Gardening Services for CMR in Doha, Qatar

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the "Gardening Services for CMR in Doha, Qatar" solicitation (19QA1026Q0004) and a related solicitation (19QA1026Q0005).

• Submission Method: Quotations must be submitted electronically; links are not accepted.
• Tax Deduction: The 2% James Zadroga tax deduction is not applicable as the contract award is below the SAT amount.
• Separate Contracts: The solicitation covers two separate requirements (19QA1026Q0004 and 19QA1026Q0005), requiring two separate quotations.
• Pricing: Pricing is expected as a monthly lump-sum payment. The scope includes two maintenance areas, and bidders should submit separate prices for each if required by the pricing schedule.
• Holidays: Routine gardening services will not be required on official U.S. Embassy holidays.
• Quantities: Specific quantities for landscaped areas, trees, seasonal plants, and shrubs are provided.
• As-Built Drawings: As-built drawings for gardens and irrigation systems are not available.
• Irrigation System: The irrigation systems are automatic with timers and zoning.
• Irrigation Component Maintenance: The Embassy will handle maintenance for irrigation components only.
• Fit-to-Work Certificates: Fit-to-Work certificates (HMC cards) are required for labor personnel.
• Gate Passes: Gate passes are required for all vehicles, including labor, waste removal, and personal vehicles.
• Machinery Certification: Machinery and equipment must be certified and free of damage and safety risks.
• Safety Officer: A dedicated Safety Officer is not required on-site, but the company's safety officer must provide monthly training.
• Seasonal Flowers: The contractor is responsible for providing seasonal flowers twice a year.
• Manpower: Contractors are responsible for determining workforce needs, with a recommended range of 1-2 staff for CMR.
• Security Clearances: There are no fees associated with security clearances or badges.
• Supervisor: One dedicated supervisor is required for the Embassy compound contract, while a full-time on-site supervisor is not required for the CMR contract, but a project manager is needed.
• Gardening Materials: Pesticides must be approved by the Embassy Safety office, and gate passes are needed for materials. Coordinate with the COR.
• Project Engineer Visits: The Project Manager can visit as needed.
• Irrigation Maintenance: Basic daily checking and maintenance of water tank, pumps, and controllers are included; troubleshooting and maintenance will be covered by the Embassy.
• Indoor Plants: Indoor plants are not included in the contract.
• Water Source: The Embassy will provide water.
• Plant Replacement: The contractor is responsible for maintaining landscaping areas and avoiding damages; the Embassy management is not responsible for replacing plants damaged by weather or exceptional circumstances.
• Pesticides: All pesticides must be approved by the Embassy Safety office.
• Handover/Takeover: An inventory/inspection will be conducted after contract award.
• Hedges/Fences: Plant hedges/fences are not higher than 2.5 meters.
• Mobilization Period: Refer to Personal Security 4.4.1 and Section 3.0 Deliverables.
• Additional Work: Additional work will be handled via separate purchase orders.
• Fertilizers: Refer to Point 1.10 Fertilizer in the solicitation.
• Photography: Photography is not permitted.
• Past Performance: Past performance in gardening is mandatory.
• Green Waste Disposal: The contractor is responsible for green waste disposal, including off-site transport.
• Irrigation Water: Two tanks (1500 liters/tank) are available.
• Irrigation Breakdowns: Response time is morning and afternoon (twice per day).
• Sensitive Plant Species: No special trees are noted.
• Pest/Disease Reporting: Mandatory reporting and treatment are required.
• Authorized Representative: The Contracting Officer Representative (COR) is the authorized client representative.
• Staff Replacements: Require prior approval from the client.
• Hardscape Repair: Embassy is responsible for repairing hardscapes.
• Irrigation Mainline/Pump Maintenance: Minor repairs are the contractor's responsibility; major repairs (e.g., broken pump) are the Embassy's responsibility.

These Q&As provide critical clarifications on submission requirements, contract scope, responsibilities, and specific details that bidders must consider when preparing their proposals. They clarify ambiguities and provide specific quantities and procedures.

Amendment / Modification

This amendment (A001) to Solicitation 19QA1026Q0004, originally dated 04/26/2026, is effective 05/20/2026.

• The primary purpose of this amendment is to add Attachment No. 1 - Questions & Answers to the solicitation.

• The amendment does not extend the hour and date specified for receipt of offers.

• Contractors are required to acknowledge receipt of this amendment and return one copy to the issuing office.

Solicitation / RFP / RFQ

This solicitation (RFQ Number 19QA10-26-Q-0004) is for Gardening Services for the Chief of Mission Residence (CMR) in Doha, Qatar. The U.S. Government intends to award a contract to the responsible company submitting the lowest priced, acceptable offer. Initial quotations will be the basis for award, though discussions may be held if necessary.

• Comprehensive gardening and landscape maintenance services for the U.S. Embassy in Doha, Qatar.

• Services include grass cutting, edging, trimming, weeding, turf repair, pruning, leaf removal, debris removal, watering, fertilizing, and pest/disease control.

• Contractor must provide all labor, materials, equipment, and services.

• A Grounds Maintenance Plan must be submitted within 30 days of award.

• A Transition Plan and List of Personnel are also required deliverables.

• Contract type: Firm-Fixed Price.

• Period of Performance: 12 months base period, with five (5) one-year options to renew.

• Estimated Value: Not explicitly stated, but pricing is requested for a base year and four option years.

• Quotations must be submitted electronically to DohaProcurement@state.gov.

• Due Date: Wednesday, June 08, 2026, at 09:00 a.m. (local Time).

• Proposals must be in English.

• Evaluation will be based on Compliance Review, Technical Acceptability (including past performance and experience), Price Evaluation, and Responsibility Determination.

• A pre-proposal conference will be held at the site.

• Offerors must be registered in the SAM (System for Award Management) database at the time of proposal submission.

• Offerors must possess the required licenses and permits to operate in Qatar, evidenced by commercial registration documentation.

• The solicitation includes SF-1449 cover page, pricing schedules, Performance Work Statement (PWS), contract clauses, solicitation provisions, evaluation factors, and representations and certifications.

• Attachment 1 details Government Furnished Property.

• Attachment 2 outlines requirements for Recruitment of Third Country Nationals (TCNs) and Housing Plans.