36C26225Q0279-Sources Sought.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Grounds Maintenance VA Loma Linda Health Care Systems Base 4

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 87108

SOLICITATION NUMBER* 36C26225Q0279

RESPONSE DATE/TIME/ZONE 01-06-2025 11:00 MOUNTAIN TIME, DENVER,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* S208

NAICS CODE* 561730

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO22-Gilbert Network Contracting

New Mexico VA Health Care System

1501 San Pedro Drive SE

Albuquerque NM 87108

POINT OF CONTACT*

Contract Specialist

Jordan Alonzo jordan.alonzo@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs

VA Loma Linda Health Care Systems

VALLHCS

11201 Benton St, Loma Linda California

POSTAL CODE 92357

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this source sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g.

Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

VA Loma Linda Health Care Systems (VALLHCS) requires grounds maintenance for the campus. See SOW below for more information.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 561730/ $9.5 Million.

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetCert Registry located at Veteran Small Business Certification (sba.gov). All interested Offerors should submit information by e-mail to jordan.alonzo@va.gov. All information submissions to be marked Attn: Jordan Alonzo, Contract Specialist and should be received no later than 01/06/2025 at 11:00am MST.

http://www.sam.gov/ https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/

I. TITLE:

VA Loma Linda Healthcare System’s (VALLHCS) Grounds Maintenance

II. BACKGROUND INFORMATION:

VALLHCS requires general lawn maintenance service for its campus of approximately

135,000 square feet (3 acres) of turf lawn to include shearing edges, blowing, and trimming bushes. This work will be performed for a base year with four (4) option years. A current map of the facility is attached along with maps of the lawn and trimming areas.

III. OBJECTIVES:

The purpose of this contract is to provide comprehensive lawn and landscaping maintenance service for the VALLHCS campus, including the upkeep of the lawn care, shrubbery trimming around outlying buildings, related landscape elements to include the perimeter outside the fenced grass areas marked on the map to include the repair of any damaged sprinklers discovered during contracted maintenance activities. Contractor shall furnish all labor, materials, personnel protective equipment, supplies, services, permits, tools, equipment, supervision, qualified personnel, and other necessary resources to perform grounds maintenance.

IV. SCOPE:

Mowing and Lawn Care

• Contractor shall ensure mowing occurs biweekly during the growing season and off-peek seasons as needed.

• Contractor shall ensure lawns maintain a uniform height of three (3”) inches and no less than one and a half (1 ½”) inches depending on grass type and season.

• Contractor shall inspect all lawns for litter and debris prior to each mowing.

• Contractor shall ensure grass around the fence perimeter kept trim and free from overgrowth.

• Contractor shall ensure safety perimeter is established around surface site, with safety cones to ensure safe flow of vehicles and pedestrian traffic.

• Contractor shall blow down and remove all debris from areas mowed to include sidewalks, street cubs to present visually neat well-manicured landscape.

• Contractor shall ensure no clippings, mulched left on mowed surface after mowing to present a visually neat appearance.

Edging, weed-eat, and Trimming.

• Contractor shall ensure all edging and trimming performed biweekly.

• Contractor shall edge trim around shrubs, trees, fences, curb-lines, concrete slabs, road and wayfinding signs, and the exterior of the Main and outlying buildings, always ensuring a neat appearance.

• Contractor shall weed-eat and edge at a two (2”) inch minimum depth around all curbs, sidewalks to present visually a neat well-manicured landscape.

• Contractor shall ensure trimming of shrubs and trees around exterior outlying buildings, to include the Outpatient pharmacy, Valor Building 30, Cancer Center building, Audiology Building, Eye Clinic building, Employee Parking Structure, 505 Generator area, Barton Road entrance, and the main driveway entrance island.

• Contractor shall shear shrubs lightly shaping and pruned true to their plant types and species.

• Contractor shall ensure no over prune or hard prune shrubs.

• Contractor shall ensure removal of dead twigs, branches and suckers to always present a neat well-manicured landscape.

• Contractor shall blow down and remove all debris from trimmed, edging and weed-eating areas to include sidewalks, street cubs to present a visually neat well-manicured landscape.

V. PERIOD OF PERFORMANCE:

30 days from performance start date. Work may be scheduled during the day or night

(Depending on load demand), Monday thru Friday and/or Saturday thru Sunday.

• Daytime hours: 5 am to 4 pm

• Evening hours: 4 pm to 10 pm

Contractor shall initiate work within 2 weeks of being contacted by the designated Contracting

Officer’s Point of Contact (POC) or designee. Work shall be scheduled through the POC or designee, who will coordinate with VALLHCS staff. Timelines are subject to change due to

VALLHCS operational requirements.

