Provision of Gardening Services at the U.S. Embassy Windhoek, Namibia

Solicitation / RFP / RFQ

This solicitation is for gardening services for the U.S. Post Windhoek. The contract will be a fixed-price type for standard services, with a one-year base period and four one-year options. A time-and-materials contract will be used for temporary additional services.

• Standard Services: Complete gardening and landscape maintenance for U.S. Post properties, including lawn care (grass cutting, edging, trimming, weeding, turf repair), tree trimming, pruning, leaf removal, debris removal, watering, and fertilizing.

• Temporary Additional Services: Services requested by the Contracting Officer's Representative (COR) for special events, outside of normal workday hours. These will be priced at an hourly fixed rate.

• Grounds Maintenance Plan: Contractor must submit an annual plan detailing methods, frequencies, and dates for services, tailored to local conditions.

• Pest and Disease Control: Maintain a program for pest and disease control.

• Hazardous and Toxic Substances: Ensure safe handling, application, and disposal of related products.

• Contract Type: Fixed-price for standard services; Time-and-materials for temporary additional services.

• Period of Performance: One-year base period with four one-year options.

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

• Proposal Submission: Must include completed SF-33 cover page, Sections B and K, copies of licenses and permits, business registration, SAM.gov registration, DBA insurance quote, financial resources, company profile, references, key personnel list, equipment list, and a strategic plan.

• Evaluation Criteria: Award will be made to the lowest-priced, technically acceptable, responsible offeror. Evaluation includes initial completeness check, technical acceptability review (including proposed project manager and past performance), price evaluation, and responsibility determination (financial resources, ability to perform, integrity, experience, equipment).

• Key Deadlines:

  • Ground Maintenance Plan & Pruning Schedule: 10 days after contract award.
  • Contractor Personnel Information (names, biographic data, police clearance): 3 days after contract award.
  • Certificate of Insurance: 7 days after contract award.
  • Site Visit: May 19, 2026, at 09:00 local time.
  • Proposal Submission Deadline: June 1, 2026, at 17:00 local time.

• No specific set-aside is mentioned.

• The contract includes numerous FAR clauses incorporated by reference.

• A site visit is scheduled for May 19, 2026. Vendors must contact Windhoek Procurement to arrange.

• Offerors must submit written questions at least three days before the pre-proposal conference.

Solicitation / RFQ

This document is a Request for Quotes (RFQ) for Gardening Services at the U.S. Embassy in Windhoek, Namibia. The U.S. Government intends to award a contract or purchase order to the responsible company offering an acceptable proposal at the lowest price. Award will be based on initial proposals, with potential for discussions if needed.

• The specific requirements and deliverables for the gardening services are detailed within the solicitation document (referenced as Section L).

• Quotations must be in English.

• Incomplete quotations will not be accepted.

• Not explicitly stated in this cover letter, but the intent is to award a contract/purchase order.

• Pre-Proposal Conference: May 19, 2026, at 09:00 local time at CMR. Contact WHKProc@state.gov by May 18, 2026, for information or entry arrangements.

• Quotation Due Date: June 01, 2026, at 17:00 local time.

• Submission Method: Sealed envelope marked "Quotation Enclosed for 19WA8026Q0013 - Gardening Services - Attn: Contracting Officer, U.S. Embassy Windhoek, 38 Metje Street, Klein Windhoek, Windhoek, Namibia."

• Electronic Submission: Alternatively, quotations can be submitted electronically to windhoekbidsubmission@state.gov. Files must be in MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf) format. Individual file size must not exceed 15MB; larger submissions must be split into multiple emails, each under 15MB.

• Required Documents for Consideration:

  1. SF-33
  2. Section B, Pricing
  3. Section K, Representations and Certifications
  4. Additional information as required in Section L
  5. DBA Insurance Quote

• Not specified in this document.

• Prospective offerors should follow instructions in Section L of the solicitation.

• Questions regarding the solicitation should be directed to whkproc@state.gov.