1305M326Q0397_Q_A_08142026_0001.docx
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- Attached to
- LANDSCAPE SERVICES AT NWS WFO IN GREEN BAY, WI
- Solicitation number
- 1305M326Q0397
About this file
This is a Questions and Answers document for Solicitation 1305M326Q0397, a Request for Quotation (RFQ) for landscape services at the National Weather Service (NWS) Weather Forecast Office in Green Bay, Wisconsin, issued by the National Oceanic and Atmospheric Administration (NOAA). The document clarifies key solicitation details and addresses 33 questions submitted by potential offerors. The estimated procurement value is $18,000.00 to $22,000.00 for the combined base year and one option year, with the base year running from the date of award through October 31, 2026, and the option year covering November 1, 2026, through March 31, 2027. This is a small business set-aside (NAICS 561730, $9.5M size standard) with award anticipated as a low-priced, technically acceptable single-firm fixed-price purchase order on an all-or-none basis with Net 30 payment terms.
The Q&A clarifies that the sole place of performance is Green Bay, Wisconsin; that landscape bed edging (approximately 293 linear feet) requires identification during site visits; that no current landscape inventory or irrigation system maps are available; and that approximately 1,100 square feet of landscape beds and rock beds exist. Key operational requirements include designating an on-site Site Manager available weekdays 8:00 AM to 3:00 PM with 30-minute response capability, with approval to use qualified subcontractor employees in this role. Personnel may commence work under interim favorable fitness/suitability determinations while full NACI background checks are processed. Contractors must remove all equipment daily, complete approximately 10 trees of larger size pruning during the initial period, and determine their own mowing frequency to maintain required visual appearance. The Government does not anticipate tree removals and reserves final authority over all work outside the Statement of Work scope. On-site inspections are available to assess deferred maintenance needs and property conditions.
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LANDSCAPE SERVICES AT NWS – GREEN BAY, WI
1305M326Q0397
QUESTIONS AND ANSWERS
| Q1. | Section (i) of the solicitation text explicitly states that "Solicitation number 1305M326Q0397 is issued as a request for quotation (RFQ), for landscape services for the NWS WFO in Dodge City, KS." However, the solicitation title, standard form SF-18, and SOW consistently refer to the place of performance as the NWS WFO in Green Bay, WI. Could the Government please confirm that the correct and only place of performance under this RFQ is Green Bay, WI? |
| A1. | Solicitation 1305M326Q0397 is for the NWS in Green Bay, WI. |
| Q2. | Section 6 (Instructions to Offerors) states that the total estimated price range for this procurement is "$18,00.00-$22,000.00." Could the Government please clarify whether the lower limit contains a typo and is intended to represent $18,000.00? |
| A2. | The lower range is $18,000.00. |
| Q3. | SOW Section 5 mandates that the contractor must designate a Site Manager who is available weekdays between 8:00 AM and 3:00 PM and able to physically respond to the facility within 30 minutes. Since our corporate administration operates remotely, will the Government permit us to formally designate a qualified on-site employee of our local subcontractor to act as the "Site Manager" and satisfy this 30-minute physical response requirement on behalf of the Prime Contractor? |
| A3. | Yes, having an employee of the subcontractor who is designated as the Site Manager is acceptable. |
| Q4. | SOW Section 11 requires the Contractor to perform all catch-up landscaping and groundskeeping services (which have been backlogged since April 2026) within two (2) weeks of the contract start date. However, because the contract period exceeds 180 days, CAR 1352.237-71 requires all on-site personnel to undergo a National Agency Check and Inquiries (NACI) background check prior to commencing work on federal premises. Because the full NACI process historically takes several weeks to process, will the Government authorize our personnel to commence the urgent on-site catch-up work under an interim favorable fitness/suitability determination (such as a fingerprint/SAC check clearance) while the full NACI is pending? |
| A4. | The Government will allow personnel to begin work under an interim favorable fitness or suitability determination while the final NACI is being processed. |
| Q5. | Who is the incumbent? If there is an incumbent, could you please provide us with the Purchase Order number and the total value? |
| A5. | There was not a previous contract for these services in recent years. This is now going to be done under an award. A Statement of Work has been created to cover all grounds maintenance that should be addressed under it. |
| Q6. | The solicitation references both one option year and multiple option years in different sections. Can the Government confirm the total contract period (Base Year plus number of Option Years)? |
| A6. | There will be a base period and one option year. |
| Q7: | Can the Government confirm whether the estimated procurement value of approximately $18,000–$22,000 applies to the Base Year only or to the total evaluated contract? |
| A7: | This is the estimated value for the base and option year combined. |
Q8: Can the Government provide the total maintained acreage broken down by:
· Turf areas
· Native grass areas
· Landscape beds, Rock beds 1100 sq ft.
· Gravel areas A8: While the Government lacks an exact breakdown for all categories, it can provide the following estimates:
· Turf areas: Unknown
· Native grass areas: Unknown
· Landscape beds, Rock beds: Approximately 1,100 sq ft.