VI. PLACE OF PERFORMANCE:

VA Loma Linda

11201 Benton St.

Loma Linda, CA 92357

VII. LICENSING REQUIREMENTS:

a. Offeror must possess a 30-hour Occupational Safety and Health Administration (OSHA) safety card.

b. Landscaping contractor C-27

c. Tree service Contractor D-49

d. ISA Certification

VIII. SPECIFIC REQUIREMENTS:

a. Contractor shall conduct a site walk prior to commencement of work as necessary to survey existing conditions with VA Grounds Supervisor.

b. Contractor will inspect all turf and grounds area for litter and debris prior to each mowing, weed-eating, edging, and trimming.

c. Contractor shall provide lawns aeration once annually (Spring) per Grounds Supervisor.

d. Contractor shall furnish and apply Turf-grass Fertilization annually in the Spring or Fall season and provide a schedule to Grounds Supervisor.

e. Contractor shall use only battery powered charged blowers, shears, and any equipment needed to perform duties around air handlers specified by Grounds Supervisor per Safety recommendations.

f. Contractor shall NOT use any gas-powered equipment around VA Air Handlers Identified by Grounds Supervisor.

g. Contractor shall verify no leaks, and proper irrigation operation of sprinkler system and drip system prior to commencement of work with Grounds Supervisor.

h. Contractor shall be responsible for replacement of damaged, chipped, marred, and ruined sprinkler heads, drip system, valve boxes, and control markers, ruined at the fault of the contractor.

i. Contractor shall bear all cost associated with replacement of damaged sprinkler heads type

(rain bird), drip system, structures and all equipment damaged by contractor.

j. Contractor shall be responsible for the disposal of all green waste per state and federal, and local regulations.

k. Contractor shall upon completion of services leave work sites in a clean condition, free of landscaping trash and debris.

l. Contractor shall be responsible to operate all equipment in a safe manner.

m. Contractor shall schedule start date with POC or designee five (5) business days in advance.

n. Contactor personnel shall have valid Loma Linda PIV badges before starting work.

o. Contractor shall coordinate energy source LOCK OUT /TAG OUT procedures with

VALLHCS Grounds Supervisor before starting work. When work is complete, Contractor shall notify the VALLHCS Grounds Supervisor that energy sources will be restored and require verification.

p. Contractor’s supervisor or lead technician are to check in with VALLHCS Grounds

Supervisor, or in their absence, with Graphics Control prior to work each day.

q. Contractor shall conform to the following standards, policies, regulations, governing agency, and any other local, state, or Federal guidelines that are not listed here.

• OSHA 29CFR Regulations, www.osha.gov

• EPA Regulation, U.S. Environmental Protection Agency | US EPA

• NFPA 99, www.nfpa.org

• VHA Master Specification MASTER CONSTRUCTION SPECIFICATIONS (PG-18-1) - Office of Construction & Facilities Management (va.gov)

1. Section 32 84 00 Planting Irrigation

2. Section 32 90 00 Planting

3. Section 31 20 00 Earthwork

IX. AUTHORIZED SERVICES:

Only those services specified herein are authorized under this contract. Before permitting and/or performing any service of a non-contract nature, the Contractor shall advise the CO of the reason (s) for the additional work and/or service. The Contractor is cautioned that only the CO or his/her designee may authorize additional service that are within the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained from the CO.

All changes to the contract shall be issued through a contract modification in writing from the

CO to the Contractor.

X. DELEGATION OF AUTHORITY:

No additional service shall be provided without the approval from the Contracting

Officer (CO) or his/her designee of this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the CO or his/her delegated representative acting within the limits of his/her authority.

XI. GOVERNMENT-FURNISHED EQUIPMENT (GFE) GOVERNMENT FURNISHED

INFORMATION (GFI):

No Government equipment will be used by the Vendor.

XII. RECOGNIZED HOLIDAYS:

The following is a list of all Government recognized holidays:

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following

National holidays are observed and for the purpose of this contract are defined as “Legal

Federal official holidays”:

http://www.osha.gov/ https://www.epa.gov/ http://www.nfpa.org/ https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/spec.asp

New Year’s Day: January 1

Martin Luther King ‘s Birthday: Third Monday in January

President’s Day: Third Monday in February

Memorial Day: Last Monday in May

Juneteenth Independence Day: 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 Day: December 25

If a holiday falls on Sunday, the following Monday shall be observed as the legal holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by

U.S. Government agencies. Also included, would be any other day specifically declared by the

President of the United States of America to be a National Holiday.

XIII. CONTRACTOR EMPLOYEES AND BADGES:

Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Examples: wearing of distinctive clothing such as uniform, badges, patches, etc.

All contractor personnel shall be required to wear VA always provided identification

(I.D.) badges above the waist while on the VA grounds. Contractor shall be required to coordinate with the COR to obtain the VA provided I.D. badges for all staff. All

VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. Failure to wear ID badges may result in removal from any of the VA facilities and/or otherwise referred to Government property.

XIV. SAFETY AND PPE EQUIPMENT:

Personal Protective Equipment shall be provided for each Contractor employee by the

Contractor. Possession of weapons are prohibited.

XV. SMOKING and VAPING POLICIES:

Smoking and vaping are prohibited on Government property.

XVI. PARKING:

It is the responsibility of Contractor personnel to park only in designated parking areas.

Parking information is available from the VA Security Service. The VA shall not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances.

XVII. COMPLAINTS:

Contractor shall promptly and courteously respond to complaints within three (3) working days to the COR. Including complaints brought to the contractor’s attention by the CO. Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and contractor’s response. Contractor shall permit the Government to inspect the written records of complaints upon reasonable notice from the CO.