Solicitation_Package-_Grounds-keeping_Services.pdf

United States Consulate General

Cape Town, South Africa

August 16, 2018

To: Prospective Offerors

Subject: Solicitation for Proposal (RFQ ID: 19SF2018Q0002)

Enclosed is a solicitation for Grounds-keeping/Landscaping services in Cape Town.

Interested vendors are requested to follow the instructions in the enclosed package and submit completed offers to the Procurement Section at the U.S. Consulate General, Cape

Town.

The Procurement Section must receive proposals by the deadline shown at the bottom of this letter either by email: Fordn@state.gov, or via postal mail to the address shown on the enclosed Standard Form (SF) 1449.

The contractor shall be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to contract award pursuant to FAR provision 52.204-

7. Therefore prospective offerors are encouraged to register prior to the submittal of quotations/proposals. The guidelines for registration in SAM are also available at:

https://www.statebuy.state.gov/pd/Pages/AdditionalVendorReg.aspx

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable quotation at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Proposals are due by September 17, 2018 at 16:00.

Sincerely, George E. Adair Contracting Officer for the

United States of America GSO – U.S. Consulate General Cape Town https://www.sam.gov/ https://www.statebuy.state.gov/pd/Pages/AdditionalVendorReg.aspx

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Solicitation for proposal for Grounds-keeping/Landscaping

(CAPET RFQ 19SF2018Q0002)

TABLE OF CONTENTS

Section 1 - The Schedule

Coversheet: Standard Form (SF) 1449 – Solicitation/Award Document

The Schedule: Scope of Contract, Pricing, Schedule of Supplies and Services

Attachments

Attachment A- Temporary Additional Services Pricing Table

Attachment B- Planting Schedule

Attachment C- Government

Attachment D- Holiday Schedule

Section 2 - Description/Specifications/Work Statement & Contract Clauses

Commercial Item/Services FAR Clauses

Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Section 3 - Solicitation Provisions

Provisions List for this Solicitation

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 12

Section 5 - Representations and Certifications

Representations and Certifications

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

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AUTHORIZED FOR LOCAL REPRODUCTION (REV. 02/2012) Computer Generated STANDARD FORM 1449 PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19SF2018Q0002

6. SOLICITATION ISSUE DATE

August 16, 2018

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Natheer Ford

b. TELEPHONE NUMBER(No collect calls)

021-702-7300

8. OFFER DUE DATE/ LOCAL

TIME

Sept 17 , 2018

9. ISSUED BY CODE 10. THIS ACQUISITION IS X UNRESTRICTED

OR

SET ASIDE:____ % FOR:

CONTRACTS OFFICE, SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

U.S Consulate General Cape Town, 2 Reddam Avenue, Tokai, 7945, Cape Town

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

To be submitted electronically to the Contracting Officer to the following email address:

Capetowngso@state.gov

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 16. ADMINISTERED BY CODE

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

American Embassy – Attn : Rajiv Malik

Financial Management Office

100 Totius St, Groenkloof

Pretoria, 0181

CODE

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

Grounds-keeping/Landscaping

(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 _-3-_ 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)

31c. DATE SIGNED

GEORGE E. ADAIR

mailto:Capetowngso@state.gov

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STANDARD FORM 1449 (REV. 2/2012) BACK

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

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SECTION 1 – THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19SF208Q0002

PRICES, BLOCK 23

1.1 SCOPE OF CONTRACT. The Contractor shall perform gardening services, including furnishing all labor, material, equipment and services, for the U.S. Consulate General Cape Town. The price listed below shall include all labor, materials, insurance (see FAR 52.228-4 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.

1.2 TEMPORARY ADDITIONAL SERVICES

1.2.1 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 stated in an effective Task Order. Temporary Additional Services delivered shall be in addition to the Standard Services (sections 1.4.1 – 1.15) at the locations identified in 1.18, and shall be priced at the unit price shown in Attachment A. The Temporary Additional Services shall be the same tasks described in sections 1.4.1 – 1.15 in this document.

1.2.2 After contract award and submission of acceptable insurance certificates, the Contracting Officer shall issue a Notice to Proceed. The 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.

