RFQ - 19ZA6027Q0001 - Garden Maintenance Services.pdf

U.S. Embassy Lusaka Date:15 October 2026

Dear Prospective Quoter:

Subject: Request for Quotations number 19ZA6027Q0001

Enclosed is a Request for Quotations (RFQ) for Garden Maintenance Services. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions if there is a need to do so.

The Embassy intends to conduct a site visit at the site; The site visit will be held on 27 October 2026 at 10am (local time) at 16B Cheetah then 32G Mutende. Prospective offerors/quoters should contact Lusaka-procurement@state.gov by Thursday 22 October 2026 for additional information or to arrange entry to the building.

Quotations are due by 13 November 2026 at 5pm CAT. No quotations will be accepted after this time.

Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to Lusaka-procurement@state.gov It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Evelyn Okoth Contracting Officer Enclosure:

mailto:Lusaka-procurement@state.gov mailto:Lusaka-procurement@state.gov https://www.sam.gov/

TABLE OF CONTENTS

SECTION 1 – THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19ZA6027Q0001, Prices, Block 23

• Continuation To SF-1449, RFQ Number, 19ZA6027Q0001 Schedule of Supplies/Services, Block 20

Description/Specifications/Work Statement

• Attachment 1 to Description/Specifications/Performance Work Statement, Government Furnished

Property

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 12

SECTION 4 – EVALUATION FACTORS

• Evaluation Factors

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

SECTION 5 – REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not

Prescribed in Part 12

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR16339449

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19ZA6027Q0001

6. SOLICITATION ISSUE DATE

10/15/2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Evelyn Okoth

b. TELEPHONE NUMBER (No collect calls)

0211357000

8. OFFER DUE DATE/ LOCAL

TIME

11/13/2026 5PM CAT

9. ISSUED BY CODE ZA600 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: ____ % FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

AMERICAN EMBASSY LUSAKA

PO BOX 31617 Ibex Hill Rd, Stand 694 Lot 100, Procurement Unit

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

Lusaka, 10101 Zambia

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR DAP DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

AMERICAN EMBASSY LUSAKA

PO BX 31617 Ibex Hill Rd, Stand 694 Lot

100, ATTN: NEC

LUSAKA, ZAMBIA

AMERICAN EMBASSY LUSAKA

PO BX 31617 Ibex Hill Rd, Stand 694 Lot 100, ATTN: Procurement Unit

LUSAKA

ZAMBIA

17a. CONTRACTOR/

OFFERER

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY LUSAKA

PO BX 31617, IBEX HILL RD, ATTN: FMO- DESIGNATED

BILLING OFFICE

LUSAKA, ZAMBIA

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

Estimated

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

1 Garden Maintenance Services: Indefinite-Delivery, Indefinite-Quantity. See Section 1, Continuation to SF- 1449, for line-item pricing

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN __2__ COPIES

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET

FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT

TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED ____________.

YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR

CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.2

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL

FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print) 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BAC

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19ZA6027Q0001

PRICES, BLOCK 23

1. SCOPE OF CONTRACT

The Contractor shall perform gardening services, including furnishing all labor, material, equipment and services, for the U.S. Embassy Lusaka. 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.

The Contractor shall provide Temporary Additional Services in addition to the scheduled services specified in this contract. Temporary Additional Services will be ordered on an as needed basis. This work shall be performed by Contractor trained employees and shall not be subcontracted.

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

Minimum: The Government shall place orders totaling a minimum of 2582 Sqm-Week. This reflects the contract minimum for the base year and option period.

Maximum: The amount of all orders shall not exceed 500,000 Sqm-Week for each year. This reflects the contract maximum for the base year and each option period for temporary/additional services.

