36C25625Q1085.pdf

A.1 COMBINED SYNOPSIS/SOLICITATION

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13.5, Simplified Acquisition Procedures for Certain Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

This requirement will be evaluated on a Lowest Priced Technically Acceptable basis.

2. The combined synopsis/solicitation number is 36C25625Q1085.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-04 (eff. 06/11/2025)

4. This requirement is Total Small Business Set Aside. The North American Industry Classification System number is 561730 with a size standard of $9.5M.

5. Place of Performance:

Alexandria VA Medical Center (AVAMC) 2495 Shreveport Highway Pineville, LA 71360

6. Ordering Period: Five years.

Individual periods of performance will be identified in each task order.

7. SITE VISIT: A site visit is scheduled for 08/06/2025. The following times and locations are detailed below:

Date/Time: 08/06/2025 at 9:30 a.m. (CST) Location: Alexandria VA Medical Center

Building 5 2495 Shreveport Highway Pineville, LA 71360-4044

** Quoters are urged and expected to inspect the site where the work will be performed, this site visit is strongly encouraged. **

COR/Site Visit Facilitator: Harvey Cook | harvey.cook@va.gov | 318-466-2466

Contractors wishing to view the locations of service requirements identified in this solicitation are encouraged to attend this site visit. Attendance is not mandatory, but quotes could be affected. This responsibility is on the Contractor. No other site visit will be scheduled. Please confirm via email to Contracting Officer (CO) and Contracting Officer Representative (COR) via email if contractor anticipate attending.

CS: Alan Scanio, alan.scanio@va.gov COR: Harvey Cook, harvey.cook@va.gov

8. All questions regarding this solicitation shall be submitted via email to the Contract Specialist, Alan Scanio at alan.scanio@va.gov no later than 10:00A.M. Central Time on 08/07/2025.

9. Quotes are due no later than 08/11/2025 at 10:00A.M. Central Time and shall be submitted electronically via e-mail to the Contract Specialist, Alan Scanio at alan.scanio@va.gov

APPLICABLE Provisions and Clauses:

The provision at 52.212-1 Introduction to Offerors – Commercial, applies to this acquisition.

The provision at 52.212-2 EVALUATION – COMMERCIAL ITEMS (JAN 1999) applies to this acquisition.

All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications –Commercial Items.

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition.

Addendum to FAR 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order.

Solicitation contains a list of all clauses incorporated by reference in numeric order under 52.252-2 (see below), starting first with FAR and followed by VAAR.

mailto:alan.scanio@va.gov mailto:harvey.cook@va.gov mailto:alan.scanio@va.gov

36C25625Q1085

Table of Contents

A.1 COMBINED SYNOPSIS/SOLICITATION

SECTION B – CONTINUATION OF COMBINED SYNOPSIS-SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 SERVICE CONTRACT ACT WD # 2015-5175

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

52.212-2 EVALUATION—COMMERCIAL ITEMS (NOV 2021)

E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

SECTION B – CONTINUATION OF COMBINED SYNOPSIS-

SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT:

Contracting Officer 36C256 Le Kisha Douglas, MPA Lekisha.douglas@va.gov

Contract Specialist 36C256 Alan Scanio alan.scanio@va.gov

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

mailto:Lekisha.douglas@va.gov

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________ __________

Quarters Lawn Services to support the Alexandria VA Health Care

System - YEAR 1 Skilled Grounds keepers to maintain our outdoor green spaces and quarters. The Groundman's responsibilities include maintaining landscapes, caring for plants and trees, operating and maintaining gardening equipment, ensuring all outdoor areas are clean and flower beds well-organized. Being knowledgeable about various types of plants and trees. He/she should also have good physical stamina as this job requires a lot of manual labor and various types of weather with good stamina and dexterity. Responsibilities - The grounds keepers will be responsible for the following tasks. Maintain and improve landscape areas by trimming, mowing, and fertilizing the lawn. Inspect outdoor areas regularly for potential hazards or issues from ant beds, wasp spraying. Quarter areas to be kept clean for ready move in; flower beds to be kept up when quarter is vacant. When quarters are occupied, occupant keeps flower beds clean. Apply mulch as necessary to improve the soil's condition and protect plants. Clear vines off garages/quarters Pick up tree limbs/branches, leaves and don't mow around them and dispose.

