36C78621Q0008_2.docx

36C78621Q0008 Amendment 0002 Questions & Answers Contract Opportunity Amendment to a Previous Combined Solicitation

PRODUCT SERVICE CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

BASE NOTICE TYPE

RESPONSE DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Amendment to a Previous Combined Solicitation S208 Springfield National Cemetery - Total Cemetery Maintenance Subject to Availability of FY21 Funds.

22172 36C78621Q0008

09-25-2020 14:00

EASTERN TIME, NEW YORK, USA

N

SDVOSBC

812220 Department of Veterans Affairs National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172 https://www.va.gov Department of Veterans Affairs

1. Is there a current incumbent? If so,

a. What is the final year award amount?

$293,101.00

b. Are there any changes to the scope of work from the previous/current contract?

Yes

c. Who is the vendor performing these duties?

Byrd Enterprises

d. What is the contract number?

VA786-17-D-0252

2. Will the current vendor have the opportunity to bid again?

Yes

3. What is the required service frequency for ground maintenance jobs per month? (CLIN 0001).

Please refer to scope of work. As necessary to align with individual specifications/standards outlined in SOW.

4. Under the section 1.5.13 Structure maintenance, this section of the contract is not listed in the Price Schedule, can you clarify how or where to provide the pricing for this section.

This activity is associated with Grounds maintenance services CLIN0001

5. For Janitorial Service, CLIN0012, in the PWS it indicates that a contractor is required to clean administration buildings. Could you clarify this portion as it was not mentioned in the Price schedule.

This activity is associated with Grounds maintenance services CLIN0001

6. Will the cemetery provide storage space to keep vehicles, equipment, and supplies on site?

Yes, maintenance building is onsite. Please see 1.5.18 section 7

7. Attachment A par B. Scope - states there will be approximately 120 casketed and 85 cremation internments per year. In 2019 there were 12 Casket Burials and 59 Cremations. 2020 there have been 12 Casket burials and 22 cremations so far. Do you expect to have an increase to 120 casket burials and 85 Cremations every year for the next 5 years?

JBNC Complex does not expect an increase from last years totals, however potential contractor needs to plan for specifications outlined in solicitation as written.

8. Attachment A par C Procedure line 7 states All excavated soil shall be removed from the gravesite area prior to the scheduled interment and brought back in to backfill the grave.

Where does the soil need to go after the internment? Back to the spoils area or just away from the grave? This will increase the cost of a burial significantly.

Excavated material needs to be returned to designated suitable fill area and then returned to site at time of backfill.

Line 8 states All open excavated graves shall be properly protected and secured to prevent unauthorized access to the excavation by visitors, NCA staff, or contractor employees.Since the graves are dug just before an internment, how is the grave to be secured?

Cones and barricades around open excavation at all times.

Line 18 states The Contractor will designate a member of his staff to keep visitors away from open gravesite prior to interment service and provide other duties as assigned by the COR. Is this considered securing the gravesite?

No. See response above.

9. Sec1.5.1 B Scope estimates 5 memorial markers to be aligned and leveled. What are the dimensions of the Memorial markers? Are they larger than the upright headstones?

Same size as upright headstones.

10. Section 1.5.2 Headstone Cleaning and Maintenance par D line 1 states to use D2 or Weatherzyme to clean the headstones. Line 3 states to use D2. Which is correct since there is a significant difference in price between the two products?

Results driven. The only significant difference lies in the mix ratio to reach maximum effectiveness. Products are interchangeable.

11. Section 1.5.7 par 4 Procedure line E states: All non-flowering shrubs will be evaluated monthly and trimmed as needed during the growing season to maintain healthy, uniform growth and appearance.

How many shrubs are to be trimmed?

There are 75 shrubs throughout the cemetery.

12. Section 1.5.8 Irrigation System Maintenance and Operation How many Valves, zones, and sprinkler heads are to be maintained under this section?

The Irrigation is not installed yet. This is a project slated for FY21. We do not have a total count at this time as it is subject to change.

13. Par 3 Procedure line D states Hoses, portable sprinklers, portable pipe, and similar irrigation equipment shall be removed from lawn areas at the end of each workday or when not actually in use.

What are the hoses and sprinklers used for if there is an irrigation system?

All site irrigation project is slated for FY21. Until then hoses and sprinklers to be utilized as per solicitation. 7. Section 1.5.9 Plant Material Maintenance

14. How many trees are to be maintained at the cemetery? Will they be up to NCA standards when the contract begins?

There are 190 trees in the cemetery at time of fall pruning in FY21 they will not be. Hence the need for pruning.