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

2.1 VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

2.2. BASE PERIOD (4 JANUARY 2027 to 3 JANUARY 2028)

CLIN Description Sqm Total price/month Duration Total Price

1. Mosi Compound 2582 12

2. 10 Ingwee 223 12

3. 25B Serval 4027 12

4. 32G Mutende 563 12

5. 4 Nsumbu 1244 12

6. 29B Leopards Hill 3310 12

CLIN Description Estimated Qty Unit Unit Price Total Price

7. Temporary Additional Services 80,000 Sqm-Week

Total Price for Base Year

2.3. FIRST OPTION YEAR PRICES (4 JANUARY 2028 to 3 JANUARY 2029)

CLIN Description Sqm Total price/ month Duration Total Price

2 10 Ingwee 223 12 3 25B Serval 4027 12 4 32G Mutende 563 12 5 4 Nsumbu 1244 12 6 29B Leopards Hill 3310 12

CLIN Description Estimated Qty Unit Unit Price Total Price

Total Price for Option Year 1

2.4 SECOND OPTION YEAR PRICES (4 JANUARY 2029 to 3 JANUARY 2030)

2 10 Ingwee 223 12 3 25B Serval 4027 12 4 32G Mutende 563 12 5 4 Nsumbu 1244 12 6 29B Leopards Hill 3310 12

CLIN Description Estimated Qty Unit Unit Price Total Price

Total Price Option Year 2

2.5 THIRD OPTION YEAR PRICES (4 JANUARY 2030 to 3 JANUARY 2031)

2. 10 Ingwee 223 12

3. 25B Serval 4027 12

4. 32G Mutende 563 12

5. 4 Nsumbu 1244 12

6. 29B Leopards Hill 3310 12

CLIN Description Estimated Qty Unit Unit Price Total Price

Total Price for Option Year 3

2.6 FOURTH OPTION YEAR PRICES (4 JANUARY 2031 to 3 JANUARY 2032)

2. 10 Ingwee 223 12

3. 25B Serval 4027 12

4. 32G Mutende 563 12

5. 4 Nsumbu 1244 12

6. 29B Leopards Hill 3310 12

CLIN Description Estimated Qty Unit Unit Price Total Price

Total Price for Option Year 4

2.7 GRAND TOTAL

Base Year

First Option Year

Second Option Year

Third Option Year

Fourth Option Year

Grand Total – Base plus All Option Years

CONTINUATION TO SF-1449

RFQ NUMBER

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

1. PERFORMANCE WORK STATEMENT

The purpose of this contract is to obtain gardening services for real property owned or managed by the U.S. Government in Lusaka. The Contractor shall perform gardening services in all designated spaces.

1.2. GENERAL REQUIREMENTS

Maintenance and appearance of the grass, shrubbery, garden areas, trees, and related landscape elements of the U.S. Post and properties are an important part of the representational responsibilities of the U.S. mission. The Government will measure the Contractor’s work by the appearance of the landscape covered by this contract. The Contractor shall perform complete gardening and landscape maintenance services as described in this contract for all Government properties listed in 1.11. 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 as supply, subcontracting, quality control, financial oversight, and maintenance of complete records and files.

The Contractor shall provide comprehensive gardening and grounds maintenance services for the U.S. Embassy/Post Lusaka in Zambia. Services shall include, but are not limited to, routine landscaping, lawn care, hedge trimming, flowerbed maintenance, removal of weeds and debris, sweeping of outdoor areas, and upkeep of all designated green spaces within the Post’s premises.

Performance Standards All work shall be performed in a professional, timely, and efficient manner that maintains the grounds in a neat, clean, and aesthetically pleasing condition. The Contractor shall ensure that all vegetation remains healthy, properly pruned, and free of disease or pests.

Materials and Equipment The Contractor shall supply all labor, tools, equipment, and materials required to perform the services described herein unless otherwise specified by the Government. All equipment must be maintained in safe working conditions.

Schedule of Services

Service shall be performed according to a schedule approved by the Contracting Officer or their designated representative. Any deviation from the approved schedule must receive prior written authorization.

Personnel Requirements

The Contractor shall ensure that all personnel assigned to the contract are properly trained, appropriately supervised, and present a professional appearance at all times while on Government property.

Health, Safety, and Environmental Compliance The Contractor shall comply with all applicable local laws, safety regulations, and environmental standards. The Contractor is responsible for safe handling and proper disposal of any waste or chemicals used in the performance of services.

