VA_s Response to Vendor Questions.docx

VA’s Response to Vendor Questions

1. Is the solicitation a new requirement set by the government or is this contract currently being fulfilled that the government is renewing. If this is a renewal, do you have the contract number associated with the old contract?

Answer: This is a new requirement. The government is not giving out any information on previous contracts

2. Street & lot sweeping frequency. One section lists Bi-weekly sweeping, while another requires weekly sweeping before 8:00 AM across roads/parking/structures. Please confirm the required frequency for pricing and staffing.

Answer: Yes.

3. Solar fields—erosion & weed control. Please confirm that >¾″ rock placement in storm-wash areas at the Plummer entrance catch basin is within base scope and whether there is a preferred material spec or detail.

Answer: Yes, and the material is at the discretion of the contractor.

4. Irrigation repairs. The SOW states the contractor installs/repairs irrigation systems and provides all parts. Please confirm the expected depth/extent of repairs within base scope (e.g., laterals, heads, risers, valves, controllers; any depth limit).

Answer: Section 10 letter A contractor must conduct a survey and provide VA with a price for all repairs required to bring the irrigation system fully operational. After the initial repairs are completed, the contractor will be responsible for maintaining the parts for future repairs.

5. Trash service details. Please confirm the estimated 58 receptacles and the twice-daily checks for Bldgs. 200, 10, and 99 remain current.

Answer: Yes, this is correct.

6. Daily staffing & hours. We read that the contractor must staff daily Mon–Fri, 7:00 AM–3:30 PM and that overtime is not allowed. Please confirm this constraint applies year-round (including storm events) and whether after-hours watering/irrigation checks are permitted.

Answer: Overtime and after-hours checks will be covered at the expense of the vendor, not the VA.

7. Will the solicitation require dedicated irrigation specialists, or may general maintenance personnel perform irrigation work under supervision?

Answer: This decision will be at the discretion of the vendor.

8. Can the irrigation specialist also work on the ground’s maintenance crew?

Answer: This decision will be at the discretion of the vendor.

9. Is there a minimum staffing level per crew or zone, or is that left to the contractor’s discretion?

Answer: This decision will be at the discretion of the vendor.

10. Will a certified arborist be required on staff, or is that optional if tree care is properly managed?

Answer: The vendor will oversee making manning decisions. The certified arborist is required for tree care.

11. Will tree trimming and pruning be included in the contract scope, and how often are trees typically serviced?

Answer: Tree Care & Pruning (1 x per week as needed) and yes, it is included in the SOW section 4.

12. The solicitation references approximately 100 trees per year—will these be selected by the VA or recommended by the contractor’s arborist?

Answer: A combination of both depending on the award of the contract there may be trees that pose a safety risk.

13. Will the contractor be responsible for debris removal, hauling, or stump grinding, or is that covered separately?

Answer: Yes.

14. Can the VA elaborate on reporting procedures for dead, dying, or diseased trees that may pose hazards?

Answer: Vendor will need to send in a .pdf of the findings.

15. Should the contractor immediately notify the COR or follow a formal inspection/reporting process?

Answer:Yes, notify the COR by email and provide a detailed .pdf report as well.

16. Will the VA provide a standard tree-hazard reporting template, or should the contractor develop one within its Quality Control Plan?

Answer: No. The contractor will develop their own reporting system.

17. Once a hazard is confirmed, will removal and disposal fall under the base contract or a separate task order?

Answer: It will fall under the base contract.

18. Is the contractor responsible for temporary safety measures (barricades, caution tape) pending removal authorization?

Answer: Yes.

19. How many zones or service areas are currently maintained?

Answer: This will be at the discretion of the contractor. But B200, B99, and B10 are the main priorities.

20. Can you share what the current staffing level is of personnel on the grounds crew? Mowers, trimmers, irrigation in existing or interim or incumbent contractor?

Answer: The government cannot provide this information.

21. Can the VA share the existing maintenance schedule (mowing, edging, irrigation rotation, etc.)?

Answer: No. It will be best for the contractor to create their own schedule and inform the COR

22. Are the softball and baseball fields part of the contract scope, and if so, what maintenance standards apply?

Answer: Yes, the same as the rest of the areas.

23. How many fertilization cycles per year are expected (twice, three times, etc.)?

Answer: 3 times per year.

24. Does the VA have historical cost or frequency data for fertilization or soil treatment?

Answer: No, we do not have this information.

25. During the site walk-through we noted extensive gopher holes and uneven turf:

a. Will gopher or pest-control treatment be required?

Answer: No, The VA already has a pest control contract in place.

b. Will the VA provide approved environmentally safe methods?

Answer: Does not apply since we already have a pest control contract.

c. Should turf restoration or backfilling be included in the base scope?

Answer: Yes.

26. Will federal requirements supersede California’s AB 1346, or must contractors comply fully with state law?

Answer: State law should be followed.

