Solicitation_19C02026R0001.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR15796163

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 5. SOLICITATION NUMBER

19C02026R0001

6. SOLICITATION ISSUE DATE

08/12/2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

JACK PARKER / YULIANA BALANTA

b. TELEPHONE NUMBER(No collect calls)

601-275-2019

8. OFFER DUE DATE/ LOCAL

10/29/2026 – 16:00hrs

9. ISSUED BY CODE 19C020 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

U.S. EMBASSY – BOGOTA

GENERAL SERVICES OFFICE

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

GENERAL SERVICES OFFICE

CARRERA 45 NO. 24B-27

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

BOGOTA D.C., COLOMBIA SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 19C020 16. ADMINISTERED BY CODE 19C020

SAMES AS BLOCK #9 SAMES AS BLOCK #9

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

U.S. EMBASSY – BOGOTA

FINANCIAL AND MANAGEMENT

CENTER –FMC

CARRERA 45 NO. 24B-27

BOGOTA D.C., COLOMBIA

BogotaFactura@state.gov

CODE 19C020

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 SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

The following services are being solicited:

Gardening services for real property owned or managed by the U.S. Government at the U.S. Embassy in Bogota, Colombia

See attached pages

See attached pages

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

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

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

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 HEREIN.

29. AWARD OF CONTRACT: REF. _________________ 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 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

JACK PARKER

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212 mailto:BogotaFactura@state.gov

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL FINAL

38. S/R ACCOUNT NO. 39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

TABLE OF CONTENTS

SECTION 1 – THE SECHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19C02026R0001, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19C02026R0001, Schedule of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 to Safety Requirements

• Attachment 2 to Government Furnished Property

• Attachment 3 to Technical Proposal

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 12

SECTION 4 – EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part

SECTION 5 – REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER S- 19C02026R0001

PRICES, BLOCK 23

1. SCOPE OF CONTRACT

The Contractor shall perform gardening services, including furnishing all labor, material, equipment and services, for the U.S. Embassy Bogota, Colombia. 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. Please refer to Attachment #1.

Because Temporary/Additional Services are based on indefinite delivery/indefinite quantity, the minimum and maximum amounts are defined below:

Minimum: The Government shall place orders totaling a minimum of eight (8) man/hours.

This reflects the contract minimum for the base year and option period.

Maximum: The amount of all orders shall not exceed the maximum working hours per day and per week as established by Colombian regulations. This reflects the contract maximum for the base year and each option period for temporary/additional services.

The Contractor shall include in its next regular invoice details of the Temporary Additional Services, if applicable, 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.

2.0 PRICING

2.1 VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to VAT are:

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.

2.2. BASE PERIOD

CLIN

Sub

CLIN

DESCRIPTION UN QTY.

UNIT

PRICE

(COP$)

TOTAL

PRICE

(COP$)

0001 GARDENING SERVICES - BASE PERIOD

001 Standard Gardening Services month 12 $ - $ - Cost per m² m² 28,000 $ -

BASE PERIOD - DIRECT COST 1.0000 $ -

001 Management 0 0% $ - 002 Unforeseen 0 0% $ - 003 Profit 0 0% $ - 004 VAT (on profit) 0 19% $ -

BASE PERIOD - INDIRECT COST $ -

BASE PERIOD DIRECT + INDIRECT COST $ -

0003 001 BASE PERIOD DBA (reimbursable cost) $ -

BASE PERIOD PROJECT COST + DBA $ -

2.3. FIRST OPTION YEAR PRICES

CLIN

DESCRIPTION UN QTY.

UNIT

PRICE

(COP$)

TOTAL

PRICE

(COP$)

1001 GARDENING SERVICES - FIRST OPTION

YEAR

001 Standard Gardening Services month 12 $ - $ - Cost per m² m² 28,000 $ -

FIRST OPTION YEAR - DIRECT COST 1.0000 $ -

001 Management 0 0% $ - 002 Unforeseen 0 0% $ - 003 Profit 0 0% $ - 004 VAT (on profit) 0 19% $ -

FIRST OPTION YEAR - INDIRECT COST $ -

FIRST OPTION YEAR DIRECT + INDIRECT COST $ -

10003 001 FIRST OPTION YEAR DBA (reimbursable cost) $ -

FIRST OPTION YEAR PROJECT COST + DBA $ -

2.4 SECOND OPTION YEAR PRICES

CLIN

DESCRIPTION UN QTY.

UNIT

PRICE

(COP$)

TOTAL

PRICE

(COP$)

2001 GARDENING SERVICES - SECOND OPTION

YEAR

001 Standard Gardening Services month 12 $ - $ - Cost per m² m² 28,000 $ -

SECOND OPTION YEAR - DIRECT COST 1.0000 $ -

001 Management 0 0% $ - 002 Unforeseen 0 0% $ - 003 Profit 0 0% $ - 004 VAT (on profit) 0 19% $ -

SECOND OPTION YEAR - INDIRECT COST $ -

SECOND OPTION YEAR DIRECT + INDIRECT COST $ -

20003 001 SECOND OPTION YEAR DBA (reimbursable cost) $ -

SECOND OPTION YEAR PROJECT COST + DBA $ -

2.5 THIRD OPTION YEAR PRICES

CLIN

DESCRIPTION UN QTY.