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

1.2.4 Temporary Additional Services are services that are defined as Standard Services but are required at times other than the normal workday/ad-hoc. These services shall support special events at the Post. The Contractor shall provide Temporary Additional Services in addition to the scheduled services specified in this contract. The COR shall order Temporary Additional Services on an as needed basis. This work shall be performed by Contractor trained employees, and shall not be subcontracted. The COR may require the Contractor to provide Temporary Additional Services with 24 hour advance notice.

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

1.2.6 Minimum: The Government shall place orders totaling a minimum of R100. 00. This reflects the contract minimum for the base year and option period.

1.2.7 Maximum: The amount of all orders shall not exceed R100, 000.00. This reflects the contract maximum for the base year and each option period for temporary/additional services.

1.2.8 The Contractor shall include in its next regular invoice details of the Temporary Additional Services and, if applicable, materials, provided and requested under Temporary Additional Services. The Contractor shall also include a copy of the COR’s written confirmation for the

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Temporary Additional Services.

1.3 PRICING. CONTINUATION TO SF-1449, BLOCK 23

1.3.1 The Government will pay the Contractor a fixed price per month for Standard Services described in sections 1.4.1-1.15 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, priced out in Attachment A.

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

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

1.3.4 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 portion of the solicitation pricing subject to VAT are 100%.

1.3.5 PRICING TABLES

1.3.5.1 Base Year Prices

Option Term: Twelve (12) Month period after Notice to Proceed (NTP) issued:

CLIN LOCATIONS Monthly Price X 12 Months Annual Price

1.3.5.1.1 2 Reddam Avenue X 12 Months

1.3.5.1.2 21 Upper Primrose X 12 Months

1.3.5.1.3 Westlake River Wetland X 12 Months

1.3.5.1.4 Totals Exclusive of VAT X 12 Months

1.3.5.1.5 VAT X 12 Months

1.3.5.1.6 Totals Inclusive of VAT X 12 Months

1.3.5.2 Option 1 Year Prices

Option Term: Twelve (12) Month period following the Base Year

CLIN LOCATIONS Monthly Price X 12 Months Annual Price

1.3.5.2.1 2 Reddam Avenue X 12 Months

1.3.5.2.2 21 Upper Primrose X 12 Months

1.3.5.2.3 Westlake River Wetland X 12 Months

1.3.5.2.4 Totals Exclusive of VAT X 12 Months

1.3.5.2.5 VAT X 12 Months

1.3.5.2.6 Totals Inclusive of VAT X 12 Months

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1.3.5.3 Option 2 Year Prices

Option Term: Twelve (12) Month period following Option 1

CLIN LOCATIONS Monthly Price X 12 Months Annual Price

1.3.5.3.1 2 Reddam Avenue X 12 Months

1.3.5.3.2 21 Upper Primrose X 12 Months

1.3.5.3.3 Westlake River Wetland X 12 Months

1.3.5.3.4 Totals Exclusive of VAT X 12 Months

1.3.5.3.5 VAT X 12 Months

1.3.5.3.6 Totals Inclusive of VAT X 12 Months

1.3.5.4 Option 3 Year Prices

Option Term: Twelve (12) Month period following Option 2

CLIN LOCATIONS Monthly Price X 12 Months Annual Price

1.3.5.4.1 2 Reddam Avenue X 12 Months

1.3.5.4.2 21 Upper Primrose X 12 Months

1.3.5.4.3 Westlake River Wetland X 12 Months

1.3.5.4.4 Totals Exclusive of VAT X 12 Months

1.3.5.4.5 VAT X 12 Months

1.3.5.4.6 Totals Inclusive of VAT X 12 Months

1.3.5.5 Option 4 Year Prices

Option Term: Twelve (12) Month period following Option 3

CLIN

LOCATION

S Monthly Price X 12 Months Annual Price

1.3.5.5.1 2 Reddam Avenue X 12 Months

1.3.5.5.2 21 Upper Primrose X 12 Months

1.3.5.5.3 Westlake River Wetland X12 Months

1.3.5.5.4 Totals Exclusive of VAT X 12 Months

1.3.5.5.5 VAT X 12 Months

1.3.5.5.6 Totals Inclusive of VAT X 12 Months

1.3.5.6 GRAND TOTAL PRICE

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Grand Total of Base plus All Option Years

1.3.6 The prices are stated in _____________________ currency (offeror shall identify currency.) All prices from South African vendors shall be in South African Rand (ZAR).

