RFQ no. 19TH2025Q0036.pdf

Embassy of the United States of America

Bangkok, Thailand

June 27, 2025

Dear Prospective Quoter:

Subject: Request for Quotations number 19TH2025Q0036

Enclosed is a Request for Quotations (RFQ) for Gardening 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 which is specified on this letter.

The U.S. government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

The Embassy intends to conduct a pre-quotation conference and site visit, the pre-proposal conference will be held on July 22, 2025 at 08:30 AM (Bangkok local time) at U.S. Embassy Bangkok. The site visit for each location will be conducted on different dates and times, schedule as follows:

1. July 22, 2025 at 9:30 AM (Bangkok local time) Location: EOB, RRM, Chancery

2. July 23, 2025 at 8:00 AM (Bangkok local time) Location: Rajdamri Compound, DCMR, CMR

Vehicles are not allowed access to any embassy compound. The completed site visit agenda will be provided upon request. Prospective offerors/quoters must provide company’s name, participant name, email address and mobile phone number to email:

BangkokGSOProcurement@state.gov by July 11, 2025 at 04:00 PM (Bangkok local time) for the completed site visit agenda and to arrange entry to the compound(s).

Direct any questions regarding this solicitation in writing to Ramon Menendez-Carreira, Contracting Officer, email: BangkokGSOProcurement@state.gov. Questions must be written in English. Closing date for question submission will be on July 25, 2025 at 04:00 PM (Bangkok local time)

Quotations are due by August 29, 2025 at 04:00 PM (Bangkok local time). No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

mailto:BangkokGSOProcurement@state.gov mailto:BangkokGSOProcurement@state.gov

Your quotation must be submitted in a sealed envelope marked “Quotation Enclosed for RFQ#19TH2025Q0036 – Gardening Services” to the following address:

U.S. Embassy Bangkok ATTN: Contracting Officer GSO/Procurement & Contracting Office 93/1, 5th Floor, Tower A, GPF Witthayu Building, Wireless Road, Lumpini, Khet Pathumwan, Bangkok 10330

No electronic quotation submissions shall be accepted.

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

1. SF-1449

2. Section 1, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11

6. 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, Ramon Menendez-Carreira Contracting Officer

TABLE OF CONTENTS

SECTION 1 – THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19TH2025Q0036, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19TH2025Q0036, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

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

Furnished Property

• Attachment 2 to Description/Specifications/Performance Work Statement, Safety

Requirements for Contractors and Sub-contractors

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 – REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

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

Prescribed in Part 12

WOMEN-OWNED SMALL

BUSINESS (WOSB)

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NUMBER

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

REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

SEE ADDENDUM

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

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

29. AWARD OF CONTRACT: REFERENCE 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

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

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

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

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

THE DEFENSE PRIORITIES

AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FREE ON

BOARD (FOB) DESTINATION

UNLESS BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8(A)

ECONOMICALLY

DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30.

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19TH2025Q0036

PRICES, BLOCK 23

1. SCOPE OF CONTRACT

The Contractor shall perform gardening services, including furnishing all labor, material, equipment and services, for U.S. Embassy Bangkok. 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 performance period of this contract is from the start date in the award notice and continuing for 12 months, with four one-year and one six-month options to renew. The initial period of performance includes any transition period authorized under the contract.

2. 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 U.S. Embassy has a tax exemption certificate from the host government.

2.2. BASE PERIOD

1. Base Year Firm-Fixed Price for Standard Services for this Contract:

1a. Number of Square Meters per Month 110,627

1b. Price per Month *

1c.

Base Year Total for All Services (Price per Month x 12 months) **

*[Offeror/Bidder: Insert price] **[Offeror/Bidder: Insert total price]

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.

2.3. FIRST OPTION YEAR PRICES

1. Option Year 1 Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month *

1c.

Option Year 1 Total for All Services (Price per Month x 12 months) **

*[Offeror/Bidder: Insert price]

2.4. SECOND OPTION YEAR PRICES

1. Option Year 2 Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month *

1c.

Option Year 2 Total for All Services (Price per Month x 12 months) **

*[Offeror/Bidder: Insert price]

2.5. THIRD OPTION YEAR PRICES

1. Option Year 3 Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month *

1c.

Option Year 3 Total for All Services (Price per Month x 12 months) **

*[Offeror/Bidder: Insert price]

2.6. FOURTH OPTION YEAR PRICES

1. Option Year 4 Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month *

1c.

