Ground Maintenance Questions number 2_08162021 rev3 - Update ADMS.docx

Solicitation 36C25621Q1566 Ground Maintenance Service

1. Will dumpster for the leaves be furnished by the government? Yes

2. Is there an area where mulch can be stored? Yes

3. Will the contractor be responsible for repairs to the irrigation system? Only if the contractor causes damage to the current system in place.

4. How many riding mowers, push mowers, edgers, blowers,weedeater are available for use under this contract? Please see spreadsheet

5. Who will be responsible for service or repairs on lawn mowers, weedeaters ect? Contractor will be responsible for the service or repairs to the equipment that they are using.

6. Who will furnish the fuel for the equipment? VAMC

7. Is this a Union contract? If so, could we have the labor rates. Please refer the Government Contractor rate table in the Solicitation.

8. Who is the present contractor? No current contractor

9. Is the contractor required to pressure wash sidewalks if so how many times per year? Yes, twice per year

10. Will the property be in a maintainable state for the contractor to start services, or can the contractor submit a remediation price to get the property into a suitable condition? Yes the property is in a maintainable state presently.

11. Can you confirm how many flats of annuals the contractor needs to put out per occurrence? Per section 5.2.8., “Annuals will be planted three times a year based on a design prepared by the contractor and approved by the facility”. Because the contractor is responsible for providing the design, The VA cannot say ho many flats are required especially since the type of flower may change the number of flats required. The contractor should plan on spending no more than $5,000 per annual planting, total of no more than $15,000 in a single year.

12. How many fertilizations and other pre and post emergent chemicals should the contractor bid for? The contractor should provide the necessary fertilization needed for a 30 acre campus as shown. Per the scope of work, fertilization to occur two times a year, approximately 6 months apart.

13. The specs say services shall be performed weekly. Does this mean the contractor should be performing services 52 times per year? Lawn cutting and edging occur weekly but other tasks may be done in the same week. The expectation is not for the contractor to complete all tasks on one day during a week. The contractor should adhere to the scheduled tasks and items as outlined in the scope of work which include a variety for frequencies including but not limited to daily actions, semi-annual and annuals actions.

14. How many mulches should the contractor supply and what type of mulch should be applied? None. The VAMC will provide the mulch.

15. Is the contractor responsible for the wall ivy? Yes

16. Can the contractor use a riding mower or a stand behind mower for the courtyards? Yes. The contractor will be responsible for all glass window breakage if caused by the contractor. This excludes the interior courtyards. Work in these courtyards must be completed by hand. No power equipment may be used in the inside courtyards.

17. On page 14 of the specs section 3.3 it says “The government will provide all grounds equipment…” but in section 4.1 it says The contractor shall furnish all supplies, equipment, facilities and services required…”. Can you please confirm if the contractor is supposed to use their own equipment or if the VA will provide it? Contractor can use the government supplied equipment or his own equipment to service the contract. Should the contractor use government supplied equipment, the contractor shall be responsible for the maintenance of said equipment.

18. Please provide a list of the equipment to be provided to the contractor. Please include how many of each item and the general condition of the equipment. See the provided spreadsheet. All equipment except for John Deere Tractor are in working order.

19. Please clarify the location of the annual beds the Vendor will design and install with seasonal plantings.

See the provided drawing for details.

20. Please clarify if herbicides can be used in planted beds for weed control rather than hand pulling. Herbicide may be used unless it results in the premature death or damage to surrounding plants. SDS must be provided for all chemicals proposed. They must be approved by VA prior to use.

21. Please clarify the location of the fitness trail and it’s length. This is a mistake. There is no fitness trail. Please exclude from the contract.

22. If the proposal is accepted digitally (e.g., email), will the Government also accept any required bid bond in a digital format? No bid bonds required for this effort but if they are required, we will accept digitally

23. Is this a new requirement or is there a current or previous contractor who has performed similar services? Please provide the name of the previous/current contractor and contract number. New Requirement.

24. Is this project sales tax exempt? If the project is sales tax exempt, will the Government provide a sales tax exemption certificate? Yes.

25. Will the Government provide VA badges/PIV cards for contractors working on-site for this project? Yes.

26. If contractors are provided a VA badge/PIV card, will they be allowed to move throughout the facility without a VA escort? Yes. Contract will only be allowed to go to area that pertains to Ground Maintenance Contract Only, that includes the VA Canteen Retail Store, cafeteria and bathroom on the first floor of the Medical Center. The contractor will not be allowed to be in any other area of the hospital unless directed by the COR.

