Landscaping/Groundskeeping Services
Page 10 of 10 Solicitation: Landscaping/Groundskeeping Services Notice Type: Combined Synopsis/Solicitation (i) This is a COMBINED SYNOPSIS/SOLICITATION for commercial services/items prepared in accordance with the format in FAR subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. (ii) Solicitation Number 36C24719Q0115 is issued as a request for quotation (RFQ) COMBINED SYNOPSIS / SOLICITATION. The acquisition procedures at FAR Part 13 are being utilized. (iii) The provisions and clauses incorporated into this solicitation document are those in effect tough Federal Acquisition Circular 2005-99, June 21, 2018. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.acquisition.gov/far/ (FAR) and http://www.va.gov/oal/library/vaar/ (VAAR). (iv) This combined/synopsis solicitation is set aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) in accordance with VAAR 852.219-10. The acquisition will be made pursuant to the authority in FAR 13 to use simplified procedures for commercial items. The North American Industry Classification System (NAICS) code is 561730, Landscaping Services. The small business size standard is $7.5 million. For more information on size standards, please visit http://www.sba.gov/size. Only Department of Veterans Affairs Center for Veterans Enterprise (CVE) Vendor Information Pages (VIP) VetBiz verified SDVOSB firms are eligible to submit an offer or receive an award of a VA contract that is set-aside for SDVOSB in accordance with VAAR Part 819. A non-verified vendor that submits a bid or proposal will be considered non-responsive and ineligible for award as listing in VIP is not self-correctable as a minor informality as, for example, a listing in SAM. The VIP database will be checked both upon receipt of an offer and prior to award. (v) Subcontracting Commitments--Monitoring and Compliance (JUN 2011) This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (vi) Limitations on Subcontracting-- Monitoring and Compliance (JUN 2011) This solicitation includes FAR 52.219-6 Notice of Total Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (vii) The Engineering Department at the Ralph H Johnson VA Medical Center, 109 Bee Street, Charleston, SC is seeking to procure Landscaping/Groundskeeping Services. This requirement is for a base year and four (4) one-year option periods. Offerors are therefore asked to completed Price/Cost Schedule-Item Information for each period of performance in their response, and to include a Grand Total for Base year and 4 one-year Option Periods. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT 0001 LANDSCAPING/GROUNDSKEEPING SERVICES 12.00 MO ________ ________ Contractor shall to provide monthly maintenance and all planting materials required for landscaping around and within the Ralph H. Johnson VA Medical Center (109 bee street, Charleston, SC). To provide, install, and maintain all planting material for landscaping at the VA medical center optometry clinic (Naval Weapons Station, Building 746, Pulaski street, Goose Creek, SC), and the VA Medical Center Compensation and Pension Clinic (Naval Weapons Station, Building 754, Pulaski Street, Goose Creek, SC). Contract Period: Base POP Begin: 01-01-2019 POP End: 12-31-2019 1001 LANDSCAPING/GROUNDSKEEPING SERVICES 12.00 MO _________ __________ Contract Period: Option 1 POP Begin: 01-01-2020 POP End: 12-31-2020 2001 LANDSCAPING/GROUNDSKEEPING SERVICES 12.00 MO _________ __________ Contract Period: Option 2 POP Begin: 01-01-2020 POP End: 12-31-2020 3001 LANDSCAPING/GROUNDSKEEPING SERVICES 12.00 MO __________ __________ Contract Period: Option 3 POP Begin: 12-01-2021 POP End: 11-30-2021 4001 LANDSCAPING/GROUNDSKEEPING SERVICES 12.00 MO __________ _________ Contract Period: Option 4 POP Begin: 12-01-2022 POP End: 11-30-2022 GRAND TOTAL __________________ AGGRAVATED TOTAL FOR BASE PERIOD AND 4 OPTION PERIODS: $_________________ (viii) All interested companies shall provide quotation for the following services: GENERAL INFORMATION Title of Project: Lawn Maintenance Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. The contractor shall maintain an automatically-controlled lawn irrigation system, complete with piping, backflow preventer(s), drip emitters, sprinkler heads, valves, controls, control wiring, fitting, electrical connections, and necessary accessories to provide a complete and serviceable irrigation system, required for landscaping around and within the Ralph Fl. Johnson VA Medical Center ( 109 Bee Street, Charleston, SC) building and property as specified by the Contracting Officer Representative (COR) or designee. In addition, the contractor shall provide weekly and monthly maintenance on the landscaping and irrigation system as specified and shall check for leaks and broken components on the irrigation system. The Contractor shall make