Questians and Answers 19QA1026Q0004 Final.pdf

Questions & Answers _ FAR 4.803(a)(8) _ 19QA10-26-Q-0004 – Gardening Services for CMR in Doha, QATAR

No. Question Answer

Will the US Embassy accept proposal via email instead of courier or hand delivery? Yes - Refer to the RFQ Cover Letter. "Your quotation must be submitted electronically". Links are not accepted.

Is there a 2% deduction on all monthly invoices for the James Zadroga tax? Please confirm

Since the total contract award is below the SAT amount, the James Zadroga tax is not applicable for this contract.

We understand that the scope of work may include two separate maintenance areas within the property. Since the pricing schedule provides only one pricing form and one line item, kindly confirm whether: a single lump sum monthly price should be submitted covering both areas together; or separate prices are required for each area, and if so, please advise how these should be reflected in the pricing schedule.

The Embassy and Chief of Mission Residence (CMR) gardening solicitation consists of two separate requirements and two separate contracts

(19QA1026Q0004 and 19QA1026Q0005). The contractor should submit two separate quotations for both solicitations for the base year and option years as well.

Are there any penalties/deductions for missed services? Refer to Point 1. Scope of Contract - The Government will pay the Contractor the fixed price per month for standard services that have been satisfactorily performed

Is pricing expected as fully inclusive lump-sum monthly rate? Yes, Monthly lump sum payment – See Section 652.232.70 Payment Schedule -

Fixed Price (solicitation page 32)

What is insurance requirements to be provided by the main contractor.

Please refer to Section 3 in the solicitation – Page 37.

Please confirm the list of official U.S. Embassy holidays during which routine gardening services will not be required.

Please refer to 652.237.72 Legal holidays in the solicitation – Page 32,33

Kindly confirm the estimated quantities for each project, including total landscaped areas (sqm) for grass/turf, ground covers, shrubs, seasonal flowers, etc. Total number of trees and palms.

Total= 725 square meters / 8 palms/5 trees interior/ 15 trees exterior/800 seasonal plants/ 30 shrubs

Please confirm whether as-built drawings for the gardens and irrigation systems will be made available (including irrigation layouts, valve locations, piping routes, and controller locations).

As-built drawings is not available.

Kindly clarify whether the installed irrigation systems are fully automatic, including automatic timers/controllers and zoning.

Automatic timer - Falcon automatic timers, and the system is working properly.

We understand that the client may cover the cost of replacement for damaged or worn-out irrigation components, and plant materials requiring replacement due to damage or lifecycle completion. Please confirm.

The Embassy will handle the maintenance for the irrigation components only.

Please clarify whether Fit-to-Work certificates are required for labor personnel. Yes, needed the HMC card must available all the time.

Please confirm whether gate passes are required for vehicles such as labor transportation vehicles, waste removal vehicles, personal vehicles for staff.

Yes, gate pass is needed for all vehicles.

Please clarify whether the irrigation pump room falls under our scope of work or will be maintained by the client.

The pump room maintenance is Embassy responsibility.

Please confirm whether any third-party certifications are required for the machinery and equipment that will be used on site.

Yes, machines must be certified, free of damage and safety risks. Embassy

Safety officer will also check all machinery before operation.

Please advise whether a Safety Officer from our side should be included in our proposal.

No, safety officer is not required at the site. However, your company safety officer must provide training on monthly basis covering different topics.

Kindly provide the approximate quantities for seasonal flowers. Contractor is responsible for providing seasonal flowers twice a year according to current bedding.

Kindly provide the minimum manpower requirements for CMR The Contractors are responsible to determine the number of Workforce

(Gardeners) needed to meet the contract requirements to provide the services at

CMR. However, the recommended range of workers is between [1 -2] Staff.

Please confirm whether there are any fees associated with processing security clearances, access badges, or identification cards for Contractor personnel, or whether these are issued by the Government at no cost to the Contractor.

There are no fees associated with security clearances or badges.

If the Contractor provides accommodation for its employees, kindly advise whether there are any specific housing standards or requirements that must be met in addition to applicable Qatari laws and regulations.

Refer to Attachment 2 in our solicitation -Recruitment of third country nationals -

Pages 18 to 21.

Please confirm whether it is acceptable for one qualified supervisor to oversee both the

Embassy and CMR contracts simultaneously.

Please note that these are two separate RFQs.

For the Embassy Compound, one dedicated supervisor is required as specified in the solicitation. For the CMR, a full-time on-site supervisor is not required at all times; however, a project manager is required periodically to inspect, monitor, and follow up on the work to ensure services are performed properly and in accordance with the scope of work.

