36C24226Q0087 0001.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

Department of Veterans Affairs Bath VA Medical Center 76 Veterans Avenue Bath NY 14810

POINT OF CONTACT*

Contract Specialist Julie Monagan Barnard julie.monaganbarnard@va.gov 607-590-1325

PLACE OF PERFORMANCE

VA Finger Lakes Healthcare System

Bath VA Medical Center

76 Veterans Avenue

Bath NY

ADDITIONAL INFORMATION

DESCRIPTION

Bath VA Medical Center Snow Removal Solicitation 36C24226Q0087 Amendment 0001 Questions and Answers:

1. Will there be a site visit?

No. We do not have time to allow for a site visit. The solicitation timeframe is limited to two (2) weeks to allow us to put the services in place as soon as possible due the impending snow season. Please use the attached site maps to prepare your offer.

2. The 300 tons that will be delivered onsite is for us the contractor to use exclusively or will the VA roads & grounds crew also be drawing from that pile?

There may be a time when salt is needed in an emergency for steps, at that time we may draw a small amount for the steps, but otherwise we will not be using the salt provided by the contractor.

3. Is there a covered storage facility on post for us to house the salt?

Yes, there is a garage, building 4, that salt will be stored in.

4. What’s the capacity of that storage facility?

Approximately 1.5 tri-axles of salt.

5. Or will we be responsible to erect a temporary facility?

Temporary facility is not necessary.

6. Where is the current storage facility located or if we are to provide one, where would it be located?

At the back of campus, building 4. Right near where all equipment would be parked.

7. Trigger for snow removal is 2”, how about ice accumulation removal/ salt application if it doesn’t snow?

If there is any ice, it will need to be addressed promptly.

8. Are clearing of hydrants a requirement of this contract and If so how many are there and where are they located on the map?

Yes, hydrants will need to be cleared. Please see attached map of where the hydrants are located.

9. I see that service rates are being utilized, so no cert. payrolls are required correct?

Correct, certified payrolls are not required for this requirement. However, under the Service Contract Labor Standards, contractors must still comply with several important recordkeeping and reporting requirements, such as:

1. **Maintaining Accurate Payroll Records:** Contractors must keep proper payroll records for each employee, detailing their name, address, social security number, work classification, rate of pay, hours worked, and the amount of wages and fringe benefits paid.

2. **Inspection of Records:** These payroll records must be available for inspection by authorized representatives of the contracting agency or the Department of Labor.

3. **Posting Requirements:** Contractors must display the "Employee Rights on Government Contracts" poster in a prominent and accessible place at the worksite, which outlines the SCA wage and fringe benefit requirements.

10. We are removing snow from the highlighted blue & green sections on the map, correct?

Yes. Snow and ice are to be removed from all the roadways/sidewalks and stairs.

11. Are all the highlighted blue/ green sections on hard surfaces, i.e. concrete & asphalt or are there also emergency paths that must be cleared in grass areas? If so, can we be provided with those grass areas on the map?

There are no emergency paths in the grass.

12. Is power available at the salt storage location to plug equipment in?

Yes, there is power available.

13. Is there a heated area to store snow blowers/ hand equipment in?

These can be stored in the salt barn out of the elements. It is heated enough to avoid the buildings contents to freeze.

14. Will we have sufficient area to store our snow removal equipment? i.e., pickup trucks/ salter truck/ trailers/ loader etc….

Yes, behind building 108 we have a space cleared for equipment.

15. According to solicitation snow removal is to take place during normal working hours, does that mean that nights/ weekends/ holidays will NOT be a requirement of this contract? i.e., is this a 24/7 contract?

This is a 24/7 contract:

Per the solicitation Performance Work Statement pg 5, section 3 General Requirements, second point:

· “All work must be performed during regular business hours unless approved by the COR (Contracting Officer’s Representative).”

To clarify the above, the COR is requiring that any snow removal initiated or completed outside of regular business hours must be communicated with the COR. It is not indicating that there will be no work performed after regular business hours.