UNIT

PRICE

(COP$)

TOTAL

PRICE

(COP$)

3001 GARDENING SERVICES - THIRD OPTION

YEAR

001 Standard Gardening Services month 12 $ - $ -

Cost per m² m² 28,000 $ -

THIRD OPTION YEAR - DIRECT COST 1.0000 $ -

001 Management 0 0% $ - 002 Unforeseen 0 0% $ - 003 Profit 0 0% $ - 004 VAT (on profit) 0 19% $ -

THIRD OPTION YEAR - INDIRECT COST $ -

THIRD OPTION YEAR DIRECT + INDIRECT COST $ -

30003 001 THIRD OPTION YEAR DBA (reimbursable cost) $ -

THIRD OPTION YEAR PROJECT COST + DBA $ -

2.6 FOURTH OPTION YEAR PRICES

CLIN

DESCRIPTION UN QTY.

UNIT

PRICE

(COP$)

TOTAL

PRICE

(COP$)

4001 GARDENING SERVICES -FOURTH OPTION

YEAR

001 Standard Gardening Services month 12 $ - $ -

Cost per m² m² 28,000 $ -

FOURTH OPTION YEAR - DIRECT COST 1.0000 $ -

001 Management 0 0% $ - 002 Unforeseen 0 0% $ - 003 Profit 0 0% $ - 004 VAT (on profit) 0 19% $ -

FOURTH OPTION YEAR - INDIRECT COST $ -

FOURTH OPTION YEAR DIRECT + INDIRECT COST $ -

40003 001 FOURTH OPTION YEAR DBA (reimbursable cost) $ -

FOURTH OPTION YEAR PROJECT COST + DBA $ -

“OFFERORS: Offerors are encouraged to complete the following pricing table for price evaluation purposes and FAR Clause 52.217-8 Option to Extend Services for 6 months. The cost/price information provided will be used to evaluate the total price for all options (52.217-

5) and the total price for the basic requirement ONLY. The price offered in the table below will not be included in the total contract award amount; however, if you choose not to provide any cost/price information for each Line Item below, your Price Proposal will be considered incomplete, labeled a failure to follow instructions, and no further consideration will be given.”

2.6 SIX MONTH EXTENSION – 52.217-8**

CLIN

DESCRIPTION UN QTY.

UNIT

PRICE

(COP$)

TOTAL

PRICE

(COP$)

5001 GARDENING SERVICES -SIX MONTH

EXTENSION

001 Standard Gardening Services month 6 $ - $ -

Cost per m² m² 28,000 $ -

SIX MONTH EXTENSION - DIRECT COST 1.0000 $ -

001 Management 0 0% $ - 002 Unforeseen 0 0% $ - 003 Profit 0 0% $ - 004 VAT (on profit) 0 19% $ -

SIX MONTH EXTENSION - INDIRECT COST $ -

SIX MONTH EXTENSION DIRECT + INDIRECT COST $ -

50003 001 SIX MONTH EXTENSION DBA (reimbursable cost) $ -

SIX MONTH EXTENSION PROJECT COST + DBA $ -

**The purpose of the 52.217-8 price information is for evaluation purposes only and will not be included in the contract amount

2.7 GRAND TOTAL TABLE OF BASE AND ALL OPTION PERIODS

Base Year Total *

First Option Yea Total *

Second Option Year Total *

Third Option Year Total *

Fourth Option Year Total *

52.217-8 Option ** ** Grand Total – Base plus All Option

Years ***

*[Offeror/Bidder: Insert price] **[The purpose of the 52.217-8 price information is for evaluation purposes only and will not be included in the contract amount] ***[Offeror/Bidder: Insert total price]

CONTINUATION TO SF-1449

RFQ NUMBER 19C02026R0001

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

STATEMENT OF WORK

EMB – GARDENING AND LANDSCAPING SERVICES FOR THE U.S. EMBASSY

COMPOUND IN BOGOTÁ

1. MAIN OBJECTIVE

The purpose of this contract is to obtain gardening services for real property owned or managed by the U.S. Government at the U.S. Embassy in Bogotá, Colombia. The Contractor shall perform gardening services in all designated areas.

Location: Embassy Compound Address: Cra 45 24b-27, Bogotá, Colombia

Any changes to the scope of work, schedule, or price must be authorized in writing by the Contracting Officer. The Contractor is responsible for ensuring that all work meets the quality standards and requirements specified in this SOW.

Unless explicitly stated otherwise, every day referred to in this SOW shall be understood as a calendar day.

