RFQ 19MX5326Q0020 Gardening.pdf

RFQ 19MX5326Q0020 Gardening Services

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TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number RFQ19MX5326Q0020, Prices, Block 23

• Continuation To SF-1449, RFQ RFQ19MX5326Q0020, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 List of Government Properties, Attachment 2 Payment Registration Form – Pesos, Attachment 3 Guide for NCGE and SAM Registration.

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 5 - OFFEROR REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

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SECTION 1 – THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19MX5326Q0020

PRICES, BLOCK 23

1.0 SCOPE OF CONTRACT

The Contractor shall provide Gardening Maintenance Services for the U.S. Embassy in Mexico City, consistent of, but not limited to: Lawn Care, Plant Care, Pest and Disease Control, Soil Management, Seasonal Planting and Replacement, and Waste Removal. Encompassing seven (7) distinct areas situated across separate locations. These areas, with tailored needs, collectively span a total of 25,260 (m2) square meters. This contract demands precision, expertise, and a commitment to excellence in maintaining the Embassy’s diverse and vital outdoor spaces.

The prices listed below shall include all labor, materials, insurance (see FAR 52.228-4 and 52.228- 5), overhead, and profit. In consideration of satisfactory performance of all the services required under this contract, the United States Government (USG) will pay the Contractor a firm fixed price for services rendered under this contract. The Contractor shall be paid monthly upon receipt of a proper invoice for all approved Gardening Services.

1.1 TYPE OF CONTRACT

(a) This is firm-fixed price type of contract for Standard Services.

(b) Temporary Additional Services are based on indefinite delivery/indefinite quantity with firm-fixed prices.

1.2 PERIOD OF PERFORMANCE

Services for the designated areas as per clause 1.9 Gardening Areas shall commence on the date stated in the Notice to Proceed, except for the area referred to in clause 1.9.1 NEC, and continue for twelve (12) months. The Government may extend this contract for up to four (4) additional 12-month periods in accordance with the option clause in Section I, FAR 52.217-9, Option to Extend the Term of the Contract, which also specifies the total duration of this contract. See also Section I, FAR 52.217-8, Option to Extend Services, for up to an additional six (6) months of optional performance, if required by the Individual task orders shall be issued for stated services within the rates established.

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010 NOTICE:

UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS SUBSEQUENT TO THIS

PROCUREMENT ARE SUBJECT TO AN EXCISE TAX OF 2% PERSUANT TO 26 U.S.C. 5000C.

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1.2.1 Start date for NEC

Services for the designated area as per clause 1.9.1 NEC shall be confirmed by the USG at least 60 days in advance.

1.3 NOTICE TO PROCEED

After contract award and submission of acceptable insurance certificates, the Contracting Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

1.4 TYPES OF SERVICES

1.4.1 Standard Services

The Contractor shall provide Standard Gardening Services as stated in the Continuation to SF- 1449, Schedule of Supplies/Services, Block 20.

1.4.2 Temporary Additional Services

1.4.2.1 Definition

Temporary Additional Services are services that are defined as Standard Services but are required at times other than the normal workday. These services shall support special events at the different locations included in this contract or in response to force majeure situations. The Contractor shall provide Temporary Additional Services in addition to the scheduled services specified in this contract.

1.4.2.2 Ordering

The COR shall order Temporary Additional Services on an as needed basis. This work shall be performed by Contractor trained employees, and shall not be subcontracted. The COR may require the Contractor to provide Temporary Additional Services with 24 hour advance notice.

1.4.2.3 Minimum & Maximum Amounts

Because Temporary/Additional Services are based on indefinite delivery/indefinite quantity, the minimum and maximum amounts are defined as follows:

1.4.2.4 Minimum

The Government shall place orders totaling a minimum of ten square meters (10 m2). This reflects the contract maximum for the base year and each option period for temporary/additional services.

1.4.2.5 Maximum

The amount of all orders shall not exceed fifteen thousand square meters (15,000 m2). This reflects the contract maximum for the base year and each option period for temporary/additional services.

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1.4.2.6 Invoice Details

The Contractor shall include in its next regular invoice details of the Temporary Additional Services, if applicable, provided and requested under Temporary Additional Services. The Contractor shall also include a copy of the COR’s written confirmation for the Temporary Additional Services.

2.0 PRICING

In consideration of satisfactory performance of all scheduled services required under this contract, the Contractor will be paid a firm-fixed-price (FFP) at the prices stated in the schedule below for the Base Year and four (4) Option Years.

The monthly rates stated in this Contract shall include all direct and indirect costs, insurance, overhead, general and administrative expense, and profit, to include any materials and equipment required for these services. The Government will not pay any additional expenses.