27. Is the VA requiring immediate transition to zero-emission equipment, or is this primarily for awareness?

Answer: Vendors should follow state requirements.

28. If electric tools are not yet mandatory, may existing gasoline-powered units be used throughout the base year if purchased before July 1, 2024?

Answer: Follow California’s AB 1346.

29. Will proposals be evaluated on zero-emission readiness or sustainability compliance?

Answer: Proposals will be evaluated based on the Special standards of responsibility detailed in the solicitation

30. Must offerors submit CARB certification documentation with the proposal or post-award?

Answer: Submit all documentation with your proposal.

31. Will the VA provide on-site charging access, or must contractors furnish mobile/solar charging?

Answer: No.

32. Are there noise-level restrictions near patient-care areas?

Answer: No, just use your base judgement when dealing with B99.

33. Will the VA add CLINs or cost allowances for AB 1346 compliance?

Answer: No.

34. How will compliance be monitored and enforced?

Answer: Monthly meetings between the contract holder, grounds supervisor, COR, and other facility management personnel. This discussion will address the VA's issues regarding the services, as well as allow the landscaping crew to express their own concerns.

35. Must subcontractors comply, and must the prime certify their compliance?

Answer: Yes

36. Does the VA plan to update its PWS templates for California to include AB 1346 language?

Answer: No

37. Will the contractor be permitted to stage or store equipment on-site?

Answer: Yes.

38. Is there a designated storage area? Id so where is it located?

Answer: Yes, at the back of the campus next to transportation.

39. May the contractor install temporary charging banks or battery lockers if required?

Answer: Yes, The VA can provide power for this.

40. Can the VA clarify the requirement for street-sweeping services in parking lots and roadways?

a. Must the contractor supply a dedicated sweeper or subcontract?

Answer: This is up to the contractor.

b. What is the expected frequency (bi-weekly, monthly, or as-needed)?

Answer: It is biweekly for the street sweeper truck and weekly for the backpack blower.

c. Are certain areas (patient, staff, or loading docks) prioritized?

Answer: B10, B99 and B200 are the main priorities.

d. Will sweeping times be government-directed to avoid disruption?

Answer: Street sweeping can start at 7.

e. Should disposal and hauling costs be included in pricing?

Answer: Yes.

41. Will there be a transition overlap with the incumbent contractor?

Answer: No

42. Are there any upcoming construction or renovation projects that may affect access, irrigation, or staging areas?

Answer: No.

43. Will the VA require a Safety or Environmental Management Plan before start of performance?

Answer: Yes.

44. Will the COR require monthly or quarterly environmental data (fuel use, battery cycles, noise metrics)?

Answer: No.

45. Can the VA confirm whether pest control, fertilization, and tree care are firm-fixed recurring tasks or IDIQ/on-call services Answer: This requirement is going to be a firm fixed price contract

46. Can the required “Enclosure 1” form be digitally signed and emailed as a PDF, or must it contain a wet signature? Reference: Enclosure 1 Instructions, page 67

Answer: You can do digital signature or wet signature

47. The solicitation states all forms must be 'in one email with two attachments.' Will quotes be rejected if more than two attachments are included (e.g., licenses or certifications)? Reference: E.1 Addendum to FAR 52.212-1, page 65

Answer: No, we need Enclosure 1 form that contains your company info and price schedule in a separate email attachment from all other documents. Your offer will not be accepted if the Enclosure 1 form is combined in the same attachment as the other documents

48. Does the capabilities statement count toward the two-attachment rule, or is it acceptable to combine it into one PDF with the quote? Reference: E.1 Addendum to FAR 52.212-1, page 65 Answer: The capabilities statement can be combined with other documents except for the Enclosure 1 form which has your company information and price schedule filled out

49. Will attendance on the November 4 job walk be mandatory or optional? If mandatory, will an alternate date be allowed for firms unable to attend? Reference: PWS §1.m, page 4

Answer: The site visit was not mandatory but recommended

50. Are questions accepted after the November 10 deadline if they involve safety or compliance clarification? Reference: PWS §1.k, page 3

Answer: No

51. The SOW specifies irrigation repair 'up to 12 inches underground.' Does that include control-valve lines or exclude main lines typically deeper? Reference: PWS §2.2.i, page 18 Answer: This excludes the main line, because of the depth of the lines.

52. What is the expected interaction with Los Angeles DWP for 'zero landscape installations'? Is the contractor responsible for coordination or only post-installation maintenance? Reference: PWS §2.2, page 7

Answer: Changes to the DWP zero scaping guidelines will be conveyed to the facility, and the COR will pass them on to the contractors.

53. When parts must be ordered for emergency repairs, what turnaround time is expected between COR approval and completion? Reference: PWS §2.2 – Emergency Repair, page 23

Answer: If this affects any of the services, ensure that you maintain regular communication with COR. We recognize that part delays occur.

