36C24926Q0196.docx

SUBJECT*

Landscaping, Ice and Snow Removal

GENERAL INFORMATION

Network Contracting Office 9 Diane Ziegler 1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Diane Ziegler diane.ziegler@va.gov diane.ziegler@va.gov 615-225-6479

PLACE OF PERFORMANCE

800 Zorn Ave.

Louisville KY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

(i) This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued.

This acquisition is a 100% Total Set- Aside for Service Disable Veteran Owned Small Business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

Solicitation number 36C24926Q0196 is issued as a request for quotation (RFQ) for Landscaping, Ice and Snow Removal Services.

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(ii)

PRICE/COST SCHEDULE

ITEM INFORMATION

Landscaping, Ice and Snow Removal Services Contract Period: One POP Begin: 07-01-2026 POP End: 06-30-2027 PRINCIPAL NAICS CODE: 561730 - Landscaping Services PRODUCT/SERVICE CODE: S208 - Housekeeping- Landscaping/Groundskeeping

LOCAL STOCK NUMBER: N/A

Landscaping, Ice and Snow Removal Services Contract Period: Two POP Begin: 07-01-2027 POP End: 06-30-2028 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

Landscaping, Ice and Snow Removal Services Contract Period: Three POP Begin: 07-01-2028 POP End: 06-30-2029 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

(iii)

STATEMENT OF WORK (SOW)

Landscaping, Ice and Snow Removal Services Robley Rex Veterans Affairs (VA) Medical Center Louisville, Kentucky

1. DESCRIPTION

1.1. Establish the requirements to provide landscaping and snow removal services at the Robley Rex VA Medical Center located at 800 Zorn Ave, Louisville, KY 40206. The contractor shall provide all labor, supervision, equipment, tools, materials, insurance, and transportation necessary to perform landscaping and snow removal services on all designated driveways, parking lots, sidewalks, entrances and ensure safety and accessibility during each service. The Contractor shall assume full responsibility for compliance with all Federal, State, City and County laws, rules, and regulations. VA Security requirements apply.

2. SCOPE OF WORK

2.1. Landscaping Services: The contractor shall perform landscaping services on all designated areas identified and provided in the Landscaping Improvement Key Plan. Services include:

2.1.1. Completing a site survey with the Contracting Officer Representative (COR) and/or alternate CORs prior to commencement of services.

2.1.2. Plant and bush beds shall be fertilized, edged, and mulched.

2.1.3. Weeds shall be removed or eradicated without damaging other plants.

2.1.4. Hedges, shrubs, and small trees shall be trimmed and pruned to maintain natural growth, ensuring clearance from buildings.

2.1.5. Herbicide spraying (all-season weed killers) for weed control shall occur at least four (4) times per option period, with applications of thirty (30) days apart.

2.2. Ice and Snow Removal: The contractor shall perform Ice and Snow removal and maintenance on all designated areas identified and provided in the Ice and Snow Removal Plan. Services include:

2.2.1. Completing a site survey with the COR and/or alternate CORs prior to commencement of services.

2.2.2. Preparation of the site prior to inclement winter weather conditions or as requested by the COR and/or alternate CORs.

2.2.3. Plowing, shoveling, blowing, etc., non-destructive methods to remove Ice and Snow accumulation. Operations shall continue to maintain clear and safe surfaces.

2.2.4. Application and re-application (as necessary to maintain performance standards) of dissolvable de-icing and anti-icing materials.

2.2.5. Relocation or hauling of snow to locations on-site approved by the COR or alternate CORs.

2.2.6. Operations shall not interfere with normal hospital operations, such as parking, police activities, ambulance pick-up/drop-off, valet, etc. Contractor shall coordinate with the COR and/or alternate CORs.

2.2.7. Periodic monitoring of required locations after a snowfall.

3. APPLICABLE LAWS, RULES, REGULATIONS, ETC.

3.1. The contractor shall comply with all applicable laws, rules, regulations, etc., such as:

3.1.1. Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA) regulations, and Kentucky regulations

3.1.2. VA Medical Center policies and directives

4. SAFETY AND HEALTH REQUIREMENTS

4.1. Contractor’s personnel shall provide and wear appropriate Personal Protective Equipment (PPE) at all times.

4.2. Equipment shall be operated safely and with caution around patients, staff, and vehicles.

4.3. All hazardous conditions shall be reported immediately to the COR or alternate CORs.

5. HOURS OF OPERATION

5.1. The Contractor shall provide landscaping and snow removal services 24 hours per day, 7 days per week, including after normal business hours, weekends, and federal holidays.

