QA Gardening.pdf

SBU - CONTRACTING AND ACQUISITIONS

Questions & Answers

Gardening Services – 19MX5326Q0020

Technical Questions

Q1. Could the plant palette for all areas to be intervened please be shared?

A1. Refer to Attachment 7 – 2026_05_14 NEC Planting Schedule Part I and Attachment 8 – 2026_05_14 NEC Planting Schedule Part II, incorporated under Section 1, Continuation to SF-1449, IDIQ Number 19MX5326Q0020, Schedule of Supplies/Services, Block 20, paragraph 10.0, Attachments in Amendment 0001.

Q2. Could the total area of grass to be intervened be provided in square meters?

A2. The estimated lawn area is 650 square meters.

Q3. Could the area of climbing plants on walls to be intervened be provided in square meters?

A3. See attachments in Q1

Q4. Could the photographs taken during the site visit please be shared?

A4. Refer to Attachment 9 – Approved Pictures, incorporated under Section 1, Continuation to SF-1449, IDIQ Number 19MX5326Q0020, Schedule of Supplies/Services, Block 20, paragraph 10.0, Attachments in Amendment 0001.

Q5. Native plants grow in the NEC rooftop gardens. Should they be removed, or is their growth allowed?

A5. The contractor shall use its professional experience and expertise to distinguish between plants intentionally installed as part of the landscaping design and wild/native vegetation growing naturally. Vegetation not intended as part of the original landscape design shall be removed in order to preserve the planned appearance and integrity of the landscape.

Q6. Could you provide the irrigation and electrical piping plans located in the maintenance areas?

A6. The Facility Management Office (FAC) will be responsible for operating and performing maintenance on the irrigation system. Once the gardening contractor is awarded, FAC will coordinate with them and provide the necessary information regarding the system’s operation and maintenance requirements.

Q7. Do you have a suggested catalog of products for fertilizing, pest control, etc.? If so, could it be shared? Should they be organic, or are chemical products also allowed?

A7. Refer to RFQ, Section 1, Continuation to SF-1449, IDIQ Number 19MX5326Q0020, Schedule of Supplies/Services, Block 20, paragraph 1.0, Performance Work Statement.

Subparagraph 1.10.1 Method and Frequencies. All fertilizers shall meet Environmental Protection Agency (EPA) guidelines and be approved by the department’s Safety, Health, and Environmental Management (SHEM) through posts Assistant Post Occupational Safety and Health Officer (A/POSHO)

Subparagraph 1.12.1 Labelling. 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 manufacturer’s information and warnings. If another container is to be used, it must contain the same safety information and labeling as the original packaging

Q8. Are all fountains included as part of the maintenance?

A8. No, fountains are not part of the contract.

Q9. In Area C, will a complete sweeping of the entire area be carried out?

A9. All debris, trash, and dirt resulting from gardening activities shall be completely cleaned by the contractor. The contractor shall ensure that all areas are left clean and free of debris after the completion of the work.

Q10. For work at height, is it permitted to install an anchoring system for the safety of maintenance personnel?

A10. If it is not an item perforating the existing building or structure yes, it can be a portable anchor point. This means anchoring systems for safety at height are permitted as long as they do not penetrate or perforate the existing building or structure, and the system must be a portable anchor point that does not cause permanent damage to the facility. The system shall require prior COR approval before installation.

Q11. For lawn recovery after scheduled events at the CMR, can it be replaced if necessary?

A11. As discussed during the site visit, the lawn at the CMR shall be repaired, replaced, leveled, or restored as necessary immediately after any event, with prior authorization from the COR.

Q12. To avoid entering buildings with wheelbarrows, is it allowed to use a foldable cart with wheels?

A12. Yes. The awarded contractor shall send cart specifications to the COR for approval, especially the wheels materials to avoid damaging the NEC floor.

Q13. Are the NEC water outlets pressurized?

A13. Yes

Perimeter trees surrounding NEC along the sidewalk.

Q14. Question: Is there any specific criterion regarding pruning with respect to height?

A14. Specific pruning requirements and height criteria will be determined on a case-by-case basis depending on the location, plant species, operational needs, and aesthetic considerations. These criteria will be discussed and coordinated individually with the awarded contractor during contract performance.

Q15. Will they be permitted to grow naturally—regardless of the heights or density they naturally attain? Or will their growth be restricted by pruning them to a specific height?

A15. Refer to Q14.

Regarding the watering of trees located on the public sidewalk surrounding the NEC.

Q16. Is it correct that any type of transport vehicle is permitted to circulate in front of the Embassy?

A16. In public streets, meaning outside of the NEC perimeter, any type of transport vehicle is permitted as long as it complies with all applicable transportation regulations.

Q17. Is it necessary to complete any formal procedures with the U.S. Embassy authorities?

Or will a simple registration suffice merely to notify them of the vehicles' presence near the Embassy?

A17. Any work shall be communicated to the COR in advance, including all the vehicles that will be involved.

Personnel List:

Q18. In the event that a change becomes necessary, how many days should be allowed for the registration of a new member?

A18. Refer to RFQ, Section 1, Continuation to SF-1449, IDIQ Number 19MX5326Q0020, Schedule of Supplies/Services, Block 20, paragraph 4.0 Personnel Requirements.

Q19. In the case of exotic plant species (non-native to Mexico)—which were identified in the pollination garden as well as on two other properties—what is the protocol to be followed regarding their replacement should any of these plants wither or die?

A19. Any plant that withers, dies, or requires replacement shall be immediately reported to the COR. Replacement or planting of new species shall only be performed with prior authorization from the COR.

Q20. That is to say, must those exact species be replaced?

A20. Refer to Q19.

