951700-25-R-0015 Gardening Antenna Field Maint.- Philippines.pdf

U.S. Agency for Global Media

Philippines Transmitting Station

GARDENING & ANTENNA FIELD MAINTENANCE SERVICES

Issue Date: 17 March 2025 To: Prospective Offerors

Subject: Request for Proposal No. 951700-25-R-0015

Enclosed is a Request for Proposal (RFP) for Gardening & Antenna Field Maintenance Services for the Philippines Transmitting Station. If you would like to submit a proposal, follow the instructions provided in the solicitation, complete the required portions of the attached document, and submit it to the emails provided.

The U.S. Government intends to award a firm-fixed-price (FFP) commercial contract to the responsible offeror submitting a proposal, which has been determined to be the best value to the Government. USAGM intends to award a contract based on initial proposals, without holding discussions, although USAGM reserves the right to conduct discussions with the offeror or offerors.

A site visit will be held 03/26/2025 at 10 AM (Philippines Time). Contractor Questions are due by 03/31/2025 at 12:00PM EST. It is anticipated that USAGM will provide answers to contractor questions by 04/03/2025. Proposals are due by 04/16/2025, 12:00 PM EST. All questions and proposals shall be submitted to Contract Specialist Brittany Vandiver, at bvandiver@usagm.gov and Contracting Officer Mr. David P. Wallace, at dwallace@usagm.gov.

Mr. David P. Wallace Contracting Officer USAGM, Office of Contracts mailto:bvandiver@usagm.gov mailto:dwallace@usagm.gov

Section L- Instructions to Offerors

GENERAL

ALL ATTACHMENTS MUST BE CLEARLY LABELED AND SENT IN “PDF

FORMAT” AND INCLUDE THE SOLICITATION NUMBER IN THE

SUBJECT LINE. PLEASE NOTE THAT THE TOTAL SIZE OF ALL

ATTACHEMNTS MUST NOT EXCEED 23MB.

NOTICE TYPE: Combined Synopsis/Solicitation

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation.

(ii) Solicitation No. 951700-25-R-0015 is issued as a Request for Proposal (RFP).

(iii) This is a firm fixed-price (FFP) contract for gardening and antenna field maintenance services for the USAGM Philippines Transmitting Station. The Government will pay the Contractor the fixed price per month for standard services that have been satisfactorily performed.

(iv) Solicitation Authority: This acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures;

FAR Subpart 13.5-Simplified Procedures for Certain Commercial Items; FAR Part 12-Acquisition of Commercial Items. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-04 effective April 01, 2024. To view the latest Federal Acquisition Circulars (FAC) go to https://www.regulations.gov.

(v) This is a full and open competition using the North American Industry

Classification Systems (NAICS) code for this acquisition is: 561730, Landscaping Services.

(vi) The U.S. Agency for Global Media (USAGM) seeks Gardening & Field Antenna Maintenance Services for Philippines Transmitting Station.

Objective and Needs:

See Statement of Work below.

(vi) Interested Offeror(s) will be required to provide Gardening & Field Antenna Maintenance Services for Philippines Transmitting Station for one year starting from date of award, with the possibility of four 1-year option periods.

As a result of this solicitation, the Government intends to award a definitive contract.

Offerors shall assume that the Government has no prior knowledge of the company's capability and experience. The basis of the Government’s evaluation is the information offerors present in their proposals.

Emailed copies (softcopy) of the proposals are due to Mr. David P. Wallace, at DWallace@usagm.gov and Brittany Vandiver at, bvandiver@usagm.gov. Offers must be received no later than 12:00:00 pm, ET, Wednesday, April 16, 2025. Email is the only acceptable method for submitting offers and no other method will be accepted.

Proposals arriving after exact date and time specified herein will be considered "late" and will not be evaluated. The format of the proposal shall be standard PDF searchable.

The use of hyperlinks within the quote is prohibited.

A site visit for gardening & antenna field maintenance services will be held 03/26/2025 at 10 AM (Philippines Time). Please contact Mr. Jesus Carmelo at, fcarmelo@usagm.gov to enquire how to gain access to the premises no later than 03/24/2025 and to confirm site visit. Prospective offerors should contact Mr. Carmelo https://www.regulations.gov/ mailto:DWallace@usagm.gov mailto:fcarmelo@usagm.gov for all site visit coordination. There will only be one group site visit. Offerors must email all questions concerning this solicitation in writing to Mr. David P. Wallace, at DWallace@usagm.gov and Brittany Vandiver at, bvandiver@usagm.gov no later than 12:00:00 pm, ET, Monday, March 31, 2025. Questions will not be accepted after specified date and time. Responses to questions will be provided in writing only. No telephone inquiries will be accepted.

When submitting questions and comments please refer to the specific text of the solicitation in the following format:

Subject: RFP NO. 951700-25-R-0015 Reference: RFP Section , Paragraph (s) , Page(s) .

If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the Contracting Officer in writing with supporting rationale.

Proprietary data contained in the proposal must be clearly marked by the offeror and will be handled as such.

CONTENTS OF OFFER SUBMISSION.

Offerors shall confine submissions to essential matters, sufficient to define the offer in a concise manner, to permit a complete and accurate evaluation of the proposal. Offerors are cautioned that a restatement of the technical requirements in the Solicitation does not demonstrate an understanding of the requirement or capability to perform. Offerors are responsible for including sufficient details to permit a complete and accurate evaluation of each proposal. Proprietary information shall be clearly marked.