1.1. DISCLAIMER

This document contains Sensitive But Unclassified (SBU) information. It is intended solely for the use of the individual or entity to whom it is addressed. Unauthorized disclosure, copying, distribution, or use of this information is strictly prohibited. If you are not the intended recipient, please notify the sender immediately and delete all copies of this document. By accepting this document, you agree to protect the information contained herein and to use it only for the purpose for which it was provided.

2. TYPE OF CONTRACT

This contract is awarded on a Fixed-Price with Economic Price Adjustment (FP-EPA) basis. The Contractor shall provide all labor and supervision necessary to perform gardening services as specified in this Statement of Work (SOW) for the agreed-upon price, subject to economic price adjustments as specified below:

a. This contract includes provisions for economic price adjustment based solely on changes to the official minimum wage (salario mínimo legal mensual vigente - SMLMV) as decreed annually by the Colombian government. This clause implements a Fixed-Price with Economic Price Adjustment (FP-EPA) contract structure in accordance with FAR 16.203.

b. Economic price adjustments apply only to those cost components in the contract price that are directly affected by changes in the Colombian minimum wage. All other costs remain fixed as proposed in the Contractor's initial financial offer, subject only to the regular annual increments projected by the Contractor.

c. Contractors must clearly identify and separate in their financial proposals all cost components that are directly affected by minimum wage adjustments. If the financial offer does not include this breakdown, the Contractor acknowledges and accepts that no modifications related to minimum wage adjustments will be made during the contract performance.

d. Operational costs not directly tied to the minimum wage—such as materials and supplies, insurance, administrative and overhead costs, profit margin, transportation, and other operational expenses—shall remain fixed and are subject only to the regular, projected annual increments proposed by the Contractor in their initial financial offer.

e. Economic price adjustments will be implemented after each year of service under the contract is completed and will not be aligned with the Colombian calendar year. Adjustments will be effective for the subsequent contract year upon approval of a contract modification by the U.S. Government.

f. The price adjustment shall be effective on the first day of the contract year for which the adjustment is approved, provided the contract modification is executed before that date. If the modification is executed after the start of the contract year, the adjustment shall be effective on the first day of the month following modification execution, with no retroactive adjustment.

g. No retroactive price adjustments shall be made. Adjustments apply prospectively to future contract performance only, beginning with the effective date of the contract modification.

h. The Contractor shall submit a request for economic price adjustment to the Contracting Officer's Representative (COR) no later than 30 calendar days before the end of each contract year.

i. All economic price adjustments require prior written approval through a formal contract modification issued by the Contracting Officer. No price adjustment shall be implemented without such approval.

j. All price adjustments are subject to review and approval by the U.S. Government.

3. GENERAL REQUIREMENTS

Maintenance and appearance of the grass, shrubbery, garden areas, trees, and related landscape elements at U.S. Embassy Bogota and associated properties are essential to the representational responsibilities of the U.S. Mission. The Government will evaluate the Contractor’s performance based on the overall appearance and health of the landscape areas covered by this contract.

The Contractor shall provide comprehensive gardening and landscape maintenance services for the U.S. Embassy Bogota compound. These services shall include all planning, administration, and management necessary to ensure compliance with the contract, the Contracting Officer’s Representative (COR) schedules and instructions, and all applicable best practices, laws, and regulations. The Contractor must meet all performance standards specified in the contract.

The Contractor shall also perform all related support functions, including but not limited to human resources management, quality control, technical oversight, and phytosanitary supervision.

The green areas of the U.S. Embassy Bogota compound cover approximately 28,000 square meters, as highlighted in the reference image below. Areas requiring gardening services include lawns, trees, palms, shrubs, hedges, bushes, vines, ground cover, flower beds, and selected indoor plants.

Image 1. Reference Image of Green Areas of the Compound

In addition, the scope of services includes all roofs and hard surfaces where activities must be performed, as described in this Statement of Work (SOW). The scope also includes the immediate exterior perimeter, primarily planters and exterior gardens at the entrances to the Embassy compound.

The Contractor shall verify these conditions during the site walkthrough as part of the Request for Proposal (RFP) process

4. KEY PERSONNEL

4.1. LEGAL REPRESENTATIVE

The legal representative of the contractor must not have any antecedents with Colombian nor United States law enforcement departments. The legal representative must obtain a security clearance from the United States Embassy Regional Security Office (RSO) prior to commencing contract-related activities. It will be required for the legal representative to provide biographical details, certificates and other documents, as per RSO requirements.

Must speak English and/or Spanish fluently, as well as have writing and reading skills to communicate effectively with members of the U.S. Government staff and the Contracting Officer’s Representative (COR) as needed.

The legal representative must attend non-regular scheduled meetings when Contracting Officer’s Representative (COR) requires it.

In case of change of the Legal Representative, the new one must comply with the requirements described above before its leave.