Pressure washing garages, sidewalks; blow grass and leaves from street and sidewalks. Apply pesticides to manage plant diseases and pests. Dispose of waste and debris properly to maintain clean outdoor areas including alongside of the road from cans, paper trash, debris, also driveways and walks. Ability to operate and maintain gardening equipment and tools. Monitoring will be completed by Groundskeeper Supervisor. Apply pesticides to manage plant diseases and pests. Operate and maintain gardening equipment and tools effectively. Contractor to pick up trash along highway including Hospital side and opposite side of highway up to property lines. Reporting Structure: Reports to the Groundskeeper Supervisor or Facility Manager.

PRINCIPAL NAICS CODE: 561730 - Landscaping Services PRODUCT/SERVICE CODE: S208 - Housekeeping - Landscaping/Groundskeeping

System - YEAR 2 Skilled Grounds keepers to maintain our outdoor green spaces and quarters. The Groundman's responsibilities include maintaining landscapes, caring for plants and trees, operating and maintaining gardening equipment, ensuring all outdoor areas are clean and flower beds well-organized. Being knowledgeable about various types of plants and trees. He/she should also have good physical stamina as this job requires a lot of manual labor and various types of weather with good stamina and dexterity. Responsibilities - The grounds keepers will be responsible for the following tasks. Maintain and improve landscape areas by trimming, mowing, and fertilizing the lawn. Inspect outdoor areas regularly for potential hazards or issues from ant beds, wasp spraying. Quarter areas to be kept clean for ready move in; flower beds to be kept up when quarter is vacant. When quarters are occupied, occupant keeps flower beds clean. Apply mulch as necessary to improve the soil's condition and protect plants. Clear vines off garages/quarters Pick up tree limbs/branches, leaves and don't mow around them and dispose.

Pressure washing garages, sidewalks; blow grass and leaves from street and sidewalks. Apply pesticides to manage plant diseases and pests. Dispose of waste and debris properly to maintain clean outdoor areas including alongside of the road from cans, paper trash, debris, also driveways and walks. Ability to operate and maintain gardening equipment and tools. Monitoring will be completed by Groundskeeper Supervisor. Apply pesticides to manage plant diseases and pests. Operate and maintain gardening equipment and tools effectively. Contractor to pick up trash along highway including Hospital side and opposite side of highway up to property lines. Reporting Structure: Reports to the Groundskeeper Supervisor or Facility Manager.

PRINCIPAL NAICS CODE: 561730 - Landscaping Services

System - YEAR 3 Skilled Grounds keepers to maintain our outdoor green spaces and quarters. The Groundman's responsibilities include maintaining landscapes, caring for plants and trees, operating and maintaining gardening equipment, ensuring all outdoor areas are clean and flower beds well-organized. Being knowledgeable about various types of plants and trees. He/she should also have good physical stamina as this job requires a lot of manual labor and various types of weather with good stamina and dexterity. Responsibilities - The grounds keepers will be responsible for the following tasks. Maintain and improve landscape areas by trimming, mowing, and fertilizing the lawn. Inspect outdoor areas regularly for potential hazards or issues from ant beds, wasp spraying. Quarter areas to be kept clean for ready move in; flower beds to be kept up when quarter is vacant. When quarters are occupied, occupant keeps flower beds clean. Apply mulch as necessary to improve the soil's condition and protect plants. Clear vines off garages/quarters Pick up tree limbs/branches, leaves and don't mow around them and dispose.

Pressure washing garages, sidewalks; blow grass and leaves from street and sidewalks. Apply pesticides to manage plant diseases and pests. Dispose of waste and debris properly to maintain clean outdoor areas including alongside of the road from cans, paper trash, debris, also driveways and walks. Ability to operate and maintain gardening equipment and tools. Monitoring will be completed by Groundskeeper Supervisor. Apply pesticides to manage plant diseases and pests. Operate and maintain gardening equipment and tools effectively. Contractor to pick up trash along highway including Hospital side and opposite side of highway up to property lines. Reporting Structure: Reports to the Groundskeeper Supervisor or Facility Manager.

