Government Responses to Vendor RFQ 36C78621Q0062 Questions.pdf

RFQ 36C78621Q0062

Tallahassee National Cemetery Grounds Maintenance Service Requirement

1) How does the contractor dispose of natural debris from conducting services such as old mulch, tree limbs, old floral arrangements, old sod?

Answer: Currently the sod removed from the gravesite is placed back on the gravesite or removed and placed in the sod farm in the contractor yard. It is fertilized, sprayed for weed control, watered and reused. Old Mulch, and tree limbs may be placed in the wood collection pile located beyond the maintenance building. Flowers will be placed in the dumpster in the maintenance yard. See section K General Requirements.

c. The Contractor will provide the necessary labor and suitable conveyance each workday for pickup of this debris from cemetery grounds. A dumpster placement area should be located within the maintenance building designated area of this cemetery and screened from public view.

2) Is there a location on-site at the cemetery for this or is the contractor responsible for off-site disposal?

Answer: Wood collection pile is located on site. Dumpster will be required to be provided by contractor.

3) CLIN 0011 estimates 40 mowing cycles per year. However, page 36 of the SOW states that “Mowing will be done a minimum of once a week during growing season, which is March through November. The growing season may require mowing twice weekly.” Can the contractor invoice for any necessary 2nd mowing that may be required during a single week? - Or to put the same question another way, can the contractor invoice for, and be paid, for over 40 weekly mowing services during the year? If so, would the government provide historical data on how many ‘double’ services are required on a weekly basis during the growing season?

Answer: 40 mowing cycles are the maximum, In a fiscal year.

4) Do the cemetery gates close at night? Has there been any improper or off-hour use or vandalism of the public restrooms and if so, is there any historical data?

Answer: The gates are not closed at night, as of this time we have had no vandalism.

5) It was noted during the Site Visit that in Section 4 of the cemetery there were improved grounds that were to be mowed at least weekly during the mowing season. However, there was a large field to the south where the grounds/turf was not as well maintained. Would this semi-mproved grounds area be considered bush hog area (turf) or some other category not to be mowed weekly during the growing season? What is the current acreage that is considered semi-improved grounds, as opposed to improved grounds mowed weekly in sections 1,2,3, Administration Building, etc.?

Answer: Approximate area mowed weekly is over 60 acres. All other areas that are not occupied by trees or man made objects, approximately 160 acres are bush hogged.

6) How often are semi-improved grounds mowed?

Answer: Once or Twice a month in the growing season. COR directed for additional mowings which deviate from once a month.

7) Is the Contractor area shared among several contractors?

Answer: No

8) Reference Price Schedule - CLINS X001, X014, X015, X024, X025 indicate that there will be in increase in the number of headstones at the cemetery year over year. The only increase in CLIN X002 Headstone Cleaning occurs in Option year 4. Will the government please increase the Est.

Quantity of CLIN X002 year over year according to the anticipated increase in new headstones to account for the change in work requirement?

Answer: Not required. Buffer included already.

9) Reference SOW Item 9 - How large is each bay? W-D-H?

Answer: The bays aren’t separated. Each door references a bay. Building is open.

10) What is the size of the maintenance yard (SF?)

Answer: Approximately ¾ of an acre.

11) Is there an electrical drop nearby that we can tie into?

Answer: Unknown

12) How will power/water be paid for?

Answer: Power and water to the contractor maintenance building will be paid for by the contractor, by setting up their own power hook up and water line.

13) Reference SOW Item 13 - Work will not be permitted in the “designated area” during an internment service

Answer: Quiet hours must be maintained during services. Designated areas are within hearing distance of the shelter.

14) How large is the designated area expected to be?

Answer: Depends on what equipment that is being operated.

15) Reference SOW, Attachment (A) Irrigation - Can the government provide a detailed as built of the irrigation system and system components including number of controllers, valves, heads, sprayers, flow sensors, etc.?

Answer: yes

16) Reference SOW, Attachment C headstone Raise, Lower, Realign, Reset - Will the government be providing the dumpster for disposal of pallets and packing material?

Answer: The Contractor will provide the dumpster for packing materials, pallets will be placed on wood pile.

17) Reference SOW, Attachment G Lawn Maintenance: Fertilizing and Weeding -

a. Historically has the government or the incumbent contractor had to apply lime to the cemetery? If so how Much per 1,000 SF?