54. Are specific weed-control products prohibited near solar arrays? Is there a pre-approved herbicide list? Reference: PWS §2.2.g, page 16; Ground Mount Solar Systems Map (Attachment 2) Answer: Follow EPA guidance for this requirement.

55. Should rocks for erosion repair meet a specific type or color standard? Reference: PWS §2.2.g, page 17 Answer: Contractor shall provide and fill greater than ¾ inch rocks in locations where the storm water has caused erosion at the solar field and at the catch basin on Plummer Street.

56. Must annual pruning of 100 trees include palm trees, or are palms counted separately?

Reference: PWS §2.2.c, page 12; Tree Count List.pdf

Answer: Trees and palms are included in the count.

57. Should hydroseeding (~5,000 sq ft) occur at one site or multiple areas as directed by COR? Reference: PWS §2.2 – Hydroseeding, page 22 Answer: This will be directed by the COR and the facility.

58. Should the Certified Pest Control Specialist be on-site daily or only as needed?

Reference: PWS §2.2.e, page 20

Answer: There is a pest control contract already in place.

59. Should Safety Data Sheets be stored centrally or at each maintenance area?

Reference: PWS §2.2.e, page 21

Answer: This is up to the contractor, but the information should be available.

60. The solicitation requires equipment compliance with California AB 1346 banning new gas-powered tools. Since the VA facility is federal property, please confirm whether this requirement applies under federal preemption or if equivalent low-emission tools are acceptable. Reference: Special Standard of Responsibility SP4, page 64; California Assembly Bill 1346 (context)

Answer: Follow California’s AB 1346 for new tools purchases.

61. Will the VA require proof (e.g., serial numbers or receipts) that all equipment complies with AB 1346 or other emission standards?

Reference: SP4 Equipment Requirement, page 64

Answer: Any documentation you have should be presented.

62. Please confirm if maintenance covers the full Sepulveda campus including outer parking lots, or only highlighted zones on the site maps. Reference: PWS §2.2, page 7; SEPULVEDA MAP.pdf

Answer: The entire campus. The zones highlighted are just the parking lots.

63. Do the coordinates on the Ground Mount Solar Systems Map represent both active arrays or is one excluded from maintenance scope? Reference: Ground Mount Solar Systems Map.pdf

Answer: All solar areas are included in the SOW.

64. Can you specify the size and location of the storage area provided for contractor equipment? Reference: PWS §2.2, page 9

Answer: This information will be provided to the awarded vendor upon award

65. Will contractor parking permits be issued, and are there restrictions for heavy equipment or trailers? Reference: PWS §Contractor Employees – Parking, page 28

Answer: No, parking permits are required, but operators permit is.

66. What is the typical COR review timeline for invoices before Tungsten submission?

Reference: PWS §Responsibility, page 25; FAR 52.212-4(g), page 70

Answer: 2 business days.

67. Will the VA provide a standard inspection checklist, or should The Severson Group propose one? Reference: PWS §Service Delivery Summary, page 31

Answer: No, you will provide your own documentation.

68. Can a broker-issued insurance certificate with 'endeavor to notify' wording be accepted if accompanied by an assurance letter? Reference: PWS §2.4.d, page 33 Answer: No

69. Will price escalations be permitted under FAR 52.222-43 or similar clauses for option years, or is pricing fixed? Reference: FAR 52.222-43 (referenced), VAAR 852.219-10, page 85

Answer: This will be a firm fixed price contract

70. Are there penalties for exceeding 'customer complaint' thresholds, or are they performance indicators only? Reference: PWS §Service Delivery Summary, page 31

Answer: Yes, option year will not be exercised.

71. If drought restrictions limit irrigation, will VA issue written waivers to excuse vegetation loss? Reference: PWS §2.2.i, page 19 Answer: During a drought restriction the COR will map out the areas of importance.

72. Must the contractor use on-site green-waste dumpsters, or may debris be hauled off-site? Reference: PWS §2.2.f, page 15

Answer: The green waste bin is provided, if you do not use it that is your choice, but the VA will not be responsible for any extra cost.

73. If pest infestations occur, will treatment be a change-order or included in base pricing?

Reference: PWS §2.2.e, page 20

Answer: There is a pest control contract in place already.

74. Will the VA require periodic sustainability or chemical-use reports?

Reference: PWS §2.2.e, page 21

Answer: No, simply make sure every chemical you use complies with EPA regulations.

75. Can the government add a phase-in CLIN’s to the pricing sheet?

Answer: No, we can’t

76. Will a pressure washer be supplied by the VA for this task, or is the contractor expected to provide one? Reference: Page 5, Section (iii) – Cleaning of Sidewalks, Walkways, and Entry Ways

Answer: Contractor should provide their own.