PRINCIPAL NAICS CODE: 561730 - Landscaping Services

System - YEAR 4 Skilled Grounds keepers to maintain our outdoor green spaces and quarters. The Groundman's responsibilities include maintaining landscapes, caring for plants and trees, operating and maintaining gardening equipment, ensuring all outdoor areas are clean and flower beds well-organized. Being knowledgeable about various types of plants and trees. He/she should also have good physical stamina as this job requires a lot of manual labor and various types of weather with good stamina and dexterity. Responsibilities - The grounds keepers will be responsible for the following tasks. Maintain and improve landscape areas by trimming, mowing, and fertilizing the lawn. Inspect outdoor areas regularly for potential hazards or issues from ant beds, wasp spraying. Quarter areas to be kept clean for ready move in; flower beds to be kept up when quarter is vacant. When quarters are occupied, occupant keeps flower beds clean. Apply mulch as necessary to improve the soil's condition and protect plants. Clear vines off garages/quarters Pick up tree limbs/branches, leaves and don't mow around them and dispose.

Pressure washing garages, sidewalks; blow grass and leaves from street and sidewalks. Apply pesticides to manage plant diseases and pests. Dispose of waste and debris properly to maintain clean outdoor areas including alongside of the road from cans, paper trash, debris, also driveways and walks. Ability to operate and maintain gardening equipment and tools. Monitoring will be completed by Groundskeeper Supervisor. Apply pesticides to manage plant diseases and pests. Operate and maintain gardening equipment and tools effectively. Contractor to pick up trash along highway including Hospital side and opposite side of highway up to property lines. Reporting Structure: Reports to the Groundskeeper Supervisor or Facility Manager.

PRINCIPAL NAICS CODE: 561730 - Landscaping Services

System - YEAR 5 Skilled Grounds keepers to maintain our outdoor green spaces and quarters. The Groundman's responsibilities include maintaining landscapes, caring for plants and trees, operating and maintaining gardening equipment, ensuring all outdoor areas are clean and flower beds well-organized. Being knowledgeable about various types of plants and trees. He/she should also have good physical stamina as this job requires a lot of manual labor and various types of weather with good stamina and dexterity. Responsibilities - The grounds keepers will be responsible for the following tasks. Maintain and improve landscape areas by trimming, mowing, and fertilizing the lawn. Inspect outdoor areas regularly for potential hazards or issues from ant beds, wasp spraying. Quarter areas to be kept clean for ready move in; flower beds to be kept up when quarter is vacant. When quarters are occupied, occupant keeps flower beds clean. Apply mulch as necessary to improve the soil's condition and protect plants. Clear vines off garages/quarters Pick up tree limbs/branches, leaves and don't mow around them and dispose.

Pressure washing garages, sidewalks; blow grass and leaves from street and sidewalks. Apply pesticides to manage plant diseases and pests. Dispose of waste and debris properly to maintain clean outdoor areas including alongside of the road from cans, paper trash, debris, also driveways and walks. Ability to operate and maintain gardening equipment and tools. Monitoring will be completed by Groundskeeper Supervisor. Apply pesticides to manage plant diseases and pests. Operate and maintain gardening equipment and tools effectively. Contractor to pick up trash along highway including Hospital side and opposite side of highway up to property lines. Reporting Structure: Reports to the Groundskeeper Supervisor or Facility Manager.

PRINCIPAL NAICS CODE: 561730 - Landscaping Services

GRAND

TOTAL

EVALUATION OF OPTIONS

For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

NOTES:

(1) Task Orders may be issued by mail, email, or facsimile.

(2) Task Orders will be issued by warranted Contracting Officers of VHA Network Contracting Office 16 (NCO 16).

(3) Task Orders will be priced based on the price(s) in effect on the date the order is signed by the Contracting Officer.

(4) The total guaranteed minimum value of this contract is $2,500.00. The Government makes no other guarantees regarding combined or individual order amounts.

(5) The maximum capacity (value) for this contract, including all orders placed against it is as stated in the clause entitled “ORDERING LIMITATIONS”.