Option Year 4 Total for All Services (Price per Month x 12 months) **

2.7. SIX-MONTH OPTION PRICES

1. 6-Month Option Firm-Fixed Price for Standard Services for this Contract:

1b. Price per Month *

1c.

6-Month Option Total for All Services (Price per Month x 6 months) **

*[Offeror/Bidder: Insert price]

2.8. GRAND TOTAL

Base Year *

First Option Year *

Second Option Year *

Third Option Year *

Fourth Option Year *

Six-month Option as per FAR 52.217-8 *

Grand Total – Base plus All Options **

CONTINUATION TO SF-1449

RFQ NUMBER 19TH2025Q0036

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 at U.S. Embassy Bangkok, Thailand. The Contractor shall perform gardening services in all designated spaces.

1.1. DEFINITIONS

“Chancery” refers to the building Embassy Bangkok uses for official activities; also known as the NOB.

“EOB” refers to the Embassy Office Annex Building.

“CMR” refers to the Ambassador’s residence.

“DCMR” refers the official residence of the Deputy Chief of Mission.

“RRM” refers the Ruam Rudee Mansion.

“Gardening” means the tending of plants; including weeding, watering, cultivating, and propagating for the purpose of re-populating existing ornamental plants, shrubs and ground covers.

“Turf” means the grass and the immediate layer of soil that holds its roots together.

“Lawn” means an area planted primarily with grasses and subjected to practices (e.g.

mowing, weeding, fertilizing, irrigation and pest control) for purposes of maintaining its green color, optimal growth, and acceptable height.

“Landscaping” means upgrading the aesthetic appearance of a specific area or a space, usually a result of a well-thought use of an array of plants (preferably native species) and other materials (i.e. pebbles, rocks, bricks, etc.) forming unique garden features.

“Turf repair and re-establishment” means to repair patches of thinning, brown, dead or damaged turf grass due to neglect or improper cutting, pest and disease, spills, vehicular traffic, water logging, and wear and tear by contractor personnel. Repair shall also include lumps, compacted uneven surface, weedy patches and moss removals.

“Pruning” means the selective cutting of branches and stems to meet a specific goal and objectives (e.g. remove risk and hazard from falling dead branches, decrease height or crown spread, create clearance away from buildings or electrical lines, etc.)

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 1.13. 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 of 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.

1.3. MANAGEMENT AND SUPERVISION

1.3.1. SUPERVISION

The Contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor's workforce at all times. This supervisor shall be the focal point for the Contractor and shall be the point of contact with 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 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 the hours of 7:00 AM and 4:00 PM Monday through Saturday. 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 surprise inspections to those working on the contract. The Contractor shall have the Horticulturist perform a bi-monthly inspection of all locations to assess conditions and procedures at each work site, identify any damage or deterioration in vegetation, and determine any necessary corrective actions at no additional cost to the Government and no change in the firm fixed monthly prices of the contract.

1.3.4 TECHNICAL GUIDANCE

The Contractor shall provide a Project Manager who is able to converse in English and is fluent (native) in Thai. The Project Manager must have a minimum of five years of project management experience in providing landscaping and/or grounds keeping services. The Project Manager must have a Certificate of Vocational Education, earned after three years of vocational training per the Thai Ministry of Education, in Horticulture or Botany. The Project Manager must be fluent in Thai and must have Level 3 General Professional Proficiency in written and spoken English.

The Contractor shall have the services of a trained horticulturist with experience in the climate and soil conditions found locally to give technical guidance and training to the Contractor's workforce and to develop and guide the Contractor's programs for lawn and tree care to be included in the Grounds Maintenance Plan. The Horticulturist must have a minimum of five years of professional experience in the climate and soil conditions found locally. The Horticulturist must have a Certificate of Vocational Education, earned after three years of vocational training per the Thai Ministry of Education, in Horticulture. The Horticulturist must be fluent (native) in Thai and must have Level 3 General Professional Proficiency in written and spoken English.

The Project Manager and Horticulturist may be the same person or separate positions. If the same person is selected, they must meet the requirements of both positions.

The requirements for Level 3 General Professional Proficiency in English are:

• Able to speak the language with sufficient structural accuracy and vocabulary to participate effectively in most formal and informal conversations on practical, social, and professional topics.

