QUESTIONS AND ANSWERS.docx

Amendment 001

QUESTIONS AND ANSWERS:

1. On page 61 Under C Procedures for the ADMIN CLIN -Does the Gov. typically need 1 man for these tasks listed or will the contractor need to provide more than 1 full time man to be available each day for these jobs? Will the Gov. ever require simultaneous tasks that will require several men to be available to do the tasks listed under this CLIN? For example- when the Gov. asks for the power washing of buildings to be done will there also be a requirement on the same day for painting or another task to be done thus requiring more than 1 man available?

(xxi) Power wash building, courtyard, vinyl fencing, roads, sidewalks as needed or directed by COR. This requirement falls under monthly CLIN since not all items mentioned are needed on specific day or time, but on as need basis and must be addressed since they are Visually Prominent Areas IAW National Shrine Standards. i.e. The sidewalk has accumulated soot and dirt in March, but the roads look acceptable. Only sidewalk is power washed in March. There may be simultaneous tasks, however, the cemetery COR and Contractor will work together to ensure the given monthly tasks are completed within that month to ensure shrine standards are met.

2.The section mentions daily leaf and debris removal and snow and ice removal. The tasks for snow removal and leaf removal will require additional manpower and equipment than typically required under admin. Can these tasks have CLIN's given for each requirement instead of grouped under the administrative CLIN?

OAI Standard 2.3: All turf is free of debris, i.e. leaves, fallen branches and trash. Requirement 2.3a: Turf areas are cleared of leaves and other natural debris as needed or at least weekly. Leaves collected throughout the week are acceptable. Leave maintenance is minimal from December to July and more frequent from August to November. There are times i.e. wind/storms where spot leaf collection will be required on any given day. The frequencies of these occurrences are minimal but is required to meet OAI standards and if asked by the COR must be addressed. Snow removal in this region is rare. The last snow removal was four years ago for 1 task. These tasks are not on a separate CLIN due to operational needs and would fall under a monthly task due to the nature of balancing frequency and infrequencies but needed to meet National Shrine standards.

3. What are the average (historical) quantities of leaf removal and snow removal?

See #2 above.

4. Will the leaf removal need to be completed in 1 day? Or can the contractor work in sections during the week to be completed within a 4-5 day period?

See #2 above.

5. Under the same section - the solicitation says the contractor will need to power wash the building, courtyard, fence, roads, and sidewalks using just water (no D2) as needed. How often is this normally done? Does the contractor need to supply the water or is there a hook up for this?

See #1. Additionally, cemetery has water spickets throughout the burial sections and near the roadways that produce non-potable water. Contractors may use these, however, in the event there is an issue with the water lines, the Contractor will still need to supply water to meet any tasks requiring water.

6. Does the Gov provide the forklift for unloading headstones?

A. 3 General Requirements (a) Contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide cemetery Grounds, Maintenance, Facility and Interment services at the Hampton National Cemetery as specified herein. Contractor shall provide all equipment.

7. Will there be a place available for the contractor to place a dumpster onsite?

Yes. The location is at Phoebus Annex. See attached image.

8. Please provide the linear feet need to be edged for the Hampton National cemetery contract.

Below are the closest measurements of linear feet for all three locations:

Hampton University Side: 7, 149 LF Hampton VAMC: 268 LF Phoebus: 8,763 LF

9. The period of performance is from Oct 1st thru Sept 30th 2021 with four (4) one-year renewal options. As with any multi-year contract the contractor has a substantial amount invested in equipment and other specialty items. Does the Government plan to fulfill terms of this contract?

This is a solicitation for a base plus four years. As with all contracts of this type, the base year is guaranteed, as long as the work is of a satisfactory nature. Option years are optional. While NCA intends that this award last five years, no contracting officer has the authority to guarantee that option years will be exercised in advance.

Please refer to: A.6 CONTRACT MANAGEMENT (c) All administrative contract functions are the responsibility of the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

10. The cemeteries have two types of grass both cool season and warm season; however, only one high requirement for mowing and the grounds are quite unlevel. How does the Government to expect to have No Signs of grass burns?

Turf is to be mowed as outlined in SOW at same height which falls within its prescribed growing range.

11. Is the cemetery expecting contractor to push mow around or between headstones?

Please refer to: A.4.5 LAWN MAINTENANCE: MOWING, TRIMMING, EDGING TURF, HEADSTONES, TREES, CURBS & FENCE LINES (c ) GENERAL REQUIREMENTS: (ii) The Contractor shall use mowers with mulching decks with a fully enclosed mowing deck with baffles or a mowing deck with mulch kit designed to fully enclose blades with baffles with scalp preventing wheels only. A standard mowing deck with a chute blocker is not sufficient. Mowers shall be sized according to the area to be mowed. Small push or self-propelled mowers are required in areas too small for riding machines. At no time is freshly mowed grass to be blown onto headstones. Riding mowers may be used if they are not operated within two (2) inches of from headstones, markers, monuments, tree trunks, or other vertical surfaces. (d). Contractor shall be familiar with and utilize different mowing patterns. Changing direction and patterns reduces turf wear, prevents wheel rutting and provides a neater appearance. Contractor shall clean all mowing and trimming equipment before unloading at the cemetery. This shall minimize the possibilities of weed contaminates to cemetery turf from outside mowing areas. All mowing around trees will be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf.

