36C78621Q0033 Calverton NATL CEM TRIM AND EDGE FLAT GRAVE MARKER SERVS.pdf

Contract Opportunity

Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice

S208

Trimming and Edging Flat Grave Markers at Calverton National Cemetery.

t

22172

36C78621Q0033

April 27, 2021 12:00 PM EASTERN TIME, NEW YORK, USA

N

Tiered

561730

Department of Veterans Affairs National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172

Eric D. Washington, Sr.

Calverton National Cemetery

210 Princeton Boulevard

Calverton, Long Island New York

11933

USA

https://www.va.gov

Department of Veterans Affairs

Eric.Washington@va.gov

Contract Officer

RFQ FOR COMMERCIAL ITEMS

GENERAL INFORMATION

Document Type: Combined Synopsis Solicitation

Solicitation Number: 36C8621Q0033

Post Date: 4/12/2021 Site Visit: 4/20/2021

Question Due Date: 4/22/2021 @ noon pm EST

Response Date: 4/27/2021 @ noon pm EST

Applicable NAICS: 561730

Product Code: S208

Set Aside Type: Tiered: SDVOSB, VOSB, Small Business (Small Business)

Period of Performance: May 5, 2021 – April 30, 2022 plus 4 Options if exercised

Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration 18434 Joplin Rd Triangle, VA 22172

Delivery Location: Calverton National Cemetery

210 Princeton Boulevard Calverton, Long Island New York, 11933

Attachments: A-C at the end of the document

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.603 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78621Q0033.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2021-05 with an effective date of 3-10-2021.

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE:

The (NAICS) code for this procurement is 561730. The business size standard is $8M.

This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.

The U.S. Department of Veteran Affairs, National Cemetery Administration, anticipates the award of a Firm- Fixed Unit Price Requirements contract for services to trim and edge flat headstones at the Calverton National Cemetery.

SITE VISIT: Offerors are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the price of contract performance.

In no event shall failure to inspect a one or all sites constitute grounds for a claim after contract award.

To ensure accuracy of proposals, it is the Contractor’s responsibility to verify the acreage estimate by onsite inspection and measurement

Date: Monday, April 20, 2021 at 11:00 am.

Location: Calverton National Cemetery

This is the only organized site visit. Vendors unable to be there may inspect on their own time. There will be no one to give a tour or answer questions.

POST AWARD CONFERENCE: A Post Award Conference will be held before commencement of any work.

RESPONSE TO REQUEST FOR QUOTATION (RFQ): Proposals are due to the Contract Officer no later than NOON pm EST on April 27, 2021. Responses to this announcement will result in a Firm-Fixed Unit Price Requirements contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any Price incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at www.beta.sam.gov . Tiered evaluation for small business concerns. IAW 36 U.S.C. ss 812.7(i). Limitation on Subcontracting IAW 52.219-14. Also, must comply with VET-4212 Federal Contracting Reporting IAW FAR 52.222-35 and 52.222-37.

SOLICITATION QUESTIONS:

All questions regarding this solicitation are to be submitted to the Contracting Officer, via email, no later than NOON pm EST, 04/22/2021. Questions pertaining to this announcement shall be sent by email to:

Eric.Washington@va.gov. Telephone inquiries will not be accepted.

PRICE SCHEDULE:

The unit price is all-inclusive. Term of the contract shall be Base plus 4 Option Years if exercised.

Base Year (May 5, 2021- April 30, 2022)

CLIN Description Qty Unit Est Unit Price Est CLIN Price

Trim flat grave markers using gasoline powered weed eater with trimming line.

87,322 sf

4 JB $ __________ $ ____________

Edge flat grave markers using gasoline powered edger and metal blade attachment.

87,322 sf

1 JB $ __________ $ ____________

Total Estimated Price: $ ____________

Option Year I (May 1, 2022 – April 30, 2023)

CLIN Description Qty Unit Est Unit Price Est CLIN Price

Trim flat grave markers using gasoline powered weed eater with trimming line.

87,672 sf

4 JB $ __________ $ ____________

Edge flat grave markers using gasoline powered edger and metal blade attachment.

87,672 sf

Option Year 2 (May 1, 2023 – April 30, 2024)

Trim flat grave markers using gasoline powered weed eater with trimming line.

88,022 sf

4 JB $ __________ $ ____________

Edge flat grave markers using gasoline powered edger and metal blade attachment.

88,022 sf

Option Year 3 (May 1, 2024 – April 30, 2025)

Trim flat grave markers using gasoline powered weed eater with trimming line.