• Nevertheless, the individual’s limitations generally restrict the professional contexts of language use to matters of shared knowledge and/or international convention.

• Discourse is cohesive.

• The individual uses the language acceptably, but with some noticeable imperfections; yet, errors virtually never interfere with understanding and rarely disturb the native speaker.

• The individual can effectively combine structure and vocabulary to convey his/her meaning accurately.

• The individual speaks readily and fills pauses suitably.

• In face-to-face conversation with natives speaking the standard dialect at a normal rate of speech, comprehension is quite complete.

• Although cultural references, proverbs, and the implications of nuances and idiom may not be fully understood, the individual can easily repair the conversation.

• Pronunciation may be obviously foreign.

• Individual sounds are accurate; but stress, intonation, and pitch control may be faulty.

During the first 90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is required due to illness, death, or termination of employment.

The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required below to the Contracting Officer at least 15 days before making any permanent substitutions.

After the first 90 days of performance, the Contractor may substitute a key person if the Contractor determines that it is necessary. The Contractor shall notify the Contracting Officer of the proposed action immediately. Prior to making the substitution, the Contractor will provide the information required below to the Contracting Officer.

The Contractor shall provide a detailed explanation of the circumstances requiring the proposed substitution, a complete resume for the proposed substitute. The proposed substitute shall possess qualifications comparable to the original key person. The Contracting Officer will notify the Contractor of its approval or disapproval of the substitution within 15 calendar days after receiving the required information. The Government will modify the contract to reflect any changes in key personnel.

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 to fit the requirements of local conditions, types of vegetation, and climate factors.

The Contractor shall submit the Grounds Maintenance Plan to the COR for approval within 30 days after contract award and annually upon contract renewal.

The Contractor shall ensure submitted Grounds Maintenance Plans are reviewed and signed by the Horticulturist before submission to the U.S. government. Grounds Maintenance Plans are subject to U.S. government approval before implementation and any changes required to meet the provisions set forth in this solicitation and resulting contract shall be at no additional charge to the contract.

1.4 TURF AND LAWN CARE

1.4.1. GRASS CUTTING

The Contractor shall maintain the height of grass between 3 and 6 centimeters. The Contractor is responsible for all equipment and fuels needed to complete this task. The Contractor shall use a mulching mower(s) that produces fine clippings from mowed turf grass, and returns same to the soil surface as natural fertilizer.

1.4.2 EDGING

The Contractor shall edge all sidewalks, driveways, and curbs each time the adjacent grass is cut.

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 landscapes. 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.

The Contractor shall perform weed control spraying and tree trimming at the Rajdamri Compound in the area between the embassy's perimeter wall and the outside wall every 8 weeks.

The schedule shall be included in the Grounds Maintenance Plan. If there are any impacts or reasons to postpone the scheduled work, the Contractor shall inform the COR via email in a timely manner.

1.4.5. TURF REPAIR AND RE-ESTABLISHMENT

The Contractor shall, whenever necessary, repair areas damaged by improper maintenance, soil conditions, pest and disease, vehicular traffic, oil and gas, and normal foot traffic by contractor personnel. The Contractor shall undertake aeration, de-thatching, correct drainage and soil erosion, or install new seed or sod on areas where grasses are thinning, brown or dead. The damaged area shall be filled in and leveled and then seeded or sodded, and maintained to conform to adjacent areas, but this does not include the installation of an underground sprinkler system.

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 AND TREE CARE

1.5.1 The Contractor shall maintain trees, shrubs, hedges, bushes, vines, ground cover and flowers. Dead twigs, branches and flowers shall be pruned to encouraged new growth and continuous flowering of ornamental plants. Propagation of seeds or vegetative parts (tip/branch cuttings) shall be done to re-populate certain ornamental plants and for re-landscaping upgrade purposes.

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

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

• direct and encourage plant growth in directions desired,

• remove dead and unsightly growth, and

• maintain a neat and attractive appearance.

• Ensure the health and longevity of plants by preventing disease and pest infestations.

• Prevent obstruction of pathways, signage, lighting, and structures.

• Maintain clearance from buildings, fences, and utility poles or power lines.

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 ensure the Horticulturist is on site during pruning to ensure proper procedures are followed and to prevent improper or excessive pruning that could damage the tree. The Contractor shall prune all hedges and shaped shrubs to maintain proper shape at all times. The Contractor shall prune when necessary, large woody trees and palms to prevent risks and hazards to people and property posed by falling dead limbs and branches.

