Questions and Answers 36C24726Q0362 4.22.26.docx

Questions and Answers 36C24726Q0362, Grounds Maintenance

1. The name of the current incumbent contractor, if applicable.

Answer: Not applicable. There is no incumbent contractor

2. The current contract number.

Answer: There is not a current contract for these services.

3. The total award amount and contract period of performance for the most recent award (including option years, if exercised).

Answer: There was no previous award for these services.

4. I would like to know the contract number and if the SOW requirements have changed for this new solicitation?

Answer: There is no contract number because this is a new requirement.

5. Is there storage for contractor on the property?

Answer: No.

6. Is there access to utilities, electrical, and water?

Answer: The government will provide water access. No electrical outlets will be made available.

7. Rest Rooms for our staff access?

Answer: Yes, access to restrooms is available.

8. Is there parking available for our employees?

Answer: There will be parking but parking will be tight due to all the projects going on here on the campus. After 0930 everything is pretty much full.

9. Site Layout / Map: Please provide a site map, aerial, or exhibit showing:

(a) The specific areas included in the approximately 23 acres of improved grounds

(b) Boundaries of included vs. excluded areas

(c) Locations of flower beds, hedges, and trees requiring pruning

(d) Sidewalks, curbs, and drives included for edging and blowing Answer: Below is the best available map, which shows the excluded zones. The map displays greenery for consideration but there is no direct marking of flower beds, hedges, and trees requiring pruning, sidewalks, curbs, and drives included for edging and blowing.

10. Quantity Breakouts: Please confirm or provide estimated quantities for:

(a) Mowable acreage by area type (open turf, tight trim areas, around buildings, slopes, etc.)

(b) Total square footage and number of flower beds

(c) Linear footage of hedges/shrubs

(d) Estimated number of trees requiring pruning

(e) Confirmation of edging quantities (sidewalks and curbs) Answer:

(a) 12 acre open area and 3 acres tight trim areas and 8 acres around buildings

(b) 40,000 sq/ft

(c) 1,500 feet

(d) 100

(e) 50,000 linear feet (sidewalks) 20,000 linear feet (curbs)

11. Flower Bed and Materials Scope

(a) Please confirm that mulch, gravel, and plant materials are Government-furnished.

Answer: Yes, all materials will be provided and made available here on station.

(b) Please clarify contractor responsibilities for delivery, staging, and installation of these materials.

Answer: Materials will be readily available for pickup and use here on station.

12. Service Expectations

(a) Please clarify whether weekly mowing is required regardless of growth/weather conditions or may be adjusted by the COR Answer: The PWS has been updated to clarify the mowing requirement. See the updated PWS following this Q&A.

(b) Please define the areas included in the “daily” leaf blowing requirement and whether this applies to all improved grounds or only specific zones Answer: The PWS has been updated to clarify the leaf blowing requirements. See the updated PWS following this Q&A.

13. Specifically, on Page 6, Section F, Subparagraph (i), the requirement states “raking and blowing leaves daily.” Can you please clarify the following:

(a) Does “daily” apply strictly to the December–January leaf season period?

Answer: The PWS has been updated to clarify the leaf blowing requirements. See the updated PWS following this Q&A.

(b) Is this requirement intended for Monday through Friday service days only, or does it include weekends?

Answer: Monday - Friday

(c) Is the expectation for continuous daily service regardless of leaf accumulation, or should this be interpreted as “as needed” based on site conditions?

Answer: The PWS has been updated to clarify the leaf blowing requirements. See the updated PWS following this Q&A.

14. Scope of Work & Technical Specifications

(a) Improved Land Delineation: The PWS mentions 97 total acres with approximately 23 acres of "improved land". Can the government provide a site map or CAD drawing clearly delineating the boundaries of these 23 acres versus the unimproved areas?

Answer: Below is the best available map, which shows the excluded zones. The map displays greenery for consideration but there is no direct marking pointing to improved lands.

(b) Flower Bed Detail: For the one acre of flower beds, what is the specific seasonal planting schedule expected by the government? Are there specific plant species or rotations required, or is the contractor responsible for the design?

Answer: Plants will be provided by the VA. Contractor is responsible to prepare the flower beds in early March, completed no later than March 13th. They are not required to prepare flower beds in October.

(c) Government-Supplied Materials: The PWS states the government will supply mulch and decorative gravel. Where on campus will these materials be staged, and is the contractor responsible for the equipment needed to transport these materials from the staging area to the beds?

Answer: Staging area is subject to change due to construction on campus, Contractor will be responsible for moving material if asked.

(d) Edging Complexity: The PWS estimates 50,000 feet of sidewalk edging and 20,000 feet of curb edging. Does this include the interior courtyard areas, or are those calculated separately?

Answer: Interior courtyard is included

(e) Tree Pruning Height: Pruning is required at least twice annually. Is there a specific vertical clearance height requirement for tree limbs overhanging sidewalks, parking spots, or emergency vehicle lanes (e.g., 8 feet or 14 feet)?

