GARBAGE COLLECTION AND DISPOSAL SERVICES FOR U.S. EMBASSY PHILIPPINES

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential offerors regarding the RFQ for Garbage Collection and Disposal Services for the U.S. Embassy Philippines.

• Prior Contract Value/Status: The previous contract has expired and services are under an interim purchase order. Offerors must review current solicitation requirements for pricing.
• Past Performance: Experience with similar services in Africa for the U.S. government and their subcontractors may be considered, as detailed in Section 3-Solicitation Provisions.
• Mandatory Conference: No companies attended the mandatory pre-quotation conference and site visit.
• Incumbent Contractor: Yes, an incumbent contractor is currently providing these services.
• Pricing/Evaluation: Offerors should refer to Section 4 – Evaluation Factors for guidance on pricing considerations and potential thresholds for non-responsiveness under an LPTA evaluation.
• Site Visit Photos: Photographs from the site visit will be provided only to attendees. Offerors are responsible for their own pricing and logistical assumptions based on site visit observations.
• Insurance: Proof of insurance is required from the successful offeror prior to award or commencement of services, as detailed in Attachment 1-Performance Work Statement.
• Local Permits: Specific local licenses, permits, or accreditations required for vehicles and operators are detailed in Attachment 1-Performance Work Statement and Section 2-Contract Clauses.
• Staffing: Offerors are responsible for determining the appropriate crew composition and staffing levels to meet performance requirements.
• Budget: The U.S. Government's cost estimate is procurement-sensitive and not releasable.

This Q&A document clarifies several points related to past performance, site visit details, insurance, permits, and budget. Offerors should carefully review these responses and ensure their quotations align with the performance and deliverables requirements specified in the solicitation and its attachments.

Amendment / Modification

This amendment (001) to Solicitation 19RP3826Q0018 makes the following changes:

• Performance Work Statement (PWS): Adds a paragraph clarifying that this is an indefinite-delivery, indefinite-quantity (IDIQ) contract under which firm fixed-priced task orders may be placed. Task orders will be issued using the Order for Supplies or Services form (OF-347), provided as Attachment 5.
• Attachments: Adds ATTACHMENT 4 – PHOTOS (to be sent only to attendees of the mandatory site visit) and ATTACHMENT 5 - Order for Supplies or Services form (OF-347).
• Revised Pages: Replaces several pages of the solicitation, including the Table of Contents, pages related to the Schedule and PWS, and the pages for Attachments 4 and 5.
• Offer Submission Deadline: Extends the deadline for offer submission from January 30, 2026, 4:00 p.m. (Philippine time) to February 11, 2026, 4:00 p.m. (Philippine time).
• Questions Deadline: Notes that the deadline for questions was January 16, 2026.

• Section 1 - The Schedule (including PWS, Attachments 4 and 5)

• Table of Contents

• Specific page numbers related to the above sections.

• The deadline for proposal submission has been extended to February 11, 2026.

Minutes from Pre-Quotation Conference and Site Visit

This document summarizes the pre-quotation conference and site visit held on January 12, 2026, for RFQ No. 19RP3826Q0018, concerning Garbage Collection and Disposal Services.

• Solicitation Package Discussion:

  • SF-1449 Cover Sheet: Bidders must complete specific blocks (12, 17, 19-24, 30). The offer due date is January 30, 2026, no later than 4 PM Philippine local time. Email submissions are encouraged to ManilaContracting@state.gov in two separate folders (Volume 1 and Volume 2), with each email not exceeding 10MB.
  • Section 1 - The Schedule (PWS): The contract is for firm-fixed-price garbage collection and disposal services at the U.S. Embassy in the Philippines. The period of performance is 12 months from the Notice of Award, with up to four one-year renewal options and one six-month extension at the U.S. Government's discretion.
  • Types of Services: Includes Standard Services (routine garbage/trash collection, hauling, disposal within embassy buildings), Construction Debris services, and Temporary Additional Services (ordered in writing by COR, priced per unit).
  • Pricing: Firm Fixed Price, not subject to escalation. U.S. firms receive payment in USD; foreign firms receive payment in local currency.
  • VAT: Not applicable due to the U.S. Embassy's tax exemption certificate.
  • Attachments: Key attachments include the Performance Work Statement (pp10-23), Government Furnished Property (p24), Contractor Furnished Property (p25), and Contract Clauses (pp26-50).

• Contract Clauses: Clauses are incorporated by reference and can be accessed electronically. The COR is the FAC Procurement Specialist and cannot issue changes outside the contract scope.

