Gardening_Services_Solicitation_2013_QA.docx

U.S. Embassy Port au Prince Q&A for the Gardening Services Solicitation

1. Is the gardening contractor required to clear vegetation on the top of surrounding fence?

Clause 1.4.3 stipulates that the Contractor shall trim grass around trees, shrubs, cultivated areas, sprinkler heads, valves, fences, buildings, poles, and structures.

2. Is termite control the responsibility of the Contractor?

Clause 1.11 specifically states that 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.

3. Does the Embassy provide storage area for the gardening tools?

Yes

4. Will the Embassy provide equipment for the nursery?

The Embassy will provide only the supplies that are listed in attachment 1 on an as-needed basis.

5. Will the Embassy employees put the indoor plants out or will the contractor do the rotation?

Section 1.15.3 gives the contractor authorization to rotate the plants. The contractor’s employees will have to put the plants outside. Access inside any building will need to be coordinated in advance.

6. When do we remove dead branches?

Section 1.5 asks that the Pruning be part the Ground Maintenance Plan. The plan should show the method, frequencies, and dates of pruning. However, if the dead branch becomes a safety issue, action should be taken immediately to remove it. Safety is discussed in Section 7.2.

7. How do we go about removing excess water from inside the Ambassador’s residence?

The interior of the Ambassador’s residence is under the care of the CMR Manager.

8. The contract states that the Contractor should promote composting. Is there an area to store it?

Yes, however composting should be placed in an area that will not affect enjoyment of the property. Also, the composting area should be a reasonable size.

9. How often should the Contractor remove debris?

Section 1.8 specifies that the Contractor shall remove all debris and equipment from the work site before the end of each workday. Debris removal shall prevent unsightly accumulation. The Contractor shall promptly remove collected debris to an authorized disposal site.

10. What holidays do Contractor’s employees observe?

The Contractor’s employees will observe only the holidays identified in Attachment 3.

11. Are the Contractor’s employees allowed to leave the property for break?

We do not promote repeated entrance and exit of the properties; however, per Clause 1.3, staff management and supervision is the responsibility of the Contractor. As long as the contractor’s personnel maintain a schedule and do not place an undue burden on the security personnel at the property, it is not a problem for them to leave the property and re-enter.

12. Should the Contractor take care of debris on the roof?

No

13. Is Canal cleaning part of the contract?

No

14. We have realized portions of the the Embassy dripping system is above ground, who is going to take care of it if it is damaged?

The Contractor is required to take proper safety precautions to protect the work and the property of the Government. The Contractor is responsible for all damages that occur as a result of the Contractor's fault or negligence.

15. Where do we store debris accumulation at the NEC?

Per Clause 1.8, the Contractor shall remove all debris from the work site before the end of each workday. Debris removal shall prevent unsightly accumulation.

16. Is there drinking water available at the NEC for the Contractor’s employees?

Drinking water is available in multiple areas of the compound.

17. How should the Contractor’s personnel react to emergency situation occurred on the NEC compound?

During these situations, Embassy security personnel give instructions in English over the embassy loud speaker system. All personnel on the compound, including the contractor’s personnel, are asked to follow the instructions.

18. If there is an increase in the minimum wage, will the contractor be able to adjust price?

No. The contract is a firm-fixed-price contract that is not subject to any price adjustment.

19. Should the Contractor provide new indoor plants?

The Government intends to use the current indoor plants. Should there be any need for new ones the Government will consider it as a new request.

20. What are temporary additional services?

Per Section 1, Temporary Additional Services are services that are defined as Standard Services but are required at times other than the normal workday. These services shall support special events at the Post. The Contractor shall provide these services in addition to the scheduled services specified in this contract.