Site Visit Minutes - Gardening Services.pdf

Site Visit Minutes

RFQ 19MX5321Q0003 for Gardening Services

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March 4, 2021

Embassy of the United States of America

Paseo de la Reforma No. 305, Colonia Cuauhtémoc, 06500 Mexico City.

Minutes from Site Visit – Gardening Services, March 2, 2021, and March 3, 2021

1. Introduction

The Contract Specialist welcomed all attendees and introduced the Contracting Officer, Contract

Specialist and COR.

2. Discussion of the Solicitation Package

Speakers: Contracting Specialist, Lucy Olivares

Contracting Officer´s Representative, Enrique Alvarez

3. Purpose:

The purpose of this site visit is to brief all prospective offerors about the solicitation. In this meeting, you will learn how doing business with the U.S. Government differs from commercial practice because the solicitation and award processes are regulated under the Federal

Acquisitions Regulation (FAR).

4. Submittal deadlines:

o Questions: Please refer to section 3.2 (d) of the RFQ. Due March 8, 2021 o Proposals: Please refer to section 3.4 of the RFQ. Due April 20, 2021

5. Site Visit minutes: Minutes will be posted on Contracts Opportunities section of beta.sam.gov website.

6. Statements

The statements made here do NOT change the solicitation. All changes will be made by written amendment to the solicitation.

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7. Amendments

It may be necessary to amend (change) the solicitation during the solicitation period for such reasons as:

• Issues raised by prospective offerors, either in a pre-quotation conference or otherwise;

• The need to change the closing date for receipt of offers;

• The need to correct ambiguities; or

• Changes in quantity, specifications, or delivery schedules.

All amendments will be posted on Contracts Opportunities section of beta.sam.gov website

The U.S. Government implements the Fair Release of information, in other words, what you tell one, you must tell everyone.

8. Questions

Questions that have been received via email and questions that arise from this meeting should be submitted via email and will be included in the Q&A file. The formal answers will be posted.

Please note that questions must be sent in English as answers will be provided in English; if question are received in Spanish, answers will be provided in English.

The Q&A will be posted on Contracts Opportunities in the beta.sam.gov.

9. Discussion of the Solicitation

The solicitation is divided into the following 5 sections:

Section 1 – The Schedule – We will mostly go over this section.

Section 2 – Contract Clauses – We will not go over the clauses only clause 52.225-50

Trafficking in persons, 52.204-24 & 52.204-26 Covered Telecommunications Equipment and 52.229-12 Tax on Certain Foreign Procurements.

Section 3 – Solicitation Provisions – Slightly go over the points that your proposal must contain.

Section 4 – Evaluation Factors – It refers to how we evaluate each proposal.

Section 5 – Representations and Certifications – This section must be filled-in by each offeror, if applicable.

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Only the following was highlighted during the Site Visit:

SECTION 1 – THE SCHEDULE

1.1 SCOPE OF SERVICES

The Contractor shall perform gardening services in all designated spaces located at Mexico.

Location Address

Chancery Paseo de la Reforma, Colonia Cuauhtemoc

Chancery – Strip of land

Paseo de la Reforma Avenue

Paseo de la Reforma

Colonia Cuauhtemoc

Benjamin Franklin Library Liverpool, Colonia Juarez

CMR Paseo de la Reforma, Lomas de Chapultepec, Mexico City

DCR Av. Palmas, Lomas de

Chapultepec, Mexico City

Residential Apartments Musset

Colonia Polanco

Mexico City

Residential Apartments Seneca

Colonia Polanco

Mexico City

Marine House Sierra Paracaima

Lomas de Chapultepec

Mexico City

DATT Residence Castillo de Miramar

Real de las Lomas

Mexico City

1.2 TYPE OF CONTRACT

(a) This is firm-fixed price type of contract for Standard Services.

(b) Temporary Additional Services are based on indefinite delivery/indefinite quantity with firm-fixed prices.

