Questions and Answers.pdf

SBU - CONTRACTING AND ACQUISITIONS

1. Scope & Site Understanding

• What are the exact buildings/areas included in the contract for bid submission (main compound, residences, external zones)?

All external locations within the Consulate compound boundary are covered.

• Can you share the list of buildings and pest problem history (Exhibit 4)?

As this constitutes sensitive information, Post is not in a position to share it at this time; however, Post remains committed to open and constructive dialogue once the contract is awarded or the matter arises.

• What are the most critical pest issues currently faced (termites, rodents, mosquitoes, etc.)?

Mosquitoes, Rodents, Termite and Cockroaches.

• Are there high-risk or sensitive zones needing special treatment methods?

No

• What are the expected service frequencies Daily, Weekly, monthly, fortnightly (routine vs. emergency)? Please advise frequency service wise.

Service frequencies vary by treatment type. Mosquito treatments are conducted bi-weekly; rodent control and termite treatments are need-based, initiated upon confirmed activity or post request. In the event of an outbreak.

2. Access, Security & Logistics

• Which areas are restricted or prohibited (e.g., IT rooms, classified zones)?

As this constitutes sensitive information, Post is not in a position to share it at this time; however, Post remains committed to open and constructive dialogue once the contract is awarded or the matter arises.

• Where can vehicles, equipment, and materials be parked or stored during inspection ?

All access to vehicles and equipment are pre-approved through Visitor access.

Vehicles are parked in LE staff parking and equipment are stored at FAC shop.

3. Service Scheduling & Operations

• What are the working hours allowed for pest control activities?

All services shall be performed during Consulate operating hours, unless otherwise authorized by the POSHO for after-hours work, or where pest application requires the location to be vacated.

• Are there night/weekend requirements?

All services shall be performed during Consulate operating hours, unless otherwise authorized by the POSHO for after-hours work, or where pest application requires the location to be vacated.

4. Technical Requirements & Methodology

• Are there preferred treatments or mandatory use of specific pesticides (from approved list)?

A SHEM-approved list of pesticides has been provided as part of the RFQ documentation.

• Can non-listed pesticides be proposed, and what is the approval process?

The Consulate requires the use of SHEM-approved pesticides as specified in the RFQ. In the event that a recommended chemical is unavailable, the vendor shall propose an alternative, which must be submitted to SHEM for review and approval prior to application.

• What level of documentation (inspection reports, logs) is required per visit?

The vendor shall submit an inspection report after each visit, documenting areas treated, pesticides applied, application method, pest activity observed, and follow-up recommendations. A service log shall be maintained on-site and made available to the POSHO or SHEM upon request. The Post Pest Control Form shall be completed, submitted to the FAC, and signed by the POSHO prior to any chemical treatment.

5. Health, Safety & Compliance

• What are the re-entry time requirements after pesticide application?

Pre-Treatment Authorization — The POSHO must review and sign the Post Pest Control Form before any chemical treatment is carried out.

Re-Entry Interval — The vendor must strictly observe the re-entry interval specified on the pesticide label and as directed by SHEM. Treated areas must remain vacated until the re-entry period has elapsed.

Notification — Post staff must be notified in advance of any treatment requiring area evacuation.

Ventilation — Treated areas must be adequately ventilated before re-occupancy.

Documentation — The vendor must record the re-entry time on the inspection report and service log submitted after each visit.

6. Contract Structure & Task Orders

• How frequently are task orders expected to be issued?

In IDIQ contracts there is no prescribed frequency to the quantity or the time-period task orders may be issued within. Task orders are issued as-and-when requirements for the service arise, within the contracts period of performance. The only restrictions are in the minimum (PKR 266,000) and maximum (PKR 5,321,000) mentioned in the contract. As in the total sum of the task orders issued in the period of performance shall not be lower than PKR 266,000 and shall not exceed PKR 5,321,000. Refer to Section I.2.4 (page 35) of the RFQ for details on the IDIQ mechanism.

• What is the typical size/scope of each task order?

The size of the task order varies depending on the nature of the service performed.

However they may not exceed the mentioned maximum mentioned in the contract.

• Can you provide examples of typical past task orders?

Please refer to our earlier points regarding issuance of task orders

7. Pricing & Commercial Clarifications

• Should material costs (chemicals) always be quoted separately per task?

(Procurement to answer)

Chemical costs shall be included in the pricing table as per Section B.4 till B.8 (pages 5 to 7) These prices shall be fixed for the entire option year period of performance.

• Are there expectations for fixed vs. variable costs?

Prices shall be fixed for each contract year as quoted in the pricing table Section B.4 till B.8 (pages 5 to 7). Task orders shall be generated based on the contractors findings during the site visit along with the approved pesticide application plan.

Based on the approved pesticide application the required labor hours and chemical shall be funded and the task order be provided to you. No work shall be carried out without an approved task order.

8. Invoicing & Payments

• What is the typical payment timeline after invoice submission? (Procurement to answer)

Standard payment timeline is payment within 30 days after service completion & approved proper invoice.

• Are there specific supporting documents required with invoices? (Procurement to answer)

No additional documents are required. However the invoice should contain the required details for a proper invoice- Task order number, date of invoice. Please refer to section G.2 (page 23) of the RFQ for more details.

9. Staffing & Qualifications

• Is an on-site entomologist mandatory at all times or per task?

An on-site entomologist is not required at all times; however, for specialized treatments or tasks, the presence of a qualified entomologist is mandatory to ensure proper identification, assessment, and application of appropriate pest control measures.

• Any requirement for backup or alternate personnel?

Backup personnel are required. The Consulate follows a strict visitor protocol and vetting procedure for all staff accessing the compound. In the event that an assigned staff member is unable to report to site due to illness or any other reason, a pre-approved backup personnel must be in place. Last-minute substitutions will not be entertained, as visitor access requests require 3–5 working days for approval, and security vetting of staff can take up to 30 days. Vendors are therefore required to name their backup personnel in advance to ensure uninterrupted service delivery.

10. Site Visit-Specific Questions

• Can we inspect basements, drainage, landscaped areas, and waste zones?

As this constitutes sensitive information, Post is not in a position to share it at this time; however, Post remains committed to open and constructive dialogue once the contract is awarded or the matter arises.

• Are there known termite or rodent hotspots to review onsite? Please share details.

As this constitutes sensitive information, Post is not in a position to share it at this time; however, Post remains committed to open and constructive dialogue once the contract is awarded or the matter arises.

• Can we have / review existing pest control records/logs?

As this constitutes sensitive information, Post is not in a position to share it at this time; however, Post remains committed to open and constructive dialogue once the contract is awarded or the matter arises.