Offer Preparation Costs. The Government will not reimburse the offeror for any cost incurred for the preparation and submission of a proposal in response to this solicitation.

The offeror is advised that the Contracting officer is the only person who can legally obligate the Government for the expenditure of public funds in connection with this procurement.

SUBMISSION OF OFFERS

Offer Organization: The proposal must be compliant with the requirements as stated in the solicitation herein. Nonconformance with the solicitation requirements may result in an unfavorable quote evaluation and elimination from consideration for award.

Offerors shall provide a proposal in three separate volumes and a cover letter.

(i) Volume I, Technical and Management Acceptability.

(ii) Volume II, Past Performance

(iii) Volume III, Price

The Government will evaluate proposals in accordance with the evaluation factors set forth in Section M of this solicitation. Each proposal volume shall be separate and complete so the evaluation of one may be accomplished independently of evaluation of any.

The proposals submitted are “For Official Use Only” and contains “Source Selection Sensitive Information.

Proposals shall be typed. Except for the reproduced sections of the solicitation document, the font shall be Times New Roman, the font size shall be no less than 12 point; print pages shall have at least 1-inch margins on the top and bottom and 3/4-inch side margins. For tables, charts, graphs and figures, any readable font is acceptable, but the font size shall be no smaller than 10 point.

mailto:DWallace@usagm.gov

Information submitted more than the page limitations identified for each offer section will not be evaluated. Use of dividers/separators in any part of your offer is acceptable and will not count toward any page limitation. A cover sheet, table of contents, definitions/terms page or any similar reference type information used in any part of your proposal will not count toward any page limitation.

By submission of its proposal, the offeror accepts all Solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. All technically acceptable offerors shall be treated equally except for their prices.

All additional contract requirements, terms, conditions, provisions, and clauses applicable to this acquisition are contained herein and below.

Offers shall be prepared and divided as follows.

Volume I – Technical and Management Acceptability (shall not exceed 3 pages)

Offerors shall demonstrate understanding capability to complete all factors explained in Section M of this Solicitation.

Volume II – Past Performance (shall not exceed 3 pages) Offerors shall demonstrate understanding capability to complete all factors explained in Section M of this Solicitation. Offerors are required to use Past Performance Chart provided below.

Volume III – Price Offerors shall provide pricing in an Excel Spreadsheet (unlocked and editable) or use CLIN structure provided below.

ALL pricing information shall be confined to Volume IV and not referenced elsewhere in the offer.

Include a 6-month option period into price proposal, in accordance with FAR 52.217-8 Option to Extend Services clause in the basic contract award. This 6-month option period should be broken out separately from the CLINs already established in the solicitation and should be readily identifiable in the Offeror’s proposal.

*NOTE: All prices shall be quoted in U.S. Dollars and Philippine Pesos.

Assumptions, Exceptions, and Conditions The offeror shall identify any/all assumptions, conditions, or exceptions to the terms and/or conditions of this solicitation. If none are noted, the quoter agrees to comply with all the terms and conditions. It is not the responsibility of the United States Agency for Global Media (USAGM) to seek out and identify assumptions, conditions, or exceptions contained in an offerors proposal.

The Government requires a quote effective period of at least 120 days. The offeror may specify a period longer than the stated minimum effective period but may not specify a period shorter than the stated minimum effective period. Any offer specifying less than the Government’s minimum effective period may be rejected.

The offeror’s signature on the cover page of the SF1449 indicates that the offeror has read and agrees to comply with all the conditions and instructions of this solicitation.

Section M- Evaluation Factors

The Government intends to award a commercial contract to the responsible Offeror whose proposal represents the best overall value after evaluation in accordance with the factors listed below.

The Government will select for award the most advantageous proposal representing the best overall value to the Government, based upon an assessment of non-price factors (e.g., Compliance Review, Technical Acceptability, Past Performance, etc.) and the Price Factor. All evaluation factors other than price, when combined are considered significantly more important than price.

The Government intends to evaluate proposals and may award a contract without discussions. However, the Government reserves the right to conduct discussions if determined by the CO to be necessary. Therefore, each initial offer should contain the contractor’s best proposal from both a price and a technical standpoint.

Proposals received in response to this solicitation will be evaluated by the Technical Evaluation Panel (TEP) in accordance with the evaluation criteria set forth herein. The Government intends to make one award to the responsible contractor whose proposal, conforming to the solicitation, is determined most advantageous to the Government, all technical and price factors considered.

The Government intends to evaluate proposals in accordance with FAR Part 12 and FAR Part 13.5.

Please note that formal debriefs are not required under FAR Part 12/13 procedures. If an unsuccessful Offeror requests an informal debrief after award, it will be solely provided via email only, and at the Contracting Officer’s discretion.

The evaluation factors is as follows:

• Non-price factors

• Factor 1 Compliance Review

• Factor 2 Technical and Management Acceptability

• Factor 3 Past Performance

• All evaluation factors other than price when combined are significantly more important than price.