1.3 PERIOD OF PERFORMANCE

The performance period of this contract is from the start date stated in the Notice to

Proceed and continuing for 12 months, with two (2) one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

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1.5 TYPES OF SERVICES

1.5.1 Standard Services

Standard Services are defined as all gardening services requested under this Contract and as described in the Performance Work, under continuation to SF-1449, block 20 – Section

1.

1.5.2 Temporary Additional Services

1.5.2.1 Definition

Temporary additional services are services that are defined as standard services but are required at times other than the normal workday. These services shall support special events at the different locations included in this contract or in response to force majeure situations. The Contractor shall provide temporary additional services in addition to the scheduled services specified in this contract.

1.5.2.2 Ordering

The COR shall order temporary additional services on an as-needed basis. This work shall be performed by Contractor trained employees and shall not be subcontracted. The COR may require the Contractor to provide temporary additional services with 24-hour advance notice.

1.5.2.3 Maximum and Minimum

Since temporary/additional services are based on indefinite delivery/indefinite quantity, the minimum and maximum amounts are defined below:

The Government shall place orders totaling a minimum of 10 square meters. This reflects the contract minimum for the base year and option period. The amount of all orders shall not exceed 10,000 square meters. This reflects the contract.

1.5.2.4 Invoicing

The Contractor shall include in its next regular invoice details of the Temporary Additional

Services, if applicable, provided and requested under temporary additional services. The

Contractor shall also include a copy of the COR’s written confirmation for the temporary additional services.

1.6 PRICING

In consideration of satisfactory performance of all scheduled services required under this contract, the Contractor will be paid a firm-fixed-price (FFP) at the prices stated in the schedule below for the Base Year and two (2) Option Years.

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The monthly rates stated in this Contract shall include all direct and indirect costs, insurance, overhead, general and administrative expense, and profit, to include any materials and equipment required for these services. The Government will not pay any additional expenses.

1.6.1 Currency

1.6.1.1 Offers and payments for US firms:

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S.

dollars should submit their offer in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United

States.

1.6.1.2 Offers and payments for local or foreign forms

Any firm that is not a U.S. firm is a foreign firm. Any local or foreign firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency unless the foreign or local firm has a U.S. dollar bank account in Mexico.

1.6.1.3 Value Added Tax (VAT)

Value Added Tax (VAT) for offers in Pesos, Mexican currency, is not included in line-item rates. Instead, it will be priced as a separate amount in the contract and on the Invoices.

Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion.

VAT shall not be included in the CLIN rates or Invoices for U.S. firms as this is not applicable to U.S. based vendors.

10. Explanation to fill out pricing section

For Standard Services

• Multiply the quantity (12) by the Monthly unit price, the result will be your Annual

Price.

• This amount is also the Subtotal amount for Standard Services for the corresponding year.

• To obtain the IVA (only for offers in Mexican currency), multiply the Subtotal amount by 16% and place the result in the IVA box.

• The Total Price of Standard Services for each year will be the amount resulting from adding the Subtotal plus the IVA (for offers in Mexican currency). For U.S. Firms, the subtotal box should be the same as Total Price of Standard Services for each year.

This procedure will be the same for the calculations of all the option years.

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For Temporary Services:

• Multiply the estimated quantity (10,000) by the Unit price per square meter, the result will be your Sub-Total.

• To obtain the IVA (only for offers in Mexican currency), multiply the Subtotal amount by 16% and place the result in the IVA box.

• The Total Price for Temporary Services NTE for each year will be the amount resulting from adding the Subtotal plus the IVA (for offers in Mexican currency). For

U.S. Firms, the subtotal box should be the same as Total Price for Temporary

Services NTE for each year. This procedure will be the same for the calculations of all the option years.

To obtain the Total for all Services:

• Add Total Price of Standard Services plus the Total Price for Temporary Services

NTE of the corresponding year.

* Please do not use more than two decimals as they can affect the final pricing mathematics.