Answer: no lime as of yet.

b. Can the government provide the most recent three soil test results?

Answer: Prefer new contractor to do soil tests, soil tests may change.

c. What Fertilizer analysis has been applied at the cemetery?

Answer: Contractor samplings.

d. Has the cemetery had to treat for Gophers, armadillos and/or moles in the past two years?

Answer: No, but armadillo is becoming a pest.

e. Has the cemetery had to treat for fire ant mounds?

Answer: yes

f. How many burial sections are at the cemetery?

Answer: 4 in ground plus columbarium/ 6 structures/ 12 walls.

18) Reference SOW, Attachment I, Other Grounds Maintenance: Plant Material Maintenance

a. How many SF of plant beds are located at the cemetery?

Answer: 7000-8000

b. How many SF of mulch beds are located at the cemetery?

Answer: 2000 cubic feet

c. How many SF of Pine Straw beds are located at the cemetery?

Answer: 60,000 X 2=120,000

d. How many shrubs are located on the cemetery grounds?

Answer: 250-300

e. Are the planting beds irrigated?

Answer: yes

19) SOW, Attachment K, Other Grounds Maintenance: Trash and Debris Removal

a. Will dumpsters be provided by the government?

Answer: no

b. If so what size will be provided? (8 yd? 6 yd?)

Answer: Contractor Responsibility

c. How large is the dumpster placement area SF?

Answer: Dumpster size depends on contractor requirements

20) SOW, Price Schedule, Brush Hogging - How many SF/Acres of area need to be brush hogged per occurrence?

Answer: approximately 160 acres

21) SOW, Price Schedule, CLIN X031

a. The price schedule calls for 4,000 cubic yards (which equates to approximately 57 trailer loads) of mulch Will the government confirm at what depth the mulch should be laid?

Answer: 3-5 inches

b. Is the 4,000 CY of mulch the est annual quantity of product needed or the per occurrence amount of product needed?

Answer: annual

22) Past Performance - The Past Performance attachment provided in the original solicitation is for use by the contractor to reference their contracts and provide point of contacts for each.

However, page 69 of 71 of the solicitation under Past Performance Evaluation Factors references a “Customer past performance questionnaire replies” Will the government confirm if the contractor/bidder or the customer/government is to fill out the past performance questionnaire?

Answer: The Past Performance Questionnaire will be sufficient; it also asks for POC information.

23) Reference Attachment H Other Grounds Maintenance: Leaf Collection and Removal - Attachment H describes leaf collection and removal, but there is not a specific CLIN pricing item for this. In the Performance Requirement Summary PRS, the Incentive for leaf removal is deduction from CLIN X015 and X022, but these CLINS are not associated with leaf removal, but Sod placement and cleaning. Will the government create a separate line item for leaf collection and removal and provide an estimated quantity?

Answer: Clin #17 covers debris, includes leaf removal

24) Ref: CLIN 0029 - Question: Can the government provide total square footage of the live oak areas to be sprayed for weeds?

Answer: 23,00 SF EST.

25) Ref: Solicitation, pg. 71 Question: On page 71 of the solicitation, it was noted the WD to be used for reference is Leon County FL - 14 Dec 2020. However, the WD posted on SAM is dated June 18, 2020. Can the government confirm which revision is correct?

Answer: The current Wage Determination as of 15 Jan 2021 for Leon County FL is 2015-4569 Revision 12 dated: 21 Dec 2020

26) Ref: CLIN 0006 Question: Can the government provide total acreage to be bush hogged?

Answer: Approximately 160 acres

27) Ref: CLIN 0020, Solicitation, pg. 48 Question: Can the government provide the total trash cans to be emptied, sinks and toilets to be cleaned, and the breakdown of carpeted vs. hard flooring surfaces to be maintained? Will the government confirm the type of hard flooring surfaces to be maintained?

Answer: Terrazo Floor in entrance way mopped daily. Trash cans, Toilets are part of entire janitorial.

We expect all the trash cans and all bathrooms cleaned daily. Not individual charges per item.

28) Ref: CLIN 0030 Question: Is the 120,000 SF of pine mulching the annual total (2x 60,000 SF), or is the annual total 240,000 SF (2x 120,000 SF)?