2.1 VALUE ADDED TAX (I.V.A./V.A.T.)

2.1.1 U.S. Firms

Value Added Tax (VAT) is not applicable to U.S. firms; therefore, it shall not be included in U.S.

firms’ rates or Invoices.

2.1.2 Local Companies

Value Added Tax (VAT) for offers submitted by local companies, either in U.S. Dollars or in Pesos, Mexican currency, is not included in line-item rates. Instead, it will be priced as a separate amount in the contract and on the Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion.

2.1.3 Value Added Tax for Mexico City

Current Value Added Tax for Mexico City is 16%.

2.2 LOCAL TAXES AND SOCIAL SECURITY

The Contractor is sole responsible for paying all taxes obligations, social security and other taxes and amounts required by law. The Contractor is also sole responsible for paying vacation days, sick days, holidays, compensation insurance, public liability insurance, and any other benefits required by law for the Contractor and employees, and all other benefits promised to the employees by the Contractor, if any.

2.3 WORKERS’ COMPENSATION INSURANCE

The cost of Workers’ Compensation Insurance (Defense Base Act) (See Section I, FAR 52.228-4) is not reimbursable and shall be included in the Contractor’s rates.

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2.4 CURRENCY

2.4.1 Prices and Payment 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 offer 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 and its Territories. Local companies are eligible to be paid in U.S. dollars provided that such company has a bank account in U.S. dollars at a Local Bank.

2.4.2 Prices and Payment in Pesos, Mexican currency

Any firm that is not a U.S. firm is a foreign firm. Any local or foreign firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency unless the foreign or local firm has a U.S. dollar bank account in Mexico.

2.5 BASE PERIOD

As per paragraph 2.4, above, insert currency: __________________

2.5.1 Standard Services

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

0001 0001 Gardening Standard Routine Services – NEC Month 12 $ $

0001 0002 Gardening Standard Routine Services – CMR Month 12 $ $

0001 0003 Gardening Standard Routine Services – Pollinator Garden

Month 12 $ $

0001 0004 Gardening Standard

Routine Services – DCMR Month 12 $ $

0001 0005 Gardening Standard Routine Services – Musset Month 12 $ $

0001 0006 Gardening Standard Routine Services – Seneca Month 12 $ $

0001 0007 Gardening Standard

Routine Services – DATT Month 12 $ $

Subtotal $ VAT (if applicable) $

Total Price for Base Year of Gardening Standard Services $

2.5.2 Temporary Additional Services

The Unit Fix Price is:

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CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

0002 0001 Gardening Temporary Additional Services SQM 15,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for Base Year of Temporary Additional Services $

2.5.3 Base Year Total

Gardening Standard Services $

Temporary Additional Services Not To Exceed (NTE) Price $

Base Year Total $

2.6 FIRST OPTION YEAR PRICES

As per paragraph 2.4, above, insert currency: __________________

2.6.1 Standard Services

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

1001 1001 Gardening Standard Routine Services – NEC Month 12 $ $

1001 1002 Gardening Standard Routine Services – CMR Month 12 $ $

1001 1003 Gardening Standard Routine Services – Pollinator Garden

Month 12 $ $

1001 1004 Gardening Standard

Routine Services – DCMR Month 12 $ $

1001 1005 Gardening Standard Routine Services – Musset Month 12 $ $

1001 1006 Gardening Standard Routine Services – Seneca Month 12 $ $

1001 1007 Gardening Standard

Routine Services – DATT Month 12 $ $

Subtotal $ VAT (if applicable) $

Total Price for First Option Year of Gardening Standard Services $

2.6.2 Temporary Additional Services

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CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

1002 1001 Gardening Temporary Additional Services SQM 15,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for First Option Year of Temporary Additional Services $

2.6.3 First Option Year Total

Gardening Standard Services $

Temporary Additional Services Not To Exceed (NTE) Price $

First Option Year Total $

2.7 SECOND OPTION YEAR PRICES

As per paragraph 2.4, above, insert currency: __________________

2.7.1 Standard Services

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

2001 2001 Gardening Standard Routine Services – NEC Month 12 $ $

2001 2002 Gardening Standard Routine Services – CMR Month 12 $ $

2001 2003 Gardening Standard Routine Services – Pollinator Garden

Month 12 $ $

2001 2004 Gardening Standard

Routine Services – DCMR Month 12 $ $

2001 2005 Gardening Standard Routine Services – Musset Month 12 $ $

2001 2006 Gardening Standard Routine Services – Seneca Month 12 $ $

2001 2007 Gardening Standard

Routine Services – DATT Month 12 $ $

Subtotal $ VAT (if applicable) $

Total Price for Second Option Year of Gardening Standard Services $

2.7.2 Temporary Additional Services

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CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

