Questions Answers RFQ 19QA1026Q0005 Gardening Services for the Embassy Compound Final.pdf

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Questions & Answers _ FAR 4.803(a)(8) _ 19QA10-26-Q-0005 – Gardening Services for the Embassy compound in Doha, QATAR

No. Question Answer

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

2 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.

3 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.

4 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.

5 Kindly confirm the total number of trees and palms. Approximate: 100 Trees/ 49 Palms and 300+ shrubs 6 Kindly provide the approximate quantities for seasonal flowers. 5,200 pcs for embassy 7 What is the area of ground-cover plants in square meters? Approximately: 2,800 square meters 8 What is the total Embassy landscape area in sqm? Approximately: 14,000 square meters 9 What is the number of Palms and fruit-bearing palms? 50 pcs Palms and 3 fruit bearing 11 Are there drawings/plans for the irrigation network? Yes 12 Please provide the landscape zones and identify any priority/VIP areas requiring enhanced service levels.

All the landscape areas considered equally important.

13 Kindly clarify whether the installed irrigation systems are fully automatic, including automatic timers/controllers and zoning. Automatic timer and the system is working properly.

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14 Please confirm the type of irrigation system installed (drip, sprinkler, bubbler, rotor, etc.).

drip, sprinkler, pop-up sprinkler (Falcon), standpipe

16 Please confirm whether irrigation controller manuals and programming documentation are available on site. Not anymore. The timers installed were basic only.

17 Please confirm whether flow sensors, rain sensors, or smart controllers are installed. No smart controllers. Basic timers only

18 Are there any known irrigation faults, low-pressure areas, or recurring irrigation issues? No

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

5000 liters/tank. Total tank for irrigation=3 tanks

20 What is the water source: treated water or fresh water? Kahramaa 21 Is the water pressure sufficient to operate all areas, or are booster pumps required? Water pressure is sufficient.

22 Please confirm the irrigation operating schedule and permitted timing.

The Contractor shall present the method, frequencies, and dates of watering in a written schedule in the Grounds Maintenance Plan

23 Please confirm if there is an existing water consumption target or limitation. Yes, embassy will monitor water usage.

24 Is it including maintenance of water tank, irrigation pumps and controllers? The Embassy will handle the maintenance of irrigation pumps, water tanks and controller (Timers).

25 Is it including maintenance of irrigation mainlines? Yes, maintenance of the irrigation mainlines is included.

26 We understand that the client may cover the cost of replacement for damaged or worn-out irrigation components. Please confirm.

Yes, confirmed

27 Please confirm whether irrigation spare parts during the maintenance period will be our responsibility or provided by the client. The Irrigation spare parts will be provided by embassy.

28 Please confirm responsibility for major irrigation repairs and supply of spare parts. The Embassy will handle the maintenance 29 Please confirm the approved response time required for irrigation breakdowns. Immediately within 1 hour.

30 We understand that the client may cover the cost of replacement for plant materials requiring replacement due to damage or lifecycle completion ((trees, shrubs, turf, seasonal flowers).). Please confirm.

Plants and fertilizers are contractor responsibility.

31 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?

The contractor is responsible for negligence and not taking care efficiently.

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32 What is the condition of all plants existing at the site? The existing plants and landscaping area are maintained well and looking great.

33 Kindly confirm whether the supply and replacement of seasonal flowers are included in the Contractor's scope of work, or whether these will be provided by the Government.

Fertilizer and Seasonal Flowers (twice a year) are contractor responsibility.

34 Are there indoor plants for maintenance and how many are they? The contractor does not cover indoor plants.

35 Kindly provide the minimum manpower requirements for each site. The Contractors are responsible to determine the number of Workforce

(Gardeners) needed to meet the contract requirements to provide the services at the Embassy Compound. However, the recommended range of workers is between [5 -7] Staff including the on-site supervisor.

36 Is a dedicated onsite supervisor required full-time? Yes - Refer to point 1.3 Management and Supervision.

37 Is backup manpower required for leave coverage? Embassy will need a replacement for the time a worker in on leave.

38 Any requirement for horticulture-certified personnel onsite? No, and please follow SOW 1.3.4.

40 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 US Embassy 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.

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

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

42 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.

43 Please clarify whether Fit-to-Work certificates are required for labor personnel. Yes, fit to work certificate is needed in addition all the workers must have HMC cards available all the time.

44 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.

45 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.

47 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.

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

Workers will be provided with badges after security checks

49 Any Embassy protocol during VIP visits? If needed, that will be coordinated by COR.

50 Any restricted/high-security landscape zones? No, all the landscapes are in open areas within Embassy compound.

51 Please confirm the permitted working hours for the contractor/Current shift schedule? The staff will work daily for 8 hours excluding lunch break as routine. Working hours during summertime are flexible. Embassy working time 8 am to 5 pm.

Landscaping schedule can be adjusted.

52 What is the estimated transition/ mobilization period from the receipt of award/notice to proceed? The security clearance process usually takes 8 to 12 weeks from the date of 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.

54 Any anticipated increase/decrease in landscape area during option years? No, the landscaping areas will remain the same.

55 Is annual escalation allowed or fixed pricing across options preferred? The contractor should submit the quotations for the entire contract life in

Advance with escalation if needed.

56 In case of additional works, 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.

57 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 31,32

58 Kindly advise on the procedures and requirements for bringing gardening materials and supplies (such as fertilizer, pesticides) into Embassy. 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 on site.

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.

59 Government-provided fuel quantity/month? Yes. The Embassy will provide the fuel as quantity needed for the Job 60 Please confirm whether any specific maintenance standards must be followed (QCS, Municipality regulations, Embassy SOP, or other). Refer to the solicitation for all technical and contract requirements.

61 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.

62 Does the contract include installation, pollination, and fruit harvesting for palms? Are lifting equipment/boom lifts available for these activities, or will they be provided by the contractor? What is the height of the palms?

Yes, contractor is responsible for fruit harvesting. We have scissor lift and rented boom lift can be provided. Advance coordination is needed.

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63 Are there plant hedges/fences higher than 2.5 meters? No 64 Please confirm whether there are protected or sensitive plant species on site. No, we have palm trees and other normal ones. No, special trees.

65 Any special event landscaping support? Yes, in case of events. COR or someone from Embassy will communicate.

66 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.

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

Embassy is responsible for repairing the hardscape like curbstones, walkways etc.

68 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, tree leaves, broken bushes etc.

69 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, tree leaves, broken bushes etc.

70 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.

71 Please confirm whether photographic reports are required as part of the reporting submission.

No, Photographs are not allowed.

72 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.

73 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).

74 Is pest and disease reporting mandatory, and if so, is a specific reporting format required?

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

75 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)

76 During the handover/takeover period, an inventory/inspection will 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

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

78 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.