Answer: Annual/ 2X60,000SF

29) Ref: CLIN 0031 Comment: The estimated total of 2,000 Cubic Yards (CY) appears to be an error;

this equates to about 400,000 SF at 3-inch depth, or just over 4 acres. Question: Please confirm the 4,000 CY quantity, and is the 4,000 CY of mulching the annual total (2x 2,000 CY) or is the annual total 8,000 CY (2x 4,000 CY)?

Answer: 2 X2 000cubic yards =4000 CY annual quantity

30) Ref: Solicitation Page 22, 9.b. Questions:

a. What is the square footage of the 3-bay building?

Answer: Approximately 4000 SF

b. What square footage of outside area will be provided?

Answer: All area inside chain link

c. Is water available at this building?

Answer: No

d. Can the contractor bring electricity to the building for use?

Answer: Must be contracting Officer and Cemetery Director approved.

31) Ref: Solicitation Page 36 Questions:

a. 16

Answer: What is the quantity and size of the shrubs to be pruned?

Answer: 200-250 various sizes

32) Ref: CLIN 0012 and Solicitation Page 40

a. The CLIN description states “10 Jobs” however the solicitation provides details on an unknown level of effort for herbicide application, weed & disease control, and pest control.

It specifically states four fertilizations, one liming (if necessary), and aeration for a total of five. What is the quantity and specifics of the remaining “5 jobs”?

Answer: 4 fertilizations. 1 aeration. 2 preemergent, spring / fall. 2 post emergent spring /fall. 1 Army worm application

b. Each of the jobs listed in the solicitation have very different equipment and material costs associated with each service therefore pricing the jobs without a specific CLIN for each quantity will yield an average job cost that is too low or too high depending on the service being provided. We are requesting that the CLIN structure be changed to have a specific CLIN for each service: fertilization, aeration, pre-emergent herbicide, post-emergent herbicide, disease control, and pest control.

Answer: Combine each price and provide 0ne price. For CLIN

c. The solicitation states: “Control of Fire Ants: Contractor shall make a daily inspection for fire ants and will apply necessary chemicals applications to control fire ants. After ants are killed, fire mounds will be leveled. Necessary repairs to turf will be made by Contractor.” If the contractor only has to control and repair an insignificant number of fire ant mounds, are we to invoice for “1 job”? Perhaps a blanket fire ant or mound control CLIN should be created.

Answer: Disregard, we will do this.

33) Ref: Solicitation Page 41, Attachment H - Question: What CLIN should leaf collection be included in as there is not an associated CLIN?

Additionally, it states that leaf collection should occur between January 1 and December 31 each year. What is the estimated total annual services of leaf removal required by the contractor and how many acres are to be serviced?

Answer: CLIN 17

34) Ref: Instructions and Contract Provisions, Solicitation pgs. 67-72 Comment: The instructions are to included Volume A: ‘One (1) copy of completed FAR Clause 52.223-3 “Hazardous Material Identification and Material Safety Data” (if applicable).” The clause is not identified as applicable; however, lawn maintenance and live oak area weeds will involve herbicides and pesticides.

Question: With 52.223-3 seemingly applicable to this effort, is it acceptable that a comprehensive listing with MSDS be provided post-award and prior to any application; that inclusion in Volume A at this stage is not necessary?

Answer: Safety Data Sheets (SDS) - they dropped the (M), are an OSHA requirement however, this is meant for organization who wishes to store and routinely use products hazardous to their workforce – in this business arrangement we are contracting for services and the awardee will be required to furnish, deliver and apply the fertilizer. Likewise, they are required to remove from the cemetery any unused portion of said hazardous product and manage its handling responsibly and in accordance with all governing guidelines.

35. Does the VA require the contractor to have any special licenses for the execution of any of the deliverables?

Answer: No additional licenses required, other than personnel driver's license.

36. Will there be a scenario where a contractor would need to have two casket carrying vehicles on-site? Or will one vehicle be sufficient to maintain the transportation needs at the cemetery?

Answer: Contractor is responsible to be able to transport casketed remains from Committal to grave site or maintenance to committal shelter. The contractor will need to make the decision of what is needed.

37. Facilities Maintenance: (Attachment H, & Attachment N) Description for pressure washing describes twice per year cleaning for buildings, roadways, walkways, and curbs. However, CLIN X021 calls for four times per year. Can the government clarify please?

Answer: CLIN #21 is stating two times per year references the specific holidays/ the two other times are meant to be done in between the holiday cleaning.