Question and Answers - Gardening Services.pdf

Question and Answers

The following questions/clarifications received and below are the answers as per the requesting office and the Contracting Office:

No. CLARIFICATION REQUESTS COMMENTS FROM EMBASSY

1 SF1449 Block No. 12:

Discount Terms:

The contractor would like to clarify whether this should be submitted as a percentage discount, a fixed margin amount, or simply an agreement to provide a discount if required during negotiations

US Government payment terms are net 30 days, hence it is not applicable.

2 SF1449 Form: Block No. 17a :

Contractor Code & Facility Code:

The Contractor would like to clarify whether the requested Contractor Code and Facility Code refer to the SAM Registration details (e.g., NCAGE Code), or if they relate to a different registration system. Kindly advise on the specific code(s) expected to be provided.

Additionally, kindly confirm whether "N/A" would be considered an acceptable response in the event that the requested code is not applicable to the Contractor

For purposes of submitting a proposal, disregard

3 SF1449 Form : Block No. 17a: For purposes of submitting a proposal, disregard

Kindly confirm whether this block is required to be completed only if the remittance address differs from the Contractor's primary address provided in the offer.

Otherwise, please confirm whether this block may be left blank or marked as "N/A".

4 SF1449 Form: Block Fillings:

Kindly confirm that the Contractor is required to complete only Blocks 12, 17, 23, 24, and 30 of the form, and advise whether the remaining blocks may be left blank or marked as "N/A", as applicable

Yes

5 SF1449 Form – second page:

Kindly advise whether this column is required to be completed. If so, kindly confirm whether it should contain a summary of the Contractor's offer.

If the space provided on first page of SF1449 for block 19 is not sufficient, then use the second page to provide details.

6 SF1449 Form : Pricing Table:

Kindly advise whether the monthly amount requested here should reflect the routine maintenance services only, with the one-time maintenance works (such as plant replacement) to be priced separately under Section 1, Pricing, Item No.

2.2.1.Alternatively, kindly confirm whether the amount

Ensure to follow the instructions in Section 2.2.1 as well as the instruction ‘One-time supply & replacement of life cycle plants at Embassy Compound for plants and DBA insurance.’ This information can be found in 2.2.

to be entered in the SF1449 Schedule should represent the total monthly value, including both routine maintenance services and one-time maintenance works.

7 ATTACHMENT D: Tools Description:

Kindly advise whether there is a minimum number of equipment required to be mobilized during the contract period for the specified equipment categories, or if the required quantities shall be determined by the Contractor based on its proposed methodology and operational requirements

Quantities of these elements are provided in the Attachment-C: Vegetation Schedule (The Contractor shall verify these in-site walkthrough during RFQ process). The Contractor shall supply seasonal plants four to five times a year in total of 10000 (ten thousand) seasonal flower plants per year.

Refer solicitation Amendment 001

8 Insurance: Point No. 6.02 at the Solicitation RFP documents:

Kindly clarify whether the General Liability amount specified herein refers to the required DBA Insurance coverage limit, or if it relates to a separate General Liability policy. Additionally, kindly confirm whether CAR (Contractor's All Risk) Insurance is required under this contract and, if so, whether it shall be included within the stated insurance limits.

General Liability mentioned in Section 1, paragraph 6.2 is not a cost item found in the pricing tables. Therefore, not related to Defense Base Act (DBA) which is a separate cost line item found in the pricing table.

9 SECTION 5 -

REPRESENTATIONS AND

CERTIFICATIONS:

Kindly advise whether all blank fields under this section are required to be completed as part of this tender submission, or if only the applicable fields need to be filled.

Offerors are required to fill in blank fields relevant to your organization.

10 52.240-90 SECURITY

PROHIBITIONS AND

EXCLUSIONS

REPRESENTATIONS AND

CERTIFICATIONS (OCT 2025):

In line with the above, kindly advise which specific sections under this section are required to be completed as part of this tender submission. Alternatively, please confirm whether this section is intended solely for compliance and certification purposes, and whether only the applicable fields need to be completed.

With this amendment, clauses 52.240-90 and 52.240-91 are removed.