Quality Assurance and Inspections

The Government reserves the right to conduct periodic inspections of the Contractor’s work to ensure compliance with contract requirements. Deficiencies identified by the Government shall be corrected by the Contractor at no additional cost.

shall be performed according to a schedule approved by the Contracting Officer or their designated representative. Any deviation from the approved schedule must receive prior written authorization.

1.3. MANAGEMENT AND SUPERVISION

1.3.1. SUPERVISION

The Contractor shall designate a representative who will be responsible for the on-site supervision of the Contractor’s workforce. This individual shall serve as the primary point of contact between the Contractor and U.S. Government personnel. The supervisor must possess sufficient English language proficiency to communicate effectively with U.S. Government staff.

1.3.2. SCHEDULES

The Contractor shall maintain work schedules that consider the hours during which staff can perform services effectively without imposing additional demands on Post security personnel.

Standard services shall be delivered between 08:00 and 17:00, Monday through Friday. For services outside routine daily tasks, the Contractor shall provide the COR with a detailed plan identifying the personnel involved and the timeline for completing the work.

1.3.3. QUALITY CONTROL

The Contractor shall be responsible for implementing quality control measures. Regular inspection visits to the work site shall be conducted and coordinated with the COR. These inspections shall be unannounced to the personnel working under the contract to ensure effective oversight.

1.3.4 TECHNICAL GUIDANCE

The Contractor shall retain the services of a trained horticulturist experienced in local climate and soil conditions. This specialist shall provide technical guidance to the Contractor’s workforce and assist in developing, implementing, and overseeing lawn and tree care programs.

1.3.5. GROUNDS MAINTENANCE PLAN

The Contractor shall submit an annual Grounds Maintenance Plan outlining the proposed frequencies and methods for meeting the requirements of this contract. The plan shall be tailored to local environmental conditions, vegetation types, and climate factors. The Contractor shall provide the Grounds Maintenance Plan to the COR for review and approval.

1.4 LAWN CARE

1.4.1. GRASS CUTTING

The Contractor shall maintain all grass at a height between 4 and 6 centimeters. The Contractor is responsible for providing all equipment, materials, and fuel necessary to perform this work.

1.4.2 EDGING

The Contractor shall edge all sidewalks, driveways, and curbs during each mowing cycle of the adjacent turf. Compliance with this requirement is mandatory, and all edging shall be performed to maintain a clean, uniform, and professionally maintained appearance at all times

1.4.3. TRIMMING

The Contractor shall perform trimming of grass around all trees, shrubs, landscaped areas, sprinkler heads, valves, fences, buildings, poles, and any other fixed structures. Trimming shall be executed in a manner that ensures the grass height remains uniform and consistent with adjacent maintained areas. The Contractor shall ensure that no damage occurs to any structures or vegetation during the trimming process.

1.4.4. WEEDING

The Contractor shall perform continuous weeding of all grounds, lawns, and landscaped areas to prevent the growth and spread of unwanted vegetation.

The Contractor is permitted to use approved weed-control chemicals to eliminate grass and weeds growing in cracks, joints, and other areas along sidewalks and curbs.

The Contractor shall obtain prior written approval from the COR before applying any weed-killing chemicals.

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. The method, frequencies, and dates of grass cutting, hedging, trimming, weeding, and turf repair shall be part of the contractor's Grounds Maintenance Plan.

1.5. PRUNING

1.5.1 The Contractor shall be responsible for the maintenance of all trees, shrubs, hedges, bushes, vines, ground cover, and flowers. Such maintenance shall be performed in accordance with industry standards and all requirements specified in this contract.

1.5.2 The Contractor shall develop and submit a written pruning schedule as part of the Grounds Maintenance Plan. The schedule shall specify the methods, frequencies, and exact dates for all pruning activities. The schedule shall not be implemented until written approval is provided by the Government/Client.

1.5.3 The Contractor shall perform pruning of all shrubs, vines, bushes, ground cover, and trees as required to:

Direct and control plant growth in accordance with the aesthetic and functional requirements of the site, Remove all dead, diseased, damaged, or unsightly vegetation, and Ensure a consistently neat, uniform, and visually acceptable appearance throughout the contract area.

