36C256-19-Q-0289-0003001.pdf

Department of Meni oranduni Veterans Affairs

Date: January 31, 2019

From: Jeneice McClinton, Contracting Officer Network Contracting Office 16, Houston, TX

Subj.: RFQ 36C256-19-Q-0289 Tree Trimming/Pruning I MEDVAMC

To: All Offerors

I. The Network Contracting Office (NCO)-16 in support of the Michael E. Det3akey Veteran Affairs Medical Center (MEDVAMC) received 30 questions in response to Request for Quotation (RFQ) 36C256-19-Q-0289.

2. Please see below for the Offeror's questions and NCO 16's respective answers accordingly.

A. Question #1: Can line items for pricing be added for dead (or dying) tree removals: By size (diameter) 0-15"; 15-25"; 25-35"; 35-45"; above 45"?

Answer #1: yes, see Amendment Combined Synopsis/Solicitation (description below)

Tree Type Dimension No. of Tree Oak 9 inches diameter 3 Bradford Pear (2) —18 inches diameter,

(3) 9 inches diameter

B. Question #2: We need to know what trees will be removed (Oaks, Bradford Pear, etc.) in order to bid - can these be marked by this Friday morning.

Answer #2: Bradford Pear and Oak trees

C. Question #3: The count of trees exceeds 800. Is it the intention of the client to prune "all" Oak, Pear and Crape Myrtle trees?

Answer #3: Yes, The Contractor shall furnish all labor, tools, equipment, personnel, supervision, materials, supplies, and transportation necessary to provide tree trimming/pruning services of approximately 725' trees under the direction and guidance of an International Society Arboriculture (ISA) Certified Arborist.

D. Question #4: The pruning specifications call for removal of dead limbs but there is no minimum branch diameter in specifications. Is there a minimum branch diameter requirement? For example: Remove dead branches 1", and larger or 2" and larger.

Answer #4: Minimum of I ", No live wood greater than 4 inches in diameter shall be cut

VHAPM Part801.603-70 COR SOP Revision 04 Page 1 of 5 Original Date: 05/20/2011 Revision 04 Date: 06/30/2017

E. Question #5: Tree pruning to improve clearance was not specified in the bid document but was discussed as a need in the pre-bid meeting. Is tree raising and clearance required for this job?

Answer #5: five feet (5-ft) clearance between structures (Solar Panels, light poles and buildings)

Question #5a: If yes, what ranges of clearance are desired? For example: 5-6 feet over buildings, 3-4 feet from lights, 12-14 feet over streets and parking Jots, etc.

ii. Answer #5a: Minimum of 5-feet between tree and structure

F. Question #6: Topping/pollarding of crape myrtles is not listed in the bid document but was discussed in the pre-bid meeting. Is this a requirement of this job?

Answer #6: yes, Topping (see revised PWS)

Question #6a: If yes, will specifications be added to the bid document?

ii. Answer #6a: Yes

G. Question #7: Trees at regional office. Are these trees included in the scope?

Answer #7: No

i. Question #7a: Can you provide a map of the boundaries of this area?

ii. Answer #7a: See Attachments of Maps (Attachments 2 7)

H. Question #8: Tree removals were discussed in the pre-bid but are not mentioned in the bid document. Is this work going to be added to the bid?

Answer #8: Yes

Question #8a: if yes, can you specify the quantity, species, size and location of the trees that are to be removed?

it. Answer #8a: See Question and Answer #2

I. Question #9: Will there be a problem in regards to payment due to the partial Coy shut down?

Answer #9: We have no authority or oversight over the Department of Treasury.

J. Question #10: Please make a second line item for tree removals as the price between trimming and removal is significant?

Answer #10: Yes, see Question and Answer #1 VHAPM Part801.603-70 COR SOP Revision 04 Page 2 o15

K. Question #11: We would need to leave trash bins till they are full and not removing every day.

Removing everyday would be very costly for the VA

Answer #11: Staging area will be coordinated with the VA Medical Police Department

L. Question #12: As discussed on walk thru we would need a staging area can that be provided?

Answer #12: Yes

M. Question #13: For the safety of all work areas would have to be closed to everyone for safety will that be possible?

Answer #13: Contractor will be responsible for traffic control.