5.2. Accumulation levels defining the hours of operation will determined solely by the COR or alternate CORs.

6. AREAS OF SERVICE

6.1. Landscaping Services: The Contractor shall service all areas identified in the Landscaping Improvement Key Plan (see Attachments A), parking lots and edges of parking lots.

6.1.1. Hedges

6.1.2. Shrubs

6.1.3. Sidewalks

6.1.4. Small trees within 5 feet of buildings

6.1.5. Building perimeters

6.2. Ice and Snow Removal: The Contractor shall service all areas identified in the Ice and Snow Removal Plan (see Attachment B), including operational and critical areas:

6.2.1. Loading docks

6.2.2. Ambulance pick-up and drop-off zones

6.2.3. Valet pick-up and drop-off zones

6.2.4. Supply areas

6.2.5. Electrical switchgear areas

6.2.6. Generators

7. PERFORMANCE REQUIREMENTS

7.1. Landscaping Services: The Contractor’s performance shall comply with the American Society of Landscape Architect’s standards. Enhancing plant beauty and health without allowing contact with buildings, hedges are maintained to their natural mature height and shape. These services apply only to outdoor planting, not inside planting.

7.1.1. Ensure all vegetation is cleared from building structures within five (5) feet.

7.1.2. Trees should be pruned to maintain limbs at a height of eight (8) feet above sidewalks and thirteen (13) feet above streets, drives, and public ways.

7.1.3. Annually fertilize, weed guard and mulch plant/bush beds.

7.1.4. Remove or eradicate all weeds manually, mechanically, or chemically ensuring no damage to healthy plants, shrubs, or grass.

7.1.5. Contractor shall remove any dead plantings in the bedding and planted areas, replace and maintain them with plants supplied by others.

7.1.6. Contractor shall plant and maintain fifty (50) eight (8) inch in pots and planters around the site annually, plants supplied by others.

7.1.7. Contractor shall spray herbicide for weed control along all sidewalks, in and around parking lot edges, and building perimeters.

7.2. Ice and Snow Removal: The contractor shall provide a 24-hour contact number and service calls shall be responded to within one (1) hour. Removal shall begin within two (2) hours after the initial service call. The contractor and its personnel shall base the services performed as stated in the following requirements:

7.2.1. When snowfall is announced by local authorities or the National Oceanic and Atmospheric Administration (NOAA), the Contractor and its personnel shall pretreat all roadways, parking lots, walkways, sidewalks, exterior steps and landings.

7.2.2. If a snowfall is estimated to start during normal business hours, pre-treat two (2) hours prior to the start of normal business to treat as much surface area as possible to reduce effects during the day of the snowfall. If a snowfall is estimated to begin outside of normal business hours, pretreat two (2) hours prior to the estimated start of the snowfall. If unclear on the estimated start of the snowfall, contact the COR or alternate COR(s) to determine the estimated start time.

7.2.3. During the snowfall, the Contractor and its personnel shall not allow more than one-half (½) inch of accumulation on primary roadways and primary parking lots at any time. However, for secondary roadways and secondary parking lots accumulation may be permitted up to one (1) inch while the focus remains on primary roadways and parking lots.

7.2.4. During the snowfall, the Contractor and its personnel shall not allow more than one-half (½) inch of accumulation on primary walkways, sidewalks, exterior steps, and landings at any time. However, for secondary walkways, sidewalks, exterior steps, and landings accumulation may be permitted up to one (1) inch while the focus remains on primary walkways, sidewalks, exterior steps, and landings.

7.2.5. After the snowfall, the Contractor and its personnel shall maintain all roadways, parking lots, walkways, sidewalks, exterior steps, and landings visible with no ice build-up within two (2) hours after the last accumulation.

7.2.6. The Contractor and its personnel shall monitor the weather and surface conditions periodically every two (2) hours up to twenty-four (24) hours after the last accumulation of snow or ice to maintain clear and safe surfaces.

7.2.7. After the snowfall, the Contractor and its personnel shall verify that all surfaces are visible with no snow or ice build-up within one (1) hour after the last accumulation.

8. EQUIPMENT AND MATERIALS

8.1. The equipment and materials shall be appropriate for use in required areas and will not damage VA property, roadways, storm drains and inlets, sidewalks, landscaping, buildings, the environment, wildlife, etc.