Per the solicitation Performance Work Statement pg 6, section 4 Specifications:

· “Contractor must provide snow removal and de-icing services for all roadways, sidewalks, and stairways throughout the Bath VAMC campus. The contractor POC must be available on a 24-hour basis after-hours, weekends and Federal Holidays. The contractor is to provide phone numbers for emergency/after-hour situations. Contractor POC must respond within one (1) hour initial contact. In emergency situations, Contractor must keep the COR fully informed of the situation and action taken to address the situation.”

16. According to solicitation the POP runs from 12/1/25 – 3/31/26 but the bid unit of measure is 4-1/2 months, should UOM for items 0001 & 0002 be 4 months?

Provide a quote for 4 months – December, January, February and March. We were hoping to get a contract in place a few weeks before 12/01/25, but that is unrealistic.

17. Do you allow staking in the premises?

Yes, we allow staking on the premises.

18. Do you allow vehicle staging on post?

Yes, behind building 108 there is space for vehicle staging.

19. Is there a threshold of snow quantity for pricing? I.e., if there is a snow event with over 6 inches of snow, do you consider that a double plow? or does it remain in the firm fixed price amount outlined in the PWS?

It will remain the firm fixed price outlined in the PWS.

20. Are there any limitations on subcontracting?

Yes, please see clauses 852.219-73 VA Notice of Total Set-Aside for Certified Service-Disabled Veteran Owned Small Businesses and 852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction in the solicitation listed on Pg 29 under C.2 Clauses Incorporated by Reference (Feb 1998). I have attached 852.219-75 in full text to this amendment for your convenience for vendor fill in.

21. Under Factor 2- Experience, the solicitation states "Offeror must demonstrate experience in the field of snow removal and de-icing, or any other aspect of the subject requirement identified in the Performance Work Statement at B.2." It then states, "Offeror shall provide at least three (3) references of entities for whom the offeror has provided services commensurate with those outlined in the Performance Work Statement" and includes the information required for each reference. Can the Government please confirm no narrative or explanation of past performance is required for Factor 2 and the offeror should only include the listed reference information?

Correct, no narrative or explanation of past performance is required for Factor 2. Please provide the references as described above. If we contact your company’s references, they can provide us with a narrative or explanation of what services your company provided them.

22. Can the Government please confirm that the statement, under Factor 2- Experience, "The offeror shall not submit performance data for this factor" means the offeror is not to submit PPQs/CPARs?

The offeror is not to submit PPQs or CPARS on their own behalf. We shall get that information from a 3rd party, whether it be CPARS or from your references, etc.

23. Can the Government please clarify whether past experience for Factor 2- Experience must be from the offeror acting as prime contractor or if the offeror's relevant experience as a subcontractor will be accepted?

Yes, the experience must be from the offeror acting as the prime contractor. The subcontractor’s experience may be submitted additionally, but not to the exclusion of the prime contractor’s experience. The reason we will not accept only the relevant experience and past performance of a subcontractor without also receiving the past performance of the offeror as the prime contractor, is that the prime contractor is the company that the Government is doing business with/contracting with.

If your company has worked as a subcontractor previously, but in this case wishes to provide an offer as a prime contractor, then the relevant experience of your company will be accepted.

24. Can the Government please clarify whether we can use our subcontractor's past performance under Factor 2- Experience?

If your company is quoting as the prime contractor, we need to evaluate your experience. If your company plans to use subcontractors, we need to know how your company plans to use subcontractors and for what amount of work. In the case of using subcontractors, their experience can be evaluated as well.

25. Can the Government please explain what "Dates of candidate employment with reference entity" means? Is the offeror the candidate? It is listed as required reference information under Factor 2- Experience.

The candidate is the offeror. What are the dates that the offeror provided the relevant service to the reference company/entity?

852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction.

As prescribed in 819.7011(b), insert the following clause:

VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (NOV 2022)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that -

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) X Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) □ General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) □ Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:

Printed Title of Signee:

Signature:

Date:

Company Name and Address:

(End of clause)

This amendment 0001 is issued to address vendor questions, add the full text of clause 852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction, and to add the fire hydrant site plan.

The response due date and time has not changed and remains 3:00PM EST on November 20th, 2025.

Official quotes must be submitted electronically to julie.monaganbarnard@va.gov.

This solicitation is a 100% set aside for SDVOSBs.

System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

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