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1.4 SCHEDULE OF SUPPLIES AND SERVICES. CONTINUATION TO SF-1449, BLOCK 20

1.4.1 PERFORMANCE WORK STATEMENT. The purpose of this contract is to obtain gardening services for real property owned or managed by the U.S. Government at 2 Reddam Avenue and 21 Upper Primrose, Bishops Court, Cape Town. The Contractor shall perform Gardening Services in all designated spaces.

1.4.2 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 Government will measure the Contractor’s work by the appearance of the landscape covered by this contract. The Contractor shall perform complete Garden and Landscaping maintenance services as described in this contract for all Government properties listed in 1.18. Temporary additional services might be requested through the Indefinite Delivery Indefinite Quantity (IDIQ) in the form of a written order for Government properties listed in 1.18. 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.

1.4.3 DEFINITIONS

1.4.3.1 Contracting Officer: A person appointed with the authority to enter in and administer contracts on the behalf of the Government.

1.4.3.2 Contracting Officers Representative (COR): An individual designated in writing by the Contracting Officer to perform specific contract administration functions.

1.4.3.3 General Instructions: The instructions, directives, and guidelines that apply to all gardening personnel.

1.4.3.4 Government: The Government of the United States of America.

1.5 MANAGEMENT AND SUPERVISION. At a minimum the Contractor shall have the following certifications:

1.5.1 MANAGEMENT. The Contractor shall be responsible for the management of the total gardening effort. This includes the planning and programming of all services described herein, performance of these services, and compliance with all record and reporting requirements.

1.5.2 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.

1.5.3 SCHEDULES. The Contractor shall maintain work 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. The Contractor shall deliver standard services

8 | P a g e between the hours of 7:45 AM and 17:30 PM Monday through Thursday and 07:45AM to 12:45 on Friday. 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.

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

1.5.5 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. Copies of the qualification of the Horticulturists that will be utilized for this purpose be submitted as part of the response documents.

1.5.6 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.

1.6 LAWN CARE

1.6.1 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.

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

1.6.3 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.

1.6.4 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, curbs, roof tops, and other paved areas. The Contractor shall obtain approval of the COR for all applications of weed killers. Herbicides shall be used in accordance with paragraph 1.13.

1.6.5 TURF REPAIR AND RE-ESTABLISHMENT. The Contractor shall, whenever necessary, repair areas damaged by vehicular traffic, oil, gas, building repairs, and normal foot traffic. Damaged areas shall be filled in, leveled, seeded or sodded, and maintained to conform to adjacent areas.

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

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1.7 FLOWERBEDS, WINDOW BOXES

1.7.1 DIGGING, HOEING, COMPOST ENRICHING, WEEDING. The Contractor shall remove dead leaves and branches and other debris before digging, hoeing and raking the soil. When preparing flowerbeds for plantations, Contractor will amend the soil with compost and fertilizer according to the seasons of the year. The Contractor shall rake the soil to remove any stones or debris and hoe to remove all the weeds on an as-needed basis.

1.7.2 CLIMBING PLANTS AND GROUND COVERS. Vines, ivy, ground cover, and other climbing plants shall be pruned so as to direct and encourage plant growth in directions desired, to remove dead and unsightly growth, to maintain a neat and attractive appearance, to prevent buildings from being overgrown with vines, ivy, or any other climbing plants, and to prevent trellis from being damaged and overgrown.

1.7.3 The Contractor shall present the method of maintenance for flowerbeds and window boxes in a written schedule as part of the contractor's Grounds Maintenance Plan.

1.8 PRUNING

1.8.1 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 times.

