Bangkok_Gardening_Services_QsAs_OPE_apv3Mar2017.pdf

Comprehensive Ground Maintenance Services First set of Questions and Answers

Solicitation No. STH20017Q0006-American Embassy Bangkok

Questions and Answers

Q.1 If the Horticulturist or Project Manager cannot speak, read, or write English as per the requirement of level 3, is it possible at least allow him to have interpreter who is fluent in English communication as per the requirement to attend all the meetings, join in all consultation, and inspect work in order to achieve the objectives ?

Answer: No, the person/people who hold this position must meet the requirements as stated in the solicitation (Section 1, paragraph 1.3.4.). The use of an interpreter is not acceptable for the person/people holding the positions of Project Manager and Horticulturalist.

Q.2 If the surface grass area is in poor condition, to include rough terrain and deep holes, whereby a mulching mower (refer to Section 1, paragraph 1.4.1) cannot be used in the area, would you allow other tools to be used instead? Holes and non-smooth surfaces were found around the site visit areas, referring to paragraph 1.4.5, does the contractor have to solve these problems? We would also like to know how much time you will give us to fix?

Answer: Turf repair and re-establishment is the responsibility of the contractor per Section 1, paragraph 1.4.5. Holes and non-smooth areas will need to be addressed as a part of the Grounds

Maintenance Plan after award, with the understanding that turf repair depends upon a growing cycle and seasonal conditions. As such, the use of a mulching mower is required (per Section 1, paragraph 1.4.1) as the grass areas should be kept in a state allowing use of this type of equipment.

Q.3 In case of the grass areas that flood during the wet season, and the grass cannot be mowed, whose responsibilities should solve the flooding problem?

Answer: Rainy season flooding is an accepted act of nature out of the contractor’s control, and flooded areas shall be allowed to drain before mowing occurs. However, normal landscape drainage maintenance such as keeping drain grates clear of obstructions is to be addressed year round by the contractor as part of ensuring correct drainage per Section 1, paragraph 1.4.5.

Q.4 Weeds were found scattered around the area during the site visit (Weeding refer to 1.4.4.). We would like to know if under the contract we would be responsible for weed removal. If it is necessary to do so, we would like to know how much time you give us to clear the weeds?

Answer: Per Section 1, paragraph 1.4.4, the contractor is responsible to remove weeds. A specific timeline for weed removal can be addressed in the grounds maintenance plan after contract award.

Q.5 Does the contractor have to take responsibility for all weeds scattering in the canal in full water or lack of water condition?

Answer: Per Section 1, paragraph 1.4.4, the contractor shall remove aquatic weeds.

This means weeds in and around the water features on embassy grounds when they have water in them. When the canals are empty during the dry season, they remain part of the grounds and are also subject to weeding per Section 1, paragraph 1.4.4. Required maintenance of the canals, such as dredging, is the responsibility of the embassy.

Q.6 Are any weeds found around electric wires, fences and other communication tools covered in this contract?

Answer: Yes, per Section 1, paragraph 1.4.4 any weeds found on the grounds will be covered under the awarded contract.

Q.7 Turf repair and Re-Establishment (Refer to 1.4.5) informs that the contractor has to take responsibility of the damage in the grass areas in all cases, such as pests and disease, vehicular traffic, oil and gas, building repairs, normal foot traffic, we would like to knows as follows:

7.1 Does the gardening contractor have to take responsibility in repairing dried grass, non-smooth surface as well as damages occurred from other contractors working on areas in case your staff or contractor come in to enlarge the areas or return the areas which are not in the proper condition?

Answer: Section 1, paragraph 1.4.5 pertains to any damage caused by the contractor who is awarded this contract. The contractor is not considered responsible for repairs in the case of damage caused by outside contractors performing major work or construction, or embassy operations beyond normal operations throughout the year.

7.2 In case of different kinds of grass are together, does it count to be damage?

Answer: No, different grasses growing together in the same area is not considered damage. However, repairs to damaged areas should utilize the same type of grass as the surrounding area.