11 SAM registration:

The Contractor has initiated the registration process in the SAM portal; however, the NCAGE Code has not yet been issued. Kindly clarify whether proof of the ongoing SAM registration process, along with supporting screenshots, would be sufficient for tender

Solicitation Provisions A.2(4) The offeror shall provide proof of active SAM registration including the SAM Unique Entity Identification (UEI) number and N-Cage Code.

Therefore, the offeror must have an active SAM account at the time of submission and at the time of award.

submission at this stage, or if the NCAGE Code is required in order for the tender to be considered responsive and eligible for evaluation.

12 Section L.4.3.3:

The current requirement appears to require ten residential building maintenance contracts completed in the UAE during the past five years, including at least two contracts per year from 2020 to present, with each contract having a minimum duration of twelve months.

We are concerned that this requirement may be overly restrictive and may significantly limit fair competition, especially for otherwise qualified contractors with strong technical capability, licensed UAE operations, experienced personnel, and relevant maintenance, MEP, plumbing, electrical, and make-ready service experience.

Since the scope of work is primarily make-ready, plumbing, electrical, and residential maintenance task-order services, would the Government consider broadening the acceptable past performance criteria to

The referred section and the questions do not belong to this solicitation. For. e.g. there is no Section L in the Gardening services solicitation.

include similar maintenance, MEP, facility maintenance, residential/commercial maintenance, or make-ready service contracts, even if they are not strictly full-time residential building maintenance contracts of twelve months each?

We believe this clarification or adjustment may increase competition and could result in more competitive pricing and better overall value to the Government.

13 Could the Government confirm the approximate turf/lawn areas and groundcover areas for each of the three sites separately (Embassy Compound, CMR, and DCMR), including any areas that must be verified during the site visit?

With the amendment, the Government is updating ATTACHMENT C with the following information:

Location Turf/Lawn in Sq.

meter

Shrubs in Sq.

meter

Ground cover in Sq.

meter

Xeriscape in Sq. meter

Embassy 4070 3050 580 235

CMR 1100 160 3 _

DCMR 80 35 50 _

14 The document states that seasonal flowers are to be supplied four or five times per year. Will the full annual quantity be supplied each time, or will it be supplied in batches across the year?

Per solicitation Section 1 Schedule of Supplies/Services Section 1, para 1.2.2, the Contractor shall supply seasonal plants four to five times a year (with 2500 to 2000 seasonal plants each time) in total of 10000 (ten thousand) seasonal flower plants per year for Embassy Compound, 1500 seasonal plants (with 375 to 300 seasonal plants each time) for Ambassador Residence per solicitation Section 1 Schedule of Supplies/Services para

1.2.4 and 1250 seasonal plants (with 300 to 250 seasonal plants each time) for Deputy Chief of Mission residence solicitation Section 1 Schedule of Supplies/Services para 1.2.5.

15 In the event of interruption or unavailability of the Government-furnished water supply, please confirm whether the Government will provide an alternative water source, or whether the Contractor is expected to arrange temporary water supply. If the Contractor is expected to arrange it, please clarify whether this would be treated as part of the fixed monthly price or as an additional service.

The Government will furnish a primary and alternate supply of water free of charge. The alternate supply of water is for situations where the primary source is inoperable.

16 For the life-cycle replacement plants/hedges, please confirm the required technical specifications for each plant type, including minimum height, pot/root-ball size, stem thickness or caliper where applicable, acceptable delivery tolerances, and whether removal/disposal, supply, planting, fertilizers/nutrition, and related irrigation branch lines should be included in the applicable life-cycle replacement pricing line items, except where the solicitation states that soil may be supplied by the Embassy when required.

Note: consolidates the life-

Refer life cycle replacement plant type details in solicitation Section 1, Pricing, CLIN # 2.2.2.1 to 2.2.2.4 for the base year; 2.3.2.1 to 2.3.2.4 for the Option year 1;

2.4.2.1 to 2.4.2.4 for the Option year 2; 2.5.2.1 to 2.5.2.4 for the Option year 3 and 2.6.2.1 to 2.6.2.3 for the Option year 4.