8.2. There is no government owned property provided to this requirement and no space will be provided for storage of equipment or materials. The equipment and materials shall be removed from VA premises after each snowfall. This removal should be conducted in a manner that does not disrupt normal business hours, particularly during morning and afternoon traffic.

8.3. The contractor is responsible for all repair or replacement costs resulting from property damage caused by contractor operations.

9. ENVIRONMENTAL CONSIDERATIONS

9.1. The contractor shall utilize non-corrosive ice melt materials. (acetate - based deicers). The COR will review submitted materials to ensure compliance, approval or reject use.

9.1.1. Calcium – magnesium

9.1.2. Organic (carbon-based)

9.2. De-icing agents shall be minimized near storm drains and building entrances.

9.3. Ice and Snow piles containing debris shall be relocated or disposed of as directed by the COR.

9.4. The herbicide used shall be glyphosate and/or phosphate-free, such as vinegar or nitrate-based formulation.

9.5. Weed guard for planters shall be biodegradable cloth, paper or cardboard type.

10. COMMUNICATION AND REPORTING

10.1. The Contractor shall maintain communication with the COR or alternate CORs before, during, and after all services following this PWS.

10.2. The Contractor shall provide and maintain a 24-hour contact number, shall respond to calls to service from the COR or alternate CORs within one (1) hour.

10.3. The Contractor shall report at the site within two (2) hours after responding back to the COR or alternate CORs.

10.4. A service report shall be submitted to the COR or alternate CORs after each snowfall and shall include:

10.4.1. Start and end times

10.4.2. Areas serviced and methods used

10.4.3. Quantities and types of materials applied

10.4.4. Weather conditions and operational issues encountered

11. SECURITY AND ACCESS

11.1. Contractor employees shall check in and out as directed by the COR or alternate CORs.

11.2. The contractor is responsible for the security of all vehicles, equipment, and materials brought onto VA property.

11.3. All Contractor personnel shall comply with VA security requirements and identification procedures in accordance with VA Directive 0710 Personal Security and Suitability Program

11.3.1. A National Security Investigation will be initiated, processed and adjudicated prior to contracted personnel arriving on location to perform work.

12. EXEMPTIONS

12.1. If required, nothing in this SOW excludes the ability of VA personnel or approved volunteers from performing any of the above actions to prevent the interruption of medical care access for our Veterans.

(End Statement of Work)

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(iv) The anticipated Period of Performance is 07/01/2026 through 09/30/2031, Freight On Board (FOB) Destination and Location is:

(v) Provisions

https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_1 (FAR)

(vi) Clauses

(vii) Quotes are due 06/05/2026 at 11:00 AM ( CT) via email to diane.ziegler@va.gov . POC is Diane Ziegler by email diane.ziegler@va.gov.

(viii) FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition and a statement regarding any addenda to the provision.

This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to applicable regulations and guidelines. Registration information is at www.sam.gov.

This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a Purchase Order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein.

Submitting your quote: Submit your company’s quote by email the address specified on page 1 and section (vii) of this Request for Quotes (RFQ) utilizing either PDF or Microsoft Word file formats comprised of not more than 5 documents total (8 Megabyte File Size Limitation). Reply by email with Subject “RFQ 36C24926Q0196 response”. If a concern submits more than one quote all quotes may be rejected from that concern. Quotes received that do not contain all of the following information being requested may be considered unacceptable.

Submission deadline: Your quote must be received at the email address specified by the deadline specified on page 1 and section (vii). We will not consider any quote that we receive after the deadline unless we receive it before we issue an award and considering it will not delay the award. In case of an emergency that delays our operations and makes submission or receipt of your quote impossible, we will extend the deadline by one working day. All interested Parties are hereby advised that the Government shall not be responsible for late submissions, wi-fi/server interruptions related to the submission of a quote. It shall be the responsibility of each quoter to confirm receipt of quote with the Contracting Officer at the time of submission or prior to the close of the solicitation.

Terms and content of your quote: Quote must be based on the terms of this RFQ. We may reject any quote that is not based on these terms in every respect. Your quote must contain all of the information described below.