Q.8 In case of waste collection from gardening activities in the areas mentioned in 1.13 and wastes needing to be collected every working day (Monday - Saturday): would you prepare staging areas for waste collection for us?

Answer: Yes, staging areas will be the normal trash collection points, with dumpsters and trash receptacles, found at each location in Section 1, paragraph 1.13. However, please note the requirement for Debris Removal in Section 1, paragraph 1.8, requiring that “all debris…must be removed from the worksite before the end of each workday…” and that “debris from tree pruning shall not…be placed in any Embassy trash containers.” This means all staging areas must be cleared of debris by the end of the workday day as part of the contract.

Q.9 In case of water pumping and automatic watering systems do not work due to the interruption of the water supply, who is responsible?

Answer: Per Section 1, paragraph 1.9.4, the Government (embassy) is responsible for the supply of water. Any interruption of water flow, which prevents watering systems from working, is not the responsibility of the contractor. The only exception is if actions by the contractor cause the interruption to the water flow (i.e.: landscaping work damages a water pipe).

Q.10 In case there are obstacles against the work which may cause danger to the staff or hinder the contractor duties such as:

10.1 In case fierce animals such as bees, hornets, dogs, or fierce animals.

Answer: In any instance where there is an unsafe or dangerous situation that could cause harm to contractor staff, such as dangerous animals, the contractor should immediately notify the

COR. It is the responsibility of the embassy to resolve these situations before contractor work continues. Failure to properly advise the COR of such a situation, resulting in either failure to perform required work or injury to contractor personnel will be considered the fault of the contractor. Please also note Section 1, item 6.5 that the Government shall not be responsible for personal injuries and damages.

10.2 In case of there are parking vehicles which obstruct work.

Answer: In any instance where parked vehicles obstruct work, immediately notify the

COR and the embassy will ensure the removal of these vehicles.

10.3 Can the contractor inform COR to stop or avoid the risky areas while waiting for the problems to be solved?

Answer: Yes, the contractor should cease working in areas where there is an obstruction or danger, and notify the COR immediately.

Q.11 Project area: May I know bldg./ residence area of each compound?

CMR = 38,400 sqm.

bldg./ residence area = ? sqm.

gardening area to be serviced = ? sqm.

NOB = 35,200 sqm.

bldg./ residence area = ? sqm.

gardening area to be serviced = ? sqm.

EOB = 44,800 sqm.

gardening area to be serviced = ? sqm.

Rajdamri = 62,573 sqm.

gardening area to be serviced = ? sqm.

Total area = 180,973 sqm.

Answer: Please refer to Amendment A003 of the solicitation in Section 1, paragraph

1.13. The size of the serviced areas are listed in square meters. These measurements exclude the building and residence areas.

Q 12 Canals (for water supply) inside each compound where is water from and how does the water drain out?

Answer: The water in the canals and ponds comes from rain and from wastewater generated on each compound. Water drains from canals and ponds through overflow drainage pipes into city canals and sewer systems.

Q. 13 Are there any interior plants inside of buildings?

Answer: Please refer to Amendment A003 of the solicitation in Section 1, paragraph

1.13. This lists two areas where there are indoor plants requiring care.

Q. 14 Working time is from Monday to Saturday during 6:30-16:00 hours. Are there Thai public holidays such as New Year, Songkran festival?

Answer: Yes, please refer to: Section 2, ADDENDUM TO CONTRACT CLAUSES, 652.237-

72, OBSERVANCE OF LEGAL HOLIDAYS AND ADMINISTRATIVE LEAVE. The following holidays are listed there:

(a) The Department of State observes the following days as holidays:

American Holidays Thai Holidays

New Year’s Day Chakri Day

Martin Luther King’s Birthday Songkran Festival

Washington’s Birthday Coronation Day

Memorial Day Visakha Bucha Day

Independence Day Her Majesty the Queen’s Birthday

Labor Day Chulalongkorn Day

Columbus Day Thanksgiving Day

Veterans Day His Majesty the King’s Birthday

Thanksgiving Day Constitution Day

Christmas Day New Year’s Eve

Q. 15 I’d like to have some photos of gardening sites and all compounds of gardening work plan.

Answer: Please see photos posted on FedBizOpps for this solicitation, posted under the “Other” category. Please be advised, these photos were taken in accordance with embassy security regulations and no additional photos will be provided.