Answer: No specific clearances specified.

(f) Debris Disposal Capacity: The PWS permits disposal in an on-site yard debris dumpster. Is there a limit to the volume of debris the contractor can dispose of per week, or must the contractor provide off-site hauling if the dumpster reaches capacity during heavy pruning/leaf seasons?

Answer: Dumpster will be maintained by VA.

15. Logistics & Equipment

(a) Equipment Storage Prohibitions: The PWS states "no on-site storage area is available for use". Does this also prohibit the parking of a locked trailer on campus overnight, or must all equipment be hauled off-site at the end of every workday?

Answer: All equipment must be hauled off-site at the end of every workday

(b) Fueling Operations: Given the smoke-free campus policy , are there specific designated areas where the fueling of gas-powered equipment is permitted, or must all refueling occur off-campus?

Answer: Fueling is permitted on campus

(c) Work Hour Flexibility: Tentative hours are 0700-1600, Monday through Friday. In the event of weather-related delays or for high-traffic areas (like the Emergency Room entrance), will the government allow for weekend or early morning/late evening work to maintain the "well-manicured" standard?

Answer: Weekends will not be available, earlier start times Monday through Friday are acceptable 0600-1530.

16. Performance & Quality Control

(a) AQL Deficiency Definition: The Acceptable Quality Level (AQL) allows for a specific number of "deficiencies" per month (e.g., 3 for grass, 4 for flower beds). How does the government define a single deficiency? (e.g., Is one missed patch of grass one deficiency, or is the entire 23-acre area considered one deficiency?)

Answer: A missed flowerbed is a deficiency as is a missed mowing zone

(b) Sod Replacement Responsibility: The AQL states "Sod is healthy... and does not need to be replaced". Is the contractor responsible for the cost of sod replacement due to natural causes (e.g., drought, disease, or pests), or only if the sod dies due to contractor negligence?

Answer: Contractors are responsible for paying for any sod that dies due to their negligence. Contractors may be asked to assist in laying sod.

(c) Soil Amendment Specifics: The contractor is responsible for "amending the soil" for seasonal planting. Does the government provide the soil amendments (fertilizers, lime, topsoil), or is the contractor expected to include these materials in their base price?

Answer: These materials will be made available on station here at the VA.

17. Administrative & Pricing

(a) Invoicing Arrears: Invoices are submitted monthly in arrears. Does the government require a breakdown of work performed by CLIN or by specific campus zones to be attached to each invoice for verification?

Answer: Invoices should be broken down by line-item number (there is only line item number for each period of performance). An attachment of the services provided with the dates must be provided for verification.

(b) Option Year Adjustments: Given the 5-year duration (Base + 4 Options) , how will the government handle potential Department of Labor Wage Determination updates that occur during the period of performance?

Answer: Updates will be handled in accordance with FAR 52.222-43.

(c) Security & Vetting: The PWS mentions checking in with Engineering. Are there additional PIV badge or background check requirements for contractor personnel who will be on-site daily for five years?

Answer: No. PIV’s will not be issued.

(d) Incumbent and prior contract context: Is there a current or recent incumbent performing this requirement, and if so, what is the incumbent name, contract number and / or award amount? If there's an Incumbent, has there been any significant "Change in Scope" or increase in the numbers between the incumbent's award solicitation and this 2026 solicitation?

Answer: There is no incumbent. This is a new requirement.

*See updated PWS on the following page. Text in red font indicates changes to the original PWS.

PERFORMANCE WORK STATEMENT

(PWS)

Grounds Maintenance

1. BACKGROUND:

The William Jennings Bryan (WJB) Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. The campus is 97 acres total. The facility requires contractor services to maintain approximately 23 acres of improved land grounds and landscaping across the campus.

2. SCOPE OF WORK:

The contractor shall provide all labor, travel, supervision, equipment, supplies, materials, tools, and other items necessary to perform routine grounds maintenance at WJB Dorn VAMC campus grounds as described herein.

3. PERIOD OF PERFORMANCE:

a. This procurement is for a Base Year with four, 1-year option periods effective from the date of contract award.

b. Tentative work hours are 7:00am to 4:00pm, Monday through Friday, excluding federally observed holidays. Federal Holidays (federally observed holiday may differ from dates listed below):

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 19th 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 25

4. PLACE OF PERFORMANCE:

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

5. PERFORMANCE REQUIREMENTS:

a. Scheduling: The contractor shall submit work performance schedule to the designated Contracting Officer Representative (COR) or Alternate Contracting Officer Representative (ACOR) prior to the performance of the services.

b. Contractor equipment: All equipment will be supplied and stored by the contractor. No on-site storage area is available for use. All equipment will be gas powered or battery operated. No electrical outlets will be made available.

c. During the 10-month growing season of February through November: The contractor shall maintain approximately 23 acres of improved land with the below services:

i. Grass cutting to be done weekly to maintain a height of no lower than three (3) inches; and no higher than four (4) inches. The height is a guideline for a neat and professional appearance. All improved grounds shall look well-manicured at all times. The weekly grass cutting may be adjusted by the government due to growth or weather conditions.