All pruning activities shall be executed in a manner that prevents damage to plant material, structures, or surrounding property.

The Contractor shall perform all pruning activities in strict accordance with the schedule established in the Grounds Maintenance Plan, ensuring that all major or heavy pruning is conducted during the appropriate seasonal periods consistent with recognized horticultural best practices. The Contractor shall maintain all hedges and shaped shrubs in a proper, uniform, and well-defined condition at all times.

1.5.4. At no additional cost to the Government, the Contractor shall replace any tree, bush, or shrub that is damaged, destroyed, or rendered unfit for its intended purpose as a result of negligent, improper, or otherwise irresponsible actions attributable to the Contractor.

1.6. LEAF REMOVAL

The Contractor shall perform the removal of leaves, pine needles, and similar vegetative debris from all designated properties on a weekly basis throughout each month. Furthermore, the Contractor shall promote and implement recycling practices by repurposing lawn and tree debris, including but not limited to the creation of mulch and compost, to support ongoing landscaping and gardening activities.

1.7. REMOVAL OF DEBRIS

The Contractor shall remove all foreign materials, including but not limited to cuttings, grass, leaves, bark, limbs, dead vegetation, paper, and trash, from all maintained areas. This requirement applies to walkways, stairways, curbs, and any other areas within or adjacent to the designated work zone.

The Contractor shall ensure that all debris and equipment are removed from the work site prior to the end of each workday. Under no circumstances shall debris be allowed to accumulate or remain in a manner that creates an unsightly or unsafe condition.

All collected debris shall be promptly transported to an authorized disposal facility. The Contractor shall bear full responsibility for all costs associated with the collection, handling, transportation, and disposal of debris. No additional compensation shall be provided for these activities.

1.8. WATERING

1.8.1. The Contractor shall water all lawns, flowers, shrubs, and trees in a manner that ensures moisture penetration to a minimum depth of 7 centimeters. In the event that natural precipitation sufficiently meets this requirement, the Contractor may submit a written request to the COR seeking authorization to suspend watering operations to prevent oversaturation of the soil.

Watering shall not be suspended without the COR’s prior approval.

1.8.2 The Contractor shall develop and submit as part of the Grounds Maintenance Plan a comprehensive Irrigation Schedule specifying the methods, frequencies, and anticipated dates of all watering activities. The schedule shall take into consideration the types of vegetation present, local soil conditions, climatic patterns, and seasonal variations affecting plant moisture requirements. The Contractor shall adhere to the approved schedule unless otherwise directed by the COR.

1.8.3 The Contractor shall furnish and maintain all hoses, portable sprinklers, and any other irrigation-related equipment necessary to perform the required watering services.

1.8.4 The Government shall provide the water supply required for the execution of irrigation activities. The Contractor shall use this resource responsibly and efficiently in accordance with the approved irrigation schedule and all applicable Government policies.

1.9 PEST AND DISEASE CONTROL

The Contractor shall establish, implement, and maintain a comprehensive pest and plant disease control program to ensure that all flowers, shrubs, vines, trees, and other planted areas are preserved in a healthy and vigorous condition. No pesticide shall be procured, stored, or applied without the prior written approval of the COR.

The Contractor shall submit, as a required component of the Grounds Maintenance Plan, a detailed Pest and Disease Control Plan outlining all proposed control methods, materials, application procedures, safety measures, and schedules. The plan shall not be implemented until written approval is granted by the COR.

1.10. HAZARDOUS AND TOXIC SUBSTANCES

The Contractor shall be fully responsible for the safe handling, application, and removal of all hazardous or potentially hazardous fertilizers, herbicides, and pest control products utilized in the performance of this contract. The Contractor shall also ensure the environmentally sound and legally compliant disposal of such materials in accordance with all applicable Federal, state, and local laws, regulations, and guidelines.

1.11. LOCATION FOR GARDENING SERVICES

All standard services are to be delivered on regular Post working days.