88,372 sf

4 JB $ __________ $ ____________

Edge flat grave markers using gasoline powered edger and metal blade attachment.

88,372 sf

Option Year 4 (May 1, 2025 – April 30, 2026)

Trim flat grave markers using gasoline powered weed eater with trimming line.

88,722 sf

4 JB $ __________ $ ____________

Edge flat grave markers using gasoline powered edger and metal blade attachment.

88,722 sf

Base Year Estimated Price Option Year 1 Estimated Price Option Year 2 Estimated Price Option Year 3 Estimated Price

Option Year 4 Estimated Price Contract Aggregate Estimated Price

As of October 1, 2020 Calverton, National Cemetery estimates approximately 87,322 flat grave markers requiring grounds maintenance under this contract. Based on historical data, it is anticipated that there will be approximately 350 flat markers added to the contract annually.

A. BACKGROUND

Calverton National Cemetery (CNC) is located at 210 Princeton Boulevard, Calverton, Long Island New York, 11933. Cemetery grounds encompass approximately 1,045 acres of land. CNC is a National Shrine that honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemetery receives visitors, holds ceremonies and conducts committal services. Because of CNC’s special significance and attention it receives from the public and media, strict adherence to the following specifications is essential.

Every action by contractor personnel at a National Cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the Cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

KEY PERSONNEL:

Steve Callagy, Assistant Director – Calverton NC.............................. (631) 727-5410 ext. 1129 Jeff Tavares, Assistant Director – Calverton NC…………………… (631) 727- 5410 James Burke, Grounds Foreman – Calverton NC................................ (631) 727-5410 ext. 1139

B. CONTRACT DEFINITIONS / ACRONYMS

(a) Business Hours & Days of Operation: Normal cemetery business hours / days of operation are 8:00AM to 4:30PM, Monday through Friday, excluding Federal Holidays.

(b) Contracting Officer (CO): VA official with the authority to enter into, administer, and/or terminate contracts. The Contracting Officer shall delegate one or more representatives to serve as the Contracting Officer’s Technical Representative (COR). All administrative functions remain with the VA Contracting Officer.

(c) Contracting Officer’s Technical Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR responsibilities include certification of invoices, placing orders for service, providing technical guidance to the Contractor and overseeing technical aspects of the contract.

(d) Cemetery Director (Administrator / Management Official): The Cemetery Director is the VA

Official responsible for day-to-day oversight of a National Cemetery, including burying veterans and eligible family members, and maintaining cemetery grounds as a national shrine.

The Cemetery Director and/or designee (hereon referred to as COR) are responsible for contract oversight.

(e) Contractor: The term “Contractor” as used herein refers to the prime Contractor, his/her employees, and any subcontractors and their employees. The Contractor is responsible for assuring its employees and subcontractors comply with all contract terms, conditions and provisions.

(f) National Cemetery Administration (NCA) Operational Standards & Measures: Provides standards for performance in the key cemetery operational areas of Interments, Grounds Maintenance, Headstones, Markers and Equipment & Facilities Maintenance. A copy of NCA Operational Standards shall be provided to the Contractor by the COR.

C. STATEMENT OF WORK

C.1 TRIMMING & EDGING REQUIREMENTS

(i) Flat Marker Grass Trimming: The Contractor shall trim turf at a minimum of 90 degrees (perpendicular to the base/marker) for flat bronze grave markers to remove all grass/vegetation that is growing around or over the entire perimeter of the marker/base. For markers that have sunk below the thatch level of existing turf, the Contractor will avoid scalping the turf and exposing the soil and the 90-degree (perpendicular) cut may be extended to, but will not exceed, 135 degrees away from the base. Trimming services will be performed as provided in the Trim & Edge Cycle Schedule (Cycle #s 1, 2 and 3).

(ii) Flat Marker Grass Edging: The Contractor shall edge turf by the use of a gasoline powered edger with metal blade attachment used to cut a complete, clean, well defined edge between each individual flat marker/concrete base and the surrounding turf. The space that is edged between the turf and marker/base will be no less than ¼” and the edge will follow the entire perimeter of the marker/base. The Contractor shall use commercially acceptable edging equipment that will not damage concrete bases or bronze plaques or any other items requiring maintenance under this contract.

(iii) Flat Marker Commencement Date: Performance shall commence annually during the month of

October, at a date / time mutually agreed upon by the COR and Contractor. Unless otherwise agreed upon, all work shall be performed during normal cemetery hours and be completed within six weeks from date of commencement. In addition, the Contractor shall provide a report to the COR or Grounds Maintenance Foreman of all work accomplished at the end of each workday.

