Gardening Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation No. 19DA2026Q0001 for Gardening Services at the U.S. Embassy in Copenhagen, Denmark.

• Previous Solicitation ID: The previous solicitation number for these services was 19DA2020Q0001.
• Location Clarification: The gardening services for Solicitation No. 19DA2026Q0001 are to be performed in Copenhagen, Denmark, not Washington D.C.
• Site Visit & Premises Information: Due to security concerns, the U.S. Embassy cannot provide sketches, drawings, or detailed diagrams of the outdoor premises. Offerors are responsible for developing quotations based on information in the solicitation and from the scheduled site visit.
• U.S. Vendor Eligibility & Danish Requirements: U.S. vendors may submit quotations. However, the successful contractor must comply with all applicable Danish laws and regulations, including local business registration, tax requirements, and legally compliant invoicing. Offerors must address their plan to obtain necessary local licenses and permits.

This Q&A document clarifies the performance location and addresses vendor inquiries regarding previous solicitations and local compliance requirements. It emphasizes that offerors must adhere to Danish regulations for services performed in Denmark.

Other / Unclassified

This document contains the meeting minutes from a pre-quotation conference and site visit held on January 14, 2026, for Gardening Services at the U.S. Embassy in Copenhagen, Denmark. The conference included introductions, an overview of the "Full and Open Competition" solicitation, and details regarding the contract period (one base year with four one-year options and a 6-month extension option).

Potential bidders can find crucial information regarding the solicitation process, submission requirements, and evaluation criteria. Key details include:

• Questions Deadline: All questions must be submitted in writing via email to CopenhagenContracts@state.gov by January 20, 2026, at 17:00 (local time). Answers will be posted on SAM.gov.
• Submission Deadline: Quotations are due by February 11, 2026, at 17:00 (local time) and must be submitted electronically to CopenhagenContracts@state.gov.
• Submission Format: Quotations must be submitted in two volumes: Volume 1 (Price Proposal) and Volume 2 (Technical Proposal).
• Evaluation Criteria: The evaluation will be conducted in two phases: Technical Evaluation (assessing technical merits) followed by Price Evaluation. Award will be made to the lowest-priced, technically acceptable, responsible offeror.
• Key Requirements: Offerors must register in the SAM database. Specific requirements include submitting FAR 52.222-50 (Combatting Trafficking in Persons), Housing Plans, and Recruitment Plans. The Zadroga Act and NDAA 889(a)(1)(B) are also referenced.
• Site Visit: The site visit covered the Statement of Work (SOW) for gardening services at the Ambassador's Residence (CMR) and the Deputy Chief of Mission's Residence (DCR).

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for Gardening Services at the U.S. Embassy in Copenhagen, Denmark. The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price. Discussions may be held with companies in the competitive range if necessary.

• Vendors must possess necessary licenses and permits to conduct business in Denmark, including obtaining a CVR number and fulfilling Danish tax obligations.

• Quotations must be submitted in English.

• Specific forms and sections must be completed, including SF-1449, Section 1 (Pricing), Section 5 (Representations and Certifications), and additional information from Section 3.

• Offerors must submit a completed IRS Form W-14 for compliance with FAR 52.229-11.

• Proof of SAM Registration is required.

• Not explicitly stated, but implies a contract award for gardening services.

• Quotations must be submitted electronically to CopenhagenContracts@state.gov with the subject line "19DA2026Q0001 Gardening Services".

• Submission file formats: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf).

• File size limit: 30MB per file; submissions exceeding 30MB must be sent in separate files, each less than 30MB.

• Deadline for quotations: February 11, 2026, by 17:00 (local time).

• Questions regarding the solicitation must be submitted in writing to CopenhagenContracts@state.gov by January 20, 2026, no later than 17:00 (local time).

• Offerors are encouraged to review solicitation documents in advance.

• Vendors must be registered in the SAM (System for Award Management) database prior to offer submission. Failure to register may result in the proposal being considered non-responsible.

• A pre-quotation conference and site visit will be held on January 14, 2026, at 12:30 (local time) at the U.S. Embassy, Copenhagen. Interested parties must submit participant names to CopenhagenContracts@state.gov by January 12, 2026, 12:00 (local time).

• No one will be allowed entry without prior notification.

• Attendance at the pre-quotation conference and site visit is strongly recommended.

• Transportation for the site visit is not provided; participants must arrange their own.

• Incomplete quotations will not be accepted.

Solicitation / RFP / RFQ

This solicitation is for gardening services for the U.S. Embassy in Copenhagen, Denmark, specifically at the Ambassador's Residence (CMR) and the Deputy Chief of Mission's Residence (DCR). The services include furnishing all labor, material, equipment, and services necessary for complete gardening and landscape maintenance.

• Maintenance and appearance of grass, shrubbery, garden areas, planters, walk areas, trees, hedges, gutters, and related landscape elements.

• Complete planning, administration, and management to ensure services comply with the contract, COR's schedules, and applicable laws.

• On-site supervision by a designated representative with sufficient English language skills.

• Maintenance of work schedules, considering security personnel and tenant hours.

• Delivery of standard services between 08:00 and 16:00, Monday through Friday (07:00 for snow removal).

• Weekly meetings with the COR, including submission of previous week's performance and upcoming week's plan.

• Quality control, including regular inspection visits.

• Technical guidance from a trained horticulturist.

• Submission of an annual Grounds Maintenance Plan and Planting Schedule Plan within 30 days of award.

• Repair of pavers, stone curbs, and rubble areas.

• Lawn care including grass cutting (4-6 cm height), edging, trimming, weeding, and turf repair.

• Flowerbed and flower box maintenance, including digging, hoeing, weeding, and pinching.

• Pruning of trees, shrubs, hedges, bushes, vines, and ground cover.

• Leaf removal on a weekly basis.

• General cleaning and removal of debris on a weekly basis.

• Watering of lawns, flowers, shrubs, and trees as necessary.

• Fertilizing and liming the soil.

• Pest and disease control program.

• Snow and ice removal from all walkways.

• Placement and storage of garden furniture.

• Sweeping of walkways, terraces, and exterior stairways.

• Routine maintenance of the CMR tennis court.

• Period of Performance: Base period from May 1, 2026, to April 30, 2027.

• Option Periods: Four (4) one-year options and one (1) six-month option to renew.

• Pricing: All prices to be stated in Danish Kroner (DKK). Value Added Tax (VAT) is not included and will be priced as a separate line item.

• Estimated Service Area: 15,875 square meters (13,740 sqm at Ambassador's Residence, 2,135 sqm at Deputy Chief of Mission's Residence).

• Offer Due Date: February 11, 2026, at 17:00 (local time).

• Evaluation Factors: Award will be made to the lowest priced, technically acceptable, responsible contractor.

• Submission Requirements: Completed SF-1449 and Section 1, Representations and Certifications, Recruitment and Housing Plan (if applicable), and completed IRS Form W-14.

• Site Visit: January 14, 2026, at 12:30 (local time) at the U.S. Embassy Copenhagen.

• The acquisition is listed as "UNRESTRICTED" with options for "SET ASIDE: % FOR SMALL BUSINESS", "EMERGING SMALL BUSINESS", "HUBZONE SMALL BUSINESS", "SERVICE-DISABLED VETERAN OWNED", and "8(A)". Specific set-aside details are not provided in this section.

• The solicitation incorporates by reference FAR clauses 52.212-1, 52.212-4, 52.212-3, and 52.212-5.

• Security screening procedures are in place for personnel working at the CMR.

• A James Zadroga 9/11 Victims Health and Compensation Act of 2010 notice applies, with a 2% excise tax on payments.