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001 SHIP TO: Alexandria VA Medical Center 2495 Shreveport Highway Pineville, LA 71360 4044

12.00

MARK FOR: Harvey Cook 318-466-2466 harvey.cook@va.gov

0002 SHIP TO: Alexandria VA Medical Center 2495 Shreveport Highway

0003 SHIP TO: Alexandria VA Medical

2495 Shreveport Highway

0004 SHIP TO: Alexandria VA Medical

2495 Shreveport Highway

0005 SHIP TO: Alexandria VA Medical Center 2495 Shreveport Highway

B.4 PERFORMANCE WORK STATEMENT

Quarters Grounds Maintenance Services

At Alexandria VA Medical Center

Part 1

General Information

1. GENERAL: This is a non-personal services contract to provide Grounds Maintenance. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for Grounds Maintenance as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: The Alexandria VA Medical Center (AVAMC) is a 160+ acre facility at 2495 Shreveport Highway Pineville, LA 71360-4044 and has a requirement for a grounds contractor to maintain all shrubs, trimming shrub/hedges when necessary, mulch beds, remove weeds, cut lawn as scheduled per the Medical Center, plant new seasonal bedding flowers, remove dead trees and shrubs and limbs and debris, fertilization of the lawn twice a year, pickup and dispose of fallen leaves, two pavement sandings after a freezing rain event, and debris pickup each day throughout the day, including debris removal along Highway 71.

Lawn mowing will include all areas within the outer perimeter fencing within the Quarters are, and along Highway 71 between the fence line and the street curbing.

1.3. Objectives: These daily (work week) services shall improve and maintain the overall visual impression of the AVAMC. The Contractor shall groom the grass, hedges, shrubs, and trees, and perform all weeding, and mulching. The contractor will pick up trash around the facility including, but not limited to cigarette butts, food wrappers, cups, and plastic containers daily (weekdays) between 0700 and 1530 hours (8 hours each day). The contractor shall pick up and dispose of fallen leaves. In the event the facility experiences a freezing rain event, the contractor shall salt all pavement surfaces; prior to inclement weather. (The Contractor will be called out/on call for these times. Contract anticipates up to four saltings per year.)

1.4. Scope:

1.4.1. The contractor shall provide all labor and supervision required to maintain shrubs, trimming shrub/hedges when necessary, mulch beds, remove weeds, seeding, cutting the lawn, edging the lawn, removing dead trees/shrubs/limbs/debris, fertilization of the lawn twice per year, removal of fallen leaves, and salting the pavement areas an estimated twice per year after a freezing ice event.

Lawn cutting, and edging will occur weekly for a total of 40 cuttings per year. Contractor shall provide a schedule of the cuttings for approval by the facility. Hedge and shrub trimming will occur based on their natural growth habits.

1.4.2. Contractor shall order and apply chemicals, fertilizer, grass seed, soil, mulch, and other landscaping supplies necessary for the daily landscaping needs of the facility.

1.4.4. The Contractor shall provide, maintain, and operate all grounds equipment including lawnmowers, weed eaters, front-end 3oaders, fork-lifts, bucket lifts, scissor lifts, chainsaws, irrigation equipment, and portable watering devices. All hand tools and equipment are provided by the contractor.

1.4.4. The Contractor shall keep all roads, walkways, sidewalks, and parking lots clean of all debris. The Contractor shall provide Two (2) laborers to continuously monitor the facility and pick up debris from 0700 to 1530 hours daily during the work week.

1.4.5. The COR will provide direction and instruction to the Contractor of designated representative daily. Daily duties may change within this scope of work, depending on the needs of the Medical Center. The Contractor shall not perform new work that is not reasonable encompassed by this scope of work without an executed Contract Modification. The entire crew will sign in at the Grounds Shop upon arrival on site and sign out prior to departing the site.

1.4.6. The Contractor personnel may be subject to all weather conditions, hot, cold, wet, etc., and work in a dirty dusty environment.

1.4.7. The Contractor shall ensure that pre-salting due to inclement weather and snow removal is accomplished in all pedestrian area as well as roadways.