27. Will the Government provide contractors with access to the locked lawn maintenance storage locations via a physical key or a badge/keycard? No. VA will provide contractor access to all equipment.

28. Will the Government accept the use of the industry leading Procore Project Management software as the primary submittal and data tracking tool for this project? The software is compatible with the VA’s networks and is currently in use at many VA locations. No.

29 . Where will the designated parking area be for workers accessing the construction site? VA will not provide parking for the Contractor.

29. Will the VA provide a location to store materials on-site, and will this location be available for the full length of the project? Yes

31. Will the contractors staff be allowed to use public VA restrooms during or after daily work? Yes. The first floor of the hospital only.

32. Who is currently performing this grounds maintenance work? VA Staff.

33. The SOW states in section 3.3 that “all grounds equipment” will be provided by the VA. If this is the case, who is responsible for fuel, oil, repairs, replacement parts, upkeep, and general maintenance of this equipment? The contractor will be responsible for the maintenance of the equipment they will be using. Contractor can use the government supplied equipment or his own equipment to service the contract. Should the contractor use government supplied equipment, the contractor shall be responsible for the maintenance of said equipment. Fuel and oil will be provided by the VA.

34. The SOW states in section 1.2 that the grounds contractor should “plant new seasonal bedding flowers”.

If this is the case, can the VA please further detail this requirement including the following:

a. What is the total area of the flowering beds on campus? See the provided drawing for details.

b. How frequently should these flowers be changed? Three times a year per the scope of work.

c. Who will determine the flower type and their planting arrangement for each seasonal change? Per section 5.2.8., “Annuals will be planted three times a year based on a design prepared by the contractor and approved by the facility”. Because the contractor is responsible for providing the design, The VA cannot say how many flats are required especially since the type of flower may change the number of flats required. The contractor should plan on spending no more than $5,000 per annual planting, total of no more than $15,000 in a single year.

35. The SOW states in section 1.2 that the grounds contractor should “remove dead trees/shrubs/limbs/debris”.

If this is the case, can the VA please further detail this requirement including the following:

a. Does this include all trees on campus, including all the large oak trees? Yes except for the oak trees (removal).

b. Who is responsible for determining which trees to be removed? VA.

c. Are there any trees on campus that currently require removal? No.

d. Does this include replacement of any dead trees or shrubs that are removed? Yes (exception, oak trees)

36. The SOW states in section 1.3 that “in the event the facility experiences a freezing rain event, the contractor will sand all pavement surface”.

If this is the case, can the VA please further detail this requirement including the following:

a. Does this include the public sidewalk that surrounds the campus? No.

b. Does this include the emergency room entrance and ramp? Yes

c. Does this include the sidewalk in between the main campus and the CEP & Research buildings? No

d. Does this include any parts of the parking garages? Yes

e. Does this include the porch/steps for the transitional living houses? Yes.

f. Does this include any concrete walls or columns? No.

The entrance to the hospital.

37. The SOW states in section 1.5.1 that “Lawn cutting, and edging will occur weekly….

Liquidated damages will be assessed for missed cuttings and trimmings at a disclosed rate.”

If this is the case, can the VA please further detail this requirement including the following:

a. Should the contractor assume a weekly lawn cutting in all months of the year including winter months? Yes

b. What is the “disclosed rate” for liquidated damages as mentioned above? Disclosed rate will be determined by the final contract awarded.

38. Who is the “Grounds Supervisor or Grounds Lead” for the VA on this project, as stated in the SOW section 1.5.3? The COR will be the lead person for this Contract.

39. Are the ground surrounding the Fisher House included in this contract? No.

40. During the site visit, the Chapel garden area was discussed, but no details are provided in the SOW. Can the VA please clarify the requirements for the Chapel garden area? The Chapel garden area is apart of this contract and will be treated like all other areas of this contract.

41. Will the VA require the contractor to provide any of the following certifications from the Louisiana Department of Agriculture & Forestry for on-site landscape personnel: Please see the SOW for this information in addition to the responses below.

a. Licensed Arborist – no

b. Pesticide Applicator Certification - yes

c. Horticultural License - yes