1.8.2 TREES. The contractor shall maintain trees at a maximum height of three meters. In accordance with local laws, the US Government shall use a specialized contractor to maintain trees that are taller than three meters. A durable artificial resin shall be applied to sections of branches that undergo a severe trimming. A regenerative winter trimming shall be performed during the first year of the contract. All trees shall be pruned and trimmed annually. The particular characteristics of different types of trees shall be taken into consideration during the annual pruning and trimming. The Contractor shall prepare a written schedule, as part of the Grounds Maintenance Plan, showing the method, frequencies, and projected dates of pruning.

1.8.3 HEDGES. All hedges shall be trimmed as often as necessary to maintain the aspect of the hedge.

The contractor shall be responsible for gathering and disposing of all trimmings, dead branches, and trash in accordance with local laws.

1.8.4 BUSHES AND SHRUBS. The Contractor shall prune all shrubs, vines, bushes, ground cover, and trees to: 1) encourage plant growth in directions desired, 2) Remove dead and unsightly growth, and 3) Maintain a neat and attractive appearance.

1.8.5 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.

1.9 LEAF REMOVAL

1.9.1 The Contractor shall, on a monthly basis, remove leaves and pine needles from the properties listed in paragraph 1.17, and on a weekly basis during the autumn period.

1.9.2 The Contractor shall keep the front space between sidewalk and Chancery is always kept free of leaves and debris.

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1.10 RECYCLED MATERIALS. The Contractor shall promote recycled uses for lawn and tree debris in meeting other gardening needs, such as mulch and compost.

1.11 REMOVAL OF DEBRIS

1.11.1 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 an authorized disposal site. The Contractor is responsible for all expenses incurred in the collection and disposal of debris.

1.11.2 The contractor shall rake the gravel on a regular basis.

1.11.3 During spring season, the Contractor shall clean the terraces with high pressure cleaner the surface with pressure adapted to the exotic wood.

1.12 WATERING

1.12.1 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.

1.12.2 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.

1.12.3 The Contractor shall provide all hoses, portable sprinklers, and other similar irrigation equipment. Contractor shall be responsible for the maintenance of the irrigation system throughout the duration of the contract, including the carrying out of repairs and the supplying of spare parts, to ensure continued functionality and reliability. All maintenance and repair work shall be conducted by a competent, qualified irrigation technician and should be restored to fully functional and operational status. The contractor should first seek the approval of the COR before any repair and maintenance on the irrigation equipment are carried out.

1.12.4 The Government shall furnish the supply of water.

1.13 FERTILIZER AND HERBICIDES

1.13.1 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. Herbicides shall be applied in accordance with proper horticultural practice for the types of vegetation, soil, weather conditions, and seasons of the year. Only fertilizers and herbicides that are approved, environmentally friendly products may be used under this contract. The Contractor shall obtain the approval of the COR for all applications of fertilizers and herbicides. All fertilizers and herbicides approved for use under this contract shall be brought to the site in their original packing for inspection by the COR before usage.

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

1.13.3 The Contractor shall fertilize the lawn areas a minimum of two times per year.

1.13.4 The Contractor shall apply weed killer once a month. If weed killer is not required, the Contractor shall request a waiver in writing from the COR.

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

1.14 WESTLAKE RIVER ECOSYSTEM

1.14.1 The Main Compound hosts a portion of the Westlake River which is a river channel that is home to a Wetlands Ecosystem. It is important that the Westlake River Ecosystem be maintained as Wetlands and kept free of non-indigenous plant life. Simultaneously, the channel must also be kept free of excessive vegetation that could unnecessarily impede water flow or provide cover to undesirable and potentially destructive animal life such as venomous snakes or rats.

1.14.2 Channel. Maintain a clear 2 meter wide channel through the center of the typha beds. Within the channel, maintain two 10x 10 meter backwater areas in the middle of the typha linked to the channel to provide sheltered habitat for birds and other fauna. Keep silt and other typha clear of the culverts and under the bridge in a 10m wide strip. This task shall be carried out in the dry season annually, and involves the removal of a considerable amount of silt, in particular at the downstream culvert where the river exits the property under Reddam Road. The upstream culvert from the Steenberg Road side of the property shall also receive attention.

1.14.3 Material Removal. Stockpile the material removed from the river in an area outside of the flood area for 2 weeks. Thereafter, it shall be transported to an approved landfill site.