Q. 16 Is it necessary that a Project Manager is always at the Embassy sites during working hours, or he is able to rotate to other sites (not Embassy sites)?

Answer: Yes, the Project manager should be present at the embassy sites during working hours in order to properly supervise the workforce. Please refer to Section 1, Paragraph 1.3.1 that states “The

Contractor shall designate a representative who shall be responsible for on-site supervision of the

Contractor's workforce at all times.”

Q. 17 Is only a Project Manager able to communicate in English to supervise gardeners doing the

Embassy gardening job?

Answer: The Project Manager and Horticulturalist must meet the requirements as stated in the solicitation (Section 1, paragraph 1.3.4.). This includes both Thai and English language proficiency requirements as stated. The Project Manager will likely communicate with the contractor employees in

Thai and with the CO and COR in English. Also, all contractor correspondence shall be in English.

Q. 18 May I have more detail in article to guarantee the trees/plants in case of dead trees/plants?

Some trees/bushes have life cycles. Is it necessary to guarantee these kinds of trees/bushes? In addition to uncontrollable factors such as flood, fire, etc.; is it necessary to guarantee to cover these factors?

Answer: It is understood that some plants have lifecycles and we do not expect the contractor to

“guarantee” any specific tree, plant, or bush. The contractor, however, 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 (Section 1, item 1.5.4) or which are not maintained in accordance with the Grounds Maintenance Plan. This also includes any new plants put in place by the contractor. The contractor is not responsible for guaranteeing against factors that are not the fault of the contractor.

Q. 19 Are the bidding prices to be included big trees (new/maintenance services?) in this project?

Answer: Per Section 1, 1.5.1, “The Contractor shall maintain trees…” Tree maintenance costs, including proper pruning as outlined in the solicitation, must be included in any quotation. Tree maintenance shall also be addressed in the Grounds Maintenance Plan after award.

Q. 20 Is it necessary to have fixed/permanent gardeners working in each compound, or are they available to rotate in each compound depending on the manpower.

Answer: The Project Manager may develop plans to rotate personnel between compounds as long as there are sufficient personnel to comply with all requirements as set forth in the solicitation and resultant contract. Please note that is expected that every compound will have gardening personnel present during working hours to handle grounds maintenance. Also note that all contractor personnel who will work on the sites listed in Section 1, paragraph 1.1.3 must be cleared by the embassy security section.

Once clearances are received, these personnel will be able to work on any compound.

Q. 21 My work plan is to have some permanent gardeners at the Embassy sites and will be more staff from other sites to support the team to cut grass and trim trees. Is it possible?

Answer: While this is possible, please note that all contractor personnel who will work on the sites listed in Section 1, paragraph 1.13 must be cleared by the embassy security section. This clearance process can be lengthy. Personnel without a clearance will not be allowed to conduct grounds maintenance work on embassy grounds under any circumstances.

Q. 22 Expenses to grow trees/plants requested by the Embassy, is it included in the bidding prices or additional expense separately?

Answer: The contractor will provide plant care and maintenance, including fertilizer for any new plants and trees provided by the embassy at the sites listed in Section 1, paragraph 1.1.3. The

Embassy will purchase these plants and trees.

Q. 23 In case a big tree fell down to a car parked under the tree because of heavy rain or strong wind. The car is damage. Is this covered in the insurance?

Answer: Refer to Section 1, Paragraph 6 in its entirety. The contractor is responsible to provide its own insurance against property damage and “The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to…any property of the contractor.”