Q21. Should the same seeds be used, provided they can be acquired? Or may they be replaced with similar species?

A21. Refer to Q19.

Q22. The use of weed killers—most of which employ chemicals highly toxic to the environment—raises the question: what criteria should guide their replacement?

A22. Refer to Q7.

Q23. Must equipment for work at heights—such as scaffolding or wall ladders—that will be used sporadically remain inside the NEC building for one consecutive year without being removed? Or is it permissible to bring them in beforehand and remove them from the premises as their use requires?

A23. Equipment used for work at heights, including scaffolding and ladders, may be stored in the warehouse and in the areas assigned by the Government for the contractor’s use.

Q24. Regarding access to NEC, how much time per day should be allotted for the check-in and check-out processes? These times must be accounted for separately from actual working hours.

A24. For non-badged personnel, access requests shall be submitted to the COR at least 2 business days prior to the visit. For badged personnel, the screening process takes no more than 15 minutes, both for arriving and departing.

Q25. The botanical expert and the supervisor must be present at each location and able to communicate in English at all times—is that correct?

A25. No. Only the Customer Representative is required to be present at all times supervising the work activities. The Customer Representative shall be able to communicate in English and will serve as the direct point of contact with the COR.

Regarding the expert, refer to RFQ, Section 1, Continuation to SF-1449, IDIQ Number 19MX5326Q0020, Schedule of Supplies/Services, Block 20, paragraph 1.0, Performance Work Statement, subparagraphs 1.3, Management and Supervision; 1.3.4 Technical Guidance.

Regarding the Irrigation System

Q26. The irrigation system is not included in the maintenance contract—is that correct?

A26. Correct.

Q27. During the service visits, should someone be notified in the event that any faults are discovered?

A27. Yes, the contractor shall notify the COR immediately.

Q28. Reporting faults is the sole obligation of the landscaping provider—is that correct?

A28. The contractor shall notify the COR immediately of any issue related to the duties within the scope of this contract.

Special Events at the NEC and at Diplomatic Residences:

Q29. How far in advance will we be notified of such events? Can we anticipate that there will be at least one event every 15 days? Following each event, must we enter immediately to perform cleanup, eve

A29. The COR will provide advance notice of scheduled events whenever possible.

Event frequency may vary depending on operational needs and cannot be guaranteed. Following events, the contractor may be required to perform cleanup, lawn recovery, or any necessary restoration activities as coordinated and authorized by the COR.

Reference: Section 1, Schedule of Supplies/Services (Block 20), paragraph 1.13.1 (NEC), page 21.

Q30. In reference to the NEC area (15,000 m²), could the Government please share the plant palette (species and approximate quantities) currently installed at the NEC, as well as the characteristics of the soil substrate in place? This information is necessary to prepare an accurate Grounds Maintenance Plan and to properly estimate costs for soil amendments, fertilization, and plant care specific to the existing vegetation.

A30. Refer to Q1.

Reference: Section 1, Schedule of Supplies/Services (Block 20), paragraph 4.2.7 (Safety Precautions), page 25; and Section 3, Addendum to Solicitation Provisions, Volume III, paragraph B.3 (4)(v) Safety Plan, page 59.

Q31. Could the Government please share the specific security guidelines and operational protocols that contractor personnel must follow while working within Embassy facilities? Understanding these requirements in advance is necessary to prepare a compliant Safety Plan as part of our proposal, and to accurately account for any associated costs and staffing implications in our price quote.

A31. Refer to RFQ, Section 1, Continuation to SF-1449, IDIQ Number 19MX5326Q0020, Schedule of Supplies/Services, Block 20, paragraph 1.0, Performance Work Statement, sub-paragraph 1.3.4, Technical Guidance and sub-paragraph 1.5.6, Permits.

Additionally, refer to Attachment 10 – Safety Plan Template, incorporated under Section 1, Continuation to SF-1449, IDIQ Number 19MX5326Q0020, Schedule of Supplies/Services, Block 20, paragraph 10.0, Attachments in Amendment 0001.

Q32. In order to comply with local regulations governing urban tree management in Mexico City, specifically those enforced by SEDEMA (Secretaría del Medio Ambiente) and the corresponding Alcaldía, is it required that the contractor present certifications for tree pruners (podador) and tree assessors (dictaminador de arbolado urbano) registered under the contractor's company name? This question applies to the execution of pruning, felling, and tree transplanting activities, as well as the processing of the corresponding permits before the relevant local authority.

A32. The contractor is responsible for complying with all regulations, licenses, and procedures required by authorities at all levels of government for the performance of all activities that are part of this contract.

Administrative Questions

Q33. Regarding Volume 4 (Financial Statements), Section B.4 of the solicitation requires the submission of an Income Statement, Balance Sheet, and Cash Flow Statement for the past three years, certified by a third party. Our question is as follows: May these financial statements be submitted in Spanish, given that our company is incorporated and operates under Mexican law and our accounting records are maintained in Spanish? Or are they required to be submitted in English?

A33. Financial Statements can be submitted in Spanish. However, it is recommended that the Auditor’s Opinion is sent in English so that the evaluators are able to determine the offeror’s financial responsibility. A simple translation of the opinion will suffice; no certified translations are required.

Q34. Will we be allowed to include VAT in our rates and invoices if our subcontractor will be a local firm?

A34. If you are a U.S. company, you will need to include any local taxes to be paid to your subcontractors in your unit price. VAT cannot be broken down and will not be paid separately for U.S. Companies. This means all local taxes, including VAT paid to subcontractors, must be incorporated into your overall unit pricing, and the Department will not reimburse or pay VAT as a separate charge for U.S. companies.

When preparing your cost proposal, ensure you account for all local taxes in your pricing structure.