2002 2001 Gardening Temporary Additional Services SQM 15,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for Second Option Year of Temporary Additional Services $

2.7.3 Second Option Year Total

Gardening Standard Services $

Temporary Additional Services Not To Exceed (NTE) Price $

Second Option Year Total $

2.8 THIRD OPTION YEAR PRICES

As per paragraph 2.4, above, insert currency: __________________

2.8.1 Standard Services

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

3001 3001 Gardening Standard Routine Services – NEC Month 12 $ $

3001 3002 Gardening Standard Routine Services – CMR Month 12 $ $

3001 3003 Gardening Standard Routine Services – Pollinator Garden

Month 12 $ $

3001 3004 Gardening Standard

Routine Services – DCMR Month 12 $ $

3001 3005 Gardening Standard Routine Services – Musset Month 12 $ $

3001 3006 Gardening Standard Routine Services – Seneca Month 12 $ $

3001 3007 Gardening Standard

Routine Services – DATT Month 12 $ $

Subtotal $ VAT (if applicable) $

Total Price for Third Option Year of Gardening Standard Services $

2.8.2 Temporary Additional Services

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CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

3002 3001 Gardening Temporary Additional Services SQM 15,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for Third Option Year of Temporary Additional Services $

2.8.3 Third Option Year Total

Gardening Standard Services $

Temporary Additional Services Not To Exceed (NTE) Price $

Third Option Year Total $

2.9 FOURTH OPTION YEAR PRICES

As per paragraph 2.4, above, insert currency: __________________

2.9.1 Standard Services

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

4001 4001 Gardening Standard Routine Services – NEC Month 12 $ $

4001 4002 Gardening Standard Routine Services – CMR Month 12 $ $

4001 4003 Gardening Standard Routine Services – Pollinator Garden

Month 12 $ $

4001 4004 Gardening Standard

Routine Services – DCMR Month 12 $ $

4001 4005 Gardening Standard Routine Services – Musset Month 12 $ $

4001 4006 Gardening Standard Routine Services – Seneca Month 12 $ $

4001 4007 Gardening Standard

Routine Services – DATT Month 12 $ $

Subtotal $ VAT (if applicable) $

Total Price for Fourth Option Year of Gardening Standard Services $

2.9.2 Temporary Additional Services

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CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

4002 4001 Gardening Temporary Additional Services SQM 15,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for Fourth Option Year of Temporary Additional Services $

2.9.3 Fourth Option Year Total

Gardening Standard Services $

Temporary Additional Services Not To Exceed (NTE) Price $

Fourth Option Year Total $

2.10 52.217-8 EXTENSION PRICES

As per paragraph 2.4, above, insert currency: __________________

2.10.1 Standard Services

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

5001 5001 Gardening Standard Routine Services – NEC Month 6 $ $

5001 5002 Gardening Standard Routine Services – CMR Month 6 $ $

5001 5003 Gardening Standard Routine Services – Pollinator Garden

Month 6 $ $

5001 5004 Gardening Standard

Routine Services – DCMR Month 6 $ $

5001 5005 Gardening Standard Routine Services – Musset Month 6 $ $

5001 5006 Gardening Standard Routine Services – Seneca Month 6 $ $

5001 5007 Gardening Standard

Routine Services – DATT Month 6 $ $

Subtotal $ VAT (if applicable) $

Total Price for 52.217-8 Extension of Gardening Standard Services $

2.10.2 Temporary Additional Services

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CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

5002 5001 Gardening Temporary Additional Services SQM 7,500 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for 52.217-8 Extension of Temporary Additional Services $

2.10.3 52.217-8 Extension Total

Gardening Standard Services $

Temporary Additional Services Not To Exceed (NTE) Price $

52.217-8 Extension Total $

3.0 GRAND TOTAL

Base Year Total $

First Option Year Total $

Second Option Year Total $

Third Option Year Total $

Fourth Option Year Total $

52.217-8 Extension Total $

GRAND TOTAL $

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CONTINUATION TO SF-1449

IDIQ NUMBER 19MX5326Q0020

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

1.0 PERFORMANCE WORK STATEMENT

The purpose of this contract is to obtain Gardening Services for real property owned or managed by the U.S. Embassy in Mexico City. The Contractor shall perform these services in the designated spaces consistent of, but not limited to: Lawn Care, Plant Care, Pest and Disease Control, Soil Management, Seasonal Planting and Replacement, and Waste Removal. Encompassing seven (7) distinct areas situated across separate locations. These areas, with tailored needs, collectively span a total of 25,260 (m2) square meters.

1.1 DEFINITIONS

Calendar Day It is defined as the twenty-four-hour period from midnight to midnight. Saturdays, Sundays, and all holidays are considered calendar days.