(iv) Frequency of trimming and edging shall be accomplished as provided in the Trim & Edge Cycle

Schedule. These frequencies are estimates. The Government anticipates turf growth will be such that trimming cycles will be needed as indicated in the Price Schedule.

(v) During an unusual period of turf dormancy, or period of excessive turf growth, the Government reserves the right to postpone the beginning of a new cycle, or increase the quantity of trim or edge cycles. In either instance, the COR shall provide the Contractor with two days written notice of the change.

(vi) Trim & Edge Cycle Schedule: Contractor shall trim (4 times per year) and edge (one time per year) Cemetery Sections 1, 2, 3, 4, 4a, 5, 5a, 6, 7, 8, 9, 10, 11, 12, 13, 16, and Memorial Area.

Each trim / edge cycle will start (and be completed) as provided in the schedule below:

Cycle Start Date Completion Date

#1 May 15th May 20th

#2 June 22nd June 27th

#3 August 17th August 22nd

#4 September 15th September 20th

#5 October (Commencement Date TBD) 6 weeks from agreed Commencement

Date

Note: If the start date specified falls on a weekend or holiday, the date shall shift to the next normal workday. Any other changes to dates specified may only be changed by mutual agreement between the VA and the Contractor. In addition, the Contractor shall provide a report to the COR or designee of all work accomplished at the end of each workday.

(vii) Labor Force & Equipment

(i) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications.

(ii) During periods of inclement weather, the Government expects the Contractor to meet all trim cycle completion times. In such instances, the Contractor will provide any additional labor and/or equipment necessary to meet completion deadlines.

(viii) Site Work – Coordination & Clean-Up

(i) The Government may undertake or award other contracts for additional work at or near the site of work under this contract. The Contractor shall fully cooperate with the other Contractors and with Government Employees and shall carefully adapt and phase scheduling and performance of the work, heeding any direction that may be provided by the COR(s).

(ii) At the end of each workday, the Contractor will pick-up and remove all grass strips and clean off grass clippings and dirt left on flat marker by sweeping or blowing with a backpack or walk behind blower unless otherwise specified by the COR(s), the Contractor shall remove all trash and debris resulting from work. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian circulation throughout the site.

(iii) Contractors shall be responsible for cleaning any cemetery structures that are soiled or stained as a result of Contractor’s facility maintenance operation. Structures shall be washed with water and/or a non-hazardous product at the end of each workday. The Contractor’s employees will not fuel equipment in grass/turf areas due to damage from petroleum-based products to the grass/turf. Contractor shall bear all costs associated with washing and cleaning. Any such washing/cleaning shall be brought to the immediate attention of the COR prior to washing/cleaning.

C.2 GENERAL REQUIREMENTS

(a) The Contractor shall furnish all labor, supervision, equipment, tools, materials and supplies necessary for the provision of flat grave marker grass Trimming & Edging Services at the Calverton National Cemetery -- Sections 1, 2, 3, 4, 4a, 5, 5a, 6, 7, 8, 9, 10, 11, 12, 13, 16 and Memorial Area (Note: Flat grave marker sections cover approximately 130 acres of the 1,045 acre cemetery complex).

(b) Trimming of flat grave markers will be accomplished with the use of a gasoline powered weed eater with trimming line. During the trimming process, the weed eater will be held on its side or at a sufficient 90-degree angle to make a clean, consistent cut and remove any turf that is growing around or over the marker / base.

(c) Edging of flat grave markers will be accomplished with use of a gasoline powered edger and metal blade attachment.

(d) All work will be performed between the hours of 7:00 am to 4:30 pm, Monday through Friday, excluding Federal holidays. Work shall be done in a manner that safeguards all VA visitors, employees, and public.

(e) Work shall be scheduled and conducted in a cooperative manner in order to give the least possible interference with cemetery operations or annoyance to others. It is the Contractor's responsibility to coordinate work schedules with the Cemetery Director or designee in conjunction with cemetery operations.

(f) The aforementioned is intended to briefly describe the services involved. All services described in the Work Statement, including technical specifications, schedules, addenda, clauses, terms and conditions of the contract shall form the complete scope of work.

(End of Work Statement)

D. CONTRACT MANAGEMENT

D.1 REPRESENTATIVES OF THE CONTRACTING OFFICER

The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor and inspect the work to be performed under the contract.

Such designation will be in writing and will define the scope and limitations of designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

The COR may direct and arrange the Contractor’s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Placing orders for services.

