Question and Answers- Pre-Proposal Meeting (19BG3025R0001).pdf

SBU - CONTRACTING AND ACQUISITIONS

Questions asked during pre-proposal conference of Gardening Contract Solicitation

(19BG3025R0001)

Question 1: Is it possible to issue local insurance for Gardeners in place of DBA Insurance?

Answer: DBA insurance is a requirement for all U.S. Government contracts overseas. We are not able to waive the requirement or accept a substitution.

Question 2: What is the quantity of fertilizer/ chemicals to be used for performing the gardening service?

Answer: Vendors should use their own professional judgment to estimate how much fertilizer will be required and calculate their price accordingly. The best possible assumption based on the walkthrough following the pre-proposal meeting arranged on 19 May, 2025 is expected.

Question 3: Does the U.S. Government have any specific staffing pattern/ manpower allocation method for commencing the gardening service?

Answer: We do not have a minimum nor maximum required number of personnel. Our estimate is approximately 12 people, 6 at the chancery and 6 at the annex, but vendors should use their own professional judgment when preparing their proposals. We will accept alternative numbers if the proposal is thoughtfully prepared.

Question 4: What would be the hiring policy of the employees?

Answer: The hiring policy and procedure of employees completely depends on the contractor. The Embassy expects the hiring of experienced employees by the contractor.

Question 5: Should any preference to be given to the current employee of the contract in the hiring process?

Answer: It is not mandatory to hire the current employees of the contract, however we think doing so would be a benefit to the successful vendor due to their institutional knowledge and already being cleared by security.

Question 6: Is it possible to share the wages & benefit of the current employees of the contract?

Answer: No, it is not possible to provide that information to benefit proposals.

Question 7: What is the actual volume of the work?

Answer: Please refer to the solicitation and any notes you took during the pre-proposal conference and during the walkthrough.

Question 8: Are Smart devices allowed for performing, monitoring & measuring the work in Embassy premises as one machine can do a lot of works at a time?

Answer: No, the use of Smart devices are not permitted as per the Embassy’s security policy.

Question 9: What is the process of obtaining Security Clearance of the employee? How many days are required to have the security clearance?

Answer: Please see page 17 and 18 of the solicitation, the section titled “Personnel Security”.

Security clearances of the employees hired by the awarded contractor will be conducted by Embassy’s Security Office through prescribed a format and process. The process may take approximately 3-4 months.

Question 10: What labor law will be implemented for performing the contract, solicitation mentions both U.S. & Local labor law?

Answer: Please see page 19 of the solicitation, the section titled “Laws and Regulations”. In federal contracting, when a solicitation mentions both U.S. and local labor law, both sets of laws will likely apply, though the specific application will depend on the type of contract and the work being performed. Federal labor laws like the Fair Labor Standards Act (FLSA) and the Davis-Bacon Act will often be the foundation while local laws, including state and municipal labor regulations, can supplement or modify federal requirements, particularly in areas like overtime, benefits, and workplace safety.

Question 11: In what currency should the U.S. Vendor submit financial offer? Should it be in USD or BDT?

Answer: All vendors should submit an offer in Bangladeshi Taka. If you would like to also submit your offer in U.S. Dollars, the embassy currently uses an exchange rate of 1 USD = 121 BDT.

Question 12: If one business entity has both U.S. & BD identity, from which business entity should they submit bid?

Answer: This is a decision for the vendor to make. Remember that the successful offeror must be able to legally perform the work in accordance with all applicable Government of Bangladesh regulations before performance can begin. Please refer to page 42 of the solicitation, section A.2.

Question 13: If one U.S. based business entity submits bid, how should local VAT be incurred/implemented?

Answer: A U.S. firm bidding on a U.S. government contract in a foreign country generally needs to pay VAT (Value Added Tax) as per the local rules of that country.

Question 14: Is any certification from the Labor Department of the local government needed for doing gardening service with U.S. Government? One vendor mentioned they had to obtain this type of certification from the local government for a certain type of service contract.

Answer: Please refer to page 42 of the solicitation, section A.2. Before beginning work under this contract, the successful offeror must be able to legally perform the work in accordance with all applicable Government of Bangladesh regulations. We cannot provide legal advice. Please consult a legal expert if you are unsure.

Question 15: What Government Issued Tools (GIT) are included with this Gardening Contract?

Answer: The following items are providing as GIT and the contractor shall return the U.S. Embassy GITs in good condition except for natural wear and tear:

(1) Trolley for carrying heavy Materials.

(2) Nozzle for pipe

(3) Hose pipe

(4) Pallet Jack

(5) Ladder

The USG will also provide Gas/fuel for the Lawnmower and other uses inside the property if needed. However, the use of additional tools are a decision for the vendor to make. Please use your professional judgment when preparing your offer.

Question 16: Will the Contractors be able to put their equipment in the embassy compound needed for providing gardening services?

Answer: Yes, they can and the estimated storage space at both sites are 100 SFT.

Question 17: What is the process of replacing the equipment needed for providing gardening services like planter? Who will provide plants?

Answer: The Contractor will provide the non-seasonal planter and plants. However, the Embassy will provide all seasonal planters and plants.

Question 18: How can the 2% TAX be waived under the Zadroga Act? What is the process of filling out the form W-14?

Answer: To be waived from 2% TAX under the J.Z Act, the Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11.

Question 19: How VAT should be implemented for additional 50,000 Sq ft. work? How should the VAT rate be calculated?

Answer: The VAT would be calculated as per local government’s rule based on the total amount offered in the bid.

Question 20: What is the process of submitting VAT for U.S. Government?

Answer: The Embassy will pay the total amount including the VAT amount subject to receiving the TR Challan, 6.3 Mushok Challan and other necessary documents as mentioned in local government’s VAT regulation.

http://www.irs.gov/w14

Question 21: Is it possible to share the current contract quantity as reference which will be helpful for calculating costs for all potential bidders?

Answer: No, this is not possible.

Question 22: Is it mandatory to submit five years contract price?

Answer: Yes, please provide pricing for all five years under the contract. Embassy Dhaka published the solicitation to have prices for 5 years.

Question 23: Is it allowable to deploy an additional workforce for additional work caused by any natural disasters or other events?

Answer: A reasonable number of personnel may be cleared. However, we recommend submitting for clearance the personnel needed for daily performance plus a few more to cover for vacations, illness, Temporary Additional Services, etc. Temporarily additional personnel are allowable but on very limited occasion and are subject to the Embassy security policy.

Question 24: What is the process of deploying an additional workforce for additional work caused by any natural disasters or other events?

Answer: Contractor to submit temporary Visitor Access Request for such additional workforce which is subject to the approval of Embassy’s security section.

Question 25: Is SAM Registration mandatory for winning the contract?

Answer: Awardee must have active SAM registration.

Question 26: How will the base year and option years be maintained?

Answer: All option years will be exercised based on successful performance of the assigned tasks year by year.

Question 27: What would be the contract start date?

Answer: The expected/planned start date is 30 September 2025.

Question 28: What is the offer submission procedure?

Answer: Please follow the instruction provided in the cover letter of the published solicitation.