Price has not been assigned a numerical weight. Contractors are reminded that the Government is not obligated to award a negotiated contract on the basis of lowest proposed price, or to the contractor with the highest technical evaluation score. Although for this procurement, technical proposal merits are considered substantially more important than price when deciding which contractor might best perform the work, pricing factors and USAGM’s budget may also be considered.

a) Factor 1: Compliance Review. The Government will perform an initial review proposals/quotations received to determine compliance with the terms and Conditions of the solicitation. The Government may reject as unacceptable proposals which do not conform to the solicitation. Information demonstrating the offeror’s ability to perform, including the following criteria that MUST be included:

(1) Name and qualifications for a Project Manager who understands written and spoken English;

(2) Evidence that the offeror operates an established business with a permanent address and telephone listing;

(3) List of clients over the past five (5) years, demonstrating prior relevant experience with past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). If the offeror has not performed comparable services in Philippines then the offeror shall provide its international experience. Offerors are advised that the past performance information requested above may be discussed with the client’s contact person. In addition, the client’s contact person may be asked to comment on the offeror’s:

• Quality of services provided under the contract;

• Compliance with contract terms and conditions;

• Effectiveness of management;

• Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and

• Business integrity / business conduct.

b) Factor 2: Technical Acceptability. Technical acceptability will include a review of the Project Manager; Relevant Experience (and references); personnel (technicians/laborers), tools, supplies/materials and; licenses, permits and registration; and Management Plan, etc. as defined in Section 3, along with any technical information provided by the offeror with its proposal/quotation. Evidence that the offeror can provide the necessary personnel (technicians/laborers), tools, supplies, materials, and financial resources needed to perform the work; The offeror shall address its plan to obtain all licenses, permits and registrations required by local law. If offeror already possesses the locally required licenses and permits, a copy shall be provided.

The offeror’s Management Plan for facilities maintenance services to include but not limited to:

(a) A Transition Plan with associated timelines for tasks that addresses both phase-in and phase-out for the contract.

(b) A Work Plan taking into account all work elements in Section 1, Statement of Work.

(c) A Safety Plan taking into account all work elements in Section 1, Statement of Work

(d) Identify types and quantities of supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained;

(e) Plan of ensuring quality of services including but not limited to contract administration and oversight; and

(f) If insurance, permits and registration is required by the solicitation, a copy of the Certificate of Insurance(s), or (2) a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used.

The Government will evaluate Factors 1 and 2 using the following adjectival ratings:

Adjectival Description Exceptional Greatly exceeds all minimum requirements of the criteria; has a high probability of success; contains no weaknesses or deficiencies.

Good

Exceeds all the minimum requirements of the criteria; has an above average probability of success; contains no significant weaknesses and only minor, correctable weaknesses exist.

Acceptable Meets all the minimum requirements of the criteria; has an average probability of success; no significant weaknesses and any deficiencies can be readily corrected.

Marginal

Fails to meet one or more of the minimum requirements of the criteria; low probability of success; major weaknesses and/or significant number of deficiencies exist.

Unacceptable Fails to meet any of the minimum requirements of the criteria; proposal needs major revisions; very low probability of success.

c) Factor 3: Past Performance.

List of clients over the past five (5) years, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). The Past Performance Factor evaluation will assess the relevance and breadth of the Offeror’s experience and the quality of the Offeror’s past performance. The Government is seeking to determine whether the Offeror has experience that will enhance its technical capability to perform and whether the Offeror consistently delivers quality services in a timely and cost-effective manner. In evaluating past performance, the Government will only take into consideration the relevant experience and past performance assessments from the Offeror's customers. However, the Government reserves the right to use other relevant past performance information it obtains through other sources including other agency databases and information contained in trade literature.

Relevance of Experience: The Offeror’s experience will be evaluated on the degree of relevance to the requirement on the basis of similarity in size, scope, complexity, technical difficulty, contract type, and period of performance. Only recent experience will be evaluated. Evaluations may include interviews with previous clients of the contractor and may include interviews with previous clients of proposed personnel.

Past Performance Assessments: The Offeror’s past performance will be evaluated on the basis of information contained in the Offeror's proposal and the information that the Government obtains through other means. The past performance evaluation will assess the Offeror’s record of providing high quality services of a similar nature in a manner that ensures maximum efficiency, timeliness, cost effectiveness and overall client satisfaction.

If some of the Offeror’s experience is relevant and the rest is not, only the relevant experience will be evaluated for purposes of past performance. If no experience is relevant or the experience that is relevant cannot be evaluated due to a reference’s failure to respond, a rating of neutral will be assigned for past performance as defined below.

The Government will evaluate the Factor 3 Past Performance using the following adjectival ratings.

Rating Symbol Definition

Neutral N No past performance available for evaluation. Offeror has asserted it has no equal or similar relevant past performance.

Outstanding O The Offeror’s past performance demonstrates no issues, concerns, or risks associated with delivering timely services and performance. Past performance surveys and the Offeror’s experiences indicate that the Offeror is capable of exceeding requirements of the contract.

Good G The Offeror’s record of past performance indicates there is very little risk associated with receiving quality products, timely services and full contract performance. Past performance surveys indicate the Offeror will meet or exceed requirements of the contract.

Acceptable A The Offer’s record of past performance indicates that there is some potential risk associated with receiving quality products, timely services, and contract performance. Past performance surveys indicate the Offeror may have some problems during performance of the contract..

Unsatisfactory U The Offeror’s record of past performance indicates it will be unable to perform successfully on the contract.