11. Detailed Explanation of Services Required

The Contracting Officer’s Representative provided a detailed explanation of the services required, a walk through the different locations included in the RFQ was performed, and the following sections of the RFQ were highlighted.

1.9 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 Contractor shall perform complete gardening and landscape maintenance services as described in this contract for all Government properties listed in 1.22. 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.

1.12.4 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 tree care.

The horticulturist shall accompany the Contractor at least once every three (3) months (at locations 1.22.1-1.22.5) during a surprise Quality Control visit to review the health and state of the landscape and to advise/direct the Contractor. The horticulturist shall provide

Page | 8 a written report of the visit. This report shall be delivered to the COR within five (5) working days of the visit. The horticulturist will visit all properties one (1) time per year as part of the formation of the annual Grounds Maintenance Plan and shall sign off on the plan. The horticulturist credentials shall be provided to the COR as part of the solicitation package and any change shall be approve by the COR.

1.12.5 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 in conjunction with the trained horticulturist and shall fit the requirements of local conditions, types of vegetation, and climate factors. The

Contractor shall submit a final version of Grounds Maintenance Plan (signed by the

Contractor and the horticulturist) to the COR for approval within 30 days after contract award.

1.13 LAWN CARE

1.13.1 Grass Cutting

The Contractor shall maintain the height of grass between 4 and 6 centimeters. The

Contractor will mow the grass in an acceptable pattern according to industry standard and shall alternate patterns to avoid forming ruts. The Contractor is responsible for all equipment and fuel needed to complete this task.

1.13.2 Edging

The Contractor shall edge all sidewalks, driveways, flower/tree beds, and curbs each time the adjacent grass is cut. Edging shall result in crisp, clean cuts that create straight lines that follow the outline of the adjacent spaces.

1.13.3 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.

1.13.4 Weeding

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.

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1.13.5 Turf Repair and Re-Establishment

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.

1.13.6 Soil Supply

The Contractor shall supply organic black soil and mixed soil as needed to be used in regular gardening care and reforestation. Also, see Attachment 2 – Contractor Furnished

Material/Equipment.

1.13.7 Supply of Sod and Grass Seeds

The contractor shall provide sod and grass seed (that match the existing species) as required to cover any damaged area at the locations included in this contract, as requested by the COR. Any materials to be used under this section shall first be approved by the

COR.

1.13.8 Method and Frequencies

The method, frequencies, and dates of grass cutting, hedging, trimming, weeding, and turf repair shall be part of the contractor's Grounds Maintenance Plan for each location included in this contract.

1.14 PRUNING

1.14.1 Maintenance

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

1.14.2 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,

• Ensure the health and safety of the vegetation, and

• Maintain a neat and attractive appearance.

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1.14.3 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.

1.14.4 Method and Frequencies

The Contractor shall prepare a written schedule, as part of the Grounds Maintenance

Plan, showing the method, frequencies, and dates of pruning for each location included in this contract. These methods and frequencies shall be reviewed and approved by the horticulturist.

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 (as agreed upon with the COR) at all times.

1.14.5 Permits

The Contractor shall process and obtain the necessary permission(s) needed from the appropriate authorities in order to trim the trees or any other service which requires legal permissions for the services provided in this Contract. The Contractor shall initiate the process with sufficient lead time in order to execute the services in a timely manner. The

Contractor will not provide these services until the necessary permission is legally granted.

1.15 LEAF REMOVAL

The Contractor shall, on a daily basis, remove leaves and pine needles from the properties listed in Exhibit A and on a weekly basis during the period of October through January.

This includes raking the yards, sweeping terraces and sidewalks, and keeping the domes clean, to include the areas located between the protection fences along Paseo de la

Reforma strip of land in front of the Chancery.

1.16 RECYCLED MATERIALS

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

1.17 REMOVAL OF DEBRIS

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 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

Page | 11 to an authorized disposal site. The Contractor is responsible for all expenses incurred in the collection and disposal of debris.