· Gravel areas: Unknown An on-site inspection is the most effective method for verification.
Q9: Is there a current landscape inventory identifying:
· Trees
· Shrubs
· Perennials
· Ground cover
· Irrigation zones A9: There is no current landscape inventory available.
| Q10: | Can the Government provide an irrigation system map and controller information? |
| A10: | Unknown |
| Q11: | Are there any known irrigation deficiencies that the contractor should be aware of? |
| A11: | Unknown |
Q12: The Statement of Work indicates that deferred maintenance must be completed shortly after award. Can the Government provide additional information regarding the expected extent of the following:
· Landscape bed restoration
· Weed removal
· Shrub pruning
· Tree pruning
· Fertilization
· Debris removal
· Mulch replacement (if required) A12: The Government does not have a precise line-item inventory of deferred maintenance items. Offerors must base their proposal on restoring all existing grounds, beds, and trees to the contract performance standards set forth in SOW.
Q13: Can the Government identify the exact location of the approximately 293 linear feet of landscape edging that is to be replaced?
A13: The location of current and required edging may be identified during the scheduled site visit.
Q14: Does the Government have photographs or previous inspection reports identifying the areas requiring restoration?
A14: An on-site inspection is the most effective method for verification.
Q15: Is there an expected mowing frequency, or is the contractor responsible for determining the schedule necessary to maintain the required appearance?
A15: The schedule necessary to achieve and maintain the required visual appearance is to be determined by the contractor.
| Q16: | Are there any restrictions regarding mowing around weather monitoring equipment or other sensitive infrastructure? |
| A16: | Access restrictions are limited to the fenced enclosure, which remains exclusively accessible to NWS personnel. |
| Q17: | Can herbicides be used for weed control in all landscape areas, or are there restricted locations? |
| A17: | No Restrictions |
Q18: Is mulch replacement included within the contract scope? If so, what type of mulch is required and approximately how many cubic yards are anticipated?
A18: Mulch application is not required under this contract; all existing landscape beds are comprised of rock.
| Q19: | Can the Government estimate the number of trees requiring pruning during the initial contract period? |
| A19: | The initial contract period requires pruning for approximately 10 trees of a larger size. |
| Q20: | Are there any trees designated as protected or requiring approval before pruning? |
| A20: | No |
| Q21: | Does the Government anticipate any tree removals during the contract period? |
| A21: | The Government does not anticipate any tree removals. Should the contractor identify hazardous or diseased trees previously unknown to the Government, they must notify the MIC or their designee. Removal of trees is not authorized under the scope of this contract. |
| Q22: | Are there preferred fertilizer products or nutrient requirements? |
| A22: | Please see the Statement of Work and the Solicitation, including the clauses and provisions, that are applicable to biobased and sustainable products. |
| Q23: | Can the Government provide soil testing information, if available? |
| A23: | No testing has been performed at this time. |
| Q24: | Is contractor equipment permitted to remain onsite overnight? |
| A24: | The Government does not maintain secured storage facilities for third-party assets; therefore, all contractor equipment must be removed from the premises daily upon the conclusion of work. |
| Q25: | Is there a designated staging area for equipment and materials? |
| A25: | Specific logistics regarding staging locations will be addressed with interested parties during the scheduled site visit. |
| Q26: | Are there any access restrictions during severe weather operations? |
| A26: | There may be access restrictions, when necessary. See NOAA Acquisition Manual 1330-52.237-72 Contractor Access to NOAA Facilities (Sept 2017) in the solicitation. |
| Q27: | Is there a preferred format for the required service reports? |
| A27: | A Sample Service Report was provided at the end of the Statement of Work. |
| Q28: | Are photographs required with each monthly report? |
| A28: | Photographs are not a requirement; the Government will perform visual inspections to verify that services rendered align with the monthly report. |
| Q29: | Does the Government utilize an electronic reporting platform? |
| A29: | Please see NOAA Acquisition Manual 1330-52.232-71 Electronic Submission of Payment Requests (Feb 2023) in the solicitation. |
| Q30: | Should pricing include all anticipated restoration work during the initial contract period, or does the Government intend to issue separate work orders for extraordinary maintenance items? |
| A30: | Pricing should include restoration work that is expected, as listed in the solicitation and Statement of Work. |
| Q31: | Will additional work outside the Statement of Work be issued through contract modifications? |
| A31: | No additional work outside of the Statement of Work is currently expected. No work is to be performed that is outside of the Statement of Work without approval. In the rare instance where additional work might be required, it will most likely be handled on a separate award or via other payment methods, and again, only with NOAA approval prior to the work being done. |
| Q32: | May offerors submit subcontractor experience and past performance as part of their technical proposal? |
| A32: | Yes, the Government permits offerors to include the past performance and relevant experience of subcontractors within their technical proposals. |
Q33: During the site visit, will contractors have access to all landscaped areas, irrigation controls, and utility information necessary to prepare an accurate proposal?
A33: Yes
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