(iii) Verification / certification of payments to the Contractor for services rendered.

(iv) Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(v) All administrative functions remain with 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.

D.2 RECORD KEEPING & REPORTING:

The Contractor's Site Manager shall provide the COR with accurate written lists identifying all cemetery sections and areas that have been trimmed. This list will be provided daily (or as otherwise agreed upon) when work is performed, and shall identify all work accomplished during the day. Upon request, the Site Manager will also provide information on what days in the upcoming week trimming will occur for specific areas.

D.3 INSURANCE:

The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of New York.

D.3 CONTRACTOR PERSONNEL

(a) Site Manager: The Contractor shall provide a “Site Manager” who speaks fluent English and the language of the majority of those being supervised. Site Manager will be responsible for the following:

(i) Directing, overseeing and coordinating the work involved.

(ii) Staying abreast of all upcoming cemetery functions including special holiday events and interment activities.

(iii) Ensuring that contract work does not cause any committal service, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(iv) The Site Manager will re-direct work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided. If the Site Manager fails to re-direct employees away from an event in a timely fashion, the COR may contact the Contractor to do so.

(b) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at the National Cemetery shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

Note: To cause the least possible interference with cemetery activities, contract personnel will stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony.

(c) Personnel Appearance

(i) Contractor personnel shall maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas.

(ii) Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from the waist to neck and long pants or slacks. Contractor personnel must wear a uniform bearing the name of the Contractor, or by wearing badges bearing the Contractor’s name and the employee’s name in English.

(iii) Other clothing, in question, shall require the COR written approval. No clothing shall be worn with inappropriate phrases, logos, words or images as determined by the COR.

(d) Personnel Conduct

(i) Due to the sensitive mission of the cemetery, the work often requires contact with, and exposure to, grieving individuals. Contractor personnel must exercise and exhibit absolute decorum, composure and stability at all times.

(ii) The Contractor employees shall behave with appropriate decorum, courtesy, and respect while within the Cemetery or at its perimeter or entrances. Shouting, cursing, angry outbursts, sleeping, intoxication, and violence or criminal acts of any kind will not be tolerated - and is cause for immediate removal from the Cemetery.

(iii) The Contractor personnel shall not (1) lean, sit on or against headstones markers or monuments; (2) sleep or otherwise lay, rest or be idle in a manner that reflects unfavorably on the Government or the Contractor; and (3) Perform work of any nature on privately-owned vehicles/equipment, within the cemetery’s confines, to include the washing of vehicles/equipment.

(iv) Food and beverages shall be consumed only within areas designated by the COR. Use or sale of intoxicating beverages and/or drugs is strictly prohibited. The Contractor’s personnel shall follow the cemetery smoking policy that is available at the Cemetery’s Administration Building.

(v) The Cemetery shall provide to Contractor personnel restroom facilities at areas designated by the COR. Breaks and lunch periods shall be taken at areas designated by the COR, not in the field.

(vi) Any misconduct listed above shall be cause for immediate removal from the cemetery premises.

D.4 WORK HOURS

(a) Hours of Operation: Trimming services shall be performed Monday through Friday, with the exception of National Holidays (see National Holiday schedule below), between the hours of 7:00 a.m.

– 4:30 p.m. The Contractor may work during the weekends (Saturday & Sunday) during the hours of 8:00 a.m. – 4:30 p.m., with advance notice to the COR.

(b) National Holidays: Contract personnel will not be required to work on the ten holidays observed by the Federal Government. Unless otherwise specified, when a holiday falls on a Sunday, the following Monday shall be the legal holiday as observed by the Federal Government. When a holiday falls on a Saturday, the preceding Friday shall be observed as the legal holiday.

D.5 LABOR FORCE AND EQUIPMENT

The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather is not an excuse for not meeting specifications. Contractor shall be responsible to provide at no additional cost, labor and equipment as necessary to meet deadlines. The Contractor shall use any additional resources necessary to meet or return to specified work requirements after special events and/or services. The Contractor shall determine the number of employees and the amount and kinds of equipment needed during the period of performance.

If at anytime the Contractor becomes aware, anticipates or plans any changes within his/her company or personnel that might impact the performance of this contract, the Contractor shall immediately notify the Contracting Officer.

D.6 SAFETY

Matters related to safety, and any actions of the Contractor, must meet all safety requirements of the Calverton National Cemetery Safety Officer, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements. "Safety" shall also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Officer at Calverton National Cemetery.