4.2. ON-SITE COORDINATOR

The Contractor shall designate a full-time, on-site coordinator who will be responsible at all times for supervising the Contractor’s workforce. This coordinator shall serve as the primary point of contact for the Contractor and must be capable of managing on-site personnel, distributing and scheduling tasks, planning and performing work activities, coordinating the procurement of supplies, and overseeing preventive maintenance for equipment. The coordinator will also act as the liaison with the Contracting Officer’s Representative (COR).

The on-site coordinator must be fluent in Spanish, with strong reading and writing skills to communicate effectively with team members and the COR as required.

The on-site coordinator must have a minimum of three (3) years of experience in similar roles and possess formal or informal education in gardening and landscaping. Additionally, the coordinator must hold a valid certification for working at heights.

The on-site coordinator is required to have the appropriate security clearance to serve as an escort within Embassy premises.

4.3. SUPERVISOR

The Contractor shall appoint a contract supervisor to monitor the work performed by on-site personnel. The supervisor will be responsible for overseeing all activities, ensuring compliance with the Statement of Work (SOW), verifying that scheduled tasks are completed, and confirming that work plans are executed as required. The supervisor shall conduct site visits as needed, with a minimum of two visits per week. Each visit must be documented in a weekly report, which the supervisor shall discuss, review, and have signed by the Contracting Officer’s Representative (COR). These weekly reports must be included in the Monthly Reports, as specified in Section 9.2.

The supervisor must be fluent in English and/or Spanish, with strong reading and writing skills to communicate effectively with team members and the Contracting Officer’s Representative (COR) as needed.

The supervisor must have a minimum of five (5) years of experience in supervisory roles and possess formal (technical or professional) education in gardening and landscaping.

Additionally, the supervisor must hold a valid certification for working at heights.

This position may be shared by a maximum of two individuals, who may alternate site visits. Each individual must meet all qualifications specified in this section.

4.4. ON-SITE GARDENERS

The Contractor shall designate a team of full-time, on-site gardeners who will be responsible for performing all activities and duties assigned by the coordinator and supervisor. The minimum number of on-site gardeners shall be five (5); however, the Contractor is responsible for providing sufficient personnel to fully comply with the requirements of this Statement of Work (SOW). Under no circumstances may the Contractor reduce the number of on-site gardeners proposed in their technical offer during the term of the contract.

All on-site gardeners must be fluent in Spanish to ensure effective communication with team members and the Contracting Officer’s Representative (COR), as required.

Each on-site gardener must have a minimum of two (2) years of experience in similar roles and possess either formal or informal education in gardening and landscaping.

Additionally, at least one on-site gardener must hold a valid certification for working at heights.

At least 20% of the on-site gardeners must possess the appropriate security clearance to serve as escorts within Embassy premises.

4.5. TECHNICAL SUPPORT

The Contractor shall have the services of qualified Agricultural, Forestry, and Environmental Engineers to provide technical guidance to the Contractor’s workforce and to develop, implement, and oversee the Contractor’s programs for lawn, trees, and overall garden care.

All engineers and technicians assigned to these roles must possess relevant academic qualifications, professional certifications, and demonstrable experience (minimum 7 years of proven experience) in the management of urban landscapes, tree care, pest control, and environmental protection and all the activities listed mainly in Section 5.6, and all the other applicable duties and responsibilities to comply with this Statement of Work (SOW).

The Contractor is also expected to have a qualified employee to check the water fountain and irrigation system for optimal performance by inspecting the entire system as required in Sections 5.10 and 5.11.

4.6. ADDITIONAL STAFF

It is the Contractor’s responsibility to provide all technical, operational, administrative, managerial, and other personnel necessary to fulfill the requirements of this Statement of Work (SOW). Any additional staff assigned must possess the experience, expertise, and qualifications required to comply with the SOW.

4.7. CONSIDERATIONS

a. The Contractor must have sufficient capacity to provide backup personnel to cover medical leave, unforeseen absences, vacation, or resignation. All backup personnel must successfully complete the name check process as specified in Section 14.1.2.

b. For the on-site coordinator position, one of the on-site gardeners may serve as a temporary replacement for absences not exceeding 15 working days. For longer absences, the Contractor must provide a backup who meets all requirements described above.

c. Supervisor positions must be covered by another individual who meets the qualifications specified for the position.

d. The number of backup on-site gardeners must be at least 60% of the total workforce. All backup personnel must obtain security clearance from the United States Embassy Regional Security Office (RSO) prior to commencing contract-related activities.

e. The Contractor must immediately notify the Contracting Officer’s Representative (COR) of any employee resignations. Employee badges must be returned to the COR immediately. Backup personnel must assume the vacant position without delay. For supervisor and/or coordinator positions, the Contractor must submit an action plan to the COR within 10 calendar days, detailing how duties will be fulfilled until the position is permanently filled. For all positions, the Contractor has a maximum of 30 calendar days to submit documentation for the individual selected to fill the vacancy.

f. The Contractor is obligated to provide additional permanent or temporary staff upon request by the Contracting Officer (CO) and/or the COR if the service fails to comply with the SOW and the expected quality standards. This increase in personnel will not result in a contract modification or additional payment.