CLIN It is defined as Contract Line-Item Number.

CO It is defined as the Contracting Officer.

Contractor It is defined as the entity providing the services.

COR It is defined as the Contracting Officer Representative.

GAO It is defined as Government Accountability Office.

GOV It is defined as Government Owned Vehicles.

GTM It is defined as Government Technical Monitor, see per clause 1.4.10.2

IDIQ It is defined as indefinite delivery/indefinite quantity contract for standard services, under which firm fixed price delivery orders may be placed.

NEC New Embassy Compound.

QASP It is defined as Quality Assurance and Surveillance Plan.

Satellite Properties These are the properties other than the NEC.

USG Is defined as United States Government.

1.2 GENERAL REQUIREMENTS

Maintenance and appearance of the grass, shrubbery, garden areas, trees, and related gardening elements of the U.S. Embassy in Mexico City and properties are ana important part of the

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representational responsibilities of the U.S. mission. The Government will measure the Contractor's work by the appearance of the Gardening services as described in this contract for all Government properties listed in 1.13. The Contractor shall include all planning, administration, and management necessary to assure that all services comply with the contract, the COR’s schedules and instructions, 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 a supply, subcontracting, quality control, financial oversight, and maintenance of complete records and files.

1.3 MANAGEMENT AND SUPERVISION

The Contractor shall provide a qualified work force capable of providing the services required by the contract.

1.3.1 Supervision

The Contractor shall designate a representative who shall always be responsible for the 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 the U.S. Government personnel. The supervisor shall have sufficient English Language skill to be able to communicate with members of the U.S.

Government staff. The supervisor shall have supervision as his or her sole function.

1.3.2 Schedules

The Contractor shall maintain work schedules. The schedules shall take into considerations the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 06:30 hrs. and 17:00 hrs., Monday through Friday. For those items other than routine daily 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.

1.3.3 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.

These visits shall be unannounced inspections for those working on the contract. The Contractor shall submit a written summary of the site visit, to include deficiencies found and actions taken/ to be taken to resolve the deficiencies, along with a timeline for the resolution to be implemented.

Such visits must happen monthly.

1.3.4 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 and tree care. The horticulturist shall accompany the Contractor at least once every three (3) months to visit all locations during Quality Control visits to review the health and state of the garden and to advise/direct the Contractor. The horticulturist shall provide a written report of the visit. This report shall be delivered to the COR

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within five (5) working days of the visit. The horticulturist will visit all properties once (1) a year as part of the formation of the annual Grounds Maintenance Plan and shall sign off on the plan.

The horticulturist credentials shall be provided to the COR as part of the solicitation package and any change shall be approved by the COR.

1.3.4.1 Quality assurance plan

Upon award, the contractor shall provide a Quality Assurance Plan that includes, but is not limited to:

1.3.5 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 in conjunction with the trained horticulturist and shall fit the requirements of local conditions, types of vegetation, and climate factors. The Contractor shall submit a final version of Grounds Maintenance Plan (signed by the Contractor and the horticulturist) to the COR for approval within 30 days after contract award. The plan shall include:

1.3.5.1 Initial Inventory of Plants:

o Botanical name o Common name (English & Spanish) o Location

For the NEC, the description should specify whether the services pertain to the area, the floor, or the courtyard.

o Quantity o Overall health of the plant.

1.3.5.2 Maintenance Plan by Location

Proposed maintenance activities categorized by types of plants and trees.

Quality control indicators and standards.

Type of soil specific to each location.

1.3.5.3 Key Performance Indicators (KPI’s) and Standard Operating Procedures (SOP’s)

The contractor shall develop KPIs, and SOPs related, but not limited, to the following:

o Customer service indicators and standards.

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o Complaints escalation.

o Report and communications strategies.

o Staff attendance.

o Timeframes for replacement of plants, trees or grass.

o Litter-Free Score: frequency of clean and debris-free grounds during COR audits.

o Plant Survival Rate% o Monthly Report Submission on Time (%)

KPIs and SOPs shall be sent for review and approval of the COR.

1.3.5.4 Maintenance logs

The contractor shall:

o Visually inspect the condition of the trees, grass and plants on a weekly basis.

o The Contractor shall keep a maintenance log, which shall always be accessible to the COR. The log shall include the following:

Weekly photographs of the plants, trees, grass, etc.

Tree health in general and specifically for any questionable trees.

General report on plants, specifying types and locations.

Amendments or other applications.

Results of soil moisture meter readings.

Insects and diseases identified and recommended solutions.

Potential pruning needs and justification.

Reports from the certified arborist.

1.3.5.5 Weekly activities report

The contractor shall send weekly reports by email informing the COR about the activities performed during the past week, and the planned activities for next week, as well as all information deemed necessary for COR awareness and approval. The format and day of delivery shall be agreed between the contractor and the COR.