Kindly advise on the procedures and requirements for bringing gardening materials and supplies (such as fertilizer, pesticides) into CMR. Please include details regarding approval process, security screening requirements, vehicle access procedures, advance notification requirements any restrictions related to the storage or use of such materials

All the pesticides must be approved by Embassy Safety office. Gate pass will be needed for all the products and material which will be needed on site. Coordinate with COR of the contract.

What is visit frequency for Project Engineer? The Project Manager can visit whenever needed to check them and follow-up his teamwork.

Is it including maintenance of water tank, irrigation pumps and controllers? Yes (Basic daily checking and maintenance). Troubleshooting and maintenance will be covered by the Embassy.

25 Is it including maintenance of irrigation mainlines? Yes, for leaking pipelines.

26 Are there indoor plants for maintenance and how many are they? Indoor plants are not included in the contract.

27 Identify the green/lawn areas in square meters. 500 square meters

In case of water interruption, who is responsible for providing water: the company or the embassy? And who will bear the cost?

Embassy will provide the water (Water Source: (Kahramaa))

If plants are damaged due to bad weather or exceptional circumstances that may occur at the site, who is responsible for replacing the plants: the contractor or the embassy management?

Contractor is responsible for maintaining the landscaping areas and avoiding damages.

30 Is the water pressure sufficient to operate all areas? Yes, water pressure is enough.

For seasonal planting, does the contract include the supply & planting of seasonal flowers, or only maintenance of the existing plants? If yes, how many flowers will be supplied in summer and winter, or what is the total flower area?

Contractor is responsible for providing seasonal flowers twice a year according to current bedding.

Is there a list of pesticides that are prohibited from use inside the site? All the pesticides must be approved by Embassy Safety office.

During the handover/takeover period, will an inventory/inspection be conducted for the condition of the plants and irrigation network upon contract signing, in order to identify responsibility for any previous damages?

Yes, after contract award. The inspection can take place

Are there plant hedges/fences higher than 2.5 meters? No

What is the estimated transition/ mobilization period from the receipt of award/notice to proceed?

receipt of all duly submitted documents. Please refer to Personal Security 4.4.1 on page 13 and Section 3.0 Deliverables in the solicitation on page 11.

What is the expected mobilization period after award notice and if we should consider it to be part of base year?

The mobilization period is not part of the base year.

Regarding annual leave, what is the allowed period for bringing replacement workers? Replacement will be needed.

In case of additional work, how will they be calculated? Additional work not included in this contract. If any additional work is required, the Embassy will issue an additional purchase order for those requirements.

39 Will fertilizers be provided, or are they the contractor's responsibility? Refer to Point 1.10 Fertilizer in our solicitation - Page 10

Can the site be photographed, if allowed? Photography not permitted

What is the condition of all plants existing at the site? All plants and landscaping areas are in good condition. Properly maintained.

Have the salaries of the technical team been determined in the contract? Refer to Point 1 Scope of Contract. The Contractor shall perform gardening services, including furnishing all labor, material, equipment and services, for the chief

Of Mission Residence (CMR) in Doha, Qatar. The price listed below shall include all labor, materials, insurance (see FAR 52.228-3 and 52.228-5), overhead, and profit.

The Government will pay the Contractor the fixed price per month for standard services that have been satisfactorily performed.

43 Are there any high maintenance/VIP landscape zones? All the areas at the site are equally important.

44 What are the estimated current monthly working hours? 8 hours daily excluding lunchtime.

45 Are there seasonal workload increases during summer/winter? No.

46 Is dedicated onsite gardener required daily? Yes, the gardeners will be there for 8 hours daily excluding lunchtime.

Any requirement for certified horticulturist frequency (weekly/monthly)? No, however Embassy expects the team to be familiar with landscaping operations.

48 What is the expected English communication level for workers? The team lead/ Supervisor is expected to communicate fairly in English.

49 Are there any nationality restrictions? No, there is no restrictions.

50 What is the Government fuel quantity limitation? Quantity needed for the job.

51 What is the Government club car operational condition? Not provided at the CMR.

52 Is replacement/repair of lawn equipment contractor responsibility? Yes.

53 What is the storage area exact location and accessibility? Storage locations will be provided on site.

54 What is the approved pesticide/weed killer list? All the pesticides must be approved by Embassy Safety office.

55 What is the estimated annual plant replacement quantity? 800 summers + 800 winters

Does Government provide replacement plants only or installation labor also? Labor only.

57 Is existing irrigation fully automated or manual? 90% automatic and 10% manual

58 What is the watering frequency currently used? 2 times/day

59 Are there any water usage restrictions? Yes

60 Are water tanks/pumps Government-owned? Yes

61 What is the expected grass cutting frequency during peak season? All the time, whenever needed. Follow SOW 1.4

62 What is the required hedge trimming frequency? Whenever needed to maintain the aesthetics.

Is there any special protocol during Embassy/CMR events? Yes, in case of events. COR or someone from Embassy will communicate.