4.8. TRAINING

The contractor shall ensure that all staff are qualified to perform their assigned duties and receive periodic training to maintain and improve their skills.

At least once a month, or as coordinated with the Contracting Officer’s Representative (COR), the contractor shall organize training sessions on relevant work-related topics.

Suggested training topics include, but are not limited to:

a. Safe use, handling, and storage of gardening chemicals (fertilizers, pesticides, herbicides)

b. Personal Protective Equipment (PPE) for grounds maintenance

c. Proper use of signage (e.g., “Work in Progress” or “Caution: Wet Grass” signs)

d. Manual handling and safe lifting techniques for heavy loads (e.g., soil, plants, equipment)

e. Safe operation and maintenance of gardening tools and equipment (e.g., mowers, trimmers, blowers, hedge cutters, irrigation systems)

f. Teamwork and effective communication

g. Identification and management of hazardous materials and waste

h. Grounds maintenance protocols and procedures

i. Waste segregation, composting, and recycling practices

j. Ergonomics in gardening tasks

k. Stress management and well-being at work

l. Basic First Aid

m. Emergency procedures and response to work-related accidents

n. Biosafety and prevention of biological hazards (e.g., exposure to plants, insects, or soil-borne pathogens)

o. Customer service and interaction with Embassy staff and visitors

The contractor shall maintain records of all training sessions, including dates, topics, and attendance, and provide these records as requested in Section 9 .

5. GARDENING AND LANDSCAPING SERVICES

This section lists, at a minimum, the standard gardening and landscaping services required under this contract. The frequencies and tasks described herein represent the minimum expected level of service; however, certain areas or conditions may require more frequent or intensive attention based on the needs of the Embassy grounds (for example, high-visibility areas, ceremonial spaces, or locations affected by weather or special events). The Contractor is responsible for developing and implementing a customized Grounds Maintenance Plan (see Section 9.1) to ensure all Embassy landscaping and gardening needs are met to the highest standard.

The Contractor shall design and implement the Grounds Maintenance Plan to minimize any disruption to the normal operations and activities of the Embassy. All gardening and landscaping tasks, including the use of equipment, application of treatments, and scheduling of maintenance activities, must be coordinated to avoid interference with official functions, staff movement, and daily mission activities. The Contractor shall work closely with the COR to ensure that all work is planned and executed in a manner that supports the smooth and uninterrupted functioning of the Embassy.

All gardening and landscaping activities must result in grounds, plants, trees, lawns, and related infrastructure that are healthy, well-maintained, and visually appealing. Surfaces and landscaped areas must be free of debris, dead plant material, weeds, overgrowth, pest infestations, disease symptoms, water stains, soil erosion, or any other conditions that detract from the appearance or health of the Embassy grounds. All work must be performed in a manner that avoids visible residues, damage to plants or property, or any signs of neglect or low-quality workmanship.

5.1. LAWN CARE

5.1.1. GRASS CUTTING

The Contractor shall maintain grass at a height between 3 and 5 centimeters. During grass cutting activities, the Contractor must always use protective screens.

Planning and scheduling for grass cutting must avoid performing this activity in areas near entrances and main corridors during peak transit hours.

All lawn areas must consistently appear green and well-trimmed.

5.1.2. EDGING

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

5.1.3. TRIMMING

a. 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. Trimming height shall match surrounding area grass heights.

b. All areas shall be trimmed concurrently with grass cutting. Damage to trees and shrubs or any other property of the Embassy from trimming shall be repaired by the contractor. If a plant should die or become unhealthy due to damage, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. All equipment and fuel for the grass cutting requirement shall be supplied by the Embassy. The Contractor is responsible to notify when an equipment requires preventive and corrective maintenance.

5.1.4. WEEDING

a. The Contractor shall weed the grounds and gardens on a continuous basis to prevent the growth of weeds in lawns and landscaped areas. Weeds must be removed mechanically or chemically (not just killed) from all areas, including but not limited to walkways, walkway cracks, walkway/curb gutter expansion joints, pavers, and along fence lines.

b. The Contractor may use weed-killing chemicals to eliminate grass and weeds in cracks and joints within or along sidewalks and curbs, as necessary to prevent regrowth.

c. The Contractor must obtain approval from the Contracting Officer’s

Representative (COR) prior to any application of weed-killing chemicals.

d. Regular maintenance of mulch or decorative groundcover is required to help minimize weed growth in shrub and groundcover areas.

e. Weed control must also be performed on all compound roof areas, in accordance with applicable safety and security guidelines (local and U.S. regulations). All roofs shall be treated at least every two (2) months, and this work must be coordinated with the COR.

f. The Supervisor is responsible for inspecting all roof areas at least once per month to ensure that no weeds are present. A report on the condition of the roofs must be included in the Monthly Reports (Section 9.2).