1.5. General Information

1.5.1. Quality Control: The Contractor shall develop and maintain an effective Quality Control Program to ensure services are performed in accordance with this PWS. The Quality Control Program (QCP) will be delivered to the COR within 14 calendar days of the contract award.

After acceptance of the QCP, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program assures the Contractor’s work complies with the requirements of the contract. The Contractor shall also provide a Projected Annual Maintenance Schedule and a Pest Control Plan.

1.5.2. Quality Assurance: The Government will inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will be the individual primarily responsible for quality assurance. The COR may perform surveillance by direct observation, performing weekly or bi-weekly inspections, or investigating customer complaints.

1.5.3. Hours of Operation: The contractor is responsible for providing services, between the hours of 7:00 AM to 3:30 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. This includes the presence of a worker on site daily (Work Week) picking up trash and debris. The Contractor shall ensure stability and continuity in their workforce.

GOVERNMENT PERSONNEL OBSERVED HOLIDAYS: The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas December 25

In addition to the days designated as holidays, the Government observes the following days:

1. Any other day designated by Executive Order;

2. Any other day designated by the President’s Proclamation; and

3. Any other day designated by Federal Statute.

1.5.4. Place of Performance: The work to be performed under this contract will be performed at 2495 Shreveport Highway Pineville, LA 71360-4044

1.5.4.1 Period of Performance: One (1) year plus Four one (1) year options.

1.5.4.2 Site Visit: A site visit is scheduled for 08/06/2025. The following times and locations are detailed below:

Date/Time: 08/06/2025 at 9:30 a.m. (CST) Location: Alexandria VA Medical Center Building 5

2495 Shreveport Highway Pineville, LA 71360-4044 COR/Site Visit Facilitator: Harvey Cook | harvey.cook@va.gov | 318-466-

Contractors wishing to view the locations of service requirements identified in this solicitation are encouraged to attend this site visit. Attendance is not mandatory, but quotes could be affected. This responsibility is on the Contractor. No other site visit will be scheduled. Please confirm via email to Contracting Officer (CO) and Contracting Officer Representative (COR) via email if contractor anticipate attending.

CS: Alan Scanio, alan.scanio@va.gov COR: Harvey Cook, harvey.cook@va.gov All questions regarding this solicitation shall be submitted via email to Alan Scanio at alan.scanio@va.gov no later than 10:00 a.m. CST on 08/07/2025.

1.5.5. Changes to the Statement of Work: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract and such changes will be executed bi-laterally in accordance with FAR 52.212-4(c). The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration.

Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the mailto:alan.scanio@va.gov mailto:harvey.cook@va.gov change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

1.5.6. Security Requirements: Contractor personnel performing work under this contract must have a Non-PIV ID card prior to commencement of work under this contract. The Contractor shall initiate renewal of PIV ID cards annually.

1.5.6.1. Physical Security: The contractor shall safeguard all Government equipment, information and property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.5.6.2. Key Control: If applicable, the contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the Quality Control Plan.

Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the COR.

1.5.6.2.1. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon notification of the COR, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system will be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.5.6.2.2. The contractor shall prohibit the use of Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

1.5.6.3. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.5.7. Special Qualifications: The contractor shall possess, at a minimum, the following performance qualifications:

1.5.7.1. Maintain a Landscape Horticulturalist License certification in Louisiana landscaping by a regionally accredited organization.

1.5.7.2. Possess technical staff qualified by professional education and technical experience to perform the work required by this statement of work.

1.5.7.4. Maintain certifications required to apply herbicides and pesticides, as necessary.

1.5.7.5. These previous items are the minimum certifications required to be documented to the COR at time of quote submission and maintained throughout the life of the Contract.

1.5.7.6. Active Member National Association of Landscape Professionals and Louisiana Nursery and Landscape Association.

1.5.7.7. Contractor must provide a copy of Landscape Horticultors License.

1.5.7.9. Contractor must provide a copy Current Louisiana Department of Agriculture and Forestry Commercial Pesticide Applicators License

1.5.7.10. Contractor must provide three (3) examples of projects with similar size and scope.

1.5.7.11. Contractor must provide a detailed work schedule for both growing season and off season.

1.5.8. Post Award Conference/Periodic Progress Meetings: The contractor shall attend any post award conference convened by the Contracting Officer in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.5.9 Key Personnel: The contractor shall provide a Project Manager/ Superintendent who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the COR. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available all day on each day the contractor is on site.

