19RB1025Q0003_Questions Answers as of March 28 2025.pdf
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- Attached to
- SOLICITATION NOTICE FOR GROUNDS KEEPING SERVICES AT THE NEW U. S. EMBASSY COMPOUND IN BELGRADE, SERBIA
- Solicitation number
- 19RB1025Q0003
- Issued by
-
Department of State US Embassy Belgrade
About this file
This document is a Questions and Answers file for Solicitation 19RB1025Q0003 for Grounds keeping services at the U.S. Embassy in Belgrade, Serbia. The document addresses 10 key questions from potential contractors, covering critical aspects of the contract including personnel requirements, language skills, equipment, insurance, and performance evaluation. Notable details include that only the on-site supervisor and Project Manager must have English language skills, Defense Base Act (DBA) insurance is required, contractors must develop a Grounds Maintenance Plan that ensures presentable landscape appearance, and all offerors must have an active SAM registration prior to proposal submission or they will be considered non-responsible. The contract involves maintaining approximately 2,000 m2 of pathways, 12,000 m2 of concrete surfaces, and up to 10,000 m2 of gardening areas, with specific requirements for plant and lawn care, including replacing any vegetation damaged through contractor negligence.
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U.S. Embassy Belgrade, Serbia Solicitation 19RB1025Q0003
NEC Grounds keeping services Questions & Answers
As of March 28, 2025
1. Question: Is there a minimum and a maximum of employees required for this contract?
Answer: No. The contractor must ensure they have enough qualified personnel on the ground to meet contract requirements.
2. Question: Do the employees have to speak English language?
Answer: Only the on-site supervisor and the Project Manager must have sufficient English language skills to effectively communicate with Embassy staff.
3. Question: On the 2nd page of the solicitation document, it says to list item no. Is this field for listing the contractor’s equipment or something else?
Answer: No. The field you are referring to is the continuation of Block 20, SCHEDULE OF
SUPPLIES/SERVICES.
4. Question: Is there any benefit to being a veteran owned business or an employer of US veteran who served on active duty with 2 campaigns?
Answer: No, this action is not a set-aside.
5. Question: 1.5. PRUNING, Plants and lawns lifespan, 1.5.4. 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.
Plants and lawns have a certain lifespan. Many of the plants and lawns at the embassy are over 10 years old. Additionally, there are issues with uneven thickness of the humus layer, alternating layers of compacted fine gravel and clay, and retention of atmospheric water.
These factors may affect the physiological condition of the plants. In the case of plant drying due to the conditions on the site, how will the assessment be made, and who will bear the costs of purchasing and planting new plants?
Answer: See changes in Amendment 002.
6. Question: ATTACHMENT 1, GOVERNMENT FURNISHED PROPERTY. The equipment provided includes the Outdoor Walk Behind Floor Sweeper Tennant / Green Machine 414. Will this machine be available?
Answer: No. Please see changes in amendment 001.
7. Question: 1.4 LAWN CARE In the lawn maintenance section, the measure of verticutting is not mentioned. This is a very important part of lawn care that is performed in the autumn and spring. Additionally, this measure requires specialized equipment to carry out the work.
Is it part of our job, or will it be an additional cost?
Answer: The responsibility of the Contractor is to develop Grounds Maintenance Plan, implement the appropriate tools, method, and frequency so that the lawn is in presentable appearance. If the measure of verticutting is necessary to achieve this goal it should be part of Grounds Maintenance Plan without any additional cost for the Government.
8. Question: Could you confirm whether DBA insurance is required, and if so, provide guidance on expected compliance costs?
Answer: Defense Base Act (DBA) insurance is required for this solicitation. The offeror shall not purchase it until after award, but it must be included in the price the quote. DBA insurance is available directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm and through brokers listed in the document available at the U.S. Embassy web page at https://rs.usembassy.gov/important-documents-forms/
9. Question: How will the Embassy assess satisfactorily performed services, and what is the dispute resolution process before payments are withheld?
http://www.dol.gov/owcp/dlhwc/lscarrier.htm https://rs.usembassy.gov/important-documents-forms/
Answer: The Government will measure the Contractor’s work by the appearance of the landscape, ensuring that all services comply with the contract, the Contracting Officer's Representative (COR)'s schedules and instructions. Any dispute shall be resolved in accordance with FAR clause 52.212-4.
10. Question: In the event of a pending SAM registration at the time of contract award, what would be the next steps, and would this affect eligibility?
Answer: Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102.
Offerors without an active SAM registration at the time of their proposal submission will be considered non-responsible and no further consideration will be given.
https://www.sam.gov/
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