Landscaping – Excess Land Grass Cutting

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential bidders regarding solicitation 19PM0726Q0004 for landscaping services at the U.S. Embassy Panama.

• Two-way Radios: Permitted, but subject to Embassy security protocols and local telecommunications regulations. Specific frequencies, power limits, or device restrictions are not detailed; coordination with the Contracting Officer's Representative (COR) is required.
• Drones/UAS: Strictly prohibited on or near Embassy property without explicit written authorization. Use of drones manufactured by certain foreign entities is also prohibited per FAR 52.240-1.
• Teaming/Subcontracting: U.S. prime contractors are permitted to team with or subcontract to Panamanian/local firms. Offerors must operate an established business in Panama or plan to establish an office within 30 days of award. Subcontractors must comply with local laws and FAR 52.244-6.
• ATVs/UTVs: Permitted for equipment movement if necessary for work performance, subject to COR approval and compliance with safety requirements (OSHA, EM 385-1-1). Operators require appropriate PPE and training.
• Fueling/Spill Prevention: Refueling must occur when engines are off and cooled, in well-ventilated areas. Fuel must be in approved containers. Contractors are responsible for environmentally sound disposal and maintaining spill containment equipment.
• Grass Cutting Equipment: No specific restrictions on typical equipment (brush cutters, mowers, etc.). All equipment requires daily inspection and must comply with OSHA standards. A tools and equipment list is due within 5 days after Notice to Proceed.
• Site Access: No continuous escort is required for work at Cardenas Excess Lands. Personnel must check in at the security gate and undergo background checks via "Visitor Access Request" (may take up to 5 days). A personnel list is due within 5 days after Notice to Proceed.
• Prohibited Items: While not exhaustive, cameras and recording devices are typically restricted. Fuel containers must be approved types. Coordination with the COR is advised for any items of concern.
• Previous Contract: Information for contract 19PM0723P0080 ($113,504.20 USD) is provided for reference, but offerors must rely on the current SOW.
• Period of Performance: 12 months base, with two (2) one-year option periods, not to exceed three (3) years total.
• Government Furnished Equipment (GFE): None will be provided. The contractor must supply and maintain all equipment.
• Disposal: Contractors must remove cut grass and debris to an authorized location outside the Cardenas area and Embassy Compound, at their own expense.
• Extra Landscaping Services: Pricing is not explicitly established in the solicitation. Offerors should seek clarification or assume these are included in base pricing.
• Payment: Made after satisfactory completion of each service, contingent upon COR inspection and acceptance.

These clarifications provide essential details on operational procedures, equipment use, personnel requirements, and site access, which bidders must consider when preparing their proposals. No changes to due dates or submission rules are indicated.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for Landscaping – Excess Land Grass Cutting services for the U.S. Embassy Panama City. The U.S. Government intends to award a contract or purchase order to the responsible company submitting an acceptable offer at the lowest price.

• Landscaping services, specifically focusing on excess land grass cutting.

• Proposals must be in English.

• Not specified in this document.

• Quotations are due by February 12th, 2026, 03:30 p.m. [local time].

• Submissions must be electronic to pnmprocreq@state.gov.

• File format: MS-Word, MS-Excel, or Adobe Acrobat (PDF).

• Maximum file size: 30MB per email. Larger submissions must be sent in multiple emails.

• Required documents for submission: SF-1449, Section 1 (The schedule), Section 5 (Representations and Certifications), Additional information as required in Section 3, and Proof of SAM Registration.

• The government may hold discussions with companies in the competitive range if needed.

• Offerors must be registered in the System for Award Management (SAM) database prior to submitting their offer. Failure to be registered may deem the offeror non-responsible.

• A site visit will be held on January 26th, 2026, at 10:00 a.m. at the U.S. Embassy Panama City, 783 Building, Demetrio B. Lakas Avenue, Clayton, Panama City, Republic of Panama.