N. Question #14: Lots of parked vehicles, moving vehicles and pedestrians in the vicinity of maiority of trees. May we work on the weekends and holidays, when the obstacles will be at a minimum?

Answer #14: Yes, weekends and holidays shall be approved by COR. Also, areas can be blocked off the night before if/when necessary. Notify COR prior to.

0. Question #15: Trimming Specifications?

Answer #15: Twenty-percent 20%

P. Question #16: At this time of year it is difficult to determine what is dead. Use best judgment on deciduous trees? Pear, Cypress, some Oaks.

Answer #16: The Contractor shall use best judgement on deciduous trees (Pear, Cypress, Oaks).

Q. Question #17: Is special trimming required around trees collocated with cameras and parking 1i2hts for maximum functionality?

Answer #17: This will he difficult to achieve due to the height of many of the trees. If it is possible to do without killing the tree then this should be done.

R. Question #18: Are we authorized to brine ATV work vehicles "Gators" to drive on the premises to move debris, tools, and crew members? If so, what can we expect for restrictions?

Answer #18: Yes. vehicles can be brought on station. Only restriction is follow all traffic guidelines and keep them strictly on concrete surfaces.

S. Question #19: There are dead trees on the property, answers to other questions indicate these should be removed. Does this require us to GRIND STUMPS?

Answer #19: Yes. stump grind at a minimum of six (6) inches below ground level

VHAPM Part801.603-70 COR SOP Revision 04 Page 3 of 5

T. Question #20: There are large limbs on many trees hanging over the roads and parking lots, do these need to be removed? This would not be considered a Class 2 trim.

Answer #20: remove large limbs on trees hanging over the road and parking lots ensuring no interference with traffic or are 'dead' trees.

U. Question #21: Perimeter Trimming. Some trees overhang the surrounding streets and should be trimmed from outside the property. Should we expect to pull permits for street closers to accommodate these trees.

Answer #21: No trimming outside perimeter, unless is an eminent danger to the public. VA will work with the City of Houston.

V. Question #22: What is the meaning of the TAGS on certain trees?

Answer #22: Tree to be cut down

W. Question #23: Are we authorized to use a Chipper to mulch/remove the debris?

Answer #23: Yes.

X. Question #24: How and when will we gain access to parking lots to trim trees? We will need adequate clearance for machinery, tools, workers and debris removal in order to ensure no damage to vehicles or inconvenience to patrons.

Answer #24: Contractor shall coordinate with CUR for access of parking lots to trim trees COR will ensure parking spaces are blocked off prior to Contractor access to parking lots.

Y. Question #25: Can we have a designated area, in a remote part of the property to temporarily collect debris for up to three (3) days in preparation to remove it? Debris removal will be time consuming, and could cause traffic issues with large vehicle movements during the work day.

Answer #25: Yes, COR shall identify to the Contractor use of a designated area for up to 3 days for debris removal.

Z. Question #26: Can we expect to extend beyond 120 days for weather or other uncontrollable work delays?

Answer #26: Would have to be approved by CO and COR

AA. Question #27: When do you expect the project to start?

Answer #27: First or middle of March

BB. Question #28: Is there a designated place we can park and store our tools and equipment?

Answer #28: Yes, Contracting Officer Representative (COR) shall identify designated space for Contractor parking and storage of tools and equipment.

VHAPM Part801 .603-70 CUR SOP Revision 04 Page 4 of 5

CC. Question #29: Will we be authorized to close off pathways, sidewalks, portions of parking lots, and internal roads?

Answer #29: No. Road closures will be directed by the VA Police

DD. Question #30: Does the VA want the chips from the trees to use as mulch?

Answer #30: CUR shall identify trees to use as chips and mulch to the contractor if deem necessary

"1 61 ~& VInAle66 o / /20f Roy Marcus, COR (7 Facilities Management Service,'Grounds and Transportation

Jeneice McClinton, Contracting Officer

VHAPM Part801.603-70 CUR SOP Revision 04 Page 5 of 5