1.14.4 Clearing New Growth Typha. Cut new growth typha in the cleared channel to within 10cm of the ground. The spread of typha into the lower portions of the river shall be limited by ongoing removal of juvenile plants.

1.14.5 Removal of Alien Vegetation (excluding kikuyu). Remove all alien invasive species from the river channel, e.g. Arundo donax (Spanish Reed), Acacia Mearnsii (black wattle), Acacia logifolia (long leafed wattle), Acacia Cyclops (rooikrans), pampas grass, and sapling Eucalyptus sp. (gum tree). Trees must be cut as low to the ground as possible. The cut stumps shall be treated to ensure no re-growth takes place. Cut material from exotics shall be removed from the river to a safe site from which seed cannot escape. Cut material must not be left on the ground because this allows seed to be released in situ to re-infest the area and the debris inhibits the recovery of the natural vegetation. The dead material also becomes a fire hazard. Seedlings should be removed by pulling as it is least disruptive to the system. Sprouts from stumps must be cut using pruning shears.

1.14.6 Control of Kikuyu in the Wetland areas and the River Channel. Kikuyu is an aggressive invader of freshwater ecosystems. It is extremely difficult to control. It is required that kikuyu be targeted as an invasive species in this maintenance program. Kikuyu runners encountered in the remaining wetland vegetation of the flood plain and /or river channel itself shall be removed by

12 | P a g e hand. Runners removed from the river or wetlands must be disposed of away from the river.

1.14.7 Control of litter-/water-borne debris. All wind or water borne debris that ends up in the river within the maintenance areas shall be collected and disposed of regardless of the origin of the material. Specific attention must be given to the trash traps on the entrance and exit of the river to the maintenance area. The work must be carried out on a daily basis, or as the seasonal flow of the river demands.

1.14.8 Westlake River Wetland Maintenance Record. The contractor shall maintain a record of all maintenance activities conducted within the Westlake River Wetlands areas and River Channel.

This record is required by Municipal Environmental Services and must be kept available for inspection by the COR and by the City Council.

1.14.9 Maintenance of Adjacent Property (Pork Chop). The adjacent property, referred to locally as the “Pork Chop” also falls under this maintenance plan. The area shall be kept tidy of all wind borne debris on a daily basis and the grass shall be cut on a monthly basis. The trees and bushes growing in this area shall be trimmed so as to limit cover for any undesirable elements. All debris from this area shall be disposed of at an approved landfill site.

1.15 PEST AND DISEASE CONTROL

1.15.1 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.

1.15.2 Only pesticides that are approved, environmentally friendly products may be used under this contract. All pesticide products shall be approved by the COR prior to application by the Contractor.

1.15.3 The Contractor shall present a plan for pest and disease control as a part of its Grounds Maintenance Plan.

1.16 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.

1.17 TEMPORARY ADDITIONAL SERVICES

1.17.1 Temporary Additional Services are defined as Standard Services but are requested on an ad hoc basis rather than as part of the normal scheduled/recurring services. The COR will request such services and identify the timing and USG office or location. The Contractor shall provide these services in addition to the scheduled services required by paragraph 1.4.1-1.15 of this contract.

The COR shall order these services as needed. The COR can only order these services up to but not exceeding an issued and effective Task Order. 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.

1.17.2 The Contractor shall include details of the temporary additional services and any materials provided and requested under temporary additional services in the regular invoice that follows

13 | P a g e the service. The Contractor shall also include a copy of the COR's written confirmation for the temporary additional services. Please complete the Temporary Additional Services Pricing Tables in the attached Addendum A.

1.17.3 Description of temporary additional items in Attachment A:

1.17.3.1 Preparation of flower beds. This involves the removal of weeds, putting in place additional or new topsoil and composting as may be necessary.