1.18 WATERING

The Contractor shall water lawns, flowers, shrubs, and trees to provide for moisture penetration to a depth of 7 centimeters at all the locations stated in this contract, to include the strip of land located on Paseo de la Reforma Avenue in front of the Chancery.

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.

1.18.1 Method and Frequencies

The Contractor shall present the method, frequencies, and dates of watering in a written schedule in the Grounds Maintenance Plan and with concurrence of the trained horticulturist. The schedule shall take into account the kinds of vegetation, local soil conditions, and the seasonal variations in plant moisture requirements for each location included in this contract.

1.18.2 Irrigation Equipment

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

1.18.3 Water Supply

The Government shall furnish the supply of water.

1.19 FERTILIZER

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.

1.19.1 Method and Frequencies

The Contractor shall present the method of application, fertilizer type, frequencies, and dates of fertilizing and liming in the Grounds Maintenance Plan for each location included in this contract. All fertilizers shall meet Environmental Protection Agency

(EPA) guidelines and be approve by the department’s Safety, Health, and Environmental

Management (SHEM) through posts Assistant Post Occupational Safety and Health

Officer (A/POSHO).

1.19.1.1 Lawn Areas

The Contractor shall fertilize the lawn areas a minimum of two times per year in accordance with the approved Grounds Maintenance Plan and coordinated with the COR.

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1.19.1.2 Weed Killer

The Contractor shall apply weed killer as needed and approved in writing by the COR.

The Contractor shall avoid unnecessary weed killer applications.

1.19.1.3 Trees, shrubs, etc.

The Contractor shall fertilize trees, shrubs, bushes, hedges and plants a minimum of once a year in accordance with the approved schedule in the Grounds Maintenance Plan and in coordination with the COR.

1.20 PEST AND DISEASE CONTROL

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 general plan shall be included in the Grounds Maintenance Plan and agreed upon with the trained horticulturist. The Contractor shall obtain prior approval of the COR and A/POSHO for all pesticides and their application times and dates. A list of approved chemicals is found in attachment 3 and 4.

1.20.1 Method and Frequencies

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

Maintenance Plan for each location.

1.21 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.

1.21.1 Labelling

All chemicals used for the provision of services under this contract shall be properly labelled in both English and Spanish.

All chemicals must be labeled (according to OSHA standards using the Safety Data Sheet

(SDS) forms and methods) and approved by the COR and A/POSHO, in writing, prior to their utilization. Chemicals shall remain in their original containers to preserve the manufacturers information and warnings. If another container is to be used, it must contain the same safety information and labeling as the original packaging.

1.21.2 Safety Measures

The Contractor shall submit a plan for safety measures to be taken regarding hazardous and toxic products. This plan shall be updated in accordance to both U.S. and local health and safe regulations, as well as whenever the COR considers it necessary.

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The Contracting Officer’s Representative made the following annotation:

NOTE: All authority to change or modify the basic contract, including the exercising of any options, remains with the Contracting Officer assigned to the General Services Office at the U.S. Embassy Mexico City.

12. Explanation of additional requirements and proposal contents

The Contracting Specialist highlighted the following sections of the RFQ:

1.12 MANAGEMENT AND SUPERVISION

1.12.1 Supervision

The Contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor's workforce at all times. This supervisor shall be the focal point for the Contractor and shall be the point of contact with U.S. Government personnel. The supervisor shall have supervision as his or her sole function.

1.12.1.1 Language Proficiency

The supervisor shall have sufficient English language skills to be able to communicate with members of the U.S. Government staff.