Contractor to supply new plants/hedges in good health condition and each plant shall be 3 feet linear high per solicitation Section 1 Schedule of Supplies/Services para 1.18.4

Embassy will supply soil for the life-cycle plants/hedges replacement work, when required per solicitation Section 1 Schedule of Supplies/Services para 1.18.5.

Refer solicitation Section 1 Schedule of Supplies/Services para 1.18 for more details.

Follow the pricing table.

cycle plant technical specification and pricing-scope clarification. The fuel question has been refined as an on-site fuel storage and safety/access question. The contractor-team/JV question is structured to avoid framing the arrangement as subcontracting.

17 Please clarify responsibility for replacing plants that are damaged or die due to causes outside the Contractor's control, such as extreme heat events, irrigation system failure not caused by the Contractor, water-quality issues, pests introduced externally, or other force majeure/external conditions.

See Section 1 Schedule of Supplies/Services para

1.3.6.3.1 and 1.3.6.5.1 in the solicitation.

18 Please confirm which areas are covered by automatic irrigation, drip irrigation, portable sprinklers, or manual watering at each of the three sites, and identify any areas where the Contractor must provide manual irrigation or portable sprinkler arrangements.

Refer solicitation Section 1 Schedule of Supplies/Services para 1.12 for details

19 For seasonal plants, please provide the preferred plant species/types, pot size or root-ball requirements, minimum acceptable plant size/height, and any restrictions related to

Refer to the Government response to question #16.

wetland irrigation water compatibility.

20 Please clarify the exact scope of the Contractor's responsibility for the constructed wetland. Is the scope limited to trimming, maintaining aquatic/surface plants, PPE/tools, and disposal of garden waste, or does it also include pumps, filters, hydraulic/biological balancing, and treated-water quality testing? If a wetland system failure outside the Contractor's control causes plant damage, please confirm who bears the rehabilitation and replacement cost.

Please refer to Section 1 Schedule of Supplies/Services

1.6.0 Maintenance of Constructed Wetland

21 Please clarify the maintenance boundary for the irrigation system, specifically whether pumps, main lines, controllers/control panels, electrical faults, and major repairs are Government responsibility, while minor repairs such as drip tubes, nozzles, sprinkler heads, and mechanical valves are Contractor responsibility.

Refer solicitation Section 1 Schedule of Supplies/Services para 1.12.6. for details

22 For activities involving specialized access equipment such as scaffolding, cranes, boom lifts, or similar equipment for large tree maintenance, Refer to Solicitation amendment 001.

1.3.6.3.2. There are quite a few trees of twenty (20) plus

years old at the Embassy and CMR Compound. It is the responsibility of the Contractor to routinely check the healthiness of these trees and its branches and trim these trees at-least one time a year. Hiring a certified operator please clarify how the Government expects the Contractor to comply with applicable safety requirements where certified scaffolders, crane/boom-lift operators, or other specialized operators are required. Would the Contractor be permitted to engage qualified third-party equipment providers and certified operators for the equipment-related safety function, provided that the gardening/tree maintenance work itself remains performed, supervised, and controlled by the Contractor?

and appropriately rated crane, boom lift or any other vehicle, equipment, special tools and disposal of tree wastes associated with this work from the respective Compound to perform this work will be at the Contractor’s expenses.

23 At contract start, will there be a joint condition survey and handover report covering the irrigation system, plants, trees, hedges, wetland area, tools/storage areas, and any existing defects, so that pre-existing issues are documented before the Contractor assumes responsibility?

Yes. Refer Solicitation Section 1 Schedule of Supplies/Services para 1.3.4.1 for details

24 Please confirm whether as-built drawings, layout plans, or schematic diagrams are available for the irrigation network and constructed wetland system, and whether bidders may review them during the site visit or before

Please refer to the attached amendment

1.2.7. As-built drawings, layout plans and schematic

diagrams are available for the irrigation network and constructed wetland system and a copy of each will be provided to the awardee after the contract is awarded.

proposal submission for pricing purposes.

25 Please confirm whether any hedges, shrubs, or trees requiring routine pruning exceed 2.5 meters in height at any of the three sites, and whether specialized access equipment will be required for their maintenance.