required repairs at no additional cost to the VA Medical Center. The landscaping maintenance for the Ralph H. Johnson VA Medical Center shall consist of maintenance of all flower beds, planters, tree, and subs toughout the VA properties, all landscaping shall include mowing turf areas. Note: the maintenance shall also include interior plants located in public areas toughout the Ralph H. Johnson Medical Center, as well as seasonal plants (Poinsettias), (size is required to be 16 high). Performance Period: The contractor shall complete the work required under this SOW for a one-year period with four option years. B. GENERAL REQUIREMENTS Note: The contractor will be required to provide two full days of services per week at the Main Facility. The contractor shall be located within a two (2) hour radius of the Ralph H. Johnson Medical Center to ensure a prompt response during any; emergency landscaping/irrigation/planting situations. The person(s) responsible for the irrigation system and Maintenance shall have proper training in the system installation, maintenance, and management. Contractor shall provide documents certifying this at the kickoff meeting. In addition, the contractor shall be certified tough a Water Sense labeled program) and Water Sense labeled products shall be used when available. Irrigation System: The irrigation shall be operated at an appropriate seasonal schedule at times that do not conflict with foot traffic in the area, using the least amount of water necessary to maintain the growth, health, and vigor of all landscape plant materials. Contractor shall, at no additional cost to the Government, make necessary adjustments to the layout required to achieve full coverage of irrigated areas without overtow on roadways, sidewalks, window wells, or buildings and to protect trees from close high spray velocity: The irrigation system shall be a combination of Sprinkler heads and micro-irrigation (drip irrigation). The low-flow, low volume irrigation (micro-irrigation) shall be used in most areas or for all areas suitable for such technology where plant beds do not require the spray heads traditionally used to water turf areas to minimize water usage, evaporation, and runoff. Products: The Contractor shall maintain an irrigation meter (a "deduct meter") in all main areas to measure the amount of water applied to the landscape. As part of the irrigation maintenance. the contractor shall keep a record of all irrigation water used, which will be provided (written document) to the COR or designee on-a-monthly-basis. A report shall be submitted to the government describing the status of the system operation and including all repairs made to the system. An operation test of the irrigation system shall be held two times a year of the sprinkler heads to permanent level at ground surface. test each sprinkler section by the pan test and visual test to indicate a uniform distribution within any one sprinkler head area and over (he entire area. Operate the entire installation to demonstrate the complete and successful operation of all equipment. Landscaping: The Contractor shall provide and install plants and vegetation that complement the existing landscape, as well as the existing geological and climate conditions. Prior to implantation, the landscape design shall be approved by the COR or designee as outlined on Landscaping Improvements Project Exterior Sitemap and also include interior public spaces of the Ralph H. Johnson VA Medical Center. The contractor shall install mulch all beds tee times a year in accordance with the COR or designee drawing, plus two emergency installations of mulch on all beds in the event of a major tropical storm or named hurricane for the Ralph H. Johnson VA Medical Center. The Contractor shall notify the COR/Resident Engineer of the delivery schedule in advance so the plant material may be inspected upon arrival at the job site. In addition, the contractor shall remove unacceptable plant material from the job site immediately. Delivery of fertilizer and lime to the site must be in the original, unopened containers bearing the manufacturer's warranted chemical analysis, name, trade name or trademark, and in conformance to state and federal law. In lieu of containers, fertilizer and lime may be furnished in bulk and a certificate indicating the above information shall accompany each delivery. During plant and turf establishment periods plants shall be pruned and mulch replaced as required; stakes, guy wires, and eroded plant saucers shall be replaced and restored as required; grass, weeds, and other undesired vegetation shall be removed (before they reach a height of 3 inches). In addition, the plants shall be sprayed with approved, as directed by the COR/Resident Engineer, insecticides and fungicides to control pests and ensure plant survival in a healthy