Price (Volume IV). No adjectival ratings are assigned to the price proposal evaluation. Offerors must complete the above provided price table in full. The Government will evaluate the total price (including all options) to determine the price reasonableness. The Government will evaluate the total price (including all options) to determine the price reasonableness. For a price to be reasonable, it must represent a price to the government that a prudent person would pay when consideration is given to prices in the market. Normally, price reasonableness is established through adequate price competition, but may also be determined through cost and price analysis techniques as described in cost and price analysis techniques as described in FAR 13.106-2. Pricing shall only be part of Volume IV and shall not be mentioned in any other Volume.

VALUE ADDED TAX. Value Added Tax (VAT).

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

OFFERS AND PAYMENTS IN U.S. DOLLARS

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States.

FOREIGN FIRMS

Any firm that is not a U.S. is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency.

PERIOD OF PERFORMANCE

The performance period of this contract is from date of award and continuing for twelve (12) months, with four (4) option periods of 12 months each, as follows:

Base Period: (TBD)

Option Period One: (TBD)

Option Period Two: (TBD)

Option Period Three: (TBD)

Option Period Four: (TBD)

The initial period of performance includes any transition period authorized under the contract.

ADDENDUM TO EVALUATION FACTORS, FAR PROVISION(S) NOT

PRESCRIBED IN PART 12

The following FAR provision(s) is/are provided in full text:

52.217-5 EVALUATION OF OPTIONS (JUL 1990)

The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

(End of clause)

BEST VALUE DETERMINATION.

The best value will be determined by evaluating the offeror’s compliance with the terms and conditions contained in the solicitation; Technical Acceptability, including the Past Performance/Experience; Personnel (technicians/laborers), Tools, Supplies, Materials; Licenses, permits and registration; and Management Plan and total price. The Government will also make a responsibility determination (see FAR 9.1) as well.

SELECTION FOR AWARD

Offerors should be aware that the Government shall perform a “best value analysis” and the selection for award shall be made to the Offeror whose proposal is most advantageous to the Government, taking into consideration the technical factors listed above and the total proposed price across all contract periods.

SOLICITATION PROVISIONS

FAR 52.212-1, Instructions to Offerors -- Commercial Items (MARCH 2020), is incorporated by reference (See SF-1449, block 27a).

The offeror’s quote must be complete, sufficient and respond directly to the requirements of this solicitation to ensure timely and equitable evaluation of proposals. It will be the sole responsibility of the offeror to ensure that its proposal is received by the Government at the stated deadline date and time. The offeror’s proposed price must be quoted in U.S. Dollars and Philippines Pesos.

1. The offeror’s proposal may only be submitted by email in response to this solicitation. The contents therein must be properly tabbed, organized and legible. The electronic proposal must be submitted in two separate files: one electronic document containing only the Price Proposal “Section 1 Schedule 1.6 Base and Option Period Pricing”, and another file where the offeror can submit the rest of the documentation as well as the technical portion, etc. The proposal shall not exceed 35 pages, font size 12. Failure to follow this instruction will render the proposal non-compliant.

2. Proposals that fail to include required information or reject the terms and conditions of the solicitation may be excluded from consideration.

3. Offerors agree to hold firm the prices in its offer for one hundred twenty (120) calendar days from the deadline date specified in the solicitation for receipt of offers. This will be a firm-fixed-price contract, and will not be adjusted due to the fluctuations in the currency exchange rates.

4. An authorized representative of your company must sign the SF-1449 including all amendments to the solicitation (SF30 documents) and all supporting documents or the proposal may be considered non-responsive.

The following submittal requirements must be included in the offeror’s package at a minimum.

Offerors must follow all instructions and provided all documentation in accordance with

SOLICITATION PROVISIONS.

Checklist Yes No Explanation SF 1449 block 12 SF 1449 block 17 SF 1449 blocks 19 through 24 SF 1449 block 30 if applicable SF 1449 filled out AND signed by person with signing authority

Name and qualification of Project Manager

Evidence of permanent address and telephone listing

References and past performance information going back 5 years.

Evidence of personnel, equipment, financial resources

Licenses and permits Management plan – Transition Plan Management plan - Work Plan Management plan - Safety Plan Management Plan - Types and Quantities of equipment, supplies, and materials

Management Plan - Quality Assurance Plan

Management Plan – Insurance, Permits and Registrations.

Number of pages and font size compliance.

Price Proposal, in U.S. Dollars and Philippines Pesos.

SAM Registration

BASE AND OPTION PERIOD PRICING

*NOTE: All prices shall be quoted in U.S. Dollars and Philippine Pesos.

Base Year Prices (Base Period Term: Twelve (12) Months) Standard Services (Firm Fixed Price).