• Key FAR Clauses Highlighted:

  • FAR 52.222-50 Combating Trafficking in Persons (zero tolerance policy).
  • FAR 52.204-7 System for Award Management (SAM): Registration is required and free. Offers may be ineligible without proof of SAM registration.
  • FAR 52.228-4 Workers’ Compensation and War-Hazard Insurance Overseas.
  • NDAA 889(a)(1)(B) prohibition on contracting with entities using certain telecommunications and video surveillance equipment.

• Solicitation Provisions (Section 3): Offer must include SF-1449, Section 1 (Pricing), Section 5, and proof of SAM registration.

• Site Visit: Attendance is MANDATORY and contingent upon proposal acceptance. Failure to attend will result in proposal rejection. Photos are not allowed.

• Evaluation Factors (Section 4): Award will be to the lowest priced, technically acceptable, responsible contractor. Acceptability is based on compliance with RFQ terms and site visit attendance.

• Questions: Written questions must be submitted by January 16, 2026, 4 PM Philippine local time, referencing the RFQ number and specific section. Answers will be provided via amendment or posted on SAM.gov.

• Deadlines must be strictly observed.

• Submit required volumes and indicate currency.

• Extensions require an amendment.

• Updates will be posted on SAM.gov and the U.S. Embassy website; offerors should check regularly.

Solicitation / RFP / RFQ

This solicitation is for Garbage Collection and Disposal Services for the U.S. Embassy in the Philippines. The contract will be firm-fixed-price.

• Standard Services: Garbage/trash collection, hauling, and disposal within specified buildings and spaces.

• Hauling of Construction and other Debris.

• Temporary Additional Services: Available upon written request from the Contracting Officer's Representative (COR).

• Compliance with Philippine waste segregation program.

• Provision of qualified personnel, vehicles, equipment, and supervision.

• Maintenance of collection points and surrounding areas.

• Disposal of excess garbage/trash from holidays or typhoons at no additional cost.

• Compliance with RA9003 Ecological Solid Waste Management Act of 2000.

• Submission of a Quality Control Plan, Safety Plan, and Waste Management Monthly Report.

• Contract Type: Firm-fixed-price.

• Period of Performance: Twelve (12) months from the start date in the Notice of Award, with four (4) one-year options to renew and one (1) six-month option.

• Estimated Value: Not explicitly stated, but pricing is detailed for Base Year and Option Years.

• Offer Due Date: January 30, 2026, 4:00 PM Local Time.

• Submission Instructions: Refer to SF-1449 cover page and Section 3 (Instructions to Offerors).

• Evaluation Factors: Compliance Review, Price Evaluation, Technical Acceptability, and Responsibility Determination.

• Mandatory Site Visit: January 12, 2026, 8:00 a.m. (Philippine local time) at specified Embassy locations. Attendance is mandatory for proposal acceptance.

• The acquisition is listed as "UNRESTRICTED".

• NAICS Code and Size Standard are not specified in the provided document excerpts.

• The document includes numerous FAR and DOSAR clauses incorporated by reference.

• Value Added Tax (VAT) is not applicable to this contract.

• Government-furnished property includes garbage containers at collection points.

• Contractor-furnished property includes all equipment, vehicles, materials, tools, supplies, and clothing.

• Offerors must provide proof of SAM registration and other required documentation as detailed in Section 3.

Solicitation / RFP / RFQ

This is a Request for Quotations (RFQ) for Garbage Collection and Disposal Services for the U.S. Embassy in the Philippines. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.

• The specific requirements and deliverables will be detailed in Section 3 of the solicitation document and the attached Standard Form 1449.

• Not explicitly stated in this invitation letter, but it is an RFQ.

• Quotations are due by January 30, 2026, no later than 4:00 p.m. (Philippine time).

• Proposals must be in English and incomplete proposals will not be accepted.

• Quotations must be submitted electronically to ManilaContracting@state.gov in two separate file folders (Volume 1 and Volume 2).

• File size limits: MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. Max 10MB per file. If file size exceeds 10MB, submission must be in separate files attached to separate emails with less than 10MB each.

• Required documents for quotation consideration:

  • SF-1449
  • Section 1, Pricing
  • Section 5 Representations and Certifications
  • Additional information as required in Section 3
  • Proof of SAM Registration

• The government may award based on initial quotations without discussions, but may hold discussions if needed.

• Offerors must be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102.

• A pre-quotation conference and a mandatory site visit will be held on January 12, 2026, at 8:00 a.m. (Philippine time) at the NOX 2 Building, Chancery Compound, Roxas Boulevard, Ermita, Manila.

• Request for access clearance for the pre-quotation conference and site visit must be submitted via email to ManilaContracting@state.gov on or before January 5, 2026, no later than 4:00 p.m. (Philippine time). Requests should include the company's representatives' names (limit to two).

• Access to Embassy facilities will not be permitted without prior access clearance.