PR15320723_ITB_General Tree Trimming Pruning and Disposal Services_NEC.pdf

AMERICAN EMBASSY MONROVIA

INVITATION TO BID FOR Trees Trimming, Pruning & Disposal

Services at the New Embassy Compound

PR15320723

DEADLINE: 06/06/2025

The American Embassy in Monrovia has a requirement for a contractor to provide General

Trees Trimming, Pruning and Disposal Services.

SEE BELOW SOW FOR DETAILS

Delivery time

SEE BELOW SCOPE OF WORK

Additional requirements/specification:

SEE BELOW SCOPE OF WORK

Expression of Interest and Site Visit

• All potential bidders are to kindly submit Expression of Interest (EOI) Letter along with company’s profile on May 22, 2025. To obtain access for site visit, as part of the EOI, companies shall submit names of at most two personnel. You shall receive attendance confirmation via email; otherwise, ensure you enquire for the same prior to arrival. The site visit is May 27, 2025

Note: Submitted names with approved access must come along with an individual

Identification Card on the day of the Site Visit.

Question & Answer (Q&A)

• The deadline for the submission of all questions related to this RFQ is May 30, 2025.

Deadline for Bid Submission

June 6, 2025.

Each offer must consist of the following:

• EXECUTED CERTIFICATION REGARDING COMPLIANCE WITH APPLICABLE

FEDERAL ANTI-DISCRIMINATION LAW (see attached)

• EXECUTED NDAA certificate is required (see attached – please complete all highlighted sections).

• Evidence of Local and Defense Based Act (DBA) Insurance Coverage

EVALUATION FACTORS

• Statement of work methodology and reasonable timeline for project completion

• List of key personnel to undertake the project

• List of Equipment and Tools needed to execute the project

• Past performance history: List at least one similar project executed with contact

• Provide evidence of financial capability to undertake the project (bank statement, Credit facility, etc.)

The award will be made to the lowest priced, technically acceptable offer. The Government reserves the right to reject proposals that are unreasonably low or high in price.

DOSAR 625.8001 Vendor vetting

Afghanistan and Iraq – Iraqi and Afghan Vendor Vetting.

DOSAR Compliance – The US Embassy is required to ensure all prospective awardees are in compliance with the above DOSAR clause; however, the US Embassy also reserves the right to award to the next best offeror if the time being taken to satisfy this requirement reaches an impasse capable of causing the late delivery of goods or services.

The U.S. government is prohibited from entering into a contract with any commercial entity that uses equipment, system, or services produced by: Huawei, ZTE, Hikvision, Dahua, or

Hytera, and/or their subsidiaries or affiliates.

The Embassy intends to award a purchase order to a responsible vendor that submits an acceptable quotation at the lowest price.

The Embassy’s payment term is net-30 days after receipt of all goods or services.

Please send your offer via email to the following addresses on or before June 6, 2025

GrayHK@state.gov monroviabids@state.gov mailto:kuehlaw@state.gov mailto:GrayHK@state.gov mailto:monroviabids@state.gov

Summary of Requirement:

The U.S. Embassy in Monrovia requires a qualified and experienced contractor specializing in professional tree cutting services to carry out a range of tree maintenance on New Embassy Compound (NEC). These services are critical to ensuring the safety of embassy infrastructures, promoting plant health, and maintaining ecological balance of the landscape. The scope of work includes, but is not limited to trimming of branches, de-stumping and removal of dead trees and trunks, pruning of trees that require special care, proper disposal of tree debris and waste from the embassy premises and backfilled site following de-stumping activities.

The contractor is required to provide all equipment, tools, labor, and supervision to successfully carry out this work. The contractor must ensure that the work complies with all stated requirements and specifications and is carried out in a safe, efficient, and high- quality manner. Furthermore, the contractor is responsible for validating all relevant information provided in this SOW before commencing work.

Definition of Key Terms:

➢ Trimming: Cutting specific branches that overhang buildings or are dead/dying.

➢ De-stumping: Complete removal of a tree stump and its root system

➢ Backfilling: Replacing soil removed during stump excavation with appropriate materials.

➢ Pruning: Selectively removing branches to improve a tree’s health, structure, and appearance.

➢ Cut: refers to the process of removing trees, either completely (tree removal) or selectively by cutting branches or roots

1.1 Specific Requirements:

➢ Trim branches that are within 3ft horizontally impacting the roof systems of structures and 9ft vertically above buildings.

➢ Stumps should be cut to a maximum of 6 to 8 inches below grade and covered.

➢ Trim trees adjacent to or extending toward a building so that during storm the limbs would not rub the building and run the risk of falling on roof during a normal storm

➢ Prune trees requiring special care, including heritage and fruit-bearing.

➢ Trees that are impacting structures should be completely removed (de-stump) and stump cut below grade

Tree Data

No. Description of tree Qty Work to perform

1 Cotton Tree 5 Trim overhanging branches over buildings

2 Cotton Tree 8 Trim branches obstructing visibility

3 Cotton Tree 1 De-stump roots threatening structural stability

4 Palm Tree 23 Trim branches hanging off

4 Palm Tree 2 De-stump and remove completely

5 Mango Tree 5 Trim overhanging branches over buildings

6 Almond Tree 3 Trim and remove debris from site

7 Others 12 De-stump and remove completely

2.0 Scope of Work:

The contractor is responsible for performing all tree maintenance activities per the specifications below:

➢ Trim down overgrown tree branches as required.

➢ Dead trees shall be completely removed (Cut and De-stump)

➢ Backfill, compact, and level evenly all dugouts, trenches etc. emanating from the

Contractor’s work. No holes, trenches or dugouts should be left and not recovered.

➢ Remove and properly dispose of all debris from inside and outside the compound where work has been performed and disposed of in accordance with local environmental laws.

➢ The work area is to always remain tidy and clean up at the end of each workday.

➢ All debris, garbage, and tools must be removed from the compound at the completion of the project.

3.0 Debris Removal and Site Cleanup:

➢ Collect, transport, and dispose of all tree branches, leaves, and other debris resulting from the trimming and pruning activities.

➢ Remove all trunks, roots, and inorganic materials.

➢ Remove concrete/construction debris if required to keep the environment tidy.

➢ Ensure that debris removal complies with environmental and waste disposal regulations.

➢ Maintain a clean and hazard-free worksite throughout the project.

4.0 Health and Safety:

➢ Ensure that all work is carried out in compliance with the US Embassy Monrovia health and safety regulations and guidelines. Proper safety measures, including the use of personal protective equipment (PPE) and collective protective equipment

(CPE), shall always be followed to minimize the risk of accidents or injuries.

➢ Utilize suitable equipment for working at height, including aerial lifts, mobile elevated platforms, safety harnesses, and bucket cranes to reach high branches.

➢ Ensure all equipment is properly maintained and operated by trained personnel.

➢ Establish a controlled work zone with signage and barriers to prevent unauthorized access during operations.

5.0 Project Timeline and Reporting:

➢ Provide a detailed project timeline, outlining the estimated duration of the project

➢ Ensure the contractor has experience in tree risk assessment, pruning, and trimming operations.

➢ Employ trained personnel capable of performing safe tree maintenance.

6.0 Project Deliverables:

➢ Implementation of pruning and trimming tasks as outlined.

➢ Complete debris removal and site restoration