77. The section states the contractor shall provide 'continuous weed control as needed.' Reference: Page 8, Section (g) – Solar Field Weeding – Plummer Entrance and Parking Lot X

Please clarify:

· What is meant by 'continuous weed control' (e.g., weekly, bi-weekly, or as observed)?

Answer: If the weeds are overgrown, cut them; if everything is under control, the contractor has discretion.

· Given the current condition of the grounds, where weeds are extremely high and out of control, will the current contractor be responsible for restoring the property to an acceptable condition before the start of the new contract, or will the incoming contractor be expected to perform the initial large-scale weed removal?

Answer: Yes, the incoming contractor will.

78. Page 4 of the Solicitation Notice states “Street and Parking Lot Cleaning (Bi-weekly),” while page 9 specifies that the contractor shall provide “weekly outdoor sweeping service.” Can you please clarify the intended frequency of service and confirm what is meant by “bi-weekly” — every two weeks or twice per month? Reference: Page 4, Letter (g) – Street and Parking Lot Cleaning (Bi-weekly) and Page 9, Section (ii) –Weekly Outdoor Sweeping Service

Answer: It is biweekly for the street sweeper truck and weekly for the backpack blower.

79. Several irrigation lines and sprinkler systems across the facility appear to be in poor or non-working condition. Reference: Page 9, Section (i) – Irrigation Equipment and Operations

Please clarify:

· Will the current contractor repair existing irrigation issues and ensure all systems are functional before the new contract begins?

Answer: Contractor shall perform a facility survey of all irrigation and provide a repair quote to the VA.

· Will the VA supply any parts or materials for irrigation repairs, or is the incoming contractor responsible for furnishing all parts and supplies?

Answer: The contractor will be responsible for all the necessary parts of the irrigation system following the initial survey and repairs are complete.

80. Reference: Page 15, Section 2 – Special Standards of Responsibility, SP4: Equipment Requirement

Please clarify:

· What type of evidence or documentation is required to demonstrate that the firm 'has and is able to have on site' the required equipment (e.g., ownership records, lease agreements, photos, or inventory lists)?

Answer: Any documentation you have should be presented.

· Under California Assembly Bill 1346 (AB 1346), which bans the sale of most new gas-powered landscaping equipment as of July 1, 2024:

Answer: Follow the guidelines in AB 1346.

· Considering there are currently no commercial-grade electric mowers capable of mowing up to 10 acres per hour, will gas or diesel-powered equivalents still be acceptable if compliant with emissions regulations?

Answer: Follow the guidelines in AB 1346.

81. The solicitation states that 'Offerors who fail to meet any special standard of responsibility will not be eligible to receive a contract award.' Can you please confirm whether these special standards of responsibility will be strictly enforced during both the evaluation and performance phases of the contract to ensure awarded contractors maintain the required quality and compliance standards throughout the contract term? Reference: Page 16, Section (a) – Basis of Award

Answer: The special standards of responsibility will be how offers are evaluated to find the best value for the government

82. The Scope summary states trash pick-up 3 times per week, and 5 days per week for Buildings 200 and 99. The detailed Trash Pick-Up section later states that the contractor must check trash twice a day for Buildings 200, 10, and 99 (once early in the shift and once an hour before the end of shift). 1. Reference: Page 4, Section 2.2, Scope, Item (f) “Trash pick-up (3 x per week... For Buildings 200 and 99 provide trash pickup 5 days a week)” and detailed Section 2.2(f) “Trash Pick-Up”

Can you please clarify:

· Whether the “3 times per week” requirement in the Scope is still applicable, or if the twice- daily checks for Buildings 200, 10, and 99 supersede this language.

Answer: This is accurate. All buildings, except for B10, B200, and B99, are picked up three times a week. Due to their heavy traffic and patient areas, B10, B99, and B200 must be picked up five times a week and checked near the end of the day.

· Whether other buildings and outside receptacles (not 200, 10, and 99) should follow the 3 times per week standard, or a different frequency.

Answer: Yes, three times per week for all the other buildings.

83. The solicitation states that the contractor will be expected to “work along with Los Angeles County Department of Water and Power and VA for an ongoing project of installing zero landscapes on facility grounds as needed.” Reference: Page 4, Section 2.2, Scope (paragraph regarding working with Los Angeles County Department of Water and Power and VA for zero landscape installation)

Can you please clarify:

· What specific tasks and level of effort are expected from the contractor in support of the zero landscape installations (e.g., demo, soil prep, planting, irrigation modifications, mulching, ongoing maintenance).

Answer: Changes to the DWP zero scaping guidelines will be conveyed to the facility, and the COR will pass them on to the contractors.

· Whether this work is expected to be covered under the base firm fixed price for this contract, or if separate pricing or modifications will be requested when specific zero landscape projects are identified.

Answer: This would be a change order if changes were required.