Q and A 19MX5725Q0016.pdf

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RFQ 19MX5725Q0015 Q&A

Grounds, Irrigation and Landscape Maintenance Services for

COB

RFQ 19MX5725Q0016

QUESTIONS AND ANSWERS

The following questions were asked by interested quoters either in person during the pre-proposal conference/site visit or submitted electronically at the e-mail address specified in the solicitation. The contracting officer has provided answers to these questions, making them available to all quoters by posting this document on https://sam.gov/ public website.

Quoters are reminded that nothing in this document, including responses to questions, should be considered, or construed as a change to the solicitation. Any changes to the solicitation, if found to be necessary, will be communicated by issuance of a written amendment.

Please send your company’s proposal by August 29,2025.

Question 1

Q -They mentioned that we must have civil liability insurance. Does this insurance have any specific requirements?

A- General Liability insurance is for injury or damage caused by the vendor during the performance of duties and is required in addition to any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of work. Please refer to Section 1.23 INUSURANCE for specifications.

Question 2

Q – Does the “camellón” have an automatic irrigation system, or does water need to be brought in for watering?

A- It has a conventional irrigation system. The manual system is already installed, property of the city.

Contractor will control the watering as necessary.

https://sam.gov/

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Question 3

Q – Will the valve layout drawings be provided to the awarded contractor?

A- Yes.

Question 4

Q – Was there any mention regarding the 10% of the electrical power?

A- At Gardening Shop spot, we referred technically to: Maintain available spare parts and replace when required, according to following: Total annual cost for this may not exceed 10% of the total contract value for that year. Additional services above the 10% limit may be requested as temporary additional services.

Contractor shall report these replacement events to COR before executing so a tracking could be performed during each option year of the contract and costs can be agreed. (READ: ATTACHMENT 2

Irrigation System)

And, at Conference Room, we stated: 1.9.4.18 REPLACEMENT OF PLANTS

As part of the regular maintenance plan, the Contractor will be required to replace plants, shrubs or trees damaged, any dead or thin areas by routine use, poor care, or accidental/intentional destruction, such as vandalized green areas in the Main Arrival Court and Consular Arrival Court. This will also include the routine replacement of flowering annually. The total annual cost for this service may not exceed 10% of the total contract value for that year. Additional services above the 10% limit may be requested as temporary additional services. Contractor shall report these replacement events to COR before executing so a tracking could be performed during each option year of the contract and costs can be agreed.

Question 5

Q – Regarding company vehicle access, will there be a designated space inside the building for us? What is the procedure?

A- VEHICLE ACCESS

Vehicle may only access the site as necessary for loading and unloading materials or supplies. Vehicles may not remain within the premises after the loading or unloading activities are complete.

VEHICLE INFORMATION

Every time a vehicle requires access to USG facilities, the contractor shall provide the COR with complete vehicle information no later than 1 week in advance in order to request access approval from RSO. This information shall include, without limitation, plate, type, and general characteristics of the vehicle, as well as the names of the driver and any other people that will require access for loading and unloading activities.

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Question 6

Q – Regarding noise, it was mentioned that there cannot be excessive noise and that we could be subject to fines. Could you please explain? Are gasoline-powered machines prohibited?

A- NOISE REDUCTION

All of the equipment used in terraces and Consular Arrival Court, as well as Consular Garden to provide the services required under this contract shall be as quiet as possible in order to prevent disruptions. The Contractor shall be required to replace noisy equipment at no additional cost to the United States Government.

Noise levels shall not exceed 85db. Noise levels will be monitored.

Yes, Gasoline-powered motorized equipment is prohibited. Only Motorized Equipment non-combustion is allowed.

Question 7

Q – What are the working hours? Are there any unexpected events that might require working on a weekend?

A- WORKING DAYS

The Contractor shall deliver standard services Monday through Friday.

WORKING TIMES

Timeframe for Landscaping Services and Irrigation Maintenance shall start daily at 9:00 am and end at

3:00 pm, except when instructed differently by the COR.

Question 8

Q – In Nogales US Consulate, are we allowed to use gasoline-powered equipment, such as leaf blowers.

Is it managed by a different administration? Why is it not allowed in this contract?

A- As mentioned above, Gasoline-powered motorized equipment is prohibited. Only Motorized Equipment non-combustion is allowed.

Question 9

Q – Is the irrigation water potable, or is it treated?

A- It is from raining and directly from city source when necessary, so it is not treated.

Question 10

Q – How will access to the building or control room for our workers be managed?

A- 1.19.3 KEY CONTROL

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The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The Contractor shall not duplicate keys without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system.

1.21 PERSONNEL SECURITY

After award of the contract, the Contractor shall provide the following list of data on each employee who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. The Government will run background checks on these individuals. It is anticipated that security checks will take 15 days to perform. For each individual the list shall include:

• RSO Security Certification Form with:

• Full Name

• Place and Date of Birth

• Current Address

• Identification number

1.21.1 IDENTITY CARDS

Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

Consider providing as many individual forms as possible for security checks, to plan your workforce, and to avoid disrupting quality assurance.

Question 11

Q – Does each tank have its own controller?

A- Yes, each one has its own pump control.

Question 12

Q – Please confirm whether the use of a 10’ ladder in combination with a hand saw extension is the only approved method. Or if the U.S. Consulate would consider allowing the use of a 5 mts-ladder (with the appropriate safety measures) and/or a three-level scaffolding tower?

SECTION 1 Performance Work Statement / 1.14 Recommended Tools and Equipment /page 26 & 27

A- As part of the Safety plan, 9. Fall Protection Requirements

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e. Scissor scaffolds are prohibited. Only use multi directional/modular scaffolding properly certified.

