a period of 12 months)

Line Item Description Monthly Price x 12 Months Annual Total

Gardening, landscaping, groundskeeping and beach cleaning duties as described in SOW for 5 days per week 12

Annual Total

PROPOSED PRICING FORMAT FOR OPTION YEAR 1

(Commencing upon expiry of the base year and continuing for a period of 12 months)

Line Item Description Monthly Price x 12 Months Annual Total

Gardening, landscaping, groundskeeping and beach cleaning duties as described in

PROPOSED PRICING FORMAT FOR OPTION YEAR 2

(Commencing upon expiry of option year 2 and continuing for a period of 12 months)

Line Item Description Monthly Price x 12 Months Annual Total

Gardening, landscaping, groundskeeping and beach cleaning duties as described in