LANDSCAPING SVCS SOLICITATION - 2010 - approved

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 350)

1 | 62

2. CONTRACT (Proc. Inst. Ident.) NO.

3. SOLICITATION NO.

SKE500-11-R-0005

4. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[x] NEGOTIATED (RFP)

5. DATE ISSUED

6. REQUISITION/PURCHASE NO.

7. ISSUED BY CODE

8. ADDRESS OFFER TO (If other than item 7)

American Embassy United Nations Avenue, Gigiri P.O. Box 606-00621 Nairobi

Phone: 254-2-3636000 Fax: 254-2-3636374

NOTE: In sealed bid solicitation "offer" and "offeror” mean "bid" and "bidder".

SOLICITATION

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L. Provision No. 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

ELIZABETH MULI-KIBUE

B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER EXT

254 3636000 6367

C. E-MAIL ADDRESS

KibueEM@state.gov

11. TABLE OF CONTENTS

OTHER STATEMENTS OF OFFERORS

OFFER (Must be fully completed by offeror)

NOTE: ITEM 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (120 calendar days unless a different period is inserted by the offer) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT SEE 14

(See section I, Clause No 52.232-8)

(The offeror acknowledges receipt of amendments to the solicitation and related documents ) numbered and dated:

FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED

AND

ADDRESS

OF

OFFEROR

TO SIGN OFFER (Type or print)

15B. TELEPHONE NO. (Include area code)

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEM NUMBERED

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

[ ] 10 U.S.C. 2304(c)( ) [ ] 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTRATION BY (If other than Item 7) CODE

25. PAYMENT WILL BE MADE BY CODE

FINANCIAL MANAGEMENT CENTER

AMERICAN EMBASSY

UNITED NATIONS AVENUE, GIGIRI

P.O. BOX 606-00621, VILLAGE MARKET

NAIROBI

26. NAME OF CONTRACTING OFFICER (Type or print)

JOHN KLIMOWSKI

CONTRACTING OFFICER

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT - Award will be made on this form, or on the Standard Form 26, or by other authorized official written notice.

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide gardening services for the United States Embassy, Nairobi, Kenya.

B.2 TYPE OF CONTRACT

This is a fixed price contract for standard services and time and materials for temporary additional services required.

B.3 TYPES OF SERVICES

(a) Standard Services. The Contractor shall provide standard gardening services as specified in Section C for properties listed in Exhibit A.

(b) Temporary Additional Services. The Contractor shall provide Temporary Additional Services when requested by the Contracting Officer's Representative (COR) through a written order, but not to exceed the ceiling price without the Contracting Officer’s approval. Temporary Additional Services delivered shall be in addition to the Standard Services, and shall be priced at the unit price shown below. The tasks to be accomplished shall be additional quantities of the same tasks described in Section C.

B.4 PRICING

(a) The Government will pay the Contractor a fixed price per month for Standard Services that have been satisfactorily performed. The Government will also pay the Contractor for Temporary Additional Services ordered each month by the Government for satisfactorily completed work.

(b) In addition to all direct (labor, equipment, materials) and indirect costs (overhead, general and administrative expenses), the Contractor shall include any premium pay for services required on holidays only in the fixed prices for Standard Services. The Contractor shall include any premium pay for overtime only in the fixed rates for Temporary Additional Services.

(c) The Government will also reimburse the Contractor at the purchase price for any materials or equipment ordered by the Government for Temporary Additional Services.