12. Thatch is layer between Root crown and soil layer. Please clarify or define thatch is to be removed or remediated each day?

Thatch refers to grass clippings/clumps left over from daily mowing operations. Please refer to: A.4.5 LAWN MAINTENANCE: MOWING, TRIMMING, EDGING TURF, HEADSTONES, TREES, CURBS & FENCE LINES (c) (v) No thatch is permitted after mowing. All thatch must be removed or remediated each day. No more than 1/2-inch thatch layer shall exist at any time throughout the growing season. Contractor methods should reflect in their technical proposal.

13. Is the cemetery expecting the contractor to bag the clippings?

Please refer to: A.4.5 LAWN MAINTENANCE: MOWING, TRIMMING, EDGING TURF, HEADSTONES, TREES, CURBS & FENCE LINES (c ) GENERAL REQUIREMENTS (a) SCOPE: (vi) All grass clippings and debris will be removed from cemetery grounds at Contractors expense. Contract requires removal, method is up to the Contractor.

14. Hampton area receives a lot of rainfall. Please clarify or define cannot mow until ground is dry, not always feasible?

Please refer to: A.6.2 CONTRACTOR RESPONSIBILITIES (a) Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged snow cover, shall not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines. Average rainfall is 40 inches annually. Hampton has not experienced a delay in accomplishing weekly mow requirements.

15 The grass height at no time can have more than 1.5” of grass removed. Both grass types will have their own peak times and would need to be cut more than once a week to maintain this standard. Will the Government allow the contractor to bill for any additional mowing’s?

As an IDIQ, there is the ability to add or subtract requirement quantities as needed. No changes can be made without the Contracting Officer’s prior approval.

Please refer to: A.6 CONTRACT MANAGEMENT (c) All administrative contract functions are the responsibility of the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

15. It is not always possible to keep mowers ahead of trimmers. Please clarify or define no trimmer ahead of mowing?

No trimmers ahead of mowers. Trimming ahead of mowing causes more of a chance to have turf level variations, which are unacceptable.

16. What is reasonable time frame to retain burial equipment?

A.4.6 Grave Excavation & Backfilling of Casketed Remains (i.) Cemetery equipment to include lowering device, probe device, temporary tent, greens and chairs, casket carrier vehicle, etc., for a reasonable amount of time, no more than 6 months, until Contractor is able to obtain and provide moving forward.

17. Does the cemetery intend to only conduct committal services at Hampton location? If so this will require a casket van to meet Virginia Department of Motor Vehicles and casket cart from roadside.

Please refer to: A.4.6 GRAVE EXCAVATION & BACKFILLING OF CASKET REMAINS (c ) Procedures: (xxxii) Contractor shall provide covered transportation of both casket and cremated remains within the Hampton National Cemetery and Phoebus Annex in a safe and dignified manner. The Contractor shall transfer the remains in a covered transportation utility/vehicle in a dignified and secure manner from the committal service area to the proper gravesite. If committal service is held at Hampton (University Side) and burial is at Phoebus Annex (0.9 miles in distance), the transportation vehicle must meet the Virginia Department of Motor Vehicle requirements to transport remains casket/urn.

18. This is Historia Cemetery with limit space and tends to have high water table. What are procedures should casket/vault need reposition when space, water suction, or casket/vault is deteriorated and cannot be pulled?

Repositioning procedures are outlined in SOW and in Attachment portion. Contractor methods should reflect in their technical proposal.

19. Is an 15’ by 15’ Lawn Funeral Tent acceptable?

Please refer to: A.4.8 COMMITAL SERVICES, PROCEDURES (viii) The chapel tent must be Cemetery industry standard, no smaller than 20x20, waterproof cover, clean, dignified, safe and secure for all types of weather.

20. Please clarify or define the 2000 R&R’s are they intended to be maintenance or tradition R&R’s? For example is contractor to R&R just headstones out of alignment or below height standard within a row or is the entire row to be pulled and reset?

Determined at COR’s discretion.

21. If R&R’s are intended to be done as tradition R&R’s. How will control points be established? Typical done with Register Land Surveyor to ensure headstone are not shifted off current grave.

Determined at COR’s discretion.

22. Clin 022 Shrubs & Hedge Removal. Is one job to remove 1 shrub/hedge? Is one job to remove 60 shrubs/hedges?

0022 Description: Shrubs & Hedges - Removal and Relocate or Replant shrubs and hedges. Removal includes removal of grindings, roots, backfilling cavity with clean topsoil, tamping and seeding/sod with established quantity of 4 with unit of 1 job not each.