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1.3.5.6 Weekly attendance report

The contractor shall submit weekly attendance reports to the COR, identifying unauthorized absences, authorized or excused absences and tardiness. The format of the report shall be submitted to the COR for approval.

1.3.6 Applicable Standards

1.3.7 American National Standards for Tree Care Operations

American National Standards for Tree Care Operations, ANSI A300. American National Standards Institute, 11 West 42nd Street, New York, N.Y. 10036

1.3.8 American Standard for Nursery Stock

American Standard for Nursery Stock, ANSI Z60.1. American Nursery and Landscape Association, 1250 Eye Street. NW, Suite 500, Washington, D.C. 20005.

1.3.9 Hortus Third, The Staff of the L.H. Bailey Hortorium

Hortus Third, The Staff of the L.H. Bailey Hortorium. 1976. MacMillan Publishing Co., New York.

1.3.10 American Joint Committee on Horticultural Nomenclature

Standardized Plant Names, American Joint Committee on Horticultural Nomenclature, 1942 edition

1.4 LAWN CARE

The lawn serves as a vital component of the garden, contributing to the aesthetic appeal, environmental health, and overall functionality of space. Proper maintenance ensures its longevity and visual quality. Lawn care encompasses a series of essential activities designed to preserve the health, appearance, and sustainability of the lawn such as but not limited to:

1.4.1 Grass Cutting

The Contractor shall maintain the height of grass between 4 and 6 centimeters. The Contractor will mow the grass in an acceptable pattern according to industry standard and shall alternate patterns to avoid forming ruts. The Contractor is responsible for all equipment and fuel needed to complete this task.

1.4.2 Edging

The Contractor shall edge all sidewalks, driveways, flower/tree beds, and curbs each time the adjacent grass is cut. Edging shall result in crisp, clean cuts that create straight lines that follow the outline of the adjacent spaces.

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1.4.3 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.

1.4.4 Weeding

The Contractor shall weed the grounds and gardens on a continuous basis to prevent the growth of weeds into lawn and gardens. The Contractor may use weed-killing chemicals to prevent the growth of weeds to eliminate grass and weeds in the cracks and joints within or along sidewalks and curbs. The Contractor shall obtain approval of the COR for all applications of weed killers.

1.4.5 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. The damaged area shall be filled in and leveled and then seeded or sodded and maintained to conform to adjacent areas.

1.4.6 Soil Supply

The Contractor shall supply organic black soil and mixed soil as needed to be used in regular gardening care and reforestation.

1.4.7 Supply of Sod and Grass Seeds

The contractor shall provide sod and grass seed (that match the existing species) as required to cover any damaged area at the locations included in this contract, as requested by the COR. Any materials to be used under this section shall first be approved by the COR.

1.4.8 Method and Frequencies

The method, frequencies, and dates of grass cutting, hedging, trimming, weeding, and turf repair shall be part of the contractor's Grounds Maintenance Plan for each location included in this contract.

1.5 PRUNING

Pruning is a critical horticultural practice that promotes the health, growth, and aesthetic appeal of plants and trees. By removing dead, diseased, or overgrown branches, pruning enhances structural integrity, encourages new growth, and prevents potential hazards. Pruning activities include but are not limited to:

1.5.1 Maintenance

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

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1.5.2 Trimming

The Contractor shall prune all shrubs, vines, bushes, ground cover, and trees to:

1.5.2.1 Plant growth

Direct and encourage plant growth in directions desired

1.5.2.2 Removal

Remove dead and unsightly growth.

1.5.2.3 Health and Safety

Ensure the health and safety of the vegetation.

1.5.2.4 Appearance

Maintain a neat and attractive appearance.

1.5.2.5 Light

The Contractor shall ensure that light-dependent flowering cycles are not impeded or obstructed.

1.5.3 Replacement

At no additional cost to the Government, the Contractor shall replace any tree, bush or shrub that is killed or rendered unusable for its intended purpose through negligent or irresponsible practices that are attributable to the Contractor.

1.5.4 Written Schedule

The Contractor shall prepare a written schedule, as part of the Grounds Maintenance Plan, showing the method, frequencies, and dates of pruning.

1.5.5 Prune according to Schedule

The Contractor shall prune according to the schedule in the Grounds Maintenance Plan to ensure that all heavy pruning is accomplished during the proper season according to best horticultural practice. The Contractor shall prune all hedges and shaped shrubs to always maintain proper shape.

1.5.6 Permits

The Contractor shall process and obtain the necessary permission(s) needed from the appropriate authorities to trim the trees or any other service which requires legal permissions for the services provided in this Contract. The Contractor shall initiate the process with sufficient lead time to execute the services in a timely manner. The Contractor will not provide these services until the necessary permission is legally granted.