Location Name Mosi Compound 10 Ingwee 32 G Mutende 25 B Serval 4 Nsumbu 29B Leopards Hill

2. WORKING HOURS

All work shall be performed during normal working hours except for the holidays identified in the Addendum in Section 2. Other hours may be approved by the Contracting Officer's Representative. The Contractor must provide at least 24-hour advance notice to the COR who will consider any deviation from the hours identified above.

3.0 DELIVERABLES

The following items shall be delivered under this contract:

DESCRIPTION QUANTITY DELIVERY DATE DELIVER TO:

Insurance 1 10 days after award Contracting Officer

Grounds Maintenance Plan 1 10 days after award COR

List of Personnel 1 10 days after award COR

Payment Request 1 Monthly Lusakainvoices@state.gov

4. PERSONNEL REQUIREMENTS

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 mailto:Lusakainvoices@state.gov

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.

4.2 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).

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, 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:

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;

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

Unethical or improper use of official authority or credentials;

Security violations; or

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 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.

4.3. 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 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. For each individual the list shall include:

Full Name Identification number

4.4.2 Government shall issue identity cards to Contractor personnel, after they are approved.

Contractor personnel shall display identity card(s) on the uniform at all times 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.

5. MATERIALS AND EQUIPMENT

The Contractor shall provide all necessary gardening supplies and equipment, including rakes, lawn mowers, hoe, pitchfork, pruning shears, fertilizers to perform the work.

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

(includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

1. Bodily Injury stated in US Dollars:

Per Occurrence $ 500,000 Cumulative $ 1,000,000

2. Property Damage stated in US Dollars:

Per Occurrence $ 100,000 Cumulative $ 200,000

6.3 The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

6.4 For those Contractor employees assigned to this contract who are either United States citizens or direct hire in the United States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3, or host country nationals that do not have a DOL waiver.

6.5 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to:

any property of the Contractor, its officers, agents, servants, employees, or any other person, arising from and incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

6.6 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

6.7 Government as Additional Insured. The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State," as an additional insured with respect to operations performed under this contract.

6.8 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within ten (10) days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

7. LAWS AND REGULATIONS

7.1 Without additional expenses to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. If there is a conflict between the contract and requirements of local law, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

7.2 The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, unless they are inconsistent with the requirements of this contract.

8. TRANSITION PLAN

Within Ten (10) days after contract award, the Contracting Officer may ask the Contractor to develop a plan for preparing the new Contractor to assume all responsibilities for gardening services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract.

The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work Para Performance Threshold Services.

Performs all gardening services set forth in the scope of work.

Section 1

All required services are performed and no more than one

(1) customer complaint is received per month.

9.1 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

9.2 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

9.3 Procedures.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant.

The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

ATTACHMENT 1

GOVERNMENT FURNISHED PROPERTY

The Government shall make the following property available to the Contractor as "Government furnished property" for performance under the contract:

RESERVED

ATTACHMENT 2

CONTRACTOR FURNISHED PROPERTY

The Contractor shall provide all equipment, materials, supplies, and clothing required to perform the standard and temporary additional services as specified in this contract. Such items include, but are not limited to uniforms, personnel equipment, tools, cleaning supplies, equipment and any other operational or administrative items required for performance of the duties and requirements of this contract. The Contractor shall maintain sufficient parts and spare equipment for all Contractor-furnished materials to ensure uninterrupted service.

List of Motorized Equipment:

1. Lawn Mower & Accessories

2. Brush Cutter & Accessories

3. Edger & Accessories

4. Leaf Blower & Accessories

5. Hedger and Accessories

6. Power Washer and Accessories

List of Gardening tools:

1. Metal or Plastic Leaf Rake

2. Garden Metal Rake

3. Spade

4. Shovel

5. Rubberized Garden Hoses (minimum 30 meters)

6. Sprinklers

7. Tap to Hose Connectors

8. Hose to Hose connectors

9. Sprinkler to hose connectors

10. Hard Broom or Whisk broom

11. Hand Hoe

12. Mattock Picks

13. Fuel Metal Jerry Cans

14. Hedge Shears

15. Hand Pruners

16. Garden Loopers

17. Bow Saw or Garden Saw

18. Knap Sprayer

List of PPE

1. Work Suits or Coveralls

2. Safety Boots

3. Gumboots

4. Raincoats

5. Work Hand Gloves

6. Earmuffs

7. Ear Plugs

8. Helmet

9. Face Shields or Goggles

10. Machine Handling Gloves

SECTION 2 - CONTRACT CLAUSES

52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS

(JAN 2026) IS INCORPORATED BY REFERENCE. (SEE SF-1449,

BLOCK 27A)