Price per Month

U.S. Dollars Price per Month Philippine Pesos

Quantity of Months Base Year Total U.S. Dollars

Base Year Total Philippine Pesos

Total Price for Base Year

Option Year 1 Prices (Option Period Term: Twelve (12) Months)

Price per Month

U.S. Dollars Price per Month Philippine Pesos

Quantity of Months Option 1 Total U.S. Dollars

Option 1 Total Philippine Pesos

Total Price for Option Year 1

Option Year 2 Prices (Option Period Term: Twelve (12) Months)

Price per Month

U.S. Dollars Price per Month Philippine Pesos

Quantity of Months Option 2 Total U.S. Dollars

Option 2 Total Philippine Pesos

Total Price for Option Year 2

Option Year 3 Prices (Option Period Term: Twelve (12) Months)

Price per Month

U.S. Dollars Price per Month Philippine Pesos

Quantity of Months Option 3 Total U.S. Dollars

Option 3 Total Philippine Pesos

Total Price for Option Year 3

Option Year 4 Prices (Option Period Term: Twelve (12) Months)

Price per Month

U.S. Dollars Price per Month Philippine Pesos

Quantity of Months Option 4 Total U.S. Dollars

Option 4 Total Philippine Pesos

Total Price for Option Year 4

Grand Total of Base and All Option Years

Base Year Total U.S. Dollars

Base Year Total Philippine Pesos

Option Year 1 Total U.S. Dollars Option Year 1 Total

Option Year 2 Total U.S. Dollars

Option Year 2 Total

Option Year 3 Total U.S. Dollars Option Year 3 Total

Option Year 4 Total U.S. Dollars

Option Year 4 Total

GRAND TOTAL- BASE AND ALL OPTION YEARS

U.S DOLLARS

GRAND TOTAL- BASE

AND ALL OPTION YEARS

6 Month Extension per FAR 52.217-8 (Optional Term: Six (6) Months)

Price per Month

U.S. Dollars Price per Month Philippine Pesos

Quantity of Months Extension Total U.S. Dollars

Extension 4 Total Philippine Pesos

Total Price for 6 Month Extension

Past Performance Chart

Past Performance Project #1

Elements to address Response (Offeror to Complete)

1. Contract Identifier or Name

2. Agency/Company/Network

3. Contract Number

4. Duration of the Project/Contract

5. Contract Value

6. Description of the Project

7. End-User Point of Contact

(POC)

8. Offeror’s Comments

STATEMENT OF WORK (SOW)

GARDENING AND ANTENNA FIELD MAINTENANCE SOW

U.S. AGENCY FOR GLOBAL MEDIA

PHILIPPINES TRANSMITTING STATION

TINANG, CONCEPCION TARLAC

Prepared By:

Jesus Carmelo B&G Maintenance Supervisor

USAGM

Philippines Transmitting Station

US Embassy, Manila P: 045 982 0254 loc 241 fcarmelo@usagm.gov

Checked By:

Donald Sheridan PTS Plant Supervisor

USAGM

Philippines Transmitting Station

US Embassy, Manila P: 045 982 0254 loc 121 dsheridan@usagm.gov

Cleared By:

Clifford C. George Station Manager

USAGM

Philippines Transmitting Station

US Embassy, Manila P: 045 982 0254 loc 108 cgeorge@usagm.gov

1.1 DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

1.1.1 PERFORMANCE WORK STATEMENT

This is a firm fixed-price contract for gardening services for the U.S. Government at Concepcion, Tarlac, Philippines. The Contractor shall perform gardening and antenna field mowing and related services in all designated spaces. This contract will be for a period of one year from the date of award, with four (4) one-year options.

STANDARD SERVICES

The Contractor shall maintain the appearance of the grass, shrubbery, garden areas, trees, and related landscape elements for the U.S. Government at the United States Agency for Global Media, Philippines Transmitting Station (PTS), Concepcion, Tarlac, Philippines. The Government will measure the Contractor’s work by the appearance of the landscape covered by this contract.

The Contractor shall perform grass cutting, ground and water control systems maintenance in the antenna field. The Contractor’s work shall be measured by the appearance of grass, bridges, fences and efficiency of the water flow of the landscape covered by this contract. The Contractor shall perform complete gardening and antenna maintenance services as described in this contract for all areas identified in Attachments 4 and 5.

The Contractor shall be responsible for garbage/trash collection, hauling and disposal for the same Government facilities. The Contractor shall ensure that trucks are empty upon arrival at the first collection point. From the collection points, the garbage/trash shall be disposed to a location authorized by the Philippine Government. This includes transporting trash from the different collection points to the point/s of disposal.

The Contractor shall include all planning, administration, and management necessary to ensure that all services comply with this contract, and all applicable laws and regulations. The Contractor shall meet all the standards of performance identified in the contract. The Contractor shall perform all related support functions such as supply, subcontracting, quality control, financial oversight, and maintenance of complete records and files.

1.1.2 MANAGEMENT AND SUPERVISION

SUPERVISION. The Contractor shall designate a representative who shall always be responsible for on-site supervision of the Contractor’s workforce. This supervisor shall be the focal point for the Contractor and shall be the point of contact with U.S. Government personnel. The supervisor shall have sufficient English language skills to communicate effectively with members of the U.S.

Government staff. The supervisor shall have supervision as their sole function.

1.1.3 SCHEDULES. The Contractor shall maintain work schedules. Maintenance Services and garbage collection/hauling shall be performed between the hours of 8:00 AM and 4:30 PM Monday through Friday, except for U.S. Embassy Manila approved holidays. For maintenance items other than routine daily services (i.e. – monthly, quarterly, annual services), the Contractor shall provide the COR with a detailed plan as to the personnel to be used and the time frame to perform the service. Other hours may be approved by the Contracting Officer's Representative.

The Contractor must provide at least 24-hour advance notice to the COR who will consider any deviation from the hours identified above.