1.5.10 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.5.11 Contractor Travel: Not Applicable

1.5.12 PHASE IN /PHASE OUT PERIOD: Not Applicable

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government.

Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

CFR Code of Federal Regulations COR Contracting Officer Representative FAR Federal Acquisition Regulation QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide coordination between the contractor and the facility to make sure patient care is not impacted by the performance of this contract.

3.2 Facilities: The Government will provide a staging area for the contractor to operate during their days on site.

3.3 Utilities: The Government will provide all utilities available at the facility. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: Not Applicable.

3.5 Materials: The Government will provide salt on site to mitigate inclement weather.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Facility Clearance: The Contractor shall possess and maintain a facility clearance from the Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a security clearance and received a Non-PIV badge from the VA Police.

4.3. Materials: The Contractor shall furnish all chemicals, fertilizer, grass seed, soil, mulch, and other landscaping supplies necessary for the daily landscaping needs of the facility.

4.4. Equipment: The contractor shall provide and maintain all equipment required to perform the Work. All hand tools will be provided by the contractor. The contractor will be liable for any equipment damage beyond normal use, to the limit of replacement due to the damage.

Minimum equipment listing:

Three 60-inch commercial grade mowers Side by side utility vehicle Commercial grade walk behind blowers and vacs Commercial grade trimmers/edger’s/chainsaws/backpack blowers Four commercial grade push mowers

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Lawn Maintenance Each Visit:

5.1.1 Contractor shall mow all grass areas to a height of 3 inches around buildings and a height of 4 inches on the open grounds.

5.1.2 Contractor shall VERTICAL edge all lawn and pavement intersections such as curbs, sidewalks; and pavement with typical blade edger or line trimmers. The contractor shall vertical edge all lawn and rock/mulch bed intersections. The contractor shall also vertical edge around valve boxes etc. present in the turf. Horizontal edging with line trimmers will not be accepted.

5.1.3 Contractor shall line trim along or around as applicable all items within lawn areas such as but not limited to—chain link fence, chain link gates, signage posts, streetlights, buildings, trees, sprinkler heads, bollards, rock beds perimeter, and mulch beds perimeter. Contractor will remove vegetation from the chain link fence.

5.1.4 Blowing of grass clippings from streets, curbs and sidewalks will be allowed; however, the clippings shall be picked-up and removed and not blown back into mowed lawn areas.

5.1.5 Contractor shall remove trash and any other debris on grass prior to mowing. Remove trash and other debris from flower, shrub and rock/mulch beds and from potted plants/trees. The contractor will remove cigarette butts from the lawn areas, rock beds, shrub beds, sidewalks, parking lots, etc. Site will be left in a clean manner, with the contractor providing a laborer to continuously monitor and collect trash from the site.

5.1.6 Contractor is not required to maintain flower beds.

5.2 Intermittent Lawn Maintenance:

5.2.1 Contractor shall prune all trees, hedges, shrubs, bushes, and other cultivated plants according to their natural growth habit for proper health and attractive appearance, and to prevent interference with pedestrian and vehicular traffic. Shrubs that are clearly outside of the normal growth pattern shall be pruned regardless of flowering stage.

5.2.2 Contractor shall make regular inspections and remove diseased, broken, and dead branches as needed. The contractor shall immediately notify the COR if disease is running rampant in the lawn (grass), trees, plants, shrubs, etc., and will also notify the COR of evidence of ants or other pests. The contractor shall notify the COR if large amounts of weeds become noticeable in the grass. The Government is responsible for treating the grass for weeds, and for treating the shrubs, trees, plants, etc., for disease, and for entomology issues.

5.2.3 The contractor shall avoid pruning shrubs during the flowering stage or thirty days prior to the onset of normal cold winter weather conditions, unless clearly outside the normal growth pattern.