Information to be submitted:

The following information is required on your quote:

1. RFQ Number: 36C24926Q0196

2. CONTRACTOR ________________________________________ (Contractor’s Name)

3. ADDRESS ________________________________________(Street-City-State-Zip)

4. POINT OF CONTACT ________________________________________ (Name/Title/Phone/Email)

5. SAM UEI NUMBER ________________________________________

6. All quotes shall include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

7. Provide a statement that your company’s Offeror Representations and Certifications are complete in SAM.gov.

8. ACKNOWLEDGMENT OF AMENDMENTS: The quoter acknowledges receipt of amendments to the synopsis solicitation numbered and dated as follows:

Add rows as needed.

The above amendment section shall be filled out in the event that an Amendment(s) is sent to the quoter or posted to www.sam.gov and shall be returned with the RFQ package. Failure to acknowledge amendment(s) may constitute the rejection of the quote.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far

(ix) FAR 52.212-2, Evaluation-Commercial Products and Commercial Services, Evaluation of Quotes:

The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will evaluate price, technical capabilities, and past performance.

Following receipt of quotes, the Government will perform an evaluation using a Lowest Price Technically Acceptable source Selection Process of the services quoted. The Government will compare quotes select the service that best benefits the Government by fulfilling the requirement. The evaluation of Government requirements outlined in this request for quote will determine suitability.

Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited service to address any remaining issues. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement.

The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). if used, and the specific evaluation criteria to be included in paragraph (a) of that provision.

Award will be made to the quote determined to be acceptable, price reasonable, and is determined to best value to the government; all eligible quoters may submit quotes. All quoters must be registered in System for Award Management (SAM) at https://www.sam.gov at time quotes are due to be considered for an award of a federal contract. Registration must be complete and not missing any elements such as representations and certifications. To be eligible for this SDVOSB total set-aside your company’s registrations shall include the appropriate NAICS code.

(x) Quoters are to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with its quote.

(xi) FAR clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition and a statement regarding any addenda to the clause. Provisions and clauses are those in effect through Federal Acquisition Circular RFO FAR COMMERCIAL CHECKLIST FAC 2026-01 (eff. 03/13/2026) FAR Deviation APR 2026 (eff. 04/23/2026), VAAR DEVIATION MAY 2026 (eff. 05/12/2026) VAAM Alert 26-01 (eff. 10/01/2025), Acquisition Policy Flash 26-30 eff. 05/12/2026)

(xv) All questions regarding this RFQ must be in writing and must be sent by e‐mail to diane.ziegler@va.gov .

VENDOR QUESTIONS: Questions must be received no later than 05/28/2026 at 11:00 AM CT. No further questions will be accepted after that date and time.

ANSWERS TO VENDOR QUESTIONS: Answers to vendor questions will be addressed in an amendment to Contracting Opportunities no later than 06/01/2026 at 5:00 PM CT.

You are reminded that representatives from your company SHALL NOT contact any VA Medical Center personnel to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer by email.

To be considered for this award the Contractor must provide the following:

PRICE

Quoters are requested to complete and return Price/Cost Schedule located on pages 3 of this RFQ.

TECHNICAL

Contractor to provide a detailed quote to achieve the Government’s objectives identified within the Statement of Work. The government requirements for technical evaluations are as follows:

Subfactor 1 - The Contractor is reliable and intentional with their respond time.

Subfactor 2 - The Contractor and its personnel take maintenance into consideration and perform aftercare of all areas needed.

Subfactor 3 - The equipment owned by the Contractor is reliable and efficient.

Subfactor 4 - The materials the Contractor utilizes are compliant with the VA’s request.

Subfactor 5 - The Contractor’s personnel are properly equipped and practice safety procedures in their services.

PAST PERFORMANCE

Vendors submitting a quote shall be regularly established in the business of providing the services identified in the Statement of Work and who have experience with commercial contracts of similar demand or greater, with conditions and scope as required for this contract.

Vendors submitting a quote shall provide 3 ( THREE) identified references when submitting their quote. Emphasis will be on recent and relevant past performance. Recent is defined as work performed within the last 3 (THREE) years. Relevant is defined as work similar in scope of the work described in the Statement of Work.

EVALUATION

The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered, reference FAR 13.106-2(b)(3). The following factors shall be used to evaluate quotes:

Price Technical Past performance Before making award, the Contracting Officer will determine whether the proposed price is fair and reasonable in accordance with RFO 12.203.

Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quote within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote’s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(xvi) Point of Contact: Diane Ziegler diane.ziegler@va.gov See attached document: P07 WD 2015-4717 Rev. 32 DATED 05.13.2026.