The Contractor is responsible for remedying damages from falling branches or trees that occur while the Contractor is performing pruning operations. If a tree or plant were damaged by non-contractor personal then it is the Contractor’s responsibility to report the damage to the COR immediately and the Contractor shall not be held responsible for remedy or repair for damages. The Contractor should make every effort to operate in such as way as to prevent damage to the greatest extent possible.

The Contractor shall identify trees and branches that may be at risk of falling and causing damage as a result of winds or storms and report these findings to the COR. The gardening contractor shall present a tree trimming plan to the COR and conduct timely tree trimming operations to prevent and/or limit storm damage. Any damage from falling trees or branches must be reported immediately to the COR. The COR will evaluate the damage and remedial options.

Should the damage be determined to be the result of unforeseen circumstances (Acts of God or force majeure) and adequate preparatory measures had been taken, then the Contractor would not be responsible for remedy or repair for damages.

The Contractor shall provide all pruning tools and equipment in accordance with safety, health, and environmental standards, and shall ensure that climbing equipment will not inflict permanent damage to the trees. For example, the contractor will not use spikes, gaffs, or climbing spurs to prune trees. The contractor shall ensure that cutting tools are clean and disinfected when cutting trees infected with a pathogen to avoid transmission from one tree to another.

In the event of negligence during pruning or cutting operations, which results in injury or damage due to falling branches, equipment, or debris, all liability is the sole responsibility of the contractor for compensation. The U.S. government will not accept any liability related to such incidents. The Contractor must exercise caution when performing work to avoid cutting cables, wires, plugs, etc. as well as sprinklers or other property present in the area.

1.5.4. 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.

1.6. LEAF REMOVAL

The Contractor shall, on a monthly basis, remove leaves, flowers, and pine needles from the properties listed in 1.13 and on a daily basis (Monday – Saturday).

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, at the designated area as specified by the COR.

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 ponds, canals, sidewalks, driveways, and all paths, walkways, stairways and curbs within or adjacent to the area. The Contractor shall remove all debris and equipment from the worksite 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.

1.8.1. GUTTERS

The Contractor shall clean, sweep out and remove leaves and debris from the roofs, roof tiles and roof gutters in all four compounds. Labor, tools/equipment and other cleaning implements shall be provided, and the Contractor will be responsible for any damage to the roof, roof tiles and roof gutters that results from cleaning, sweeping, and removal activities. Frequency of services is shown in the below schedule:

Compound Frequency of Services Rajdamri Compound Houses # 1, 2, 4 once in 2 months Houses # 3, 5 & Gen Room (Behind House 3) once a months GSO Annex Office & bulk store once in 2 months FAC Office (Warehouse#5next to cafeteria) every Saturday Rim Bueng Restaurant every Saturday Guard Booth (Front and Back) once in 4 months ATO/ASIA warehouse once in 2 months DASSO LES office once in 2 months PSA LES office once a month

CMR

Main House once a month Guest House once a month Sala Tea House once in 2 months Garage and Manager House and Custodian’s House once in 2 months Chef House & Servant Quarters once in 2 months

Storage and Laundry Area once in 2 months Bodyguard/Security House once in 2 months Main Kitchen & Dining Room once in 2 months Restroom In Pool Area once in 2 months Entrance Gate Guard Booth once in 4 months

NOB

Guard Booths (Front and Back) once a month Waste Water Treatment Plant once a month FAC Workshop once a month Rear CAC,FAC Store once a month

EOB

Covered Pathway in Consular Waiting area every Saturday DOITUNG Cafe every Saturday

During the rainy season, the service frequency may be adjusted to once a month in areas where notifications of clogging or drainage concerns have been received.

The Contractor must return daily all tools and equipment to proper storage areas at each location of the Embassy.

• NOB: A room next to the rear CAC (15 square meters)

• EOB: A room next to the Preventive Maintenance Office (20 square meters)

• CMR: A small building next to the tennis court (20 square meters)

• Rajdamri Compound: A room next to the PSA/ATO building (30 square meters)

1.9. WATERING

1.9.1. The Contractor shall water lawns, flowers, shrubs, and trees adequately to maintain healthy and vibrant plant growth. The goal is to ensure soil moisture reaches appropriate levels based on the plant types and local soil conditions. Excessively dry or soggy soil shall be avoided.