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1.6 LEAF REMOVAL

The Contractor shall, daily, remove leaves and pine needles from the properties listed in Attachment A and on a weekly basis throughout the year as needed. This includes raking the yards, sweeping terraces and sidewalks and keeping the domes clean.

1.7 RECYCLED MATERIALS

The Contractor shall promote recycled uses for lawn and tree debris in meeting other gardening needs, such as mulch and compost.

1.8 REMOVAL OF DEBRIS

The Contractor shall remove foreign material, cuttings, grass, leaves, bark, limbs, dead vegetation, paper, and trash from the maintained areas including walkways, stairways 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.

1.9 WATERING

The Contractor shall water lawns, flowers, shrubs, and trees to provide for moisture penetration to a depth of 7 centimeters. 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.

1.9.1 Written Schedule

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.

1.9.2 Irrigation Equipment

The Contractor shall provide all hoses, portable sprinklers, and other similar irrigation equipment.

1.9.3 Water Supply

The Government shall furnish the supply of water. The contractor shall ensure water use and consumption optimization. Contractor can send proposals to the COR for water consumption reduction and optimization.

1.10 FERTILIZER

The Contractor shall fertilize and lime the soil to promote proper health, growth, color, and appearance of cultivated vegetation, following proper horticultural practice for the types of vegetation, soil, weather conditions, and seasons of the year.

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1.10.1 Method and Frequencies

The Contractor shall present the method of application, fertilizer type, frequencies, and dates of fertilizing and liming in the Grounds Maintenance Plan for each location included in this contract.

All fertilizers shall meet Environmental Protection Agency (EPA) guidelines and be approved by the department’s Safety, Health, and Environmental Management (SHEM) through posts Assistant Post Occupational Safety and Health Officer (A/POSHO).

1.10.1.1 Lawn Areas

The Contractor shall fertilize the lawn areas a minimum of two times per year in accordance with the approved Grounds Maintenance Plan and coordinated with the COR.

1.10.1.2 Weed Killer

The Contractor shall apply weed killer as needed and approved in writing by the COR. The Contractor shall avoid unnecessary weed killer applications

1.10.1.3 Tree, Shrubs, etc.

The Contractor shall fertilize trees, shrubs, bushes, hedges and plants a minimum of once a year in accordance with the approved schedule in the Grounds Maintenance Plan and in coordination with the COR.

1.11 PEST AND DISEASE CONTROL

The Contractor shall maintain a program for controlling pests and plant diseases to maintain flowers, shrubs, vines, trees and other planted areas in a healthy and vigorous condition. The general plan shall be included in the Grounds Maintenance Plan and agreed upon with the trained horticulturist. The Contractor shall obtain prior approval of the COR for all pesticides and their application times and dates.

1.11.1 Method and Frequencies

The Contractor shall present a plan for pest and disease control as a part of its Grounds Maintenance Plan for each location, considering:

1.11.1.1 Inspection

Fully inspect plants and trees for diseases and insects daily.

1.11.1.2 Evaluation

Plants shall be periodically evaluated by a certified arborist or equivalent. The contractor shall:

Allow for one (1) evaluation every three (3) months.

Report issues and recommended treatment to the COR for review and approval prior to implementation.

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Whenever possible, select and use organic treatments.

Report immediately to the COR cases of trees and plants with diseases or pests and propose a treatment plan or replacement.

1.12 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.

1.12.1 Labelling

All chemicals must be labeled (according to OSHA standards using the Safety Data Sheet (SDS) forms and methods) and approved by the COR and A/POSHO, in writing, prior to their utilization.

Chemicals shall remain in their original containers to preserve the manufacturer’s information and warnings. If another container is to be used, it must contain the same safety information and labeling as the original packaging.

1.12.1.1 Language

All chemicals used for the provision of services under this contract shall be properly labelled in both English and Spanish.

1.13 LOCATION FOR GARDENING SERVICES

Gardening areas refer to designated outdoor spaces requiring regular upkeep to preserve their aesthetic, functional, and environmental value. These areas may include lawns, gardens, courtyards, pathways, tree-lined spaces, and other landscaped features. Maintenance activities within these areas typically involve the services specified in this Performance Work Statement tailored to the specific needs of each area.

1.13.1 NEC

The NEC area encompasses 15,000 m², requiring tailored maintenance activities to address its specific features, such as courtyards, lawns, and floors. The start date for the period of performance at the NEC will be later than for the other areas. This date will be confirmed by the U.S.

Government at least two (2) months in advance and communicated to the Contractor accordingly.