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

B.5 BASE YEAR PRICES

(a) Standard Services. The fixed price for the first year of the contract (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) is:

Per Month (identify currency) ___________ Per Year (identify currency) ____________ (Per month x 12)

(b) Temporary Additional Services. The daily fixed rate for temporary additional services is:

Daily Rate (identify currency).____________ Estimated Number of Days Per Year (2,000) ____________

(c) Ambassador’s Residence: per month x 12 months): (identify currency) Per Month:______________ Per month x 12: ________________

Moundsmere Compound (common areas):Muthaiga Rd.(identify currency)

(d) Potted Plants: New Embassy Complex (NEC) and New Office Annex(NOX USAID) Building Lobbies

Per Month: (identify currency) ___________ Per Year: (identify currency) ___________

(e) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: USD.1,250.00)

TOTAL for BASE YEAR Not to Exceed: ___________________ (a + b+ c +d + e)

B.6 FIRST OPTION YEAR PRICES

Option Term: Twelve (12) Months

(a) Standard Services. The fixed-price for the first option year of the contract is:

Per Month (identify currency) ___________ Per Year (identify currency) ____________ (Per month x 12)

(b) Temporary Additional Services. The daily fixed rate for Temporary Additional Services is:

Daily Rate (identify currency) ________ Estimated Number of Days Per Year (2,000) identify currency: ________

(c ) Ambassador’s Residence: (per month x 12 months) (identify currency)

Moundsmere Compound (common areas):Muthaiga Rd.(identify currency)

(d) Potted Plants: New Embassy Complex (NEC) and New Office Annex (NOX USAID) Building Lobbies

Per Month: (identify currency) ___________ Per Year: (identify currency) ___________

(e) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: USD1,250.00

TOTAL for FIRST OPTION YEAR Not to Exceed: ___________________ (a + b + c + d + e)

B.7 SECOND OPTION YEAR PRICES

Option Term: Twelve (12) Months

(a) Standard Services. The fixed-price for the second option year of the contract is:

Per Month (identify currency) ______________ Per Year (identify currency ______________ (Per month x 12)

(b) Temporary Additional Services. The daily fixed rate for Temporary Additional Services is:

Daily Rate (identify currency) ___________ Estimated Number of Days Per Year (2,000) (identify currency)__________

(d) Potted Plants: New Embassy Complex (NEC) and New Office Annex (NOX USAID) Building Lobbies

Per Month: (identify currency) ___________ Per Year: (identify currency) ___________

(e) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: USD1,250.00

TOTAL for SECOND OPTION YEAR Not to Exceed: ___________________ (a + b + c+ d +e)

B.8 THIRD OPTION YEAR

Option Term: Twelve (12) Months

(a) Standard Services. The fixed-price for the third option year of the contract is:

Per Month (identify currency) ____________ Per Year (identify currency) ____________ (Per month x 12)

(b) Temporary Additional Services. The daily fixed rate for Temporary Additional Services is:

Daily Rate (Identify currency)_____________ Estimated Number of Daily Per Year (2,000) _______________

(c) Ambassador’s Residence: (per month x 12 months) (identify currency)

Moundsmere Compound (common areas):Muthaiga Rd.(identify currency)

(d)Potted Plants: New Embassy Complex (NEC) and New Office Annex (NOX USAID) Building Lobbies

Per Month: (identify currency)___________ Per Year: (identify currency)___________

(e )Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: USD.1,250.00

TOTAL for THIRD OPTION YEAR Not to Exceed (identify currency) ____________ (a + b + c + d + e)

B.9 FOURTH OPTION YEAR

Option Term: Twelve (12) Months

(a) Standard Services. The fixed-price for the fourth option year of the contract is:

Per Month (identify currency) ______________ Per Year (identify currency (identify currency) ______________ (Per month x 12)

(b) Temporary Additional Services. The daily fixed rate for Temporary Additional Services is:

Hourly Rate (identify currency) ________ Estimated Number of Hours Per Year (2,000) ___________

(c)Ambassador’s Residence: (per month x 12 months) (identify currency)

(d)Potted Plants: New Embassy Complex (NEX) and New Office Annex (NEC USAID) Lobbies

Per Month(identify currency)___________ Per Year: (identify currency)___________

(e)Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: USD1,250.00

TOTAL for FOURTH OPTION YEAR Not to Exceed: (identify currency)_______________ (a + b+ c + d + e)

B.10 GRAND TOTAL

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 PERFORMANCE WORK STATEMENT - GARDENING SERVICES

C.1 Work Requirement.