ADDENDUM TO CONTRACT CLAUSES

FAR AND DOSAR CLAUSES NOT PRESCRIBED IN PART 12

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

THE FOLLOWING FEDERAL ACQUISITION REGULATIONS (FAR) CLAUSES ARE

INCORPORATED BY REFERENCE:

CLAUSE TITLE AND DATE

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS (NOV 2023)

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

(JAN 2011)

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (JAN 2026)

52.222-19 CHILD LABOR-COOPERATION WITH AUTHORITIES AND REMEDIES

(FEB 2026)

52.225-14 INCONSISTENCY BETWEEN ENGLISH VERSION AND TRANSLATION

OF CONTRACT (FEB 2026)

52.228-3 WORKERS’ COMPENSATION INSURANCE (DEFENSE BASE ACT)

(JUL 2014)

52.228-4 WORKER’S COMPENSATION AND WAR-HAZARD INSURANCE

OVERSEAS (APRIL 1984)

52.228-5 INSURANCE - WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

52.229-6 TAXES-FOREIGN FIXED PRICE CONTRACTS (FEB 2013)

52.232-39 UNENFORCEABILITY OF UNAUTHORIZED OBLIGATIONS (JUNE 2013)

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS

SUBCONTRACTORS (MAR 2023)

52.244-6 SUBCONTRACTS FOR COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (JAN 2026)

THE FOLLOWING FAR CLAUSE(S) IS/ARE PROVIDED IN FULL TEXT:

52.216-18 ORDERING (AUG 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule.

Such orders may be issued from 4 January 2027 through 3 January 2032.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract.

In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered “issued” when –

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor’s fax number; or

(3) If sent electronically, the Government either –

(i) Posts a copy of the delivery order or task order to a government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor’s email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

(End of clause)

52.216-19 ORDER LIMITATIONS (OCT 1995)*

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than 2582 Sqm-Week, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor-

(1) Any order for a single item in excess of 250,000 Sqm-Week;

(2) Any order for a combination of items in excess of 500,000 Sqm-Week; or

(3) A series of orders from the same ordering office within 30 days that together call for quantities exceeding the limitation in subparagraph (1) or (2) above.

(c) If this is a requirements contract (i.e., includes the Requirement clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) above.

(d) Notwithstanding paragraphs (b) and (c) above, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 2 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

*Applies to temporary additional services.

52.216-22 INDEFINITE QUANTITY (FEB 2026) *

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the “maximum.” The Government shall order at least the quantity of supplies or services designated in the Schedule as the “minimum.”

(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order.

The contract shall govern the Contractor’s and Government’s rights and obligations with respect to that order to the same extent as if the order were completed during the contract’s effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after one year beyond the contract’s effective period.

*Applies to temporary additional services.

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within the performance period of the contract.

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within the performance period of the contract or within 30 days after funds for the option year become available, whichever is later.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5.

52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

Funds are not presently available for performance under this contract beyond September 30 of the current calendar year. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract September 30 of the current calendar year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

THE FOLLOWING DOSAR CLAUSE(S) IS/ARE PROVIDED IN FULL TEXT:

652.204-70 DEPARTMENT OF STATE PERSONAL IDENTIFICATION CARD

ISSUANCE (FEB 2015)

(a) The Contractor shall comply with the Department of State (DOS) Personal Identification Card Issuance Procedures for all employees performing under this contract who require frequent and continuing access to DOS facilities, or information systems. The Contractor shall insert this clause in all subcontracts when the subcontractor’s employees will require frequent and continuing access to DOS facilities, or information systems.