1.17.3.2 Irrigation fittings 40 and 59mm.This is the metric size of the irrigation fittings.

1.17.3.3 Topsoil per m3. Volume of topsoil that may be necessary for use on the property.

1.17.3.4 Compost per m3. Volume of compost that may be necessary for use on the property.

1.17.3.5 Mulch per m³. Volume of mulch that may be necessary for use on the property.

1.17.3.6 Veld grass cutting. This is the grass areas or fence verge areas that require regular attention.

1.17.3.7 Tree felling by various trunk diameter

1.17.3.8 Planting of ground with 5 plants per sq. This covers planting ground cover in flower beds and planters.

1.17.3.9 Planting shrubs with 4 plants per sq. This covers the planting of shrubbery on the grounds as may be required.

1.17.3.10 Supply and planting of grass. This covers planting new grass in areas where required.

1.17.3.11 Edging per m. This covers the trimming of the edges of grass verges after grass cutting.

1.17.3.12 Weeding per m2. The covers the removal of weeds either from flower beds or grass areas.

1.17.3.13 Turf repair and re-establishment. This covers the repair of either eroded or damaged grass areas, and may involve the placing of new topsoil and grass.

1.17.3.14 Pruning per m2. This covers the pruning of hedges.

1.17.3.15 Removal of debris. This covers the removal of garden refuse.

1.17.3.16 Watering per m2. This covers the watering of garden or grass areas.

1.17.3.17 Irrigation pipe. The replacement of damaged irrigation pipe

1.17.3.18 Trimming Grass. Maintaining the length of grass surfaces

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1.18 LOCATION FOR GARDENING SERVICES. All standard services are to be delivered on Official

Business Days to:

21 Upper Primrose, Bishopscourt- 10,000m² U.S. Consulate Office Building Compound, 2 Reddam Avenue, Westlake- 32,800m² Westlake River Wetland

Temporary Additional Services Location:

38 Almond 21 Upper Bebbington

1.19 DELIVERABLES. The following items shall be delivered under this contract:

DESCRIPTION DELIVERY DATE DELIVER TO:

Insurance 10 days after award CO

Grounds Maintenance Plan 30 days after award COR

Personnel Roster 10 days after award COR

Personnel Full Biographic Data 20 days after award COR

Transition Plan 14 days after award COR

Payment Request Quarterly COR

Certificate of insurance 7 days after award COR

1.20 WARRANTY

1.20.1 GUARANTEE. All new plants planted shall have a replacement guarantee for a period of one year beginning at the date of acceptance of the installation.

1.20.2 REPLACEMENT. At the end of the guarantee period, and upon written request, an inspection will be conducted by the COR. The contractor shall promptly replace any planted trees, groundcover and shrubs that are dead or unhealthy or in a unsightly condition, or have lost their natural shape, or both, due to dead branches, excessive pruning, inadequate or improper maintenance within a one year period beginning on the date of the final inspection. Any plant material that is dead or not showing satisfactory growth, as determined by the COR, shall be promptly removed and replaced by the contractor at contractor’s expense during normal planting season. The replacement shall be for the same variety, size, and character as specified for the original planting. The replacements shall have the same “GUARANTEE” as specified under “GUARANTEE”.

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1.21 SECURITY. Before a vehicle enters a site, the vehicle must be inspected at the addresses listed under paragraph 1.17.

1.22 WORKING HOURS. All work shall be performed during work week from Monday to Friday except for the holidays identified in the Attachment D, unless special circumstances render the request of service on these holidays. Other hours may be approved by the Contracting Officer's Representative. The Contractor must provide at least 24 hour advance notice to the COR who will consider any deviation from the hours identified above.

1.23 PERSONNEL REQUIREMENTS

1.23.1 GENERAL. The Contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by Contractor employees at the site. The Contractor shall preserve peace and protect persons and property on site. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

1.23.2 STANDARD OF CONDUCT

1.23.2.1 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR).

1.23.2.2 Neglect of duties shall not be condoned.

1.23.2.3 The Contractor shall enforce no sleeping while on duty, unreasonable delays, or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

1.23.2.4 Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

1.23.2.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects.

1.23.2.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions:

Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

Unauthorized use of Government property, theft, vandalism, or immoral conduct;

Unethical or improper use of official authority or credentials;

Security violations; or, 16 | P a g e

Organizing or participating in gambling in any form.

1.24 KEY CONTROL. The Contractor shall receive secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The Contractor shall not duplicate keys without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system. Staff is not to retain keys obtained from Post 1 for the duration of the day. Keys are to be removed from Post 1 for the purpose required, e.g. unlocking a door, and promptly returned. At no time should the key remain in the possession of the individual that signed it out for the entire day. The key may also not be transferred between staff members. The individual that signed out the key shall be the one returning the key.