C.1.1 General. This is a fixed-price contract for gardening services for the U.S. Embassy Post Nairobi. The contract contains certain ordering provisions by which the Contracting Officer or his/her representative may require additional amounts of service for special events. The contractor shall furnish managerial, administrative and direct labor personnel to accomplish all work required by this contract. Specific services are described in detail below.

C.1.2 Personnel. The contractor shall provide a qualified work force capable of providing the services required by the contract.

C.2 Definitions

"Chancery" means the building of the Post used for official activities.

“CMR” means the official residence of the Chief of Mission/Ambassador

"Contracting Officer" means a person appointed with the authority to enter in and administer contracts on the behalf of the Government.

"Contracting Officers' Representative (COR)" means an individual designated in writing by the Contracting Officer to perform specific contract administration functions.

"DCMR" means the official residence of the Deputy Chief of Mission

"General Instructions" mean those instructions, directives and guidelines that apply to all gardening personnel.

"Government" means the Government of the United States of America.

"SOR" means Senior Officers' Residence, including the residences of the Ambassador, Deputy Chief of Mission.

“NEC” means New Embassy Complex.

“NOX” means New Office Annex.

“POSHO” means Post Occupational Safety & Health Officer

MSD means Material Safety Data

C.3 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 Contractor’s work shall be measured 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 Section J, Exhibit A. 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.

C.4 Management and Supervision

C.4.1 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.

C.4.2. The Contractor shall maintain 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. Standard Services shall be delivered between the hours of 7.30 a.m. and 4.00. Monday through Thursday and 7.30 a.m through 4.00 p.m. on Fridays and 7.30. a.m. through 1.00 p.m. on Saturdays . 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.

C.4.3. The Contractor shall be responsible for quality control. The Contractor shall perform inspection visits to the work site on a weekly basis. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract.

C.4.4. Technical Guidance. The Contractor shall have the services of a trained horticulturist with experience in the climate and soil conditions found locally to give technical guidance to the Contractor's work force and to develop and guide the Contractor's programs for lawn and tree care.

C.4.5. 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.

C.5. Lawn Care

.5.1. Grass Cutting. The Contractor shall maintain the height of grass between 4 and 6 centimeters. The Contractor is responsible for all equipment and fuels needed to complete this task.

C.5.1.1. The Contractor shall mow areas as required to maintain a dense, green swath.

C.5.1.2. After mowing, all grass cuttings will be utilized as green mulch in all planting areas.

C.5.1.3. In the course of mowing any area of lawn that is shaved or affects the ease and evenness of the cut will be either manually or mechanically re-graded to the correct to the correct levels.

C.5.1.4. All areas where lawns abut onto curbs or footpaths will be trimmed to a line running down the back edge of the curbs or the edge of the footpath. No encroachment will be allowed.

C.5.1.5. No edges will be cut using a spade. Only hedge trimmers or sheers will be used.

C.5.2. Edging. The Contractor shall edge all sidewalks, driveways, and curbs each time the adjacent grass is cut.

C.5.3. 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.

C.5.4. 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.

C.5.5. 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.

C.5.6. The method, frequencies, and dates of grass cutting, hedging, trimming, weeding, and turf repair shall be part of the contractor's Grounds Maintenance Plan.

C.6. Pruning:

General pruning shall be carried out throughout the year and at the discretion of the COR. Groundcovers shall be cut back from bed edges and shrubs pruned as and when necessary. Dead or excessive material, in particular dead flowers, and leaves shall be removed judiciously.

Minimal formative pruning shall be carried out to ensure a good shape to the trees.

C.6.1. The Contractor shall maintain trees, shrubs, hedges, bushes, vines, ground cover and flowers.

C.6.2. The Contractor shall prepare a written schedule, as part of the Grounds Maintenance Plan, showing the method, frequencies, and dates of pruning.

C.6.3. The Contractor shall prune all shrubs, vines, bushes, ground cover, entrance planters and trees to:

· direct and encourage plant growth in directions desired,

· remove dead and unsightly growth, and

· maintain a neat and attractive appearance.