LIST OF ATTACHMENTS WITHIN THIS SOLICITATION

• Attachment 1: Government Furnished Property

• Attachment 2: Contractor Furnished Material/Equipment

• Attachment 3: Department-Recommended EPA-Registered Self Help Pesticide for

Common Pests

• Attachment 4: Department-Authorized EPA-Registered Professional-Use Pesticides for

Common Pests

• Attachment 5: Price Breakdown per Location

• Attachment 6: Payment Registration Forms – Pesos

• Attachment 7: Payment Registration Forms – U.S. dollars

• Attachment 8: Payment Registration Forms – USD in Mexican Bank

• Attachment 9: DUNS, NCAGE & SAM Registration Instructions: How to Obtain a

DUNS Number and register to SAM: All vendors must have an active SAM registration in order to be eligible for award. Please follow the instructions contained in Attachment

9. If you have any questions or concerns, please contact us so we can help you through

Page | 14 the process. If you follow each step of the process, you won’t have trouble. First you will have to obtain a DUNS number (http://fedgov.dnb.com/webform), then a NATO code

(https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx) and then proceed to obtain a registration in the SAM website (https://www.sam.gov/portal/public/SAM/).

Please consider that it is very important that all company information be submitted exactly the same in all three registrations (same uppercase and lowercase letters, accents, commas, spaces, symbols, etc.) so that the registrations can be successful – any inconsistency between registrations will be rejected by the system automatically and the process will take longer or have to be restarted until inconsistencies are corrected. Also note that all these registrations are absolutely free of charge.

• Attachment 10: NDAA Compliance Letter

• Attachment 11: Safety Management Plan

SECTION 2 – CONTRACT CLAUSES

You will find all FAR and DOSAR clauses that protects the USG and the Contractor. You can go on acquisitions.gov to review them. If you have any questions, please send an email to the contracting team at MexicoCityGSOContracts@state.gov.

• FAR Clause 52.225-50 Combating Trafficking in Persons. Defined as exploitation of all kinds. The U.S.G. has zero tolerance for this matter. If there is a suspicion of trafficking in persons, the U.S.G has the right to investigate and terminate the contract.

• National Defense Authorization Act (NDAA) Clauses 52.204-24 and 52.204-26 Covered

Telecommunications Equipment. NDAA is the name for each of a series of U.S. federal laws specifying the annual budget and expenditures of the U.S. Department of

Defense. And regarding the covered telecommunications equipment, due to recent changes in U.S. law, your company may be prohibited from contracting with the U.S.

Government if you utilize Telecommunications equipment produced by Huawei, Hytera, Hangzhou, Dahua or, ZTE Technologies (or any subsidiary or affiliate of such entities) in your daily operations. This technology includes for example, routers, modems, or telephonic communications equipment.

• FAR Clause 52.229-12 - Tax on Certain Foreign Procurement Payments. This Act of the

Internal Revenue Code imposes a tax of two percent (2%) on the amount of payment for each payment. Unless the exceptions in FAR 29.402-3 apply. For Mexican companies an exception is applicable, therefore it is necessary to fill out the Internal Revenue Service

Form W-14. This form is required with their offer and every invoice upon award.

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SECTION 3 - SOLICITATION PROVISIONS

This section provides detailed instructions on how to prepare your proposal. Each proposal must contain 2 volumes. Please provide all of the requirements stated in each volume in separate volume files.

Electronic quotes and offers will be accepted. Submit the complete quotation via e-mail no later than April 20, 2021 at 17:00 hours, local time, to the electronic address stated in the Solicitation.

Each quotation must consist of the following:

3.1.1 Volume I

1. A completed solicitation, in which the SF-1449 cover page (blocks 12, 17, 19-24, and 30 as appropriate

2. A completed pricing schedule under Section 1, The Schedule, Continuation to SF-1449, block 23 (the rates shall be all inclusive).

3. A completed Attachment 5, Price Breakdown per Location.

4. Attachment 6, 7, or 8, Payment Registration Form (as applicable), filled out and signed (see Section 1, paragraph 1.6.1).

