Gardening_QA_final.docx

Draft Gardening Solicitation SMO550-15-Q-0005 Q&A

Official Notes:

The U.S. Embassy, Rabat conducted a site visit to the U.S. Embassy new embassy compound for prospective offerers interested in responding to Solicitation SMO0550-15-Q-0005 on Wednesday, July 15th 2015 at 10:00am.

Samuel Dykema the Contracting Officer introduced U.S. Embassy staff and provided an overview of the logistics of the site visit. Mr. Dykema highlighted Section 3 Solicitation Provisions, Part 6 (a), (b), and (c), as particularly important. Mr. Dykema also noted that Section 4 Evaluation Factors identifies the criteria with which proposals will be evaluated. Mr. Dykema concluded by informing participants that they must follow the instructions of the solicitation in order to be deemed qualified.

The following questions were discussed at the conclusion of the site visit to ensure all participants had the opportunity to pose questions.

1. Can plants be changed?

A: Yes. However, plants (with the exception of flowers) are not authorized to be replaced until on or after November 2016.

According to the solicitation performance work statement 1.3.7 FLOWER PLANTING “The Contractor shall plant flowers on a biannual basis in major representational areas of the NEC as instructed by the COR. These areas include the Embassy courtyard and area between the Main CAC and Post One entrance.”

According to the solicitation performance work statement 1.5.5 “If existing bushes, vines and groundcover prove to be unviable for any reason, the contractor shall advise the Contracting Officer of appropriate alternative plants and introduce such plantings as a regular part of the contract plan.”

2. Will the Contractor be expected to bring new items?

A: Yes. The maintenance of the existing landscape is the priority for the first year of the contract. According to Section 1.3.6 GROUNDS IMPROVEMENT PLAN of the Performance Work Statement “The Contractor shall submit an annual Improvement Plan to specify the plants, shrubs, vines, groundcover and flowers that will be introduced either to upgrade existing areas, or to replace unhealthy, non-viable or otherwise unsuitable plantings. The Grounds Improvement Plan will take into account, where new plants are introduced, the follow on care and maintenance, such as where climbing vines require trimming, or planted beds require renewal or changes on an ongoing basis.”

3. Do trees that border the exterior wall belong to the Embassy and do they need to be trimmed?

A: The Embassy expects that trimming overhanging trees will be required but it is the responsibility of the contractor to consult with the Embassy prior to taking action.

4. How many meters exist for each zone?

A: SECTION 1 THE SCHEDULE describes the total number of square meters to be 21,600 sq. meters.

5. Is the irrigation system and water supply controlled by the Embassy?

A: Yes. The Facilities Maintenance department monitors and maintains the irrigation system as well as the quantity of water for the system. Upon request, Facilities Maintenance can increase or decrease the amount of water required if within reasonable limits.

6. What if plants die?

A: Replacing plants may be required within the first year and if there are issues related to the viability of existing plants, the Contractor should communicate such issues with the Contracting Officer’s Representative (COR). For example, a pipe breaking or irrigation problems that lead to plant death should be brought to the attention of the COR immediately.

Comment: In general, the Embassy is interested in maintaining a drought resistant landscape in order to conserve water consumption.

7. Are there any restrictions on equipment?

A: Attachment 1 GOVERNMENT FURNISHED PROPERTY and ATTACHMENT II Contractor’s Furnished Materials; provide a summary of the equipment, materials, supplies, and clothing required to perform the services of the contract. Both the Government and the Contractor may provide additional equipment as needed.

8. What about chemical treatment?

A: Chemical treatment is strictly controlled by the COR and the Assistant POSHO as set forth in the following sections:

SECTION 1.44 WEEDING, The Contractor shall obtain approval in advance from the COR and coordinate with the Assistant POSHO for all applications of weed killers. SECTION 1.10 FRETILIZER, 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, and coordinate with the COR and the Assistant POSHO regarding the application of fertilizer or chemicals to the grounds, and 1.10.4, The Contractor shall apply weed killer once a year, or as needed in specific areas. Week killer will be applied in coordination with the Assistant POSHO. 1.11 PEST AND DISEASE CONTROL, The contractor shall obtain approval of the COR for all pesticides and coordinate with the Assistant POSHO for application of any pesticides.

9. When can chemicals be used?

A: As noted in question eight (8) above and upon approval of the COR and assistant POSHO. Some chemical applications may require after hours application.

10. Who is responsible for debris removal?

A: 1.8 REMOVAL OF DEBRIS, in the Performance Work Statement indicates that 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 workday.

11. What will be the quantity of bi-annual plants?

A: The Embassy expects the contractor to propose in their plan the requirement to maintain the existing landscape throughout the first year of the contract and the requirements for improvements in the subsequent years.

12. Who determines how many plants will be needed bi-annually?

A: The Contractor determines the quantity of plants required to successfully provide the services set forth in the solicitation. The final quantity of plants will be determined by the Contractor’s plan.

13. Is there a fixed number of employees required to carry out the contract?

A: No. The Embassy estimates between eight (8) to twelve (12) full time laborers and one (1) to two (2) supervisors with at least one of the supervisors capable of speaking English as noted in Section 1.3.1 SUPERVISION in the Performance Work Statement.

14. What is the size of the garden?

A: As discussed in question 4 above, SECTION 1 THE SCHEDULE describes the total number of square meters to be 21,600 sq. meters.

15. What authorizations are needed concerning the movement of garbage?

A: Section 4.4.2 PERSONNEL SECURITY, indicates that the Government shall issue identity cards to Contractor personnel after they have successfully completed a background check. The identity cards are the property of the US Government and will allow personnel to remove garbage from the grounds. Any vehicle access onto the compound must be coordinate with the COR and Embassy security team.

16. What type of truck is required?

A: No specific make or model vehicle is recommended. The Contractor should identify the appropriate vehicle to successfully complete the services set forth in the contract.

17. What products and/or pesticides are authorized?

A: Please refer to questions eight (8) and nine (9) above.

18. What is the mode of payment?

A: The Government shall pay the Contractor as full compensation for all work required, performed, and accepted under this contract the firm fixed-price stated in this contract.

The Contractor shall submit invoices in an original and two (2 copies to the office identified in Block 18b of the SF-1449. To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e). Invoices should be sent to the following address:

US Embassy FMO Section Km 5.7 Ave Mohammed VI, Souissi, Rabat 10170

19. How will employees receive badges?

A: Section 4.4.2 PERSONNEL SECURITY, indicates that the Government shall issue identity cards to Contractor personnel after they have successfully completed a background check. The identity cards are the property of the US Government and will allow personnel to remove garbage from the grounds.