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

C.6.3.1. All areas shall be kept weed free at all times. Weeding is to be carried out weekly. Contractor shall ensure all self seeded tree lings shall be removed on a regular basis.

C.6.3.2. Care shall be taken to avoid damage to plants and plant roots during the cultivation process. Should any plants die due to overzealous cultivation, they will be replaced at the contractor’s expense. Cultivation shall be to ensure loose, friable surface without compaction.

C.6.3.3. Any extraneous material that is brought to the surface during the cultivation process exceeding 25mm in any direction shall be removed.

C.3.3.4. As part of the cultivation process, any areas where die back has occurred historically or occurs naturally, plants shall be replanted by division using the plant type originally present in the area, if the plant type allows.

C.6.3.5. Prior to carrying out this process, the contractor shall ensure that areas to be replanted shall be thoroughly cultivated to a depth of 200mm and fed using 2:3:2 (or equal) Superphosphate at a rate of 25gm2 each. After planting, these areas shall receive additional watering for a period of not less than two months.

C.6.4. 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.

C.7. Leaf litter and Garden Refuse Removal. The contractor shall, on a daily basis, throughout the year, remove leaves from the properties listed in Exhibit A.

C.7.1. All rubbish generated shall be removed from garden areas at the end of each day to a designated area for same day removal. No stockpiles of leaves and waste shall; be left overnight.

C.7.2. All roads and pathways shall be kept clean, the frequency being determined by the prevailing season and weather conditions.

C.7.3. After representational events breakdowns, all landscaping shall be restored to original condition.

C.8. Potted Plants: All the display pots shall be fed on regular basis with suitable manure and fertilizer to ensure that they are healthy at all times. Maintenance will be inclusive of replacement, spraying, cleaning and watering of plants and replacement of broken pots broken by contractor personnel.

C.9. Recycled Materials. The Contractor shall promote recycled uses for lawn and tree debris in meeting other gardening needs, such as mulch and compost.

C.10. Removal of Debris. The Contractor shall remove foreign material, cuttings, grass, leaves, bark, limbs, dead vegetation, paper, and trash from the maintained areas including walkways, stairways and curbs within or adjacent to the area. The Contractor shall remove all debris and equipment from the work site before the end of each work day. 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.

C.11. Watering.

C.11.1. The Contractor shall water all areas of the lawns as directed by the COR or his representative. All trees shall be watered by hose, the basins being filled once per week throughout the year.

C.11.2. The Contractor shall water lawns, flowers, shrubs, and trees to provide for moisture penetration to a depth of 7 centimeters. If natural precipitation is sufficient to fulfill this requirement, the contractor may request the COR's permission to suspend watering to avoid too much water in the soil.

C.11.2. The Contractor shall present the method, frequencies, and dates of watering in a written schedule in the Grounds Maintenance Plan. The schedule shall take into account the kinds of vegetation, local soil conditions, and the seasonal variations in plant moisture requirements.

C.11.3. The Contractor shall provide all hoses, portable sprinklers, and other similar irrigation equipment.

C.11.4. The Government shall furnish the supply of water.

C.12. Fertilizer.

C.12.1. 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.

C.12.2. The Contractor shall present the method of application, fertilizer type, frequencies, and dates of fertilizing and liming in the Grounds Maintenance Plan. The fertilizer type shall be approved by the COR.

C.12.3. Grass areas: The Contractor shall apply superphosphate at a rate of 35gr/m2 annually.

C.12.3.1. Superphosphate and 2:3:2 shall be applied at a rate of 100gm/m2 of each twice a year.

C.12.3.2 After feeding, all areas shall be thoroughly watered to avoid any possibility of burning and to encourage fertilizer penetration to the root zone.

C.12.3.3. The Contractor shall thoroughly soak the trees after feeding.

C.11.3.4: The Contractor shall apply Ammonium Sulphate at a rate of 20gr/m2 quarterly.

C.12.3.5. The Contractor shall apply weed killer once a year. If weed killer is not required, the contractor shall request a waiver in writing from the COR. The type of weed killer shall be approved by the COR.