growing condition dead plants removed and replaced with a plant the same size and species. The contractor will replace dead plants immediately. Loss tough Contractor negligence requires replacement in kind and size. The Government will reinspect all plants and turf. The Contractor will replace any dead, missing, or defective plant material and turf immediately. The Contractor shall also comply with the following requirements: Trees, Scrubs, & Vines All trees shall be braced/stake to support and protect the tree and prevent damage to property. All tree stakes and ties shall be maintained to properly support the tree. They shall be inspected a minimum once every 60 days, and should not remain on trees longer than a one-year period. Pruning must be carried out to permit unobstructed passage to pedestrians and motor vehicles and to prevent sight restrictions near intersections. Subs must be trimmed 3 inches from sidewalks and curbs, and tee feet from buildings. Subs shall be pruned to conform to the design concept of the landscape. Individual subs shall not be clipped into balled or boxed forms, except where specifically instructed by COR/designee. Palm trees shall be trimmed annually, May 15 tough June 15, when the flower stalks have developed, but before flowering has occurred. Most trees shall be fertilized annually, in the spring, with a complete fertilizer. Fertilization of trees shall he required only if the trees show a definite need for fertilization. All plants shall be observed for Signs of nutrient deficiencies and treated to correct deficiencies toughout the year. Nutrient deficiencies shall be brought to the attention of the COR or designee and properly identified prior to treatment. Encourage and maintain vine growth in designated areas of honeysuckle and confederate jasmine to maximize their attachment and growth on existing vine infrastructure. All trees, subs and plantings shall be inspected for pest damage and treated with insecticide as needed to prevent and correct damage. All areas shall be kept free on weeds. Chemical and/or mechanical means may be used as appropriate. If any weeding is not performed, maintenance will be considered unsatisfactory. Individuals applying chemicals will provide documentation of their qualification to the COR for review by the Industrial Hygienist. Topsoil shall be a well-graded soil of good uniform quality. It shall be a natural, friable soil representative of productive toxic substances, weeds and any material soils in the vicinity. Topsoil shall be free of admixture of subsoil, foreign matter, or substances that may be harmful to plant growth and shall have a pH value of not less than 5.0 not more than 7.5. Amend topsoil not meeting the pH range specified by the addition of pH Adjusters. If sufficient topsoil is not available on the site to meet the depth as specified herein, the Contractor shall furnish additional topsoil. Parking Lot Vacuuming and Clean Up: All parking lots shall be vacuumed once a quarter. Interior Plants: The contractor shall provide potted vibrant color plants and flowers in common areas toughout the Ralph H. Johnson. The plants and flowers shall be in each main elevator lobby, front lobby, and one main waiting room per floor of the medical center where plants and flowers are current position. They will be watered and maintained on weekly basis. Seasonal holiday poinsettias shall be provided and maintained from the first week of December tough the second week of January. Poinsettias shall be no smaller than 24 in height. Each main elevator lobbies (five) and front lobby shall have minimum of one dozen per area. Poinsettias will be removed from the site after second week of January. Plant Fertilizer: Fertilizers shall be organic, slow-release compositions whenever applicable. Provide plant fertilizer that is commercial grade and uniform in composition and conforms to applicable state and federal regulations and bearing the manufacturer's warranted statement of analysis. Mulch: Mulch shall be free from deleterious materials and shall be stored as to prevent inclusion of foreign material. Organic mulch materials shall be wood chips, sedded hardwood, bark peelings, or pine needles. Erosion Control: Erosion control net material shall be heavy, twisted jute. Material will be secured with 150 nun (6 inch) wire staples made by the same manufacture as the netting. All erosion control material is to be installed according to the respective manufacturer's recommendations. Note: mulch out of crowns of subs and QC buildings, sidewalks, light standards, and other structures. Prior to excavating for plant pits and bed, verify the location of any underground utilities. Damage to utility lines will be repaired at the Contractor s expense. Where lawns have been established prior to planting operation, cover the surrounding turf