64 Are there any blackout dates or restricted access periods? No.

65 Is any separate line item allowed for emergency landscaping works? No.

66 Are overtime and holidays included in fixed price? Follow scope of work.

67 Is any historical incumbent contract value available? Information cannot be shared.

68 What is the estimated Government budget range? Information cannot be shared.

69 Is any anticipated major landscaping upgrade during contract period? No, we don’t expect that. If plan changes that will be communicated separately.

70 What is the expected response time for urgent landscape issues? Immediately within 1 hour.

Is past performance in gardening mandatory or can similar FM/grounds maintenance experience qualifies?

Past performance in gardening is mandatory. Refer Section 3 A.2. Solicitation

Provisions in our Solicitation

Can subcontractor horticulturist credentials be used? No, however embassy expects that the assigned person be familiar with landscaping operations.

Will technical acceptability be passed/fail or scored? Refer to Section 4 of our solicitation for further clarification and additional details.

Please confirm any access restrictions, escort requirements, or security procedures applicable to this site.

Refer to Section 4.4.2 Personal Security in Solicitation 4.4.2

Please confirm whether any specific maintenance standards must be followed (QCS, Municipality regulations, Client SOP, or other).

Refer to the solicitation for all technical and contract requirements.

Please confirm the required turf quality standard, including expectations for mowing frequency, turf height, density, and general appearance.

Refer to the solicitation for all technical and contract requirements.

Please confirm who is responsible for supply and cost of replacement plants and materials (trees, shrubs, turf, seasonal flowers).

Contractor is responsible for providing seasonal flowers twice a year according to current bedding.

Please confirm who is responsible for repairing any damaged hardscape areas (paving, curbstones, edging, etc.).

Embassy is responsible for repairing hardscapes like curbstones, walkways etc.

Please confirm whether green waste disposal is included in the contractor's scope, including off-site transport and tipping fees (if applicable).

Yes, company will take green waste out of the site.

Please confirm irrigation water tank capacity, irrigation pump capacity, and estimated/average water consumption.

2 tanks (1500 liters/tank)

Please confirm whether irrigation controller manuals and programming documentation are available on site.

No

Please confirm whether flow sensors, rain sensors, or smart controllers are installed.

Automatic timer only

83 Please confirm if there is an existing water consumption target or limitation. Yes. Embassy maintains water usage limits.

84 Please confirm the approved response time required for irrigation breakdowns. Morning and Afternoon. 2 times per day

85 Please confirm whether there are any restrictions on chemical applications. All the pesticides must be approved by Embassy Safety office.

86 Please confirm whether there are protected or sensitive plant species on site. No, we have palm trees and other normal ones. No, special trees.

Please confirm whether pest and disease reporting is mandatory, and if a specific reporting format is required.

Yes, pest infestation must be reported and treated to save plants.

Please confirm the reporting requirements (daily, weekly, monthly) and whether a specific format/template is required.

The contract is for daily work. However, special tasks like season flowers will be inspected by the COR.

Please confirm the approval/acceptance process for completed work. The contract is for daily work. However, special tasks like season flowers will be inspected by the COR.

Please confirm who is the authorized client representative for inspections, work acceptance and emergency such as irrigation failures, flooding, or major plant damage.

The Contracting Officer Representative (COR).

Please confirm whether staff replacements/substitutions require prior approval from the client.

Yes, this must be coordinated with the Embassy way before the action.

92 If approval is required, please confirm the procedure and required lead time. At least 72 hours leas time is needed for gate passes and approvals.

Please confirm whether cleaning of pathways, curbstones, edging, and hardscape surfaces is included in the contractor scope.

Yes, all the areas must be cleaned on routine basis like removing dead grass, trees leave, broken bushes etc.

Please confirm whether cleaning/maintenance of any water features (fountains, decorative pools, etc.) is included in the contractor scope.

Yes, all the areas must be cleaned on routine basis like removing dead grass, trees leaves, broken bushes etc.

Is the embassy responsible for the irrigation mainline and pump maintenance, as well as the irrigation components included in your scope? Otherwise, clarify the maximum monthly amount to be included in the contract.

For minor repairs contractors are responsible for major repairs like broken pump

Embassy is responsible.

Incidents involving natural hazards related to plants and trees may increase the required manpower; should we consider this additional work or include it in our current scope?

In case of natural hazards, a person from Embassy can be mobilized

Additionally, Embassy can assign one person, if needed but justification will be needed.

97 Have you considered any fixed quantity or area for the seasonal plants? No, plants are required when needed during a season.