Q A SVE30012Q0001 Gardening Solicitation Caracas.docx

American Embassy Caracas

RFQ # SVE30012Q0001

Date: December 13, 2011 To: Prospective bidders Subject: Minutes – Pre-proposal conference for Gardening services No. SVE30012Q0001, Caracas, Venezuela

The meeting started at 10:15 a.m. 8 companies attended the conference. David C. Grier, Contracting Officer; Douglas Teague, Facilities Manager; Servando Bastardo, Facilities Supervisor; Marisol Pacheco, Procurement agent; and Lilia Arocha, Procurement Supervisor, also attended the meeting. The Contracting Officer did the introduction and explained that he would answer questions and then they would do a “walk thru” around the compound. He reviewed the questions of Amendment No.003.

- Question: What is the name of the current Contractor?

Answer: The name of the current Contractor is Proyecto Conterra, C.A.

- Question: When does the current contract end?

Answer: The current contract will expire in January 31, 2012.

- Question: What was the awarded amount and what changes between the current contract and the new contract?

Answer: It was $1,016,923 for base year and two option years. There is no difference between both contracts.

- Question: May I have the translation into Spanish of the solicitation document?

Answer: No, it is not available.

During the meeting, prospective bidders asked the following questions. The Contracting Officer provided the answers.

1. Will you provide the square meters of the areas to be maintained?

Yes, attached is the chart with the areas and the square meters.

2. Shall the awardee absorb the current workers?

It is not a requirement. However, it would facilitate the transition because current workers have already been checked and cleared by the Security office. This process takes from 4 to 6 weeks.

3. Under this contract, will the local labor law govern only?

For Venezuelan companies, yes. For the U.S.A. companies, both laws will govern.

4. Do you have an average for the use of fertilizers per month?

No, we don´t. It depends on the area and the area to be treated.

5. How many workers are performing under the current contract?

8 workers are performing at the Chancery building; 2 workers at the Ambassador´s Residence (Monday-Wednesday-Friday); 1 worker at the DCM´s Residence; one foreman; and one swimming pool technician. It is the Contractor´s decision to define how many workers will be required to perform under this contract.

6. Do you have a monthly average for the use of swimming pool chemicals?

We do not have an estimate for the monthly or annual usage of swimming pool chemicals. In any case, the chemicals for the swimming pool maintenance will be provided by the Embassy.

7. Will the Embassy provide the new plants?

Yes. We will work in coordination with the gardening contractor to select the plants.

8. Shall the proposal include all materials and supplies?

Please, refer to Attachment 2, “Contractor furnished materials”, page 20. Proposals shall include the costs for materials and supplies. The Embassy will provide supplies for the swimming pool.

9. Do you foresee a modification for landscaping services?

No.

10. Shall we include a Maintenance plan in our proposals?

No. The Maintenance Plan will be submitted after the contract is awarded .

11. Shall we submit proposals in English?

Yes.

12. Shall we quote in local currency or in U.S. Dollars?

You may quote in either currency.

13. Will there be an economic price adjustment during the contract?

No. There will not be any price adjustment

14. What are Additional services?

Those are services for special events during the year (for example, for the celebration of the 4th of July). The Embassy will request a quote from the Contractor and will be billed separately.

15. Will the payment be made in local currency or in U.S. Dollars?

It will be agreed between the Embassy and the Contractor.

16. Will a Performance bond be requested for the performance of this contract?

No. However, offerors shall include in their proposals a copy of the third party liability insurance and any other insurance policies.

17. The due date for the submission of offers is December 22, 2011, before 4:00 p.m., and will be delivered to American Embassy, Calle F con Calle Suapure, General Services Office, Urbanizacion Colinas de Valle Arriba, Municipio Baruta, Attention: David C. Grier. Offerors will deliver four envelopes (one original and three copies).

18. What happens if the current workers do not want to continue to work with the new Contractor?

It is then up to the new Contractor to find suitable workers to handle the contract. The contractor needs to keep in mind that any new workers need to be cleared by security to have access to the grounds to complete their job, and that process can be lengthy.

19. The contract will be for three years: one base year plus two optional years.

20. Offers will follow the format of the solicitation published in Internet.

21. The VAT will not be included in the proposals (for evaluation purposes, it will not be considered). If payment is made in U.S. Dollars, the VAT portion will be paid in local currency (Bolivars).

22. Offerors must complete pages 51 and 52 and check the kind of company.

23. Questions will be accepted until December 16, 2011 via e-mail only.

24. Offerors will need to check the Federal Business Opportunities web site daily. All the information will be posted in that web site.

25. Offerors must sign all amendments and include a copy in their proposals.

26. It is estimated that by the middle of January Offerors will be informed of the results of the solicitation process.

27. Due to security reasons, the drawings of Embassy gardens will not be provided to bidders.

28. Once the contract is awarded, how will be the transition between the current contract and the new contract?

If workers will be new and backgrounds have not been cleared, they will be able to enter the Compound to work, but must be escorted during the time they are present.

29. Will the Supervisor be bilingual?

Yes. It is stated in the solicitation document.

30. The Embassy will provide the irrigation system and will maintain it.

GARDENING AREAS AT CHANCERY BUILDING

GARDENING AREAS AT CMR

GARDENING AREAS AT DCR