1.1.4 QUALITY CONTROL. The Contractor shall be responsible for quality control. The Contractor shall perform inspection visits to the work site on a regular basis. The Contractor shall coordinate these visits with the COR.

1.1.5 TECHNICAL GUIDANCE. The Contractor shall have the services of a trained horticulturist with experience in the climate and soil conditions found locally to give technical guidance to the Contractor's work force, and to develop and guide the Contractor's programs for lawn, flower and tree care. The Contractor shall have the services of a local water management specialist to give technical guidance to the Contractor's work force, and to develop and guide the Contractor's programs for road maintenance and water management.

1.1.6 GROUNDS MAINTENANCE PLAN. The Contractor shall submit an annual Grounds Maintenance

Plan that reflects the proposed frequency for meeting the requirements of this contract. The Grounds Maintenance Plan will be developed to fit the requirements of local conditions, types of vegetation, and climate factors. The Contractor shall submit the Grounds Maintenance Plan to the COR for approval within 30 days after contract award, and provide annual updates thereafter at least 30 days prior to option year renewal.

The requirements for the Grounds Maintenance Plan addressed in this performance work statement shall be broken down into Monday through Friday activities between the hours of 8:00 AM and 4:30 PM (as described in Section 1.12), weekly, monthly, quarterly and annual activities, and must also include the following Standard services:

Inner Compound Gardening

1. Maintain all grass height of 3 to 4 inches or 76mm to 100mm or biweekly

2. Edging – Biweekly or as needed

3. Trimming - Biweekly or as needed

4. Turf Repair and Re-establishment -as needed

5. Pruning – once a Month

6. General garden and landscape works, to include planting, landscape, fertilizing, lawn and pesticide application for the entire year and consequential disposal of Hazardous and Toxic Substances – Seasonal or as needed

7. Watering – Weekly or as needed

8. Pressure Washing - once a Month or directed by COR

9. Garbage Collection Schedule - Daily

10. Debris removal – As needed

11. Removal/Excavation of termite hills - As needed or directed by COR

Antenna Field Mowing and Related Services

1. Antenna Field Grass Cutting – 6” or 152mm to 12” or 304mm height

2. Antenna Base Fences – 6” or 152mm to 12 “or 304mm height

3. Kubu Maintenance and Repair – As needed or directed by COR

4. Disposal of Hazardous & Toxic Substances – As needed or directed by COR

5. Irrigation & Runoff Control – As needed or directed by COR

6. Maintenance of the Mango Orchard – 6” or 152mm to 12” or 304mm

7. Maintenance of GFE and other assets – Weekly or as needed

8. Perimeter fence grass cutting - 6” or 152mm to 12” or 304mm height

1.2 DESCRIPTION OF STANDARD SERVICES

The method, frequencies, and dates of grass cutting, hedging, trimming, and turf repair shall be part of the Contractor's Grounds Maintenance Plan.

1.2.1 GRASS CUTTING. The Contractor shall maintain the height of grass between 3 (76mm) and 4 inches (100mm) and control grass browning in the inner compound.

1.2.2 EDGING. The Contractor shall edge all sidewalks, driveways, main road, and curbs each time the adjacent grass is cut.

1.2.3 TRIMMING. The Contractor shall trim grass around trees, shrubs, cultivated areas, sprinkler heads, valves, fences, buildings, poles, and structures, so that grass height does not exceed the height of the adjacent grass.

1.2.4 TURF REPAIR AND RE-ESTABLISHMENT. The Contractor shall, whenever necessary, repair areas damaged by vehicular traffic, oil and gas, building repairs, and normal foot traffic, and any type of soil erosion regardless of the cause at no increase in the contract prices. The damaged area shall be filled in and leveled, seeded or sodded, and maintained to conform to adjacent areas.

The Contractor shall apply additional soil over lawns or around roots of plants, maintain drainage and cover up exposed root areas.

1.2.5 PRUNING. The Contractor shall maintain trees, shrubs, hedges, bushes, vines, ground cover and flowers.

1.2.6 GENERAL GARDEN AND LANDSCAPE WORKS. The Contractor shall maintain the health and appearance of existing landscape plants, trees, shrubs and lawn area.

1.2.7 WATERING. The Contractor shall water lawns, flowers, shrubs, and trees to provide for moisture penetration to a depth of 7 centimeters in the areas described in Attachment 5. If natural precipitation is sufficient to fulfill this requirement, the Contractor may request the COR's permission to suspend watering to avoid too much water in the soil. The Contractor shall present the method, frequencies, and dates of watering in a written schedule in the Grounds Maintenance Plan. The schedule shall consider the kinds of vegetation, local soil conditions, and the seasonal variations in plant moisture requirements. The Government shall provide all hoses, portable sprinklers, and other similar irrigation equipment, as well as the water and electricity.