before excavations are made in a manner that will protect turf areas. Barricade existing trees, subbery, and beds that are to be preserved. Debris Removal: All refuse resulting from landscaping or irrigation installation, maintenance, or repair shall be disposed by the Contractor and at the Contractor's expense. Hardscape shall be swept or blown free of debris. Where existing or new turf areas have been damaged or scarred during planting and construction operations. Restore disturbed area to their original condition. Keep at least one paved pedestrian access route and one paved vehicular access route to the building clean at all times, providing signage to redirect foot traffic as appropriate. In areas where planting and turf work have been completed, clear the area of all debris, soil piles and containers. Clear all other paved areas when work in adjacent areas are completed. Remove all debris, rubbish and excess material from the station. Emergency Calls: The contractor shall respond within 24-hours to provide emergency response to repair damaged landscape or to support special activities four (4) times a year. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Task One: POST AWARD CONFERENCE: Contractor required to attend post award conference with COR, Engineering Designee/s, and Contracting Officer within one week of contract award. Task Two: The Contractor shall provide the weekly report documenting the work done for the week at each location. The documentation shall include the names of the individual performing the work at the facilities, hours worked, chemicals applied, and plants replaced. Task Tee: Annually provide a report summarizing actions taken over the past year, including summary of chemicals used and MSDS sheets and amounts. END (ix) The estimated Performance Period is as follows: Base Year: 01-01-2019 tough 12-31-2019 Option Year 1: 01-01-2020 tough 12-31-2020 Option Year 2: 01-01-2021 tough 12-31-2021 Option Year 3: 01-01-2022 tough 12-31-2022 Option Year 4: 01-01-2023 tough 12-31-2023 (x) The Place of Performance is the Ralph H Johnson VA Medical Center, Department of Veterans Affairs, 109 Bee Street, Charleston, SC 29403. (xi) The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. (xii) The following solicitation provisions apply to this acquisition: 52.212-1 Instructions to Offerors Commercial Items (Aug 2018), applies to this solicitation in addition to the following addendums to the provision. Addendum to FAR 52.212-1 Show FAR provisions followed by VAAR provisions in numeric order. List all provisions incorporated by reference in numeric order under 52.252-1 (see below), starting first with FAR and followed by VAAR: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-16 Commercial and Government Entity Code Reporting (NOV 2014); 52.204-17 Ownership or Control of Offeror (NOV 2014); 852.215-70-Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (DEC 2009). 52.212-2 Evaluation Commercial Items (Oct 2014), the Government will award a firm fixed price contract, resulting from this solicitation on the basis of the lowest evaluated price of the offers meeting or exceeding the acceptability standards for nonprice factors, to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (i) technical capability to meet the Government requirement; (ii) price; and (iii) past performance. Nonprice factors will be rated on an Acceptable/Unacceptable basis. Failure to meet any of the requirements will result in a Unacceptable rating and eliminate the offeror from further consideration for contract award. To be eligible for award, an offer must be rated no less than acceptable in the non-price factors. For price evaluation purposes, the lowest price technically acceptable offer will be selected for award. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. The offeror s quote shall be evaluated to determine if offer has the capabilities to provide Landscaping/Groundskeeping Services as detailed in the Statement of Work. To be considered technically acceptable for award each offeror must provide with their submitted quote/offer: Technical Capabilities: Offerors will describe and provide information on their company s ability to provide the required services per the Performance Work Statement / Statement of Work and meet all required performance standards as it relates to Landscaping/Groundskeeping Services. The offeror shall provide a narrative on the overall technical approach methods and procedures used to meet the requirements identified in the Statement of Work. This narrative should provide evidence that the offeror understands the objectives that the contract intends to meet, the nature of the required work and the level of effort necessary to accomplish all the work. Quality Control Plan: Offeror shall provide a proposed Quality Control Plan (QCP) that describes their