(b) The DOS Personal Identification Card Issuance Procedures may be accessed at http://www.state.gov/m/ds/rls/rpt/c21664.htm .

http://www.state.gov/m/ds/rls/rpt/c21664.htm

CONTRACTOR IDENTIFICATION (JULY 2008)

Contract performance may require contractor personnel to attend meetings with government personnel and the public, work within government offices, and/or utilize government email.

1. Use an email signature block that shows name, the office being supported and company affiliation (e.g., “John Smith, Office of Human Resources, ACME Corporation Support Contractor”);

2. Clearly identify themselves and their contractor affiliation in meetings.

3. Identify their contractor affiliation in Departmental e-mail and phone listings whenever contractor personnel are included in those listings; and

4. Contractor personnel may not utilize Department of State logos or indicia on business cards.

652.216-70 ORDERING - INDEFINITE-DELIVERY CONTRACT (APR 2004)

The Government shall use one of the following forms to issue orders under this contract:

(a) The Optional Form 347, Order for Supplies or Services, and Optional Form 348, Order for Supplies or Services Schedule - Continuation; or,

(b) The DS-2076, Purchase Order, Receiving Report and Voucher, and DS-2077, Continuation Sheet.

652.225-71 SECTION 8(A) OF THE EXPORT ADMINISTRATION ACT OF 1979, AS

AMENDED (AUG 1999)

(a) Section 8(a) of the U.S. Export Administration Act of 1979, as amended (50 U.S.C.

2407(a)), prohibits compliance by U.S. persons with any boycott fostered by a foreign country against a country which is friendly to the United States and which is not itself the object of any form of boycott pursuant to United States law or regulation. The Boycott of Israel by Arab League countries is such a boycott, and therefore, the following actions, if taken with intent to comply with, further, or support the Arab League Boycott of Israel, are prohibited activities under the Export Administration Act:

(1) Refusing, or requiring any U.S. person to refuse to do business with or in Israel, with any Israeli business concern, or with any national or resident of Israel, or with any other person, pursuant to an agreement of, or a request from or on behalf of a boycotting country;

(2) Refusing, or requiring any U.S. person to refuse to employ or otherwise discriminating against any person on the basis of race, religion, sex, or national origin of that person or of any owner, officer, director, or employee of such person;

(3) Furnishing information with respect to the race, religion, or national origin of any U.S. person or of any owner, officer, director, or employee of such U.S. person;

(4) Furnishing information about whether any person has, has had, or proposes to have any business relationship (including a relationship by way of sale, purchase, legal or commercial representation, shipping or other transport, insurance, investment, or supply) with or in the State of Israel, with any business concern organized under the laws of the State of Israel, with any Israeli national or resident, or with any person which is known or believed to be restricted from having any business relationship with or in Israel;

(5) Furnishing information about whether any person is a member of, has made contributions to, or is otherwise associated with or involved in the activities of any charitable or fraternal organization which supports the State of Israel; and,

(6) Paying, honoring, confirming, or otherwise implementing a letter of credit which contains any condition or requirement against doing business with the State of Israel.

(b) Under Section 8(a), the following types of activities are not forbidden “compliance with the boycott,” and are therefore exempted from Section 8(a)'s prohibitions listed in paragraphs (a)(1)-(6) above:

(1) Complying or agreeing to comply with requirements:

i. Prohibiting the import of goods or services from Israel or goods produced or services provided by any business concern organized under the laws of Israel or by nationals or residents of Israel; or,

ii. Prohibiting the shipment of goods to Israel on a carrier of Israel, or by a route other than that prescribed by the boycotting country or the recipient of the shipment;

(2) Complying or agreeing to comply with import and shipping document requirements with respect to the country of origin, the name of the carrier and route of shipment, the name of the supplier of the shipment or the name of the provider of other services, except that no information knowingly furnished or conveyed in response to such requirements may be stated in negative, blacklisting, or similar exclusionary terms, other than with respect to carriers or route of shipments as may be permitted by such regulations in order to comply with precautionary requirements protecting against war risks and confiscation;

(3) Complying or agreeing to comply in the normal course of business with the unilateral and specific selection by a boycotting country, or national or resident thereof, of carriers, insurance, suppliers of services to be…