Fukuoka - Gardening Contract 2026 Questions Signed.pdf

AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 5

2. AMENDMENT/MODIFICATION NO.

A001

3. EFFECTIVE DATE

See Item 16C.

4. REQUISITION/PURCHASE REQ. NO.

MPR0574614/PR15712757

5. PROJECT NO.

6. ISSUED BY CODE 7. ADMINISTERED BY CODE

GSO/Procurement Unit

U.S. Consulate Fukuoka

2-5-26 Ohori, Chuo-ku

Fukuoka, Fukuoka 815-0052

Japan

See Item 6.

8. NAME AND ADDRESS OF CONTRACTOR

9a. AMENDMENT OF SOLICITATION NO.

19JA25-26-Q-0004

9b. DATED (SEE ITEM 11)

January 22, 2026

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, [ ] 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 one copy 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

N/A

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: 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:

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

14. DESCRIPTION OF AMENDMENT/MODIFICATION

The purpose of this amendment is to:

1.) Provide the Qs&As. See pages 2 through 5 of the Amendment 0001

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

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

16A. NAME OF CONTRACTING OFFICER

Lane Ogawa

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

1/22/2026

Request for Quotation No. 19JA2526-Q-0004

Amendment 0001

United States Consulate Fukuoka, Japan

January 22, 2026

Questions and Answers (Qs&As)

Fukuoka Gardening Services Contract

Question 1:

“Is the first grade Zoen Ginoushi License required or is a third class license acceptable?”

Answer 1: A minimum of Second Grade Zoen Ginoushi License will be accepted.

Question 2:

“Can we put chemicals in the pool/pond?”

Answer 2: Yes, Chlorine or other aquatic control agents may be used to help maintain water quality (minimum pH level of 7.2). However, all chemicals must be approved by the COR in advance and must comply with U.S. Government safety standards.

Question 3:

“Are parking spaces available for contractor personnel?”

Answer 3: No, contractor personnel parking is not available, but we can provide bicycle parking space on compound.

Question 4:

“Are we able to propose flowering options for the U.S. Consulate grounds?”

Answer 4: Yes, proposal to enhance the appearance of the U.S. Consulate and

Residential gardens are welcome. However, implementation will be subject to budget availability and approval.

Question 5:

“In the RFQ, pool cleaning is required daily, but contractors are only required to be present three days a week. Would you be able to clarify this?”

Answer 5: “Daily” refers to each working day when the contractor is present on-site.

Question 6:

“May we(Contractors) have more than one personnel registered to work on the grounds of U.S.

Consulate Fukuoka?”

Answer 6: Yes, multiple personnel may be registered, provided each individual meets the required experience and security clearance requirements.

Question 7:

“With regard to confirming the basic management approach explained during the pre-proposal conference; although various items are described in Section C, is it correct to understand that the

Contracting Officer’s Representative (COR) will issue weekly work instructions, and that the contractor is required to follow those instructions, perform the work on the designated dates in accordance with the specifications, complete it by the required deadlines, and maintain the site in a controlled condition? Any work outside of this scope would be handled through case-by-case coordination. Is this understanding, correct?”

Answer 7: All tasks described in Section C are included in the U.S. Government maintenance system and are issued in the form of work orders. The COR is responsible for maintaining records and ensuring quality control of the gardening services in accordance with this contract. Gardening work orders printed by the COR will be provided to the gardener on a weekly basis for execution.

Question 8:

“Is it correct that the explanation provided during Pre-quotation Conference the basic rules, and that for items not covered therein, the work should proceed based on coordination with the COR on a case-by-case basis?”

Anwer 8: If additional work that is not stated in the contract is required to maintain the

U.S. Consulate and Residential garden areas in good condition, the contractor shall submit the proposed scope of work, an action plan, and a cost quotation to the COR for review and approval.

Question 9:

“Depending on the work, is it acceptable for the number of workers entering the site to increase or decrease? Additionally, is there a limit on the number of access passes that can be issued?”

Answer 9: The number of workers is limited to seven. For temporary or one-day work, contractor personnel may enter the site on any day, provided that a visitor access request has been submitted to the COR and approved by the U.S. Consulate in advance.

Question 10:

“If selected as the contract awardee, would it be possible to conduct an operational-level handover with the current contractor?”

Answer 10: This would be at the discretion of the current contractor. The U.S.

Government is not responsible for providing operational handover instructions; however, an introduction to the current contractor may be arranged.

Question 11:

“Regarding the DESCRIPTION/SPECIFICATION/STATEMENT OF WORK in C.3.4.2, do these apply to the workers who physically perform the work, or to the personnel responsible for supervising and instructing those workers?”

Answer 11: These requirements apply to the worker(s) who physically perform the gardening work.

Question 12:

“Would it be possible to get a garden layout?”

Answer 12: No, a garden layout is not available. However, the total garden area of the

U.S. Consulate is approximately 600 m².

Question 13:

“C.3.4.2 states that the qualification of “Zoen Ginoushi” is required; however, would it be acceptable to substitute this with the qualification of “Zoen Seko Kanri Gishi” or “Doboku Seko

Kanri Gishi”?”

Answer 13: No, “Zoen Seko Kanri Gishi” and “Doboku Seko Kanri Gishi” are not acceptable substitutes.

Question 14:

“Would it be acceptable if at least one person involved in the project holds the required “Zoen

Ginoushi” qualification?”

Answer 14: No, the individual who holds the required Zoen Ginoushi license must personally perform the gardening work.

Question 15:

“Would you be able to provide the amount of the previous bid?”

Answer 15: The grand total of the current 5 year contract is JPY 18,240,000 (base and four option years). However, there have been some changes in the services to be provided under the Request for Quotations (RFQ). Therefore, each quoter shall carefully review all requirements set forth within the RFQ.

Question 16:

“Would it be possible to allow an additional site inspector in order to reconfirm the site conditions?”

Answer 16: Site inspections are permitted only for the awarded contractor. Any such visit shall be coordinated in advance with the COR.

-End of Questions & Answers-