If natural precipitation is sufficient, the Contractor may request written approval from the COR to temporarily suspend watering to prevent overwatering.

1.9.2 The Contractor shall provide a written watering schedule as part of the Grounds Maintenance Plan, indicating the proposed methods, frequency, and dates of watering. This schedule must consider plant species, soil conditions, seasonal requirements, and actual weather patterns. Watering should be done during cooler parts of the day — typically early morning or late afternoon — to reduce evaporation, unless site conditions or operational needs require adjustment.

1.9.3. The Contractor shall provide all hoses, portable sprinklers, and other similar irrigation tools required to complete the watering tasks effectively and without causing damage to the landscape.

1.9.4. The Government shall furnish the supply of water for all landscaped areas.

1.9.5. The Contractor shall be responsible for watering and maintaining plants and vegetation located at the NOB Front Office. There are approximately 100 square feet of plants located at the exterior balcony area, and also potted plants located inside. The Contractor shall provide this service at least 3 times per week, approximately one hour each visit. The Contractor must schedule for an escort at least three days in advance, via email to the COR.

1.10. FERTILIZER

1.10.1. 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. The Contractor shall conduct random soil testing on a semi-annual basis to guide and ensure the correct application of fertilizers and lime.

1.10.2. The Contractor shall present the method of application, fertilizer type, frequencies, and dates of fertilizing and liming in the Grounds Maintenance Plan.

1.10.3. The Contractor shall fertilize the lawn areas a minimum of two times per year, or more frequently if soil test results indicate a need for additional treatment.

1.10.4. The Contractor shall notify the COR when it is necessary to apply an organic or environmentally safe weed killer as needed, based on actual site conditions and the presence of visible weed growth. As a minimum, weed control shall be performed quarterly, or more frequently if necessary. If weed killer is not required, the Contractor shall request a waiver in writing from the COR.

1.10.5. The Contractor shall fertilize trees, shrubs, bushes, hedges and plants a minimum of once a year. Fertilizer application shall be conducted to maintain vitality and boost flowering of ornamental plants.

1.10.6. The COR will advise of any areas that are off-limits for fertilizer and chemicals.

1.11. PEST AND DISEASE CONTROL

The Contractor shall maintain a program for controlling pests and plant disease so as to maintain flowers, shrubs, vines, trees and other planted areas in a healthy and vigorous condition. The Contractor shall obtain approval of the COR for all pesticides.

The Contractor shall present a plan for pest and disease control, which will include the method, frequencies, and dates of watering, applications of fertilizer, pest and weed-killing chemicals, as a part of its Grounds Maintenance Plan.

All pesticides used by the Contractor must be EPA registered and/or authorized by the Department. Transport, handling, and use of all pesticides shall be in strict accordance with the manufacturer's label instructions; all applicable U.S. Federal laws and regulations; and any applicable international or host country laws and regulations. The Contractor is responsible for providing the COR with copies of the Material Safety Data Sheets (MSDS sheets) for all pesticides proposed to be used and to ensure it retains a copy so that protective measures and/or spills may be properly addressed.

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.

1.13. LOCATION FOR GARDENING SERVICES

All standard services are to be delivered on working days specified in this contract.

Location Service Area (Square Meters)

CMR 29,925

NOB 23,605

EOB 11,376

Rajdamri Compound 45,007 Ruam Rudee Mansion 714

TOTAL SERVICE AREA: 110,627 SQUARE METERS

2. WORKING HOURS

All work shall be performed during 7:00 AM through 4:00 PM, Monday through Saturday 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 hours advance notice to the COR who will consider any deviation from the hours identified above.

3. 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 30 days after award COR and annually thereafter

List of Personnel 1 10 days after award COR

Transition Plan 1 10 days after award COR

Payment Request 1 monthly COR

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 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) and appropriate Personal Protective Equipment PPE suitable for their respective duties.

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:

a) 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;

b) Unauthorized use of Government property, theft, vandalism, or immoral conduct.

Removal of the Government’s property or personal property from U.S. Embassy facilities, grounds, leased spaces, or any garbage bins/skips/dumpsters for personal use without written approval from the COR and/or Contracting Officer is considered theft.

The Government’s property and facilities shall not be used for personal affair or any commercial purposes other than provision of services under this contract.; or

c) Unethical or improper use of official authority or credentials;

d) Security violations; or,

e) 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 or shall not receive/note down passcode without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key or received/note down passcode 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.

