Sorces Sought 36C24726Q0067.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* W.J.B DORN VA MEDICAL CENTER TREE REMOVAL SERVICE

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 29209-1639

SOLICITATION NUMBER* 36C24726Q0067

RESPONSE DATE/TIME/ZONE 10-15-2025 11;00 am EASTERN TIME, NEW YORK, USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* S208

NAICS CODE* 561730

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs W.J.B. Dorn VA Medical Center 6439 Garners Ferry Road Columbia SC 29209-1639

POINT OF CONTACT*

Contracting Officer Howard J. Montgomery howard.montgomery2@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veteran Affairs W.J.B. VA Medical Center 6439 Garners Ferry Road

Columbia SC

POSTAL CODE 29209

COUNTRY United States

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Howard

Montgomery

Contract Specialist

Department of Veterans Affairs

Regional Procurement Office East

Network Contracting Office 7

Columbia VAMC

6439 Garner Ferry Rd.

Columbia, SC. 29209

This is a SOURCES SOUGHT NOTICE only for the purpose of Market Research. Response to this notice will be used for information and planning purposes. THIS IS NOT A SOLICITATION FOR

QUOTES, and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE.

This RFI is issued only for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly.

IAW FAR 13, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this

RFI.

This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 561730 – Landscaping Services (Size Standard of $9.5 million). Responses to this sources-sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources-sought, a solicitation announcement may be published. Responses to this sources-sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veteran Affairs, VISN 7, is seeking information on qualified Services -Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses with the capability of providing landscaping services to remove 2 large trees, stump grinding, and pruning of 6 trees according to the Statement of Work.

Interested and capable respondents are requested to provide the following information:

1. Company Name

2. Company Address

3. Contract Number

4. Company Phone Number

5. Point of Contact Email

6. Point of Contact Phone Number

7. Unique Entity ID – SAM.GOV

8. Company Business Size (SDVOSB or VOSB)

9. Capability Statement

10. Product and Specs

Responses to this notice shall be submitted via email to: Howard Montgomery@

Howard.Montgomery2@va.gov. Telephone responses will not be accepted. Responses must be received no later than 10/20/2025 at 11:00 AM EST. All responses will be used as market research.

mailto:Howard.Montgomery2@va.gov

STATEMENT OF WORK

Tree Removal and Pruning

1. SCOPE OF WORK:

The contractor shall provide all labor, material, tools, and equipment for a one-time service for the removal of two (2) large trees, stump grinding, and pruning of six (6) trees, on behalf of the Columbia Healthcare System, WJB Dorn VA Medical Center located in Columbia, South Carolina. The contractor is responsible for removing and disposing of all debris.

The Department of Veterans Affairs, WJB Dorn VA Medical Center is anticipating awarding a firm-fixed price contract for services.

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

Several trees at WJB Dorn VA Medical Center have been identified as hazardous due to disease, age, storm damage, or proximity to critical infrastructure. Some trees have become structurally unsound, posing a significant risk to buildings, walkways, parking areas, and recreational spaces.

3. PERIOD OF PERFORMANCE:

Services shall start 3 business days after the award and completed within 45 days.

4. HOURS OF OPERATIONS: Tentative work hours are to be 7:00am to 4:00pm, Monday through Friday excluding holidays. Scheduling is required with designeed COR prior to beginning services.

Federal Holidays

New Year’s Day January 1st

Martin Luther King’s Birthday 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day Last Monday in May

Juneteenth June 19 th

Independence Day July 4th

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran’s Day November 11th

Thanksgiving Day 4th Thursday in November

Christmas Day December 25th

5. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209

6. PERFORMANCE REQUIREMENTS:

A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement, and written notification will be provided to the Contractor afterward.

1) Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

The Contractor shall provide a one-time service for the removal, stump grinding and the pruning of multiple trees in Patriots Park and in front of the Building 5. The Contractor shall furnish all labor, travel, equipment, supplies and materials; and supervision required for the removal of all trees, stump grinding and pruning.

1) Contractor will have commercial utilities marked prior to tree removals.

2) The government will ensure Patriots Park is closed, with no access to anyone while Contractors perform the tree services in that area.

3) Contractors will block off the appropriate area for tree services near Building 5 and within Patriots Park, where tree work is being performed.

4) Removal of one (1) marked large sweetgum tree near Building 22 in Patriots Park. This tree will require your crew to secure or close the walkways in this area for the safety of all the pedestrians. All debris cleaned up and hauled away and the stump cut at least three inches below the ground surface.

5) Removal of one (1) marked large Willow oak tree near the right front corner of Building 5 will require securing the area for pedestrian safety. All debris cleaned up and hauled away and the stump cut at least three inches below the ground surface.

6) The contractor will be responsible for the repair and/or replacement of any damaged utilities, including but not limited to electrical, fiberoptics, water lines, irrigation systems, power lines, invisible dog fences and conduit, that occur during the work.

7) The contractor will make every effort to protect the government’s property while performing all work.

8) Prune one (1) marked large Willow oak tree near the back right corner of Building 5, five

(5) marked oak trees and one (1) marked sweetgum tree in Patriots Park. The pruning will include removing dead branches that are two (2) inches in diameter and larger, removing or trimming branches from the roof to establish eight feet or more clearance and remove all debris from campus.

9) The contractor will be responsible for the repair and/or replacement of any turf, sod, flowers, shrubs, other trees and any other landscaping damaged during any work.

All work must be done according to industry standards and meet all requirements of Occupational Safety and Health Administration (OSHA), National Fire Protection Agency (NFPA), and Joint Commission on Accreditation of Healthcare Organizations (JCAHO).

The Contractor shall ensure that the area is clearly blocked off when commencement of work occurs so that no traffic of personnel disrupts the work.

CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with Engineering in Building 20 prior to performing and upon completion of all required service. This information is required to contact contractors in case of an emergency during regular hours.

SAFETY REQUIREMENTS:

Contractor shall ensure all tools and equipment are always secured.

• Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

• All debris must be removed from the campus upon completion of services each day.

All smoking shall be conducted at designated smoking areas.

7. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

✓ Invoice Number and Date

✓ Contractor’s Name and Address

✓ Accurate Purchase Order Number

✓ Supply or Service provided

✓ Period Supply or Service Provided

✓ Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;

Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

http://www.tungsten-network.com/us/en/ mailto:VA.Registration@Tungsten-Network.com http://vafsccshd@va.gov/ http://www.fsc.va.gov/EINVOICE.ASP

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974.

These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation . Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.