10. Scaffolding Requirements

a. The contractor is responsible for providing safe conditions when using, erecting, and breaking down scaffolding.

b. Scaffolds should be erected and dismantled by competent workers, under the supervision of knowledgeable and experienced supervisors.

c. Scaffolds should be erected on a rigid surface, capable of carrying the maximum intended load without settling or displacement.

d. Ensure scaffold is equipped with standard guardrails and toe boards on all open sides and ends of platforms four to ten feet in height.

e. Provide an access ladder or equivalent safe access.

f. Supported scaffolds with a height to base width ratio of more than four to one (4:1) shall be restrained from tipping by guying, tying, bracing, or equivalent means.

Question 13

Q – In the event that an irrigation accessory fails and requires replacement, is there a detailed catalog or product data sheet available listing all irrigation system components, including model, brand, and SKU?

The current documentation appears to include only product photographs and general descriptions.

SECTION 1 Performance Work Statement / 1.9.4.13 Watering and Irrigation System &

ATTACHMENT 2 Irrigation System/ page 17, 37 and 38

A- Attached is the Rain Bird file. After award completion, “as-built” drawings will be available to understand the Water Irrigation System.

Question 14

Q – Due to the diversity of species on site, various types of pests and fungi may be present. Please confirm whether the selection of chemical products for fertilizacion, fumigacion y control de plagas may be determined on an as-needed basis as specific issues arise during performance of the work.

SECTION 1 Performance Work Statement /1.9.4.16 Application of Chemicals/ page18

A- As part of the Safety plan (EPA-registered products are a requirement), 11. Requirements for Chemical Substance Management

a. If the contracted task requires the use of chemicals, the contractor must comply with the specifications required by local law or U.S standards for storage, handling, and transportation.

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b. The contractor is responsible for verifying the correct handling of each product such as storage, labeling, required PPE, disposal of waste in compliance with safety and environment regulations.

c. Contractor shall have accessible copies of Safety Data Sheets (SDS) for each chemical brought onto Post’s property.

d. Forward SDSs of hazardous materials to the COR for review.

e. Use and store all hazardous or flammable chemicals brought on the project site in approved containers.

Question 15

Q – Some of the trees have weeds or wild grass growing under them. Will the consulate provide to sand or gravel to fill in the gaps when the weeds are removed from under the trees or must I provide the sand for the gaps when the weeds are removed?

A- As mentioned in the visit, weed removal is ongoing. Once awarded, the contract will take care of the weed removal. Grounds cover is part of the contract as far as under the 10% clause.

Question 16

Q – For the distressed Bermuda grass…will the consulate provide sod pieces to fill in or replace bald areas?

A- 1.9.4.6 TURF REPAIR AND RE-ESTABLISHMENT

The Contractor shall, whenever necessary, repair areas damaged by vehicular traffic, oil and gas, building repairs, and foot traffic. The damaged area shall be filled in and leveled and then seeded or sodded and maintained to conform to adjacent areas. Sod, labor and any other required materials shall be furnished by the Contractor at no additional expense to the Government up to the maximums defined in Sections below.

Under 10% clause.

Repair of areas ten square feet and smaller shall be accomplished by the contractor within the cost of this contract. Areas larger than ten square feet shall be repaired on a case-by-case basis as recommended by the contractor and approved by the Facilities Manager. The Facilities Manager may also task the contractor to accomplish repair. The cost for such repairs will be based on a “per square foot” basis. The contractor will be reimbursed accordingly.

The following provides minimum guidance for accomplishing such repairs. The contractor may deviate from the procedure upon approval by the Facilities Manager: Bare spots and/or ruts shall be prepared and seeded using turf species approved by the Facilities Manager or his representative. Rake and seed lightly loosened soil to provide shallow coverage without affecting the seed distribution pattern. Water as required until grass in the restored bare spot(s) is established. Upon complete coverage of bare area, 7 | P a g e the contractor is to notify the Facility Manager or his representative for acceptance. Topsoil shall be screened, friable, and free of debris.

Question 17

Q – You say the trash container must be taken outside and returned to the consulate after pickup. What is the window for trash pickup?

A- It will be coordinated between the trash collection vendor and COR.

Question 18

Q – In section 1.9.4.2 MOWING AND TRIMMING:

Turf shall be mowed using a “reel type” mower, at least once every seven calendar days. It may be necessary to mow more often during periods of rapid growth or less during slow growth periods. Turf shall be mowed as otherwise necessary to maintain a neat, trim appearance. Rough cutting will not be permitted. Mowing schedules will be at the direction of the Facilities Manager.

A- Answer Question 16

Question 19

Q – The type of equipment mentioned, "reel type" mower, is currently not part of our tool inventory. Are there any alternative types of lawn mowing equipment that may be used instead?

During the site visit that took place on Monday, August 11, one of the participants mentioned that only electric equipment may be used to perform work on site. Is there any specification or list of the equipment approved for mowing/cleaning tasks? This question arises because gas-powered equipment has already been used for some of the work, and we would like to know whether it will be necessary to purchase electric equipment.

A- 1.14 RECOMMENDED TOOLS AND EQUIPMENT

The Contractor shall identify products by brand name for each of the following product types. Only non-combustion items will be allowed.

− Utility Trailer: 1ea.

Will be used to move equipment, tools or plants around site.

− Leaf Blower: 1 ea.

This tool is required to properly mow the sod and clean that area while using the lawn mower since it creates a lot of fallout.

− Lawn Mower: 1 ea.

This is required to effectively mow the sod.

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− Brush Cutter: 1 ea.

This tool will be used to aid in the cutting and removing weeds around site.

− Hedge Trimmer: 1 ea.

This will be used to help in the pruning of trees if or when required.