1.13.2 CMR

The CMR area, including the ravine and the large indoor and outdoor planters, encompasses a total of 8,500 m². This area requires specialized maintenance activities tailored to its diverse features, ensuring the proper care of both natural and landscaped elements.

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1.13.3 Pollinator Garden

The Pollinator Garden encompasses a total of 700 m². This area is dedicated to supporting pollinator species and requires targeted maintenance activities to preserve its ecological function and aesthetic appeal.

1.13.4 DCMR

The DCMR encompasses a total of 300 m². This area requires specific maintenance activities to ensure its upkeep and alignment with the overall gardening management plan

1.13.5 Musset

The Musset encompasses a total of 450 m². This area requires tailored maintenance activities to preserve its condition and ensure it meets the standards outlined in the contract.

1.13.6 Seneca

The Seneca area encompasses a total of 30 m². This space requires specific maintenance activities to ensure its proper upkeep and alignment with the contract's standards.

1.13.7 DATT

The DATT area encompasses a total of 280 m². This area requires tailored maintenance activities to ensure its proper upkeep and alignment with the contract's specifications.

2.0 WORKING HOURS

The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between 06:30 hrs. and 17:00 hrs., Monday through Friday.

2.1 RESIDENTIAL PROPERTIES

Work at residential properties shall not commence before 08:00 hrs. unless otherwise agreed upon with the tenant and the COR.

2.2 EXCEPTIONAL SERVICE PROVISIONS

For those items other than routine daily 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. This schedule shall be outlined and approved as part of the Grounds Maintenance Plan.

2.3 OVERTIME

The Contractor shall control overtime through efficient use of the work force. Individual work schedules shall not exceed 40 hours per week to preclude overtime being part of the Standard Routine Services provided under this contract.

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2.4 DOUBLE SHIFTS

The Contractor shall not have the work force work double shifts to cover absences or annual or sick leave.

3.0 DELIVERABLES

The following items shall be delivered under this contract:

DESCRIPTION QUANTITY DELIVERY DATE DELIVER

TO

1. Insurance 1 10 days after award Contracting Officer

2. Grounds Maintenance Plan – Draft 1 With proposal Proposal

3. Ground Maintenance Plan – Final Version 3 30 days after award or after exercising each option year COR

4. Safety Plan 1 With proposal and as required by COR

Proposal/C

OR

5. List of Personnel 1 10 days after award COR

6. Transition Plan 1 5 days after award COR

7. Payment Request 1 Monthly FMC/COR

8. Monthly Inspection Summary (per clause 1.8.4 Quality Control)

1 Monthly COR

9. Quarterly Horticulturist Report (per clause 1.8.5 Technical Guidance)

1 Quarterly COR

4.0 PERSONNEL REQUIREMENTS

Personnel requirements refer to the standards and expectations set forth for contractor employees working on-site. These include maintaining discipline, adhering to lawful and professional conduct, and taking precautions to prevent any unlawful, riotous, or disorderly behavior. The contractor is responsible for preserving peace, protecting people and property, and ensuring compliance with the Government's standards of conduct. In cases of non-compliance, the Government reserves the right to request the removal of an employee, with the contractor required to provide an immediate replacement to ensure continuity of services without additional cost to the Government.

4.1 GENERAL

The Contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by Contractor employees at the site. The

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Contractor shall preserve peace and protect persons and property on site. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

4.1.1 Staffing Levels

Contractor shall present an initial proposal of the number of staff assigned to each location, which shall be approved by the COR. Any modification to the staffing levels shall be submitted to the COR for approval with at least 2 weeks prior to the change. This shall include the reason of the change and the proposed solution or alternative.

4.1.2 Staff Attendance

Contractor shall present a strategic plan specifying methods or strategies to reduce unattendance and to minimize the impact of unplanned unattendance.

4.1.2.1 Assistance percentage

The contractor shall ensure at least 90% of the staff assigned to the location is present. If this is not the case, the contractor shall elaborate a proposal addressing the causes and potential solutions to the COR along with the weekly or daily attendance report.

4.1.2.2 Satellite Properties

For staff assigned to the satellite properties, the contractor shall confirm attendance and report it to the COR at the beginning of the shift. This shall be done daily. Whenever a contractor´s personnel does not show up on any of the properties, this should be immediately reported to the COR with a proposed solution or alternative. Additionally, the contractor shall submit weekly attendance reports to the COR, identifying unauthorized absences, authorized or excused absences and tardiness. The format of the report shall be submitted to the COR for approval.

4.1.2.3 NEC

Once the services are active at the NEC, the contractor shall submit weekly attendance reports to the COR, identifying unauthorized absences, authorized or excused absences and tardiness. The format of the report shall be submitted to the COR for approval. The start date of the period of performance for NEC shall be confirmed by the USG at least 3 months in advance.