ii. Edging of all curbs, sidewalks, driveways, or other concrete or asphalt edges to be done every other mowing. Edging includes removal of vegetation from cracks in sidewalks, driveways, and curbs within .5 inches of the edged surface and a depth of 2.0 inches. Estimated distance of sidewalk edging is 50,000 feet, plus another 20,000 feet of curbs.

iii. Trimming/weed eating of grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, boulders, and other fixed obstacles. Trimming height should match the surrounding area grass heights. All areas should be trimmed concurrent with mowing. Extreme care should be taken when trimming and blowing around vehicles and windows.

iv. Grass clippings shall be removed or mulched when visible after mowing.

v. Leaf and Debri Removal. During the fall months, fallen leaves and natural debris (tree limbs, dry brush, etc.) shall be removed weekly. At other times, leaves shall be removed as necessary to avoid leaf accumulation and maintain a clean manicured appearance.

d. Flower beds: Approximately one total acre throughout the campus, will be completed no later than March 13th:

i. Amending the soil and preparing the gardens for seasonal planting.

ii. Spreading government supplied mulch by top-dress and replenish as needed to maintain visual aesthetics.

iii. Spreading government supplied decorative landscape gravel by top-dress and replenish as needed to maintain visual aesthetics.

e. Pruning: Pruning of tree limbs to keep the trees shaped to industry standards and at least two (2) feet from buildings, at a minimum of twice annually; once in the spring (Mar-May), and once in the fall (Aug-Oct).

i. 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 to be performed.

ii. All limbs, leaves, and hedge trimmings will be disposed of in the on-site yard debris dumpster.

f. During the remaining two (2) months of ‘off-season’ (Dec and Jan): The contractor shall perform general grounds maintenance to include:

i. Leaf and Debri Removal. During the fall months, fallen leaves and natural debris (tree limbs, dry brush, etc.) shall be removed weekly. At other times leaves shall be removed as necessary.

ii. Trimming hedges once per month.

iii. All limbs, leaves, and hedge trimmings will be disposed of in the on-site yard debris dumpster.

g. All improved grounds shall look well manicured at all times.

h. Damages: Any damage done by the contractor to any government property will be at the expense of the contractor either through payment or repair. Repairs made by the contractor will be of equal value, look, and durability to the damaged item. If the contractor cannot repair it as such, an estimate will be obtained by the government, and a Bill of Collection will be issued to the contractor. Damages include, but are not limited to sod, trees, shrubs, any cement (sidewalks, curbs, etc), buildings, fencing, and signs. Damage to trees and shrubs from trimming shall be repaired by the contractor. If a plant should die or become unhealthy due to damage while trimming, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days of noticed damage.

6. CHECK-IN REQUIREMENTS: Contractor and all Contractor’s Service Personnel shall check in and out with Engineering in Building 8 prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours.

7. SAFETY REQUIREMENTS:

a. Tools and equipment: Contractor shall ensure all tools and equipment are always secured to avoid injury to personnel or damage to property. 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.

b. Protective Gear: Contractors will wear appropriate personal protective equipment when using equipment or tools (safety-toed boots; goggles; ear protection; gloves; etc).

c. The Dorn VA campus is a smoke free campus.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

a. 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:

b. 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.

c. 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.

d. 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.

e. 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.

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

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

h. 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.

i. 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.].

j. 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.

9. PERFORMANCE STANDARDS

a. The Government will perform surveillance to determine if the Contractor meets, exceeds, or does not meet the performance requirements. The performance requirements are the thresholds of minimum acceptable quality levels (AQL) of service required for satisfactory performance.

b. Performance Standards Summary

Maintain Grass on Improved Grounds

Deficiencies shall not exceed 3 per month

Maintain Fallen Leaves

c. Methods of Surveillance. The COR/ACOR shall use the surveillance methods listed below.

· Direct Observation: The COR/ACOR may conduct daily, weekly, and random inspections of performance areas to ensure compliance with standards.

d. Performance Level: The COR/ACOR will document all performance surveillance activity to support the Contractor’s evaluation in the Contractor Performance Assessment Reporting System (CPARS) and to help determine whether continued use of the contract is in the best interest of the Government.

· Acceptable Performance: Performance that meets the minimum AQLs is determined satisfactory.

· Unacceptable Performance Process: When the contractor's performance is unacceptable, the COR or ACOR will notify the contractor in writing. If circumstances require immediate action, the COR may communicate verbally.

When written notification is needed, the COR will prepare a Contract Discrepancy Report (CDR). The CDR will be given to the contractor's designated point of contact, who must acknowledge receipt in writing. The CDR will specify whether the contractor must develop a corrective action plan, explaining how they will fix the issue and prevent it from happening again. It will also specify the deadline for the contractor to submit this plan to the COR. Repeated issues or problems that significantly threaten contract performance or government operations may lead to contract termination, as outlined in the contract terms.

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