EUR/Athens Replacement of lawn at a U. S. Government owned residence

Questions & Answers / Clarifications

This document provides answers to questions and clarifications regarding the "REPLACEMENT OF LAWN" opportunity at the U.S. EMBASSY ATHENS, GREECE.

• Access for Deliveries: Paved areas are permitted for trucks delivering soil and sod.
• Soil Removal: Contractors can determine the method for soil removal, including the use of trucks, but are responsible for any damages.
• Vehicle Limitations: Standard trucks can typically access the property. The contractor must provide vehicle type and height for confirmation.
• Entry Procedure: Drivers' information (name, ID number) and vehicle details (license plate, color, manufacturer, model) must be submitted by noon the preceding day for access.
• Construction Machinery: Small construction machinery (e.g., compact loaders, mini excavators) is permitted, with the contractor responsible for any damages.
• Site Layout Information: Photographs or site layout extracts cannot be provided due to security restrictions; bidders are expected to have observed this during a site visit.

This document clarifies operational aspects of the project, including site access, material handling, and vehicle requirements. Bidders should incorporate this information into their proposals and planning.

Amendment / Modification

This amendment, P00001, to solicitation 19GR1026Q0016, dated February 26, 2026, adds the DOSAR Clauses attached to the document.

• DOSAR 652.239-801 DISCLOSURE OF AI USE CLAUSE (DEVIATION) (SEP 2025)
• DOSAR 652.239-802 VENDOR LOCK-IN PROVISION (DEVIATION) (SEP 2025)
• DOSAR 652.239-803 ARTIFICIAL INTELLIGENCE CLAUSE (DEVIATION) (SEPT 2025)

This amendment does not appear to change the proposal submission deadline or evaluation factors. It primarily adds new clauses related to Artificial Intelligence (AI) use, disclosure, vendor lock-in mitigation, and risk management.

Solicitation / RFP / RFQ

This is a Request for Quotations (RFQ) for the replacement of lawn at a U.S. Government-owned residence. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.

• Replacement of lawn at a U.S. Government-owned residence.

• Scope of Work includes: Preparation of grounds (earthworks, soil addition, irrigation adjustments, fertilization) and installation of new sod (delivery, laying, compression, maintenance).

• Specifics for preparation include removing topsoil, plowing, removing roots/pebbles, adding soil mixture (75% sand, 15% silt, 10% clay, 3-5% compost), adding water retention materials, and light irrigation.

• New sod variety specified as Festuca arundinacea or equal, to be inspected for pests and damage.

• Maintenance of the new lawn until established, including two mows and two pesticide applications if needed.

• Work must be completed in accordance with current Greek standards and codes of practice.

• Contractor must provide all machinery, labor, and materials.

• Cumulative duration of work shall not exceed forty (40) calendar days.

• Labor background checks require a minimum of 21 days for clearance by the Embassy.

• Firm fixed-price purchase order.

• Insurance requirements include General Liability (€17,608 per occurrence, €44,020 cumulative) and Bodily Injury (€17,608 per occurrence, €44,020 cumulative).

• Evidence of insurance required within ten (10) calendar days after contract award.

• Value Added Tax (VAT) is not applicable.

• Quotations must be submitted electronically via email to Athensoffers@state.gov.

• Subject line must be: "Quotation 19GR1026Q0016 Enclosed".

• Submission deadline: March 19, 2026, by 12:00 noon (Athens Time).

• Submissions must be in MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf) format.

• File size limit is 25MB per email; larger submissions must be sent in separate emails.

• Required documents for submission: SF-1449, Section I (Pricing), Section 5 (Representations and Certifications), additional information as required in Section 3, and proof of SAM registration.

• Questions regarding the solicitation must be submitted via email to AthProcurement@state.gov no later than March 05, 2026, at 12:00 hours (Athens Time).

• Award will be made to the lowest-priced, technically acceptable, responsible contractor.

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

• Offerors shall be registered in the System for Award Management (SAM) database (https://www.sam.gov).

• Failure to be registered in SAM at the time of proposal submission may deem the offeror non-responsible.

• A site visit is scheduled for March 5, 2026, at 11:00 hours at the U.S. Embassy. Participants must meet at the Dorylaiou street entrance ten minutes earlier. A maximum of two individuals per company are allowed. Contact Mr. Apostolos Mouyios at mouyiostv@state.gov to make arrangements by March 4, 2026, 12:00 hours.

Pre-Solicitation Notice

This document serves as a pre-solicitation notice for the replacement of a lawn at a U.S. Government-owned residence in Athens, Greece. The solicitation is not yet ready for issuance but will be launched on SAM.gov when available. The resulting contract will be a firm-fixed-price type.

• The primary service required is landscaping and groundskeeping, specifically lawn replacement.

• Contract Type: Firm-fixed-price.

• Period of Performance: Not explicitly stated, but the Archive Date is April 30, 2026.

• Estimated Value: Not stated.

• Response Date: To be provided.

• Submission Method: Electronic responses are allowed. Offers must not exceed 25 MB per email and should only contain .zip and .pdf formats. Submissions exceeding 25 MB must be sent in separate emails with files less than 25 MB each.

• Evaluation: The Government may award the contract based on the initial offer without discussion.

• Set Aside: N/A.

• Registration: All contractors must be registered in the System for Award Management (SAM) database prior to submitting an offer.

• Primary: Dresden A. Kalin, Contracting Officer (AthProcurement@state.gov)

• Secondary: Apostolos Mouyios, Procurement Agent (AthProcurement@state.gov)

• Interested vendors can add/remove themselves from the Interested Vendors list.

• Vendors cannot view the Interested Vendors list.