Attachment 5 - Questions and Answers.pdf

Questions and Answers Solicitation No. 12805B25Q0061

1. We would like to confirm whether an RSVP is required for the Site Visit related to Solicitation #12805B25Q0061, or if we can proceed directly to the designated meeting area on January 6, 2025, at 10:00 AM, as indicated on the map.

ANSWER: No RSVP or registration is required. Please proceed to the designated meeting area on January 6, 2025 at 10:00 am.

2. Does the lack of a registration requirement mean that attendees can enter the property freely to review the grounds for maintenance purposes, or is access restricted to the scheduled site visit time only?

ANSWER: It means that attendees are not required to register/RSVP for the site visit. Per the solicitation, please proceed to the designated meeting area during the designated time on January 6, 2025 at 10:00 am. No other access is being permitted. Attendees are not allowed to tour the campus individually and shall remain with the POC and the group.

3. Who previously held this contract and what was the annual contract amount?

ANSWER: H&H Mowing, total contract value is $86,880.00.

4. Is the scope of work similar to what is being required in this new RFP?

ANSWER: Please refer to the current solicitation and Performance Work Statement for the current requirements.

5. Estimated Budget Ranges: Could you please provide us with the estimated budget ranges for this opportunity?

ANSWER: Estimated Budget Ranges will not be provided.

6. Availability of Funds: Are there available funds allocated for this opportunity?

ANSWER: Yes

7. Incumbent Details: If there is an incumbent, could you please share the Purchase Order number and the total value associated with their contract?

ANSWER: 12805B20P0037, $86,880.00

8. Are there any post-award submittals that we should be aware of? If so, could you please provide the relevant information?

ANSWER: No.

9. Could you please provide us with the Point of Contact (POC) on site?

ANSWER: This information will be available to the awardee upon award of the contract.

10. Specifically, I would like to confirm whether the shaded area on the site map represents the exact area to be maintained or if the maintenance responsibilities apply to everything outside of that shaded area. Understanding this distinction is critical for preparing an accurate and competitive response to the solicitation.

ANSWER: The red line indicates the perimeter chain link fence on the East-North-West sides of the campus. On the South at Blackland Road, it also includes the area outside the chain link fence between the City street and on both sides of our small access road between the Main and West gates. Everything inside the red line is to be maintained in this contract. NOTE: The pink cross-hatched area around the Texas AgriLife BREC building is

NOT part of this contract. Texas AgriLife provides maintenance for the pink crossed-hatched area (approximately 2 acres).

11. Is this solicitation based on "best value" or "lowest bidder" for the winning bid?

ANSWER: As stated in the solicitation under FAR 52.212-2 “Evaluation – Commercial Items (NOV 2021)(Addendum),” the evaluation will be based on the Lowest Priced Technically Acceptable (LPTA) evaluation method.

12. Due to the weather yesterday in Texas, we were unable to attend the site visit for the Grounds Maintenance opportunity in Temple. Can you confirm whether the site visit took place yesterday, and if not, whether there will be an additional opportunity for our company to view the site?

ANSWER: The site visit took place as scheduled. However, due to the inclement weather, another site visit has been scheduled for Tuesday, January 14th at 1300. There will be no other opportunities to view the site. Attendance of only one site visit is required. All attendees shall sign-in to be eligible for award. If you attended the first site visit, you do no need to attend the second site visit, as long as you signed-in to verify your attendance.

13. Can you provide the square footage or acreage breakdown of Bermuda grass versus St.

Augustine grass areas to be maintained within the contract scope?

ANSWER: Exact acreage is unknown. Approximately 14 acres inside fenced perimeter, but much covered by buildings and pavement.

14. Are there any specific certifications or licenses required for fertilizer application in Temple, TX that contractors must possess?

ANSWER: Texas Commission on Environmental Quality regulates required licensing for applicators.

15. What is the expected response time for special requests related to VIP visits or events that require schedule adjustments?

ANSWER: Usually at least 10 days advanced notice is available.

16. Will the government provide water access points for irrigation needs, or is the contractor expected to supply water when needed?

ANSWER: Irrigation needs not covered in this contract. No expectation that water would be needed by contractor.

17. Are there any height restrictions or specific requirements for mowing different areas of the facility (e.g., research plots vs. common areas)?

ANSWER: No, all general lawn. No requirements on research areas.

18. What is the current condition of the shrubs and hedges to be maintained? Are there any known diseased or damaged plants that will need special attention?

ANSWER: Shrubs in good condition, no diseased/damaged plants.

19. Does the government have specific requirements for the type of fertilizer to be used, or can the contractor recommend appropriate products?

ANSWER: Decision up to contractor. Special attention should be given to application around trees.

20. Are there any security clearance requirements for personnel working on site?

ANSWER: No. The work shall be performed outside and does not require access to buildings.

21. Will the government provide a secure storage area for contractor equipment, or should the contractor plan to remove all equipment after each service?

ANSWER: Contractor equipment will not be stored on site.

22. What is the expected timeline for transitioning from the incumbent contractor, should we be awarded the contract?

ANSWER: The current contract ends February 28, 2025 and the period of performance for this award will begin March 1, 2025.

23. During the site visit we were told the sprinklers aren’t working. My question is are we still responsible for spreading fertilizer twice a year?

ANSWER: Yes, preferably applying around an anticipated rain.

24. When is the expected date when the bid award will be issued and how will the awarded company be notified?

ANSWER: The government anticipates award by the end of January. The awardee will be notified directly via email.

25. Will background checks be required of the Contractor's employees?

ANSWER: No.

26. During the site visit today, a downed tree was observed; would removal of this tree be the responsibility of the Contractor? Or will USDA contract out this service separately?

ANSWER: No tree work is required as part of this contract.

27. Visual inspection of existing plant materials on the site visit showed that some vegetation appears to be stressed. Is the Contractor responsible for maintaining and/or improving the health of existing vegetation onsite?

ANSWER: No. We are aware of stress, especially to the Bermuda grass. We have plans to install an irrigation system in the future.

28. Please provide entire lot size.

ANSWER: Exact acreage is unknown. Approximately 14 acres inside fenced perimeter, but much covered by buildings and pavement.

29. Can we start as early as 7am during summer months?

ANSWER: No. Per the PWS, Section 3.0, “All services shall be completed Monday-Friday, 8:00 a .m.-5:50 p.m. (no weekends).”