5.1.5. TURF REPAIR AND RE-ESTABLISHMENT

a. The Contractor shall, whenever necessary, repair areas damaged by vehicular traffic, oil and gas spills, building repairs, or normal foot traffic. Damaged areas must be filled, leveled, and then seeded or sodded, and maintained to match the appearance and quality of adjacent areas.

b. As a best practice, turf aeration should be performed once per year using equipment with hollow tines to remove soil cores. After aeration, top-dress the turf with a ¼-inch layer of fine compost. Overseed to fill thin areas and suppress weed growth. Dethatch turf when thatch accumulates to a thickness of one-half inch, using a vertical mower. Collect the thatch and either compost it for use elsewhere or dispose of it at an approved site. Schedule aeration and dethatching activities to coincide with the turf species’ growth period, avoiding hot weather and peak weed seed germination periods. The Contractor may adjust these processes based on professional expertise, provided that the appearance, health, and quality of the landscape are not compromised.

c. The methods, frequencies, and schedules for grass cutting, aerating, dethatching, hedging, trimming, weeding, and turf repair shall be included in the Contractor’s Grounds Maintenance Plan.

5.1.6. PRUNING

a. The Contractor shall maintain all trees, shrubs, hedges, bushes, vines, ground cover, and flowers within the designated areas.

b. The Contractor shall prepare a written schedule, as part of the Grounds

Maintenance Plan, detailing the methods, frequencies, and dates for pruning activities.

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

- Direct and encourage plant growth in desired directions.

- Remove dead or unsightly growth.

- Maintain a neat and attractive appearance.

- Ensure safety clearances as directed by the Regional Security Office and approved by the COR. Minimum safety clearances are 14 feet over streets, 12 feet over driveways, 8 feet over walkways, and 4 feet from buildings. These dimensions may be adjusted according to updated Embassy instructions or policies.

d. The Contractor shall prune according to the schedule in the Grounds Maintenance Plan, ensuring that all major pruning is performed during the appropriate season in accordance with best horticultural practices. Hedges and shaped shrubs must always be pruned to maintain proper form.

e. 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 due to negligent or irresponsible practices attributable to the Contractor.

f. All workers performing overhead maintenance operations (over 1.5 meters) must wear hard hats conforming to ANSI Z89.1 standards and must be authorized to work at heights. The use of Personal Protective Equipment (PPE), including hard hats, is mandatory during tree-pruning operations.

g. The Contractor must comply with all applicable safety standards, codes, and regulations, including Colombian Resolution 4272 of 2021 for work at heights.

h. Trees shall be pruned as needed to provide safety, maintain clearances, and prevent structural damage. Topping and de-horning are not permitted. The Contractor is responsible for trimming and pruning trees around utility poles, power lines, and light poles. The Contractor must notify the COR when trimming or pruning around utility poles or power lines is required. Trees must be pruned as needed to maintain their natural growth characteristics.

i. Shrubs and small trees shall be trimmed and pruned to enhance their health and appearance. Hedges must be maintained at their natural mature height and shape.

Broadleaf evergreens and flower beds shall be pruned as required to maintain a minimum clearance of 3 inches from buildings, sidewalks, or other obstructions.

5.2. LEAF REMOVAL

The Contractor shall remove leaves and pine needles from the covered area on a weekly minimum basis.

5.3. RECYCLED MATERIALS

The Contractor shall promote recycled uses for lawn and tree debris in meeting other gardening needs, such as mulch and natural fertilization.

5.4. REMOVAL OF DEBRIS

a. 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.

Debris removal shall prevent unsightly accumulation. The Contractor shall promptly remove collected debris to the authorized disposal site at site.

b. During rainy days, the Contractor will be required to remove stagnant water from walkways, driveways, and parking areas.

5.5. WATERING

a. 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.

b. The Contractor shall present the method, frequencies, and dates of watering in a written schedule in the Grounds Maintenance Plan. The schedule shall consider all the different kinds of vegetation on site, local soil conditions, and the seasonal variations in plant moisture requirements.

c. The Contractor shall take care and maintain all hoses, portable sprinklers, and other similar irrigation equipment and report any damage to the COR.

d. The Government shall provide the water supply. Watering activities must utilize water from the rainwater tanks, using equipment supplied by the Embassy. Potable water may only be used when the rainwater tanks are completely empty. When potable water is used, the Contractor must prioritize maximum water conservation and minimize ecological impact.

e. An automatic water sprinkler system is installed in the lawn area inside the Embassy compound and a manual sprinkler irrigation system is installed in the outside lawn area at the entrance of the Embassy. An automatic drip irrigation system is installed in for the plants and trees inside the Embassy compound. In the interest of cost efficiency and to reduce use of water for irrigation, the Contractor shall promote techniques for water conservation for the gardening services requirement. The Contractor shall provide details of the techniques employed at site to the COR.