(ii) Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be taken by the Contractor to give advice and reasonable protection, safety, and warnings to persons and vehicular traffic within the area.

(iii) Contractor shall demonstrate a clear understanding of, and the sensitivity to, such environmental issues as groundwater contamination, wetlands, etc., and be consistent be and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

(iv) Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

D.7 GOVERNMENT’S RESPONSIBILITIES

The Government shall not provide the Contractor with any furnishings, fuel storage, equipment, materials, restrooms, or telephones.

D.8 DAMAGE TO GOVERNMENT PROPERTY

(i) The Contractor is responsible for safeguarding all Government property (permanent / temporary grave, markers, fences, ditches, street, signs, trees/scrubs, trash and flower containers, valve boxes etc.) on the cemetery grounds.

(ii) If any Government property is damaged by Contractor personnel, is shall be reported immediately to the COR.

(iii) The COR shall conduct a weekly inspection for damages and provide a written report to the Contractor and the Contracting Officer of all damages noted. The Contracting Officer shall be responsible for assessment of damages.

E. PERFORMANCE EVALUATION

(a) Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

(b) If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

(c) When the Contractor is not meeting the acceptable limits of satisfactory performance, a Contractor Discrepancy Report (CDR) will be issued to the Contractor from the Contract Officer. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

(d) When a CDR is issued for a service, the Contracting Officer and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, “Inspection and Acceptance”. When a CDR is received, the Contractor shall complete the applicable fields.

The Contracting Officer will evaluate the Contractor's response and determine the next course of action.

(e) The issuance of a Contract Discrepancy Report (CDR), found in Attachments, may be cause for the scheduling of a meeting among the Contractor, Contracting Officer and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign the minutes of the meeting(s).

(f) Should the Contractor not concur with the minutes, they will so state their objections in writing to the Contracting Officer, within ten calendar days, and also explain the reasons for non-concurrence.

The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision to revise or uphold the comments as written. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days of submission of any objections.

(g) After a CDR is completed and the vendor's plan accepted by the CO/MPS COR the vendor shall have 1 month to carry-out the plan. After 30 calendar days, if there are any examples of missed standards then a remedy shall apply.

(h) If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered including, but not limited to termination for default. If the Contractor only achieves a partial satisfactory performance by the end of the next period or agreed suspense date, other remedies including penalties may be applied.

F. CONTRACT CLAUSES AND SOLICITATION PROVISIONS:

52.212-4 CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS (OCT 2018)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS The following clauses are incorporated into 52.212-4 as an addendum to this contract:

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

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ The following solicitation clauses apply to this acquisition:

(End of Clause)

FAR

Number

Title Date

52.203-3 GRATUITIES APR 1984

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS

AND REQUIREMENT TO INFORM EMPLOYEES OF

WHISTLEBLOWER RIGHTS

JUN 2020

52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON

POSTCONSUMER FIBER CONTENT PAPER

MAY 2011

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

AUG 2020

52.216-18 ORDERING award, end of POP AUG 2020 52.216-19 ORDER LIMITATIONS 1 unit, $500,00, contract max 5, 2 OCT 1995

52.216-21 REQUIREMENTS OCT 1995

52.217-8 OPTION TO EXTEND SERVICES 5 days NOV 1999 52.217-8 OPTION TO EXTEND THE TERM OF THE CONTRACT 1 day, 3 days, 6 months

MAR 2000

52.219-4 PRICE EVAL PREF FOR HUBZONE (DEV) JUN 2020

52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE

(DEVIATION 2019-01)

NOV 2011

52.219-14 LIMITATIONS ON SUBCONTRACTING (DEVIATION) JUN 2020

52.223-2 AFFIRMATIVE PROCUREMENT OF BIOBASED PRODUCTS

UNDER SERVICE AND CONSTRUCTION CONTRACTS

SEPT 2013

52.228-5 INSURANCE-WORK ON A GOVERNMENT INSTALLATION JAN 1997

CL-120 SUPPLEMENTAL INSURANCE REQUIREMENTS

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS (DEV AUG 2020)

DEC 2013

52.242-13 BANKRUPTCY JUL 1995

52.242-15 STOP-WORK ORDER AUG 1989

852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING

AND COMPLIANCE,

JUL 2018

852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

MAY 2020

852.211-72 TECHNICAL INDUSTRY STANDARDS, NCA manuals as specified in SOW

NOV 2018

852.219-74 LIMITATIONS ON SUBCONTRACTING – MONITORING

AND COMPLIANCE (DEV)

JUL 2018

852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (DEV)

JUL 2018

852.237-7 KEY PERSONNEL OCT 2019

852.242-71 ADMINISTRATIVE CONTRACTING OFFICER OCT 2020

VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION

OF COMMERCIAL ITEMS (APR 2020)

(a) The Contractor agrees to comply with any provision or clause that is incorporated herein by reference to implement agency policy applicable to acquisition of commercial items or components. The following provisions and clauses that have been checked by the Contracting Officer are incorporated by reference.