5. DUNS and NCAGE numbers.

6. Active SAM registration.

7. A completed Section 5, Representations and Certifications.

8. Attachment 10, NDAA Compliance Letter

9. If your offer is from one of the excepted countries a W-14 form shall be provided with your offer.

https://www.irs.gov/forms-pubs/about-form-w-14 https://www.irs.gov/instructions/iw14

3.1.2 Volume II

3.1.2.1 Management Information

1. Company profile.

2. Supervisor information as stated in Section 1, paragraph 1.12.1.

3. Trained horticulturist services as stated in section 1.12.4

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4. Evidence that the offeror operates an established business with a permanent address and telephone listing.

3.1.2.2 Experience and Ability to Perform

Information demonstrating the offeror’s ability to perform and meet the solicitation requirement, including, at a minimum:

1. A list of clients over the past 3 years, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). If the offeror has not performed comparable services in Mexico, then the offeror shall provide its international experience. Offerors are advised that the past performance information requested above may be discussed with the client’s contact person. In addition, the client’s contact person may be asked to comment on the offeror’s:

� Quality of services provided under the contract;

� Compliance with contract terms and conditions;

� Effectiveness of management;

� Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and

� Business integrity / business conduct.

The Government will use past performance information primarily to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the offeror’s work experience. The Government may also use this data to evaluate the credibility of the offeror’s proposal. In addition, the

Contracting Officer may use past performance information in making a determination of responsibility.

2. Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work;

3. The offeror shall address its plan to obtain all licenses and permits required by local law (see DOSAR 652.242-73 in Section 2). If offeror already possesses the locally required licenses and permits, a copy shall be provided.

4. Offeror´s Strategic Plan for Gardening Services to include but not limited to:

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a. A work plan taking into account all work elements in Section 1, Performance Work Statement.

b. Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained.

c. Address the Quality Control Plan in sufficient detail to demonstrate that the offeror shall provide prompt, courteous service with the lowest available fares, including but not limited to contract administration and oversight.

d. (i) If insurance is required by the solicitation, a copy of the

Certificate of Insurance(s), or (ii) a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

e. Safety Management Plan – Attachment 11

f. Grounds Maintenance Plan (to include methods and frequencies

(which includes descriptions of tools and equipment to be used for each task and how))

3.5 DEVIATIONS TO SOLICITATION REQUIREMENTS

The Offeror shall identify and explain/justify any deviations, exceptions, or conditional assumptions taken with respect to any of the instructions or requirements of this request for quotation in the appropriate volume of the offer.

3.6 DUNS & NCAGE

Interested Offerors must have a Contractor Identification Number. Offerors, to include foreign firms, who do not have a Contractor Identification Number, must register and obtain a “Data Universal Numbering System” (DUNS) number and a “NATO

Commercial and Government Entity” (NCAGE) code at the following internet website/address http://fedgov.dnb.com/webform. (“National Atlantic Treaty

Organization” (NATO)). Submit with your Offer in Volume 1. See attachment E, for further guidance.

3.7 SAM REGISTRATION

In order to receive an award, Offerors must also be registered in the System for Award

Management at the following link https://www.sam.gov/portal/public/SAM/. Offerors need both their DUNS and NCAGE before registering in SAM. Submit a copy of your completed registration with your Offer in Volume 1. See attachment 9, for further guidance.

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SECTION 4 – EVALUATION FACTORS

• To be acceptable and eligible for evaluation, proposals must be prepared in accordance with Section 3 – Solicitation provisions and must meet all of the requirements set forth in other sections of this solicitation.

• Award will be made to the lowest priced, technically acceptable, responsible offeror.

• The Government reserves the right to reject proposals that are unreasonably low or high in price.

SECTION 5 – REPRESENTATIONS AND CERTIFICATIONS

This section identifies the type of company or business that each one has. Fill-in sections that are applicable. This section must be completed if the offeror company has not registered in SAM or is in the process of registering in SAM.

Make sure you comply with dates and times. The C.O. reserves the right not to answer or receive late questions or proposals.

13. Conclusion on March 3, 2021 – All Properties visited

The Site Visist concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government.

Sincerely, C. Melora Johnston

Contracting Officer