15. Par 5. Procedure line F states Beds containing shrubs shall be kept attractive and free of weeds. Any cultivation shall be generally shallow to avoid any damage to roots.

Are weed control chemicals allowed or is the contractor only allowed to hand pull weeds?

Results driven. Generally, weed free. Any chemical utilized will have prior notice and MSDS associated with product before utilization and appropriate safety measures taken.

16. Line G states all shrubs shall be watered during the growing season to the degree needed to maintain an attractive appearance should natural rainfall fail to provide the moisture needed.

Are the shrubs watered by the irrigation system or are they to be hand watered?

Please see response to question 13.

17. Line H states Contractors will supply all mulch throughout the cemetery.

How many trees need mulch and what is the square footage for the beds that will need mulch?

Approximately 50 trees will need mulch – these are trees that are next to the roads.

18. Section 1.5.10 Pruning Standards For Shade Trees par. 3 line B states Contractor is required to maintain trees up to a maximum height of 15 feet. Any tree maintenance required above 15 feet shall be reported to the COR.

This section mentions Crown Cleaning, Thinning, Raising, Shaping, and Restoration. The contractor is only required to maintain trees up to 15 feet in height, so no bucket truck will be required to perform any tree maintenance. Is this correct?

Solicitation is correct relating to contractor responsibility. All contractor tree work/equipment will align with OHSA regulations.

19. Section 1.5.11 Trash and Debris Removal par B Scope line 2 states Work also includes emptying cemetery trash receptacles on a daily basis.

How many trash cans are to be emptied daily?

There are 9 trash cans.

20. It also states: Work consists of collecting and removing all trash, debris, fallen leaves, seed pods and branches, dead and unsightly flowers from the cemetery grounds, driveways, parking areas on a daily basis.

Par D Procedures line 6 states: Remove unsightly cut flowers weekly. Line 7 states: Schedule general floral pickup from gravesites on the first and third Wednesdays of each Month.

Which is correct? Daily or 2 times a month or Monthly?

They are all separate conditions therefore all are correct. Par E Holiday Trash Removal Lines B and C

21. Both state that a minimum of (2) 30 yard roll off containers are to be provided. What has been the total number of Roll off containers used in the past for each service? If the amount picked requires more than 2 roll off containers per service, will the contractor be reimbursed for the additional containers needed?

Please adhere to solicitation. No need to for potential bidder to request historic data. COR discretion if additional dumpsters will be needed. Contractor is only required to provide 2 dumpsters as per solicitation.

22. Section 1.5.13 Structure Maintenance Par C line 4 States Polish aluminum base trim and anodized aluminum gold finial at top of flag poles with appropriate metal polish to remove oxidation and stains following anufacturer’s printed instructions. Does this include the tall flagpole with the American Flag at the cemetery? If so, will a bucket truck be needed to reach the top of the pole?

No and No.

23. Line 5 Maintain Exterior and Interior Lighting par a states maintain all interior and exterior lighting including the Flagpole and entry sign lighting. At no time shall the flag be allowed to fly unlit except in the event of unplanned power failures. The Contractor shall furnish all replacement lamps. What are the types and amounts of replacement lamps that the contractor is to provide? This information is needed to properly price this service. Line 6 Clean Buildings and Roofs. What are the heights of the roofs that are to be cleaned and are they structurally sound to walk on?

Part# E-FFA22 Series 5000k, All roofs onsite are structurally sound. All roof work to conform to OHSA standards and practices.

24. Line 7 Clean Interior and Exterior of Committal Shelter line b states yearly, seal decorative concrete paving “square” pad surrounding the committal shelter with low-gloss concrete sealer in conjunction with pressure washing pavement. What is the Square footage of the ”square” concrete pad that is to be sealed ?

The memorial shelter pad is 24 ft x 27 ft.

25. Line f Replace Drinking fountain filters semi-annually. Will the filters be provided by the cemetery or does the contractor provide these? If they are contractor provided, what are the part numbers for the filters?

There are no drinking fountains at this location, not applicable.

26. Section 1.5.15 Snow and Ice Removal, is this priced as per occurrence or is this priced for an entire season no matter how much snow is received?

For the season entire

27. Are chemicals such as ice melt provided by the cemetery?

No

28. Where on the pricing schedule is the contractor to price this service?

CLIN 0001

29. On the pricing Schedule CLIN 0003 Headstone Cleaning and Maintenance Under Item it states 4000 headstones cleaned. Estimated quantity shows 6000. Which is correct?

6000 each estimated

30. Date for quotes to be submitted is hereby extended to 9/25/2020 14:00 EST.

31. All other terms and conditions remain unchanged

End of Document