[X] 852.203–70, Commercial Advertising.

[X] 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. (DEV

NOV 2020)

[X] 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside. (DEV NOV 2020) [X] 852.232–72, Electronic Submission of Payment Requests.

[X] 852.233–70, Protest Content/Alternative Dispute Resolution.

[X] 852.233–71, Alternate Protest Procedure.

[X] 852.232–72, Electronic Submission of Payment Requests.

[X] 852.270–1, Representatives of Contracting Officers.

(End of Clause)

PLEASE NOTE: The correct mailing information for filing alternate protests is as follows:

Deputy Assistant Secretary for Acquisition and Logistics, Risk Management Team, Department of Veterans Affairs 810 Vermont Avenue, N.W.

Washington, DC 20420

(End of Addendum to 52.212-4)

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS-COMMERCIAL ITEMS (JAV 2021) (JUL 2020) DEV

The following subparagraphs of FAR 52.212-5 are applicable:

(a)(1), (a)(2), (a)(3), (a)(4), (a)(5), (a)(6), (b)(1), (b)(4), (b)(6), (b)(8), (b)(14), (b)(16), (b)(22), (b)(27), (b)(29), (b)(30), (b)(31), (b)(32), (b)(33), (b)(34),( b)(35), (b)(36), (b)(44), (b)(50), (b)(51), (b)(58), (b)(59), (c)(1), (c)(2) WG 5 $22.57 - $26.35, (c)(3), (c)(7), (c)(8).

52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (JUN 2020)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(End of Addendum to 52.212-1)

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS

(FEB 2021) (JUL 2020) DEV

SBA ACT 8(d)(13)(B)

(B) NOTICE.—

(i) IN GENERAL.—A prime contractor for a covered contract shall notify in writing the contracting officer for the covered contract if the prime contractor pays a reduced price to a subcontractor for goods and services upon completion of the responsibilities of the subcontractor or the payment to a

FAR

Number

Title Date

52.204-6 UNIQUE ENTITY IDENTIFIER OCT 2016

52.204-7 SYSTEM FOR AWARD MANAGEMENT OCT 2018

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE

REPORTING

AUG 2020

52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS OCT 2018

52.216-1 TYPE OF CONTRACT, Fixed Unit Price, Requirements APR 1984

52.225-25 PROHIBITION ON CONTRACTING WITH ENTITIES

ENGAGING IN CERTAIN ACTIVITIES OR TRANSACTIONS

RELATING TO IRAN—REPRESENTATION AND

CERTIFICATIONS

AUG 2018

52.233-2 SERVICE OF PROTEST, see end of VAAR Clause 852.212-70 SEP 2006 subcontractor is more than 90 days past due for goods or services provided for the covered contract for which the Federal agency has paid the prime contractor.

(ii) CONTENTS.—A prime contractor shall include the reason for the reduction in a payment to or failure to pay a subcontractor in any notice made under clause (i).

DIGNITY CLAUSE

Every action by Contractor personnel at a National Cemetery must be performed with the special care, reverence, dignity, and respect that acknowledge the cemetery as the final resting place that commemorates the service and sacrifice those service members, Veterans, and their families made for our Nation. Critically important is the awareness, required of the contractor employees, of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they drive over them.

during performance of this work.

Additionally, should any activity result in the exposure and/or damage to any remains, container for remains (i.e., casket or urn), or outer burial container, the Contractor must contact the COR, Director/Assistant Director, and Contracting Officer (CO) for guidance.

Any doubts as to proper procedures shall be brought to the attention of the COR, Director/Assistant Director, and CO for guidance or resolution.

The Contractor is required to discuss the guidance with their employees and have each employee sign a statement of compliance and deliver the signed statement to the COR before work may begin.

PROPOSAL SUBMISSION INFORMATION

All quotes shall be submitted by email to the Contract Officer by email by the date and time specified for close of the solicitation. Due to size restrictions more than one may have to be used. Emails should have the solicitation number and “email 1 of 2” or “email 2 of 2” in the subject line. There should be delivery and read receipts on each email in case proof of meeting the deadline is later needed.