C.12.3.6. The Contractor shall fertilize trees, shrubs, bushes, hedges and plants a minimum of once a year.

C.12.3.7. Miscellaneous lawn treatment: The Contractor shall ensure that all localized areas where grass growth has been poor through lack of water or where the soils have been compacted will be aerated at regular intervals. This operation will be carried out after the areas have thoroughly been watered.

C.13. 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.

C.13.1. The contractor shall constantly monitor for pests throughout the gardens and treat accordingly.

C.13.2. The Contractor shall use Natural organic pesticides at all times. Should this fail, only then inorganic pesticides shall be used.

C.13.3. The Contractor shall apply pesticides according to the manufacturer’s specifications.

C.13.4. US Embassy Nairobi POSHO shall approve all pesticides/herbicides in advance and labels and Material Safety Data (MSD) sheets shall be provided.

C.13.1. The contractor shall present a plan for pest and disease control as a part of its Grounds Maintenance Plan.

C.13. 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.

C.14 Weed Control and cultivation:

C.14.1. All areas of lawn and drainage hot (Wet lands) shall be kept weed free at all times. constant checking and eradication of weeds will be undertaken.

C.14.2. Hand weed shall be carried out on a regular basis. All root growth shall be removed.

C.14.3. Broad leafed weeds are to be controlled utilizing the correct herbicide only when necessary.

C.14.4. No spraying shall be undertaken in narrow lawn areas where desirable plants may be damaged.

C.14.5. Water basins shall be created in shrub plantings where necessary. These shall be maintained at all times. Mature trees from stem size 75mm diameter and larger either in shrubberies or lawn do not require water basins. All basins within lawn areas shall be kept to a uniform shape and size.

C.14.6. All basins shall be kept weed free and shall be lined with mulch 50mm thick which shall be replaced as and when necessary.

C.14.7. The Contractor shall under no circumstance utilize line trimmers (weed eaters) around the base of trees.

C.15. Feeding: The Contractor shall feed all planting bed using 3:1:5 (or equal) at a rate of 20gr/m2 twice a year.

C.15.1. The Contractor shall water all areas well following feeding.

C.15.2. All primary areas shall be composted once per using a 10mm layer of good compost over the area.

C.16. 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 required by paragraph C.3 of this contract. The COR shall order these services as needed. This work shall be performed by trained employees of the Contractor, and shall not be subcontracted. The COR may require the Contractor to provide temporary additional services with 24 hour advance notice.

C.16.1 The Contractor shall include in its next regular invoice details of the temporary additional services and any materials 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.

C.17.1. Locations for Gardening:

All standard services are to be delivered on regular Post working days as follows:

Location: Address:

C.18. Additional Scope of Work for Ambassador’s Residence:

C.18.1. Rose Garden: The Contractor shall feed the rose plants with fertilizers and manure as well as foliar feeds. Pesticides shall be sprayed regularly for pests and fungal disease control as advised by the COR.

C.18.1.1. The contractor shall remove all unwanted weeds and other wild vegetation as necessary.

C.18.1.2. The Contractor shall prune the Duranta hedge to shape from time to time. Dead flowers shall be cut back and Rose plants shall be pruned regularly to allow bushes to healthy growth.

C.18.1.3. The Contractor shall water the plants regularly.

C.18.2. Green House Plants: The Contractor shall feed on display plants on regular basis with suitable composted manure and fertilizers to ensure healthy growth. Regular inspections shall be carried out from time to time.

C.18.2.1. The Contractor shall carry out transplanting as necessary.

C.18.2.2. The Contractor shall ensure propagation is carried out when need arises. Care shall be taken during this process to ensure desired results are achieved.

C.18.3. Memorial Fountain: The Contractor shall ensure the fountain is kept clean at all times.

C.18.3.1. Stone pebbles at the bottom of the fountain shall be cleaned regularly.

C.18.4. Potted Plants: All the display pots shall be fed on regular basis with suitable manure and fertilizer to ensure that they are healthy at all times.

