Minutes_from_the_pre-proposal_conference_for_landscaping_services.docx

September 26, 2016

Minutes from the pre-proposal conference for Solicitation S-BE200-16-R-0008, Landscaping Services on September 14, 2016.

Introduction

The Contracting Officer welcomed all attendees.

The USG was represented by:

Brian Kressin – Contracting Officer Eddy Verstraeten – Assistant Nicole Janssens – Procurement Supervisor.

Discussion of the Solicitation Package

It was noted that the solicitation closing date is October 6, 2016.

As per Section 3 - Solicitation Provisions, offerors were told that they should return two completed copies of the solicitation.

Offerors must complete blocks 12 (prompt payment discount), 17, and 30 of the cover page. Block 23 and 24 of the cover page can be left blank.

The attached questions were asked during the conference or prior to the conference.

Enclosure: Questions and Answers

Questions and Answers Solicitation number S-BE200-16-R-0008 Landscaping Services

1. Question: How often do we have to water the garden?

Answer: Please see SECTION 1- CONTINUATION TO SF-1449, RFP NUMBER S-BE200-16-R-0008, SCHEDULE OF SUPPLIES/SERVICES BLOCK 20, 1.9 Watering:

1.9.1. Flowers, shrubs, and trees are to be watered to provide for adequate moisture penetration to a depth of 5-10 centimeters. During dry periods, and if not prohibited by local authorities, watering of the lawn should be done only if adequate moisture penetration can be guaranteed (10-15 centimeters). Watering during periods of heavy sun should be avoided. Instead, it should be done in the early morning or evening to minimize evaporation. If necessary, alternative arrangements may be made with the Chief of Mission or his designate and with the approval of the COR. If natural precipitation has occurred in amounts sufficient to fulfill this requirement, the Contractor may request the COR’s permission to suspend watering to avoid detrimental saturation of the soil. Watering will take place during regular maintenance visits.

2. Question: Is adding of gravel included in the contract?

Answer: Please see SECTION 1- CONTINUATION TO SF-1449, RFP NUMBER S-BE200-16-R-0008, SCHEDULE OF SUPPLIES/SERVICES BLOCK 20, 1.13 Graveled Paths:

Graveled paths that are part of the garden shall be leveled twice per year. If required the contractor shall add gravel. Adding of gravel and supplying of additional gravel is considered part of the standard services. The method and time shall be included in the Contractor’s Ground Maintenance Plan.