Refer Solicitation Section 1 Schedule of Supplies/Services para 1.6.2, 1.17.1, 1.17.2, 1.3.6.3.2 and 1.3.6.3.3 for details.

26 For Temporary Additional Services or any additional works outside the standard routine services, please confirm the ordering process, pricing basis, approval mechanism, and whether such services will be paid under the Temporary Additional Services line items or through a separate written COR/Contracting Officer authorization.

It will be paid under the temporary additional services CLIN/line item. The payment office will not pay for services not included in the award.

27 For the Embassy nursery, please clarify whether the Contractor is required to supply seeds, seedlings, fertilizers, soil, pots, irrigation materials, and other production inputs at its own cost, or whether any of these materials will be Government-furnished.

Refer to the Solicitation Amendment 001

1.3.5.3 There is a nursery located at Embassy Compound

near wetland area. We encourage the Contractor to maintain this nursery and to make use of it to grow plants/shrubs for Embassy use. The Contractor may use the nursery as an alternative.

28 Please confirm whether any government, municipality, police, road-access, crane/mobilization, safety, or Embassy access permit fees are expected under this

There is no Embassy access permit fee expected under this contract. However, contractors may need to pay fee for getting Police Clearance Certificate from Police Department for Embassy to process permanent access badge for their gardeners per Solicitation Section 1 Schedule of Supplies/Services para 1. It is the contract, and whether such fees are the Contractor's responsibility or Government-furnished/waived.

responsibility of the Contractor to work closely with concerned local authorities to get permit/approval at Contractor’s expenses per solicitation Section 1 Schedule of Supplies/Services para 1.3.6.3.3, 29 Please confirm whether the Contractor will be permitted to store limited quantities of fuel or other equipment consumables on-site for use with Contractor-provided gardening tools and equipment. If permitted, please clarify the approved storage location, maximum allowed quantity, container/specification requirements, safety requirements, access controls, and whether fuel may be stored in any Government-provided storage area or must be stored only in Contractor-provided approved storage containers/arrangements.

Please refer to the attached amendment

1.17.3 There are two numbers of 10 x 8 x 8 feet size

metallic storage sheds installed in the wetland area at Embassy Compound. It is the responsibility of the Contractor to guide the on-site gardeners to keep all the tools and equipment at the designated storage sheds and maintain it. A small quantity of fuel can be stored in the Embassy provided flammable container of 43 x 34 x 65inches size. It is the responsivity of the Contractor to handover the storage sheds to Embassy after completion of the contract period with good condition. Damages caused the Contractor’s negligence to the storage sheds must be repaired at Contractor’s cost.

30 Given DOSAR 652.242-73, which refers to work performed by a subcontractor or joint venture partner, and the representation requirement for joint venture participants, kindly confirm whether a formally documented KRH- AlJarra consortium / contractor-team arrangement may submit an offer, with one member designated as the lead

Based on Section 1, para 4.1.2 subcontracting is not allowed but that joint ventures are allowed (both entities are SAM registered under a Joint Venture SAM Registration) but not consortium (lead entity is SAM registered) where the lead appears through arrangement to be the Prime.

authorized representative and with personnel, licenses, equipment, financial capability, and past performance contributed by the members treated as resources of the offeror arrangement rather than subcontracted services.

31 If such a consortium / contractor-team arrangement is not acceptable, kindly confirm whether a formally documented KRH-AlJarra Joint Venture may submit an offer as the offeror, with the personnel, licenses, equipment, financial capability, and past performance of the Joint Venture members treated as resources of the Joint Venture rather than subcontracted services.

Yes, The Joint-Venture arrangement must identify the venture members in equal terms under a Joint Venture entity name in SAM and in the proposal documents.

32 Evidence that the offeror operates an established business in the UAE with a permanent address and telephone listing for the past seven (7) years at a minimum:

Our company has been established and operating in the UAE since 14/07/2021, which is approximately five years of continuous operation. Therefore, we would like to confirm whether

The requirement set forth in Solicitation Sections 3 A.2. (3) remains in effect. Accordingly, no further deviation from this requirement can be accommodated.

this requirement is strictly mandatory for participation, or if companies with a slightly shorter operational history may still be considered.