1.25 NOTICE TO THE GOVERNMENT OF LABOR DISPUTE. The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

1.26 PERSONNEL SECURITY

1.26.1 After award of the contract, the Contractor shall provide the following list of data on each employee who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. It is anticipated that security checks will take about four months to perform. For each individual the list shall include:

Full Name Place and Date of Birth Current Address Identification number Proof of address

1.26.2 Government shall issue identity cards to Contractor personnel, after they are approved.

Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

1.27 MATERIALS AND EQUIPMENT. The Contractor shall provide all necessary gardening supplies and equipment, including rakes, lawn mowers, hoes, pitchforks, pruning shears, fertilizers to perform the work identified in the Schedule of Supplies and Services.

1.28 INSURANCE. The Contractor is required to provide whatever insurance is legally necessary.

The Contractor shall, at its own expense, provide and maintain during the entire performance period, GENERAL LIABILITY insurance in accordance with the following sub-paragraph.

1.28.1 GENERAL LIABILITY. Includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, and personal

17 | P a g e injury. The Contractor will provide the following:

Bodily Injury stated in US Dollars:

- Per Occurrence: $350,000.00

- Cumulative: $350,000.00

Property Damage stated in US Dollars:

- Per Occurrence: $100,000.00

- Cumulative: $100,000.00

1.28.2 The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

1.28.3 For those Contractor employees assigned to this contract who are either United States citizens or direct hire in the United States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3.

1.28.4 The Contractor agrees that the Government shall not be responsible for personal injuries arising from an incident to the Contractor's performance of this contract or for damages to:

Any property of the Contractor, Its officers, Agents, Servants, Employees, or Any other person.

1.28.5 The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

1.28.6 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

1.28.7 Government as Additional Insured. The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State," as an additional insured with respect to operations performed under this contract.

1.28.8 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within ten (10) days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

1.29 LAWS AND REGULATIONS

1.29.1 Without additional expense to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. If there is a conflict between the contract and requirements of local law, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

1.29.2 The Contractor shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters, unless they are inconsistent with the requirements of this contract.

1.29.3 TRANSITION PLAN. Within fourteen days after contract award, the Contracting Officer may ask the out-going contractor to develop a plan for preparing the in-coming new Contractor to assume all responsibilities for gardening services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the

18 | P a g e selection of all supervisors to be used under the contract.

1.30 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

1.30.1 This plan provides an effective method to promote satisfactory 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 monitor quality to ensure that contract standards are achieved.

Performance Objective Paragraph Performance Threshold

Performs all gardening services set forth in the Performance Work Statement.

1.4. thru 1.27

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

1.30.2 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.

1.30.3 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 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

1.30.4 PROCEDURES

1.30.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

1.30.4.2 The COR will complete appropriate documentation to record the complaint.

1.30.4.3 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.

1.30.4.4 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.

1.30.4.5 The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

1.30.4.6 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.

1.30.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant.

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1.30.4.8 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 2 - CONTRACT CLAUSES

FAR 52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERICAL ITEMS (JAN 2017), is incorporated by reference (see SF-1449, Block 27A).

52.212-5 -- Contract Terms and Conditions Required to Implement Statutes or Executive Orders --

Commercial Items (JUL 2018)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements

(Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing

Appropriations Act 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015)

(3) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(4) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77, 108-

78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the contracting officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.]

_X__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with

Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

___ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Oct 2015) (41 U.S.C. 3509).

___ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (Jun 2010) (Section 1553 of Pub L. 111-5) (Applies to contracts funded by the American

Recovery and Reinvestment Act of 2009).

_X (4) 52.204-10, Reporting Executive compensation and First-Tier Subcontract Awards (Oct

2016) (Pub. L. 109-282) (31 U.S.C. 6101 note).

___ (5) [Reserved]

___ (6) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section

743 of Div. C).

___ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct

2016) (Pub. L. 111-117, section 743 of Div. C).

__X_ (8) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors

De…