5.6. TECHNICAL GUIDANCE

The Contractor shall have the services of qualified personnel as listed in Section 4.5. These professionals shall be responsible, but not limited, for:

a. Designing and supervising tree management programs, including planting, pruning, disease prevention, and removal and replacing as necessary.

b. Developing and monitoring integrated pest management strategies to ensure safe, effective, and environmentally responsible control of pests and diseases affecting all plant species on Embassy grounds.

c. Conducting regular assessments of the health and condition of lawns, trees, shrubs, and other plantings, and recommending appropriate interventions to maintain optimal appearance and vitality.

d. Advising on the selection and application of fertilizers, soil amendments, and irrigation practices to promote sustainable landscape management.

e. Ensuring all gardening activities comply with local regulations, U.S. Government standards, and best practices in horticulture, arboriculture, and environmental stewardship.

f. Providing training and technical support to the Contractor’s staff on the latest techniques and standards in grounds maintenance, plant health care, and safety protocols.

g. Preparing and submitting technical reports, recommendations, and documentation as required by the Contracting Officer’s Representative (COR).

Technical visits shall be conducted at least once per month. After each visit, the engineer must discuss the findings and key observations with the Contracting Officer’s Representative (COR). The visits and the activities listed above shall be documented in a Monthly Reports (Section 9.2).

5.7. FERTILIZING

a. 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.

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

c. The Contractor shall fertilize the lawn areas a minimum of two times per year with NPK and every month with Nitrogen in the form of Urea or Sulphate of Ammonia.

d. The Contractor shall apply weed killer as necessary. If weed killer is not required, the Contractor shall request a waiver in writing from the COR.

e. The Contractor shall fertilize trees, shrubs, bushes, hedges and plants as necessary.

5.8. PEST AND DISEASE CONTROL

a. The Contractor shall maintain a program for controlling pests and plant diseases to ensure that flowers, shrubs, vines, and planted areas remain healthy and vigorous, using the materials provided by the Embassy (Section 5.9).

b. The frequency, scope, and location of pest and disease control applications must be determined in accordance with the Technical Guidance activities outlined in Section 5.6.

c. Pesticides or other chemical products must not be applied within one hour prior to the start of business hours at the site. If it is not possible to complete the application at least one hour before business hours, the Contractor must schedule the application for a time when customer presence is minimal (e.g., on Saturdays).

All treated areas must be blocked off and clearly marked with warning signs.

d. The Contractor shall take all necessary precautions to keep people awasy from areas treated with pesticides or herbicides until the applied material is fully dry and the area is safe for entry. The Contractor must follow the recommendations of the pesticide manufacturer and comply with all applicable governmental and industry regulations.

e. The Contractor shall submit a pest and disease control plan as part of the Grounds Maintenance Plan. This plan must establish the strategy and methods for conducting a safe, effective, and environmentally responsible program for the prevention, monitoring, and treatment of pests and plant diseases. The plan must detail the selection and application of approved pesticides or biological controls, measures to minimize risks to human health and non-target species, procedures for the safe storage and disposal of chemicals, and compliance with all applicable local and U.S. Government regulations. The plan shall also include regular inspection schedules, documentation of treatments, and protocols for reporting and addressing outbreaks or infestations.

5.9. HAZARDOUS AND TOXIC SUBSTANCES

a. 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. These products will be provided by the Embassy.

b. The Contractor must follow all instructions described in the Material Safety Data Sheets (MSDS) for each product.

c. The Contractor may suggest or propose alternate products. For all proposed chemicals, the Contractor must submit the corresponding Material Safety Data Sheets (MSDS) - including commercial name, application rates, and intended use

- to the Contracting Officer’s Representative (COR) for approval at the start of the contract and before any new chemical is used. The non-approval of proposed chemicals does not relieve the Contractor of the obligation to fulfill all contractual requirements.

d. The Contractor must maintain and retain records of all pesticide use in compliance with U.S. Federal laws and EPA regulations. These records must include dates, times, methods of application, chemical formulations, applicators’ names, and weather conditions. Copies of all records must be provided to the Contracting Officer’s Representative (COR).

5.10. INTERIOR FOUNTAIN MAINTENANCE

a. The Contractor shall not perform any mechanical or technical repair or maintenance to the fountain mechanical equipment.

b. The Contractor shall provide water treatment and disinfection to the fountain water as to ensure it is safe by mechanical means or by the addition of appropriate approved water chemicals.

c. All debris (such as leaves, insects, hair, etc.) on the surface of the water and the bottom of the ponds must be removed by means of vacuuming and/or skimmer.

Frequency of maintenance to be determined by ambient conditions but shall not be less than twice a week.

d. All fountain surfaces (including tiles, walls, and bottom) must be kept clean through regular scrubbing, vacuuming, and backwashing. The Contractor is responsible for cleaning the pre-filter and filter, as well as replenishing any water removed during the maintenance process.

e. The Contractor must notify the Contracting Officer’s Representative (COR) in writing of any deficiencies related to the fountain, recirculating water equipment, or operation.