1.2.8 PRESSURE WASHING. The Contractor shall complete annual pressure washing, but more frequently if required, to prevent the unsafe build-up of slime/moss, and to otherwise prevent an unsightly appearance of the following items/structures:

• All inner-compound roadways. - Once a Month

• Walkways and porches. – Once a Month

• TDY Quarters and Patio Roof. – Once a Month

• Open-air workshop areas. – Once a Month

• Exterior furnishings / patio furniture. – Once a week

• Exterior walls. - Once a Month

• Parking area and building entrances roof. - Once a Month

• Water refilling station. - Weekly

1.2.9 COLLECTION AND HAULING OF GARBAGE / TRASH. The Contractor shall pick up all kinds of debris found in the designated garbage collection stations, including all kinds of waste materials, plastic, paper, carton boxes, scrap wood products, scrap metal sheets, scrap steel or pipes, broken glass, grass trimmings, plants and tree debris. Collection points are designated in Attachment 5. After trash collection, the Contractor shall remove scattered trash and ensure that the immediate surrounding areas of the collection points are maintained with a high degree of cleanliness. The Contractor shall collect, haul and dispose garbage/trash in compliance with the waste segregation program of the Philippine Government. In the event of truck breakdown or any instance of unavailability of the regularly scheduled truck, it shall be the responsibility of the Contractor to provide a replacement unit within the same day at no additional cost to the Government.

1.2.10 DEBRIS REMOVAL. The Contractor shall remove cuttings, grass, leaves, branches, bark, palm fronds, dead vegetation, paper, trash, and other foreign materials from the maintained areas, including walkways, roadways, open drainage systems, smoking stations, and curbs within or adjacent to the area. The Contractor shall remove all debris and equipment from the work site before the end of each workday. Debris removal shall prevent unsightly accumulation. The Contractor shall promptly remove collected debris to an authorized disposal site. The Contractor is responsible for all expenses incurred in the collection and disposal of debris. The Contractor shall clean gutters and down spouts of all collected debris annually.

1.2.11 ANTENNA FIELD GRASS CUTTING. The Contractor shall maintain the height of grass between 6 (153cm) to 12 inches (350cm) or as directed, otherwise cited in the following areas:

• TRANSMISSION AND ELECTRICAL LINES. The Contractor shall cut grass under all transmission and electrical lines including 3 meters (118 inches or 9.10 ft.) out from the edges on all sides;

see Attachment 4 (SHEET-06, TRANSMISSION LINES DETAILS).

• ANTENNA BASES. The Contractor shall cut grass under all antenna bases including 10 meters out from the edges of antenna base; see Attachment 4 (SHEET-07, TYPICAL ANTENNA

FOUNDATION).

• GUY WIRE ANCHORS. The Contractor shall cut grass 5 meters (196 inches or 16 ft) in all directions from the base of each guy wire concrete anchor; see Attachment 4 (SH-08 - ANTENNA GUY WIRE

FOUNDATION).

• ROADS. The Contractor shall cut grass 3 meters (118 inches or 9.10 ft) from the edge of all roads on each side; see Attachment 4 (SHEET-06 - ROAD MAINTENANCE).

• PERIMETER FENCE. The Contractor shall cut grass of minimum 6 (150cm) to 12 inches (350cm) height and a minimum of 1- meter wide.

• SWITCH BAYS. The Contractor shall cut grass of minimum 10 meters (393 inches or 32.9 feet) away in all directions from the edge of all switch bays; see Attachment 4 (SHEET-10 - SWITCH BAY

MAINTENANCE).

• SAFETY SIGNS. The Contractor shall cut grass within 1 meter (39 inches or 3 ft. 3”) around all safety signs in the antenna field, which shall be clearly visible with no vegetation blocking the view.

• MANGO ORCHARD. The Contractor shall cut the grass in the entire mango orchard, including areas under the trees

1.2.12 ANTENNA BASE FENCES. The Contractor shall maintain in good condition all protective fences in and around the antenna bases and switch bays. The Government shall provide materials for repair and replacement of these fences.

1.2.13 KUBU MAINTENANCE AND REPAIR. The Contractor shall clean designated smoking areas around the station daily. Cleaning will include emptying of ashtrays and wiping down of seating areas in and around Kubu’s. The Contractor shall perform repairs to Kubu’s located throughout the station. Repairs will include replacing damaged bamboo slats, sand, re-stain, re-varnish annually and repair / replace roofing materials to include security kubu’s at the perimeter road, camp site and TT2 compound.

1.2.14 HAZARDOUS AND TOXIC SUBSTANCES. It is the Contractor's responsibility to ensure the safe handling, application, removal and environmentally sound disposal of all hazardous or potentially hazardous fertilizers, weed killers, and pest control products utilized in this requirement.

1.2.15 IRRIGATION & RUNOFF CONTROL. The Contractor shall maintain all ditches, open canals, road drainage and creeks free of debris and ensure free flow of water to prevent flooding;

see Attachment 4 (SH-09 - CREEK, DITCH, & ROAD DRAINAGE MAINTENANCE) or otherwise cited in the following areas:

• The contractor shall maintain the ditches and canals on both sides of the perimeter and inner antenna roadways free of debris to ensure free flow of water to prevent flooding.

• The Contractor shall maintain all culverts free of debris and ensure free flow of water under the bridges; see Attachment 4 (SH-09 - CREEK, DITCH AND ROAD DRAINAGE

MAINTENANCE).

• The station shall assign excavator equipment as GFE as required and approved by Station Management. The Contractor personnel assigned to operate the excavator shall possess valid heavy equipment operator license and have minimum of two years of experience operating excavator equipment. The government reserves the right to use the excavator for the station project support (approximately 30 - 60 calendar days per year).

• The Contractor shall include as part of the Grounds Maintenance Plan their methods, schedules, and equipment for maintaining water control structures in good condition.