C.18.4.1. All plants shall be checked on a regular basis for pest and disease and treatment of any affected plants carried out immediately. Replacements of plants with constant re-infection shall also be carried out to avoid infection to the other planters.

C.18.5. Watering: The contractor shall water the plants two to three times a week.

C.18.6. Cleaning: The Contractor shall wipe all leaves of potted plants with white oil to make them shiny at all times. All rubbish that may find its way into the planters shall be removed to ensure cleanliness at all times.

C.18.6.1. Trimming shall be carried out to shape the plants and all damaged and unsightly foliage removed regularly.

C.18.6.2. The Contractor shall clean pots as and when required to ensure that they look clean and presentable at all times.

C18.7. Replacement: The Contractor shall carry out replacement of plants from time to time. Any plants that may not flourish well shall be replaced regularly. Replacements shall be carried on schedule to create varying presentations and avoid monotony.

C.18.7. Perimeter Flowerbeds: The Contractor shall thoroughly weed water regularly, trim and clean whenever necessary.

C.18.9. Vacant Lot: The Contractor shall clean up the banana plantation; remove by slashing all the wild vegetation as need arises.

C.18.10. Tennis Court: The Contractor shall sweep the tennis court twice a week as directed by the COR.

SECTION D - PACKAGING AND MARKING

Reserved

SECTION E - INSPECTION AND ACCEPTANCE

E.1 52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following 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. Also the full text of a clause may be accessed electronically at:

http://acquisition.gov/far/index.html or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

E.2 APPLICABILITY OF INSPECTION CLAUSES

FAR clause 52.246-4, Inspection of Services - Fixed-Price, applies to services provided under Standard Services. FAR clause 52.246-6, Inspection--Time-and- Materials and Labor-Hour, applies to services provided under Temporary Additional Services.

E.3 QUALITY ASSURANCE AND SURVELIANCE PLAN (QASP). This plan is designed to provide an effective surveillance method to promote effective 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 conduct quality assurance to ensure that contract standards are achieved.

Services.

Performs all gardening services set forth in the performance work statement (PWS) C.1 thru C.14

All required services are performed and no more than one (1) customer complaint is received per month

E.3.1 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.

E.3.2 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 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

E.3.3 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.

SECTION F - DELIVERIES OR PERFORMANCE

F.1 52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following 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. Also, the full text of a clause may be accessed electronically at:

http://acquisition.gov/far/index.html or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

*APPLICABILITY OF STOP-WORK ORDER CLAUSES

FAR clause 52.242-15, Stop-Work Order, applies to Standard Services in Section B. FAR clause 52.242-15, Stop-Work Order (Alternate I), applies to Temporary Additional Services.

F.2 PERIOD OF PERFORMANCE

The performance period of this contract is from the start date in Notice to Proceed and continuing for 12 months, with four (4), one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

F.3 DELIVERY SCHEDULE

The following items shall be delivered under this contract.

DELIVERABLE DUE DATE

Ground Maintenance Plan (C.4.5 & C.6.2) 20 days after date of contract award

Pruning Schedule (C.6.2) 20 days after date of contract award

Names, biographic data, police clearance on contractor personnel (H.1) 20 days after date of contract award

Certificate of Insurance (H.5) 7 days after date of contract award

F.4. Notice to Proceed

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

SECTION G - CONTRACT ADMINISTRATION DATA

G.1. MONITORING OF THE CONTRACTOR

G.1.1. 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is the Facilities Maintenance Manager.

G.1.2 DUTIES

The COR is responsible for inspection and acceptance of services. These duties include review of Contractor invoices, including the supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.2 SUBMISSION OF INVOICES

The Contractor shall submit invoices in an original and two (2) copies to the Contracting' Officer's Representative (COR) through the Financial Management Office (FMO) at the following address:

Finance Management Office American Embassy Nairobi P.O. Box 606-00621 Village Market Nairobi

G. The contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 SECURITY

H.1.1 General. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Government will run background checks on all proposed Contractor employees.