5.11. MINOR IRRIGATION MAINTENANCE AND REPAIRS

a. The Contractor must employ a qualified employee to inspect the irrigation system as required in Section 4.5. This includes cleaning and adjusting all sprinklers, bubbler heads, and valves to ensure proper coverage.

b. Minor irrigation maintenance and repairs included in this proposal shall consist of, but are not limited to:

- Sprinkler head repairs (including nozzle cleaning and adjustment);

- Lateral pipe repairs within individual irrigation zones;

- Maintenance and repair of hoses and drip tubes;

- Cleaning and adjustment of irrigation control valves;

- Programming and adjustment of irrigation controllers.

c. For major repairs beyond routine maintenance, the Contractor must notify the Contracting Officer’s Representative (COR) to initiate the solicitation and procurement process for additional maintenance and repair services.

d. Technical inspections of the irrigation system shall be conducted at least once per month. The findings and activities from each inspection must be documented in a visit report, which must be reviewed and signed by the COR. These reports shall be included in the Monthly Reports (see Section 9.2).

5.12. SPECIAL EVENTS

Periodically, events will be held at the Embassy Compound. The Contractor shall perform all monthly, quarterly, and other unscheduled maintenance tasks at least one week prior to scheduled events to ensure that gardens and hard surfaces are in optimal condition. If multiple or overlapping events prevent advance preparation, the Contractor shall coordinate with the COR and adjust maintenance activities as necessary to maintain the gardens in the best possible condition during event set-up.

6. MATERIALS & EQUIPMENT

a. The U.S. Embassy shall provide all necessary gardening supplies and equipment as identified in ANNEX 1. GOVERNMENT FURNISHED PROPERTY.

b. The Embassy will not provide security or specialized equipment such as uniforms, Personal Protective Equipment (PPE), ropes, scaffolding, fall arrest systems, lifelines, special types of ladders or other similar. These items must be provided by the Contractor.

c. The Contractor is responsible for the proper care and use of all provided equipment and hand tools. The Contractor must request preventive and corrective maintenance from the Contracting Officer’s Representative (COR) and promptly notify the COR of any issues.

d. The Contractor is also responsible for delivering a comprehensive inventory of all provided materials, equipment, and tools, including type, brand, serial number, inventory number, and status for each item. This inventory report must be submitted every two months and included in the Monthly Report, as specified in Section 9.2.

e. In the event of failure or damage to loaned equipment or tools resulting from misuse, lack of knowledge, insufficient training, or any other cause attributable to the Contractor, the Contractor shall be responsible for repairing the damage and/or replacing the equipment or tools with items of equal or superior specifications to the original. All maintenance, repair, or replacement must be performed exclusively by manufacturer representatives, subject to prior approval by the

COR.

f. The Contractor must consider that maintenance and repair of the equipment are subject to the availability of government funds. Delays in maintenance or repair due to funding constraints do not excuse the Contractor from fulfilling their contractual obligations.

7. SAFETY, HEALTH AND ENVIRONMENT

a. The Contractor shall comply with all legal requirements concerning safety for staff, workers, and the public who may be directly or indirectly affected by the work. All workers must be employed in accordance with local labor laws and regulations.

b. The Contractor shall provide all workers with uniforms, including a raincoat, security and rubber boots.

c. The Contractor shall provide all necessary Personal Protective Equipment (PPE) to employees, in accordance with the specifications and frequency required by local and U.S. regulations and laws, whichever are more stringent.

d. The Government may require the Contractor to provide additional PPE if unsafe conditions are observed during gardening activities.

e. The Contractor must comply with all applicable safety standards, codes, and regulations, including but not limited to Colombian Resolution 4272 of 2021 for work at heights.

f. The Contractor shall submit a safety plan and procedures for all activities, signed by an approved and certified professional, as part of the Grounds Maintenance Plan (see Section 9.1).

g. The Contractor must comply with the requirements outlined in ANNEX 2.

SAFETY REQUIREMENTS FOR CONTRACTORS AND

SUBCONTRACTORS, in its latest version.

h. During emergencies (including drills and real events), the Contractor’s staff must actively participate and follow all security procedures and instructions. Any individual who fails to comply will be removed from Embassy property.

i. The Contractor is responsible for submitting to the COR a daily headcount of staff members present on Embassy property at the start and end of each work shift.

j. During emergencies (including drills and real events), the Contractor’s on-site coordinator is responsible for accounting for all contractor staff and must immediately report the status and location of all personnel to the COR.

8. WORKING HOURS

a. All work is allowed be performed between Monday and Friday, from 6:00 a.m. to 5:00 p.m., and on Saturdays from 6:00 a.m. to 12:00 p.m. The Contractor shall define work shifts and schedules within this timeframe for COR approval, in accordance with the requirements of Section 8.2.

b. Work outside these hours may be approved by the Contracting Officer’s Representative (COR).