Questions and Answers.pdf

19PE5022Q0036 - Gardening Services

Questions and Answers

Q1: Item 1.4.5 TURF REPAIR AND RE-ESTABLISHMENT. In the event that damage is caused to green areas due to work performed by another contractor company, will it be repaired anyway?

A1: This is evaluated on a case by case depending on the size and damage.

Q2: Item 1.16 COMPOSTING. The shredded paper is described as waste that can be composted with vegetable waste. However, only organic waste can be composted. Shredded paper is an inorganic waste that would delay the general decomposition of plant matter because it contains a high amount of lignin, plus the ink that is used may not be suitable for creating 100% organic compost. Therefore, will it be possible to compost only organic waste?

A2: Our compost area is only for organic waste. Paper will not be composted.

Q3: Item 1.17.2 Duties, Responsibilities and Frequencies. N°4: Will the cleaning include all the gazebos and outdoor furniture or only the Commissary furniture? Is the cleaning of the gazebos complete, including metallic and wooden roofs?

A3: Yes, please refer to Scope of Work 1.17. 2 Exterior cleaning services Duties and responsibilities.

Q4: N°8: Water catchment is currently done 2 times a week on a fixed schedule, in this regard, will the Embassy provide any schedule of days and hours of the increase of this activity? Or is it necessary to talk to the administrator of the irrigation board so that they provide water 4 times a week?

A4: Currently water is supplied 2 times per week. If an increase is needed the Embassy will make the arrangements.

As a clarification, section 1.11.4 of the Statement of Work refers to paragraphs 1.9.5 to 1.9.8, but it should say “paragraphs 1.11.5 to 1.11.8” instead.

Q5: SCOPE OF CONTRACT: Regarding the contract maximum of 1000 m2 for temporary/additional services: Is it for each contract year, i.e. 1000 m2 for base year, and 1000 m2 for each option year thereafter?

A5: Correct. Per statement, it’s 1000 m2 for base year and 1000 m2 for each option year.

Q6: ATTACHMENT 1 - GOVERNMENT FURNISHED PROPERTY. Will the US government furnish the fuel required for the operation of equipment?

A6: Fuel cannot be brought into the Embassy. The Embassy will supply the fuel. Historically, an average monthly of 30 gallons was supplied by the Embassy.

Q7: For further reference of the proposals, regarding ADDITIONAL/TEMPORARY SERVICES. Should the maximum value of 1,000 m2 be taken into account for each year or for the entire period of the contract (5 years), that is, 5,000 m2?

A7: Please refer to A5.

Q8: Combustion assets and/or machinery will be used for the service, such as trimmers, pruning carts, etc. Do we include in the proposal the cost of the hydrocarbons (Gasoline and/or Diesel) required per month, or will this resource be provided by the embassy, as long as the contractor will indicate the necessary monthly needs?

A8: Fuel cannot be brought into the Embassy. The Embassy will supply the fuel. Historically, an average monthly of 30 gallons was supplied by the Embassy.

Q9: Are the only holidays for the service contractor Peruvian holidays or will they be considered holidays in the United States?

A9: Contractor shall observe and comply to Peruvian national holidays established by local laws and the government. Contractor will work on American holidays.

Q10: In the service regarding the irrigation system, the maintenance and/or changes of the complements of the same, will only the embassy be responsible? Of course, with the support of the monitoring and notification of the winning contractor.

A10: Please refer to scope of work 1.12. Automatic Irrigation System items 1.12.1 and 1.12.5. Embassy is in charge of maintenance and modifications to the Automatic Irrigation System.

Q11: Regarding the cleaning of exteriors, do we include the perimeter walls to be cleaned, the facades of the main buildings, berms or limits of the green areas and the public sidewalks on the outskirts of the embassy?

A11: The cleaning of the façade of buildings is not included. About perimeter walls, the cleaning, sweeping, and removing insects and dust shall be included. Exterior side of building’s doors shall also be included. Exterior berms and sidewalks shall not be included. Green areas next to the exterior sidewalks shall be included.

Q12: The maintenance of green areas, to specify the service. Does it not include the central berms (where there are gardens) of the avenues that adjoin the outskirts of the embassy?

A12: No, the Municipality provides the maintenance of central berms.

Q13: Is it possible to count on the rehiring of existing staff from the previous contractor or is it strict that all staff be new? If yes, rehiring. The contractor will, of course, evaluate your references, performance and attitude during the service. The reason for the rehiring is that the staff has greater clarity of the green areas, customs regarding service and dynamism in the area.

A13: It is a contractor’s decision. The Embassy does not interfere in the contractor’s hiring process.

Q14: Inside the buildings or establishment, are there small or large flowerpots with ornamental specimens that should be included in the maintenance service?

A14: The contract does not include interior plants or flowerpots.

Q15: Is there the possibility of having an additional storage area for materials and tools of the service or parking, for example, a contractor's own Manlift in the embassy?

A15: Per attachment 2, the Embassy will assign a storage space, however, it is limited. It is not recommended to have a manlift parked, but the contractor can bring it whenever it is needed.

Q16: Is it possible to incorporate communication radios (PORTABLE COMMUNICATION RADIO) in the proposal, to carry out safe work in the pruning and cleaning of trees and structures at heights with a manlift?

A16: Embassy will provide approved radios for communication during the mentioned activities.

Q17: In the composting area, can the proposal include a crushing equipment (chipper) so that most of the woody and slow-degrading vegetable waste, generating, thanks to this asset, greater sustainability and production resources for this natural substrate?

A17: The Embassy does not generate the amount of wood material to justify the use of the woodchipper.

Q18: If in the certifications of the contractor's deliverables, there are some in Spanish due to internal issues of the issuer of this documentation, would there be any disqualification of the bidder for not having this documentation in English?

A18: Deliverables like insurances and local law requirements can be in language of origin (Spanish).

Q19: By having the good pro of the service, will any additional necessary insurance to be considered for the service be considered or disclosed and, regarding the records in the SAM system of the embassy website, can you count on the advice or support in being able to more adequately enter the information and deliverables into the system?

A19: As stated in Section 6.3. of the Statement of Work, the Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims. As for the SAM registration, prospective offerors are responsible for obtaining it directly from SAM.gov

Q20: We need the plant inventory of the Embassy.

A20: The plant inventory will be provided to the winning bidder of the contract.

Q21: We need the inventory of machines for the maintenance of the gardens owned by the Embassy.

A21: Please refer to SECTION 5 Materials and Equipment of the Scope of Work.

Q22: We need the area in m2 of the parking lots and terraces where the work at height will be carried out.

A22: Please refer to 1.18 LOCATION FOR SERVICES AND AREAS, METAL ROOFING AREA, of the Scope of Work.

Q23: We need the area in m2 of the places where the cleaning work will be carried out.

A23: Please refer to 1.18 LOCATION FOR SERVICES AND AREAS, of the Scope of Work.

Q24: We need the area in m2 of the gardens with automatic irrigation and the area in m2 of the gardens that do not have automatic irrigation.

A24: Approximately 80% of the gardening areas indicated in 1.18 LOCATION FOR SERVICES AND AREAS have a working automatic irrigation system.

End of Questions and Answers