Emails should be submitted in enough time that if you receive a rejected or undelivered email message, it can be responded to and still meet the deadline. In other words, waiting until a few minutes before the deadline to submit the package or submission on one email and have having it reject due to size are not acceptable excuses. That clearly shows an inability to: understand how much time your tasks require, project a timeline accurately and meet deadlines. The vendor acknowledges that the Government sees that as risk to the ability of the vendor to deliver orders on time.

INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS

Evaluation Information:

This solicitation is being issued as tiered evaluation for SDVOSB concerns, or in the alternative, a set-aside for VOSB concerns, or in the alternative, a set-aside for other small business concerns with HUBZone small business concerns and 8(a) participants having priority. Tiered process will be used in conjunction with FAR Part 13; The award may be made without discussions.

Adequate competition exists if; (1) proposals are received from at least two responsible offerors if VOSB or three if SB; (2) each of whom can satisfy the contract's requirements independently; (3) both contend for a contract which will be won by the offeror whose proposal meets or exceeds technical requirement and; (4) price is reasonable.

If adequate competition is met as described in above and a proposal also meets the standards for the factors, the award procedure will be initiated. If adequate competition is not met, or prices are not reasonable, competition will proceed at the next lower tier. The process through the tiers will be executed as needed. If award cannot be made, the solicitation will be cancelled and the requirement resolicited.

The process through the tiers will be executed as needed in the manner below:

a. Offers submitted by eligible SDVOSB concerns will be evaluated in accordance with the solicitation and the CO will determine if an award can be made within the SDVOSB tier. If an award can be made within this tier, offers from the remaining tiers will not be considered for award. If no offers are submitted by eligible SDVOSB concerns, or if none of the offers will result in award at a fair and reasonable price, the evaluation will proceed to the next tier for VOSB concerns. SDVOSB offerors may be considered a second time for award in the tier for VOSB concerns.

b. Offers submitted by eligible VOSB concerns will be evaluated in accordance with the solicitation and the CO will determine if an award can be made within the VOSB tier. If an award can be made within this tier, offers from the remaining tiers will not be considered for award. If no offers are submitted by eligible VOSB concerns, or if none of the offers will result in award at a fair and reasonable price, the evaluation will proceed to the next tier for small business concerns.

VOSB offerors may be considered a second time for award in the tier for small business concerns.

c. Offers submitted by eligible small business concerns will be evaluated in accordance with the solicitation and the CO will determine if an award can be made within the small business tier.

Within this tier, HUBZone small business concerns and 8(a) participants will have priority over all other small business concerns. Among the HUBZone small business concerns and 8(a) participants, there is no order of precedence.

d. When evaluating proposals in any tier to determine price reasonableness, the VA contracting officer reserves the right to consider competitive proposals submitted from all offerors.

Only restating the SOW and/or not detailing the number of subcontractor’s laborers and exactly the work they will be doing may lead to your proposal being considered non-responsive.

Technically non-response proposals will be removed from further consideration.

The Government will award a Firm Fixed Unit Price contract resulting from this solicitation to the responsible offeror whose offer is the best value to the Government meeting or exceeding the acceptability standards with the possibility that a comparative analysis could lead the Government to reasonably determine that a Contractor’s better experience warrants payment of its higher proposed price.

Offers will be evaluated by performing a comparative evaluation in accordance with FAR 13.106-2(b)(3) to determine which response represents the “best” as a whole. The following factors will be used to evaluate offers in order of their importance from highest to lowest: Past Performance, Technical and Price.

Quotes may be evaluated by performing a direct comparison of one offer with another in a uniform manner to determine which proposal provides the government with its needs, as identified in the RFQ.

The government reserves the right to consider a response that offers more than the minimum and select that response if it provides a benefit to the government. The government has the discretion to accept a proposal, other than the lowest priced offer, that provides additional benefits. The government also has the discretion to make an award based on whether the lowest priced of the quotations/offers having the highest past performance rating possible represents the best benefit to the government.

The solicitation will use FAR Part 13 simplified acquisition procedures. The award may be made without discussion.

Technical Requirements:

Please answer these questions as your technical requirement:

How long have you been in business?

Have you done this type of work for the Federal Government previously?

After award how long with it take for you to mobilize and be ready to start the contract?

After award how long will it take to be fully staffed?

After award how long with it take you to have all the equipment on site?

List the brand, age and quantity of the equipment and if renting, purchasing or owned.

What are the plans for coverage during:

absences longer than a ½ day?

low staffing?

Delays due to weather and other issues such as quarantine?