23. Clin 023 Tree Prune/Tree Trim/ Tree Remove. Is one job to prune 1 tree? Is one job to trim 1 tree? Is one Job to removal one tree? Is multiple tree trim/prune/ remove one job? Please clarify or define job, as this is old cemetery with very large mature trees?

0023 Description: Trees- Pruning / Trimming / Removal of trees with all debris being chipped or removed from cemetery premises by the Contractor. Removal of trees include grinding of stump, removal of grindings, backfilling stump cavity with clean topsoil, tamping and seeding/sod with established quantity of 4 with unit of 1 job not each.

24. Tree procedures one sentence the contractor shall monitor tree population, another sentence states COR will notify of specific trees to be intended for pruning and removal. Please clarify or define is this performance base or directional contract?

Please refer to: A.6 CONTRACT MANAGEMENT (b) The COR may direct and arrange the Contractor’s work schedule & (f) Communication & Coordination of Work with COR.

25. Please clarify or define debris free. Are all leaves, twigs, fallen limbs, to be removed once a day? This cemetery has huge Magnolia trees that drop leaves & pods constantly. What if more debris falls during day?

Please refer to: A.4.20 GROUNDS, FACILITIES, ADMINISTRATIVE AND ADMINISTRATIVE SERVICES (b ) NCA STANDARDS (ii) Standard (2.3): All turf is free of debris (i.e. leaves, fallen branches and trash).

26. Please clarify or define headstones debris free. Are headstones to be cleaned daily?

Please refer to: A.4.20 grounds, facilities, administrative and Administrative services (c ) Procedures: (xiv) Contractor shall wash/rinse headstones, reachable monument/memorials, historical storyboards, wayfaring/posted signage and posts supporting signage as needed or directed by COR ongoing throughout year due to natural elements i.e. bird droppings.

27. Pleas clarify or define Any Additional day-to-day grounds, facilities, and administrative support services. Is this unlimited upon direction or request?

Please refer to: A.4.20 grounds, facilities, administrative and Administrative services (a.) Scope: (i) To assist with day-to-day cemetery operations, the following general, recurring and periodic grounds, facility, maintenance and administrative support services shall be provided on an ongoing/as needed basis.

28. Is this Personal Services Contract? No.

29. Is cleaning concrete canals at Phoebus part of this contract?

Please refer to: A.4.20 grounds, facilities, administrative and Administrative services (c ) Procedures: (vii) Contractor will collect and remove from cemetery property debris/leaves from gutters, basement stairwell, around the lodge/ maintenance buildings and concrete canal at Phoebus location when needed.

30. Is the Pest Control contract being replaced?

Please refer to: LAWN MAINTENANCE: TURF APPLICATION REQUIREMENTS/PLANTING BED, TREE RING MAINTENANCE, FERTILIZATION, HERBICIDE, WEED & PEST CONTROL (a) (i) Contractor shall be responsible for providing and maintaining the turf area, planting bed(s) and tree rings of the cemetery and the immediate area surroundings of the cemetery in a healthy condition by proper application of fertilizers, and chemicals (to control weeds, diseases, and invertebrate and vertebrate pests). Turf in high visibility areas shall be at least 90 percent pest, and disease free.

31. Due to various equipment needs Offsite equipment storage makes it more difficult to perform. What about snow removal, headstone unloading, day-to-day operation, burial needs, ect?

Please refer to: A.5 USE OF CEMETERY FACILITIES ( e) Material, equipment, tools and supplies for non-interment operations i.e. ground operations, mowers, blowers, rakes, shovels, etc., may use COR designated space.

32. How are Holiday or weekend Interments compensated?

Please refer to: A. 6.10 General Conditions 9. WORK HOURS a. Work may be performed between the hours of 8:00 a.m. to 4:00 p.m. local time, Monday through Friday except observed Federal Holidays or unless otherwise directed by the COR. At Contractor request and with the written permission of the COR, work may also be permitted to be scheduled during weekends and/or Holidays. When situations prohibit work completion during the normal work week, (such as weather-related or contractor-caused delays), then the Contractor will make arrangements with the COR to work on weekends, as needed, in order to meet the requirements of performance within the period specified. The Government will not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified period of performance.

33. Doe the contractor schedule and plan work or does the COR or does the Director?

Please refer to: A.6 CONTRACT MANAGEMENT (b) The COR may direct and arrange the Contractor’s work schedule & (f) Communication & Coordination of Work with COR.

34. Is this performance base contract or firm fixed or IDQ? IDIQ.

35. Listed are A) Scope B) NC Standards C) General Requirements D) Procedures , some are repetitive and contradictive. To be able to accurate price, how is the contractor to know or assume which ones to follow?

A.4.1.7 has two sets of procedures for two separate needs.A.4.17. TREE, HEDGES, SHRUB & PLANTING BED MAINTENANCE (c ). PROCEDURES: Pruning, cutting, trimming and shaping of trees shall be accomplished in accordance with the following: and (d) PROCEDURES: Planting beds, hedges and shrubs shall be maintained in accordance with the following.

End of Question and Answers section.