company ability to provide continuous quality support during transition period and toughout the life of the contract. The QCP shall address staff training plans, ability to meet the workload, methodologies for identifying and correcting changes to staff level and training, ability to provide adequate supervision, and ability to have appropriate and qualified staff. Past Performance: offeror must provide tee (3) or more references of work, similar in scope, volume, magnitude and complexity for Landscaping/Groundskeeping Services as detailed in the Statement of Work. References must include contact information; brief description of the work completed, and contract # (if relevant). References may be checked by the Contracting Officer to ensure offer can perform the required services as outlined in the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Price: Offeror shall complete the Price/Cost Schedule in Section (vii), with offerors proposed contract line item prices inserted in appropriate spaces. The Government will evaluate offers for award purposes by adding the total of all CLIN prices to ensure that pricing is complete. Price, including all Option Periods, will be evaluated for fair and reasonableness in accordance with FAR 12.209. Pricing should be considered FOB DESTINATION, and MUST be good for 180 calendar days after close of solicitation. (End of Evaluation Criteria) (xiii) This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Offerors shall list exception(s) and rationale for the exception(s). (xiv) Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. (xv) The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (Jan 2017). The following clauses are incorporated into 52.212-4 as an addendum to this contract: 52.204-9, 52.204-18, 52.217-8, 52.217-9, 52.232-18, VAAR 852.203-70, VAAR 852.219-10, VAAR 852.232-72 and VAAR 852.237-70. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (Aug 2018). The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6, 52.204 10, 52.209-6, 52.219-6, 52.219-8, 52.219-9, 52.219-27, 52.219-28, 52.219-3, 52.219-28, 52.222-3, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-39, 52.222-50, 52.222-41, 52.222-42, 52.222-43, 52.222-55, 52.222-62,52.223-18, 52.225-1, 52.225-13, 52.232-33, and 52.232-34. (xvi) The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition. (xvii) The Department of Labor Wage Determination applicable to this requirement is: WD 15-4427 (Rev -9) dated 07/17/2018. Descriptions for the occupations for this requirement and determining the appropriate wage determinations are the responsibility of the contractor, and the offeror is encouraged to coordinate with the Department of Labor in order to determine the appropriate job classifications for this requirement. The Agency assumes no responsibility or liability for a contractor s determination of the appropriate classification. http://www.wdol.gov/sca.aspx (xviii) SITE VISIT: A site visit has been scheduled for Monday, November 26th, 2018 @ 9:00 am at the Welcome Center, Ralph H Johnson VAMC, 109 Bee Street, Charleston, SC 29401. (xix) QUESTIONS: All questions regarding this solicitation need to be electronically submitted (email) no later than November 27, 2018 at 1:00 pm EST to Janica Francis-Hunter, Contract Specialist at Janica.Francis@va.gov. No questions received after this date will be answered. Telephone or faxed questions will not be answered. ONLY ELECTRONIC MAIL (EMAIL) QUESTIONS WILL BE ANSWERED. The solicitation number must be identified on all submitted questions. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries and will not receive a response. (xx) SUBMISSION OF OFFERS: Submitted offers shall not exceed 25 single-sided pages and any pages beyond this amount will be removed and not evaluated. Files should be sent in PDF format and no larger than 10MB or they may be automatically rejected by the server. The Government is not responsible for rejected e-mails that exceed the e-mail capacity. All quotes/offers submitted must include the Solicitation Number and Title in the subject line of the email. ONLY ELECTRONIC MAIL (EMAIL) OFFERS WILL BE ACCEPTED. Hand deliveries or facsimile will not be accepted. Telephone responses shall NOT be accepted. Offerors must be submitted via email to the Contracting Officer (CO), Janica Francis-Hunter at Janica.Francis@va.gov no later than 1:00pm (EST) on November 29, 2018. Offerors received after this date and time will be considered late offers. (xxi) CONTACT INFORMATION Contracting Office Address: Contracting Office (90) Ralph H Johnson VA Medical Center Department of Veterans Affairs 325 Folly Road, Ste 300 Charleston, SC 29412-2507 Primary Point of Contact: Janica Francis-Hunter Contract Specialist, NCO 7 Janica.Francis@va.gov.
36C24719Q0115 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 7
11/19/18, 3:02 PM