5.2.4 Shrub and hedge pruning shall be maintained on a regular basis according to the Projected Annual Maintenance Schedule prepared by the contractor. The personnel used on this operation shall be trained to take care not to damage the root systems or plants.

5.2.5 Contractor shall trim hedge shrubs and remove clippings as needed throughout the year.

5.2.6 Contractor shall remove all clippings from the work site and dispose of properly.

5.2.7 Contractor shall remove as required all tree, hedge, shrub and bush roots that grow and appear above grade, after determination by the contractor that removal will not damage the applicable cultivated plant. If removal will damage/kill/alter the health of the cultivated plant, contractor shall propose and implement an alternative for the root removal, such as filling, re-grading, and re-sodding.

5.2.8. Contractor shall notify the COR of any dead or diseased trees. The contractor shall remove these trees to ground level. Trunk (below grade) and root removal is not required.

Removal of up to 5 trees annually is included within the contract. Cost to remove any trees beyond the 5 trees will be negotiated between the Contracting Officer and the contractor.

5.3 Rock and Mulch Beds. Any existing deleterious mulch or rock type bed fill displaced into pavement or sidewalk areas from rain, foot traffic, or other shall be placed back into beds ON

EACH VISIT.

5.4 Restoration: Ruts in lawn areas created by the contractor (e.g. by lawn mowers, vehicles, etc.) shall be repaired, filled, and SODDED to match existing as required. (Seeding will not be accepted). Any other site or building damage because of contractor operations shall be restored to “match existing” condition at the Contractor’s expense.

5.5 External Building Maintenance. In the event of occupancy change, the Contractor shall pressure wash all quarters structures including garages not to exceed once per year.

Records Management:

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. 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.

2. 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.

3. 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.

4. 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.

5. Contractor shall not create or maintain any records containing any Government

Agency records that are not specifically tied to or authorized by the contract.

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

7. 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.

8. 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.].

9. 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.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

5.5 Service Delivery Summary/Performance Standards: The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success:

Performance Objective

SOW

Para

Performance Standard AQL

Maintain Improved and Semi- Improved Grounds

1.1 and 1.3

Grass is maintained within proper height for its area. Sod does not need to be replaced. Sod is healthy and looks well maintained

Customer complaints shall not exceed 3 per month; Daily inspection, no more than three deficiencies per month.

Maintain Trees, Shrubs, Broadleaf Evergreens, Hedges, and

1.4 Trees, plants, hedges, flowers, flourish and do not need to be replaced. They have adequate drainage and mulch. They do not show any sign of disease or pests and appear healthy. They are

Customer complaints shall not exceed 2 per month; Daily inspection, no more than three deficiencies

Perennial Flowers pruned properly and in a timely manner. They are trimmed properly.

Bedding is mulched and free of weeds, grass, and debris. Fertilizer and soil amendments are applied.

Soil is aerated.

per month.

Remove Snow & Ice

1.4.8 Snow and ice is removed and does

not accumulate. Paved areas are safe for the vehicle or pedestrian traffic intended. Areas have adequate de-icing material for the conditions.

Customer complaints shall not exceed 2 for each month it snows;

Daily inspection, no more than one deficiency per month.

Removal of debris and collect trash in facility garbage containers.

5.1.5 Grounds are free of trash and litter. Customer complaints shall not exceed 4 per month; Daily inspection, no more than three deficiencies per month.

Pest Control 5.2.2 Pest control plan is executed, and pests are controlled. Pesticide usage is reported to COR

Customer complaints shall not exceed 4 per month; Daily inspection, no more than three deficiencies per month.

6. Security:

6.1. Information System Officer/ Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

6.2. Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

7. Invoicing and Payments: Invoices for payment shall be submitted monthly in arrears and the following information shall appear on all invoices:

A. Contractor’s name/address/phone number

B. Contract XXX

C. (PO) funding number

D. Contract Number: XXXXX, Month and year of service for invoice submitted

Contract Line Item Number and description of service performed

E. Line Item Price(s) being invoiced

F. Total invoice amount

G. Timeframe of charges included in the invoice

NOTE: Invoices with any incorrect or incomplete information will be returned to the Contractor for resubmission.

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, Vendor Electronic Invoice Submission Methods. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.