How long will it take you to replace staff?

What safety equipment will be provided by you?

How often and for how long will there be safety training?

What is the name of the person(s) who will be doing the following:

performing the safety training performing the QA doing the hiring

How often is upper management planning to be on site? Who are the key personnel?

What proactive steps have you taken to remediate concerns that were brought to your attention?

What is your plan for ensuring continual communication with the CO, COR and your employees on and off site?

Subcontractor information:

What are the names of the subcontractor firms you plan to use?

What is the name of each subcontractor supervisor/Forman on site?

What work will they perform?

How many employees will they be using to perform the tasks?

Please explain your training plan for new employees. Include addressing the length of time to train new employees before they can work on their own.

All of the awardee’s managerial/supervisory employees including those on site in supervisory roles shall be direct hires of the Prime Contractor. Labor shall be employed such that 50% of the actual salaries and wages for time attributed on this contract are from actual Prime Contractor employees. The on-site supervisor shall have a minimum of 3 years’ experience in grounds maintenance and three years supervising. This person shall be fluent in English and the languages spoken by the majority of the employees being supervised.

Please make sure resumes and certificates verify all requested information. Anything not verified will be taken to mean the person listed as performing the duty does not have the training or education to do so.

Proposals that fail to provide the information requested and address the above questions may lead to your proposal being considered non-responsive and removed from further consideration.

Information will be reviewed on how well it demonstrates an understanding of the work requirements (Adequate Performance Plan) Information will be reviewed on it demonstrating whether offerors will obtain and keep the quality of professional services needed for adequate contract performance, Information will be reviewed on it demonstrating whether offerors understand the speed of the work to be performed to deadline.

Past Performance:

Past Performance will be evaluated for Quality of Service, Schedule, Business relations with Customers, Management of Key Personnel, Safety, Problem Resolution, Invoice Accuracy, and Overall Performance of the company in this area. Utilizing the Past Performance Questionnaire, offerors shall provide five (5) references within the last three (3) years that are similar in size and scope and that are deemed relevant to the requirement of this solicitation. The Government will use information submitted by the offeror and other additional sources such Federal Agencies as well as commercial sources in order to access past performances. In addition, the Government will also validate past performance information by utilizing the Federal Government’s Contractor Performance Assessment Reporting System (CPARS).

The questionnaire in conjunction with the CPARS and other allowable information will be utilized in validating an offeror’s past performance acceptability rating. Offerors are to demonstrate successful performance under contracts (ongoing or completed) which are similar in scope, magnitude, price, and complexity to the subject requirement. In cases where an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorable or unfavorable, but will be given a neutral rating. Referrals where contact information provided cannot be reached telephonically or by email will not be considered. In cases where an offeror has relevant past performance, but chooses not to use it, the offeror may be evaluated “Unacceptable”.

Price: Price will be evaluated for reasonableness and realism:

Fair and Reasonable Determination A fair and reasonable price determination will be made through any combination of the following methods per FAR 15.404.

1. Comparison of proposed prices received in response to the solicitation.

2. Comparison of previously proposed prices and previous Government and commercial contract prices with current proposed prices for like items.

3. Use of parametric estimating methods/application of rough yardsticks to highlight significant inconsistencies that warrant additional pricing inquiry.

4. Comparison with competitive published price lists, published market prices of commodities, similar indexes, and discount or rebate arrangements.

5. Comparison of proposed prices with independent Government PRICE estimates.

6. Comparison of proposed prices with prices obtained through market research for the same or similar items.

7. Analysis of pricing information provided by the offeror.

Because below-PRICE prices are not inherently improper, when vendors are competing for award of a fixed-price contract, vendors are given notice that a business decision to submit a low-priced quotation may be considered as reflecting on their understanding of the contract requirements or the risk associated with their approach.

Offerors are cautioned against submitting an offer that contains unbalanced pricing. Unbalanced pricing exits when, despite an acceptable total evaluated price, the price of one or more contract line items for the base and or option years is significantly overstated or understated as indicated by the application of analysis techniques. Offers that are determined to be unbalanced may be rejected if the lack of balance poses an unacceptable risk to the Government.

Evaluation Review Criteria An evaluation of the technical proposal will be made to ensure satisfactory responsiveness to the requirements as set forth in this solicitation. The technical capabilities/specifications will be reviewed using the following criteria:

(1) Technical: Equipment, Staffing, Experience

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Description

Proposal does not meet the minimum requirements of the solicitation with enough staff and equipment, their experience/training and adequate timeline.

Proposal does not clearly…