1.2.16 MAINTENANCE OF THE MANGO ORCHARD. The Contractor shall provide the necessary personnel, tools of trade, equipment, fertilizer, and chemicals including the expertise of a horticulturist who will be responsible for the maintenance of the existing mango orchard in accordance with proper horticultural practices including applying the necessary chemicals and fertilizer for Fungus and Pest control, and those needed to encourage blooming and necessary practices to sturdy roots. The Contractor shall perform mango cultivation as appropriate to industry standard.

The Contractor shall submit a report including photos of the mango orchard to the COR monthly showing the status and condition of the trees. The report shall indicate the amount of healthy born fruit, schedules of fertilizer and disease control applications performed, and recommendations to maintain proper growth of trees.

The Contractor shall harvest the mango fruits. The harvested mango fruits shall be transported to the main warehouse and remain the property of the Government for distribution as part of the PTS Civic Action Program. The Government shall provide containers for harvested mango fruits.

1.3 MAINTENANCE OF GFE AND OTHER ASSETS. These are detailed in section below.

1.3.1 PROVISION OF GOVERNMENT FURNISHED EQUIPMENT (GFE) AND MATERIALS (GFM).

Unless otherwise specified, the Government is responsible for providing all tools, equipment, and fuels (collectively referred to as Government Furnished Property) needed to perform this contract. Refer to Attachment 1.

1.3.2 MAINTENANCE OF GOVERNMENT FURNISHED EQUIPMENT (GFE). The Contractor shall perform on-site preventive maintenance and repair of all Government-furnished equipment (GFE) at the COR-designated workshop area at the inner Compound. The Contractor shall provide a minimum of Three (3) years experienced mechanic to perform preventive maintenance and repair of all GFE. The GFE assigned to the Contractor shall be stored at the COR-designated Storage area. The Contractor shall record all preventive and breakdown maintenance work using the form under Attachment 3 - Maintenance Record. Major breakdowns, any part found damaged, in need of repair or replacement shall be immediately reported to the COR.

For all GFE, the Government will provide all components, single parts and sub-assemblies, replacement parts, including GFE-related tools as well as routine maintenance expendables such as spark plugs, filter element, flushing oil, engine oil, fuel filter, gasket, O-rings, seal ring, lubrication ring, bolts, nuts, screws, fuses, cable assemblies, brake pads, exhaust pipes, manifolds, and bearing components. The Government shall also provide all types of fuel (diesel and unleaded gas), fuel container, additive (2T oil) and lubrication supply necessary for all types of GFE. Repair and/or replacement work shall be performed by the Contractor’s personnel as soon as parts are received. Preventive maintenance tasks shall be performed for the below listed GFE. The Contractor shall perform routine lubrication and accomplish equipment routine maintenance and operation in compliance with any maintenance operation specifications issued by the equipment manufacturer.

1.3.2 EQUIPMENT MAINTENANCE RECORDS. The Contractor shall develop, maintain and update maintenance records for each of the Assigned Government Provided equipment (see Attachment 1). A sample of the maintenance record can be found in Attachment 3 below. The Contractor shall maintain written records of work performed and report the need for major repair, replacement and other capital rehabilitation work for U.S. Government property in its control.

The Contractor shall ensure that Government property will be used only for those purposes authorized in the contract and that any required approvals for use will be obtained prior to use.

1.3.3 STORAGE. The approximate size for the storage facilities located at the inner compound is 24 square meters. This storage space is provided for the safe keep of gardening tools, equipment, and consumables related to the contract services only. A dedicated cabinet inside the storage space is provided for hazardous materials/consumables such as fuel and fertilizer. These storage facilities should be locked when not in use. Key control procedures shall be coordinated with the

COR.

1.3.4 MAINTENANCE CHECKPOINTS. The following checkpoints will be observed for the corresponding equipment:

1.3.4.1 Walk Behind Lawn Mower – This applies to gasoline, hand operated rotary mower. Perform maintenance after every 50 hours or every 3 months of operation whichever comes first.

Routine lubrication and cleaning shall be accomplished by the operator. Checkpoints:

1.3.4.1.1 Change engine oil, clean air filter and clean and re-gap spark plug every 50 hours, otherwise replace spark plug every 100 hours or 6 months whichever comes first. Service carburetor every 50 hours or 3 months whichever comes first.

1.3.4.1.2 Sharpen cutting blade. Replace when the blade is bent or deformed and/or the cutting edge is extremely damaged or cannot be balanced properly after sharpening.

1.3.4.1.3 After each use, remove debris buildup under the mower deck, wipe clean body from fume exhaust and clean engine with a cloth or brush.

1.3.4.1.4 Inspect unit and clean debris from cooling air passages. Clean air filter after every use.

Replace when damaged.

1.3.4.1.5 Remove all dirt, carbon build-up and combustible debris from the engine case, air intake louver and combustion exhaust outtake, cutting tool head, gear case shaft, under gear case cap and inside of muffler.

1.3.4.1.6 Adjust brakes, clutch cable assembly, brushes and operating mechanical link.

1.3.4.2 Hand Mower, Trimmer, Edger and Sweeper – This applies to mix gasoline and oil type, i.e. 2T oil for 2-stroke, engine with different attachments designed to cut areas around shrubs, foundation walls, along fences, sidewalks and patios. Checkpoints:

1.3.4.2.1 Clean and re-gap spark plug every 50 hours, otherwise replace…