• To arrange entry for the site visit, contact Mr. Reinel Arcia (ArciaRa@state.gov) before January 14th, 2026, 03:00 p.m. [local time].

• Questions regarding the solicitation must be submitted in writing by COB January 28th, 2026, 12:00 p.m. [local time] to pnmprocreq@state.gov. All answers will be posted on SAM.gov.

• Enclosures include SF-1449 Cover page and Attachments to SF-1449.

Solicitation / RFP / RFQ

This document is a Solicitation/Contract/Order for Commercial Items, specifically Solicitation Number 19PM0726Q0004. It solicits offers for grass cutting services around the U.S. Embassy in Panama City.

• Semi-improved grass cutting for approximately 39,736 SQmt on sections A and B.

• Elephant grass cutting for approximately 13,166 SQmt on section C and nodes 9-11 in section B.

• Services are required for the current period and include options for two additional years.

• All services are to be performed as per attached Attachments in the Statement of Work (SOW).

• The contract type is for commercial items.

• The period of performance includes the base year and two option years.

• Specific contract value is not detailed in this section, but line items indicate quantities and unit prices will determine the total amount.

• The offer due date is not explicitly stated in the provided document snippet, but it is a required field (Block 8).

• Evaluation criteria are not detailed in this document.

• The acquisition is set aside for Small Business.

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

• Payment will be made by the American Embassy Panama City.

• Invoices are to be submitted to the Financial Management Office at the Embassy.

Form / Attachment / Pricing Sheet

This document contains the pricing list for the "Landscaping – Excess Land Grass Cutting" services. It details the pricing structure for the base year and two option years, outlining the cost per cut for different types of grass and sections.

• Base Year Pricing: Includes five bimonthly cuts for "Semi Improved Grass" in Sections A & B (39,736 sqm) and five bimonthly cuts for "Elephant Grass" in Section C and nodes 9-11 in Section B (13,165 sqm).
• Option Years Pricing: The pricing for each option year is the same as the base year.
• Grand Total: A summary of the total cost for the base year and all option years.
• Value Added Tax (VAT): Stated as not applicable to this contract.

This pricing sheet is crucial for bidders to understand the cost structure and to prepare their proposals. It provides specific quantities and types of services for which pricing is required, allowing vendors to calculate their total bid price accurately.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide grass cutting and landscaping services at the Cardenas Excess Lands, U.S. Embassy Panama.

• Scheduled cutting and removal of approximately 13,165 sq meters of Elephant Grass (8-10 ft high) and 39,736 sq meters of semi-improved grass (2-4 inches high).

• Grass maintained at a height of 4-6 centimeters.

• Continuous weeding of grounds and gardens.

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

• Leaf and pine needle removal.

• Removal of all foreign material, cuttings, grass, leaves, bark, limbs, dead vegetation, paper, and trash from maintained areas.

• Extra landscaping services including clearing of trees, bamboo, trimming of bushes, and removal of debris as needed.

• Grass height maintained between 4 and 6 centimeters.

• No more than one (1) customer complaint per standard cut service.

• Location: Cardenas Excess Lands, U.S. Embassy Panama.

• Estimated Start Date: February 2026.

• Specific cutting schedules for Sections A, B, and C are detailed, with bimonthly cuts (February, April, June, August, October).

• Contractor responsible for all labor, materials, tools, equipment, and PPE.

• Contractor responsible for all necessary safety and health precautions for personnel, including wildlife hazards.

• No Government Furnished Property will be provided.

• Contractor shall provide drinking water for employees and ensure a quality control supervisor/foreman is present on site at all times.

• Weed killer application requires COR approval and is performed once a year.

• Compliance with OSHA standards and EM 385-1-1 is mandatory.

• Minimum of two workers per crew for safety reasons.

• Deliverables include project schedule, personnel access requests, tools/equipment list, projected substantial completion date, and punch list.

• Reference documents include perimeter lines plan, grass calculations, and topographic data.