Security requirements and procedure for the Contractor’s permanent employees who perform the work under this contract and require accessing real property owned or managed by the U.S.

government on a day-to-day basis must go through the security background check by the Government. It is anticipated that security checks will take 30 – 45 days to perform. For each individual the list shall include:

• Full Name

• Place and Date of Birth

• Current Address

• 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 U.S. 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.

4.4.3. Security requirements and procedure for the Contractor’s temporary employees working on this contract with an estimated project duration exceed ten days per year, are required to comply with the following security procedures:

Criminal Background Checks – Required Documents: Police Certificate Company Cover Letter Name Check Form Copy of ID Card with signature

Fingerprint Check – Required Documents: Fingerprint Certificate Company Cover Letter Original Thai Identification Card or Passport

Work Permits – The Contractor shall provide copies of valid employee work permits for all non-Thai workers to the COR, before commencing work.

The Contractor is responsible for obtaining and submitting official Police Certificate, Fingerprint Certificate and Work Permit documents to the Contracting Officer Representative (COR).

These background checks shall be obtained at the Royal Thai Police, Criminal Records Division Building 7, Rama 1 Road., Pathumwan, Bangkok 10330

Police Certificate:

Website: http://www.criminal.police.go.th/ Telephone Numbers: 02-205-1247, 02-205-2390 & 02-205-1315

Fingerprint Certificate:

Website: http://www.criminal.police.go.th/documentfiles.php Telephone Numbers: 02-205-2200 & 02-205-2201

Certification will be good of one year from the date on the certificate.

5. MATERIALS AND EQUIPMENT

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

The Contractor shall also provide appropriate Personal Protective Equipment (PPE) for each task, in compliance with safety, health, and environmental standards. All equipment shall be properly maintained and used in accordance with the manufacturer’s guidelines.

http://www.criminal.police.go.th/ http://www.criminal.police.go.th/documentfiles.php

The Contractor shall provide uniforms for all personnel working on Embassy grounds. Proposed uniforms are subject to approval by the Government.

The Contractor shall provide safety equipment to employees. Ensuring all employees are trained on the proper use of safety equipment is also the responsibility of the Contractor. Ensuring all employees utilize provided safety equipment is also the responsibility of the Contractor. The Contractor shall follow all safety requirements which are specified in this contract.

6. 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)

(a) Bodily Injury stated in Thai Baht:

Per Occurrence 500,000 Thai Baht Cumulative 1,000,000 Thai Baht

(b) Property Damage stated in Thai Baht:

Per Occurrence 500,000 Thai Baht

Cumulative 1,000,000 Thai Baht

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 expense 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.

9. 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.

1. thru 8.

All required services are performed and no more than two

(2) customer complaints are 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 two

(2) customer complaints 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:

A. Utilities

Water supply (from Klongs and City) and electricity will be provided by U.S. Embassy Bangkok.

B. Facilities

A small facility for storage and uniform changing at NOB, EOB, CMR and Rajdamri compounds will be furnished by the Government.

Storage: These small facilities will primarily be used by the Contractor as a place for storing gardening/grounds keeping equipment (i.e. lawn mowers, rakes, sheers, hoes, fire extinguisher) and for employees to change into and out of uniforms. Chemicals, fertilizers, fuels or cooking implements are NOT allowable for storage. Only COR approved chemicals (fertilizers, fungicides, pesticides) may be brought onto government compounds for immediate usage.

Cleaning these facilities will be the responsibility of the Contractor. Facilities shall be locked by the Contractor when not in use; a separate set of keys will also be provided to the COR. The COR reserves the right to access these areas for necessary inspection at any time. The Contractor will maintain the storage facilities.

This is a list of the specific storage areas which will be provided at each location:

• NOB: A room next to the rear CAC (15 square meters)

• EOB: A room next to the Preventive Maintenance Office Building (20 square meters)

• CMR: A small building next to the tennis court (20 square meters)

• Rajdamri Compound: A room next to the PSA/ATO building (30 square meters)

ATTACHMENT 2

SAFETY REQUIREMENTS FOR CONTRACTORS AND SUB-CONTRACTORS

The purpose of this attachment is to ensure compliance with current safety regulations as well as the health and safety of personnel avoiding any damage or injury. The Contractor shall accept all legal requirements or regulations currently enforced that concern safety for staff and workers, as well as for the public who directly or indirectly may be…