4.2 STANDARD OF CONDUCT

4.2.1 Uniforms and Personal Equipment

The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR).

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4.2.2 Neglect of duties shall not be condoned.

The Contractor shall enforce no sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

4.2.3 Disorderly conduct

The use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

4.2.4 Intoxicants and Narcotics

The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

4.2.5 Criminal Actions

Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions:

4.2.5.1 Falsification

Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records

4.2.5.2 Unauthorized

Unauthorized use of Government property, theft, vandalism, or immoral conduct

4.2.5.3 Unethical

Unethical or improper use of official authority or credentials

4.2.5.4 Violations

Security Violations.

4.2.5.5 Gambling

Organizing or participating in gambling in any form.

4.2.6 Key Control

The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The Contractor shall not duplicate keys without the COR's approval. Where it is determined that the Contractor or its agents have

SBU - CONTRACTING AND ACQUISITIONS

duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system.

4.2.7 Safety Precautions

Contractor employees shall follow proper safety policies and practices, to include those found in the approved contractor safety plan. The COR reserves the right to remove an employee not following proper safety protocols or to stop work until proper protocols are followed. The COR reserves the right to place additional safety protocols in place in case of a major event such as a natural disaster, pandemic, etc.

4.3 NOTICE TO THE GOVERNMENT OF LABOR DISPUTES

The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

4.4 PERSONNEL SECURITY

4.4.1 List of Data

After award of the contract, the Contractor shall provide the following list of data on each employee who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. The Government will run background checks on these individuals. It is anticipated that security checks will take [Note to Contracting Officer: 30 days to perform. For each individual the list shall include:

Full Name

Place and Date of Birth

Current Address

Identification number

4.4.2 Identity Cards

Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall always display identity card(s) on the uniform while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

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A) Background Checks

The Government will run background checks on all proposed Contractor employees. After award of the contract, the Contractor shall provide a list of data on each employee who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. The Government will run background checks on these individuals. Security checks usually take around 4-6 months to be completed, but it depends on each case. The data for each individual will be shared after contract award.

4.4.3 Access to USG Facilities

No workers, equipment, material, or vehicles will be allowed to enter the compound or any building without written approval from the Embassy RSO (Regional Security Office). Once approved, access location will be indicated by the COR on a case-by-case basis.

4.4.4 Vehicle Access

Vehicles may only access the site as necessary for loading and unloading materials or supplies.

Vehicles may not remain within the premises after the loading or unloading activities are completed. Every time a vehicle requires access to USG facilities, the contractor shall provide the COR with complete vehicle information no later than 1 week in advance to request access approval from RSO. This information shall include, without limitation, plate, type, and general characteristics of the vehicle, as well as the names of the driver and any other people that will require access for loading and unloading activities.

4.4.5 Personnel Access

Workers, supervisors, managers, and drivers shall have a valid identification card to enter USG premises to complete the work stated under this contract.

4.4.6 USG Escort

When a USG escort is required, it will be provided as needed by the USG at ratio of 1 (one) escort per 4 (four) Contractor’s worker. The assigned escort(s) has the authority to stop work in case a safety or security issue arises. These incidents shall be reported to the COR and RSO. All workers shall always be within the line of sight of the USG escort.

5.0 MATERIALS AND EQUIPMENT

The Contractor shall provide all necessary gardening supplies and equipment, including rakes, lawn mowers, hoe, pitchfork, pruning sheers, fertilizers, etc. . to perform the work. The Contractor is responsible for ensuring that their employees have the proper equipment and materials to do the job. If a task/job normally requires a specific tool for completion, that tool shall be supplied to the employees. The Contractor shall not require their employees to work using improper tools.

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5.1 APPROVAL OF SUPPLIES, MATERIALS, TOOLS AND EQUIPMENT

Prior purchasing or using any supplies, materials, tools or equipment in any U.S. Government property, the Contractor shall provide the COR with the description and/or technical data sheets for approval.

5.2 INVENTORY

At the beginning of the contract, on the date agreed with the COR, the Contractor shall provide an up-to-date inventory of the equipment that will be kept in USG facilities. This inventory will be used to allow the Contractor to take the equipment out of the chancery for repair or at the term of the Contract. Inventory shall be updated every time new equipment is brought into the facilities.

The equipment shall be marked with the Contractors company logo for easy identification.

Equipment not listed on the inventory list will be removed from USG facilities.

6.0 INSURANCE

6.1 AMOUNT OF INSURANCE

The Contractor is required to provide whatever insurance is legally necessary. The Contractor shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

6.2 GENERAL LIABILITY

General Liability includes without limitation premises/operations, collapse hazard, products, completed operations, contractual, independent…