Government Responses to Vendor RFQ 36C78621Q0067 Questions.pdf

RFQ 36C78621Q0067

Cape Canaveral National Cemetery Grounds Maintenance Service Requirement

1) Attachment A - Will the irrigation system be turned over in complete working order?

Answer:

2) If not, what repairs will be needed at the time of contract award?

Answer:

3) Attachment F - Can Sod and debris that is removed from the grave site be discarded in the dump area of the cemetery or does it have to removed from the cemetery?

Answer:

4) Attachment F 4.a. – What time frame is the contractor responsible for watering the turf until is accepted by the government?

Answer:

5) Attachment M - Will the government provide the contractor with radios or communication devices for this service.

Answer:

6) Attachment J – During the sire visit there were several tree in the natural areas that currently has pine straw in them that needs some crown pruning. Are these trees part of this requirement?

Answer:

7) Who is the current incumbent?

Answer: The Cape Canaveral National Cemetery Grounds Maintenance services are currently being managed under IDC contract VA786-16-C-0063 which may be viewed in Bata SAM

8) What was the dollar amount of the previous award?

Answer: Bata SAM

9) What are the changes in the PWS from the previous contract award?

Answer: Bata SAM

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

Answer:

11) What percentage of the work executed must be performed by the Prime Contractor?

Answer: As Per FAR Clause 52.219-14 (c)(1) Limitations on subcontracting. By submission of an offer and execution of a contract, the Contractor agrees that in performance of the contract in the case of a contract for — (1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern (Prime)

12) CLIN 0035: What manpower is required for Ceremony and Special Event support? Especially traffic control?

Answer: It is depending on event and future of COVID. Size of event will dictate staffing required.

13) How often are two ceremonies held at the same time requiring the contractor to transport two sets of remains at a time?

Answer: Our schedule as of now is one service at a time every ½ hour.

14) Will we be able to continue maintenance operations while the services are being performed?

Answer: Not near the shelters when service is ongoing.

15) Are there as-built plans for the irrigation system that show numbers and locations of heads, valves, solenoids, etc?

Answer: Yes

16) What model of controllers are used in the irrigation system?

Answer: Rainbird ESP-LXD

17) Page 39 m. Is there an irrigation water treatment system? If yes, what is it treating for (eg, iron, etc)? What volume of water will be treated?

Answer: Pond feed, no treatment.

18) Will remote controllers be provided for the irrigation system to enable system checks in the field?

Answer: No

19) P 43 a. How often are pallets of headstones delivered that we would unload?

Answer: Once every 60 days or as operational needs.

20) P 49 f. The Sod Farm is identified as Pike Creek in GA which is hours away. Can we buy in bulk when we build up enough need for a full truckload of sod?

Answer: Pine Creek is not required. There are local growers with 30 miles distance from the cemetery.

21) Page 60 f. How do we invoice for storm cleanup?

Answer: No special invoice for storm clean up unless it’s a national disaster and the COR need s to do a modification.

22) Page 62 i. What is meant by “Light power spray” with water to clean exterior will be conducted monthly at PIC/Admin and Committal Shelters and quarterly at the maintenance building (break room and honor guard locations).

Answer: To clean the accumulation of dead bugs etc. Water hose wash and windows cleaned.

23) Is the contractor responsible for pond maintenance? If yes, what are the requirements?

Answer: No

24) Are we responsible for the maintenance on the pond fountains? If yes, what brand and models are the fountains?

Answer: No

25) Are we required to power wash the sidewalks?

Answer: Yes

26) During the site visit, we were not permitted to walk through the Contractor’s maintenance facility. Is there a workbench that will remain for use by the Contractor?

Answer: No

27) Are there hazardous materials storage lockers that will remain?

Answer: No, contractor will supply hazardous material lockers

28) During the site visit, we were not permitted to walk through the Contractor’s maintenance facility but were told there was running water and power. What power voltage/amperage is available at the Contractor’s maintenance facility?

Answer: The building has 110 and 220 volts. Also has portable water faucet.

29) Is there a restroom located in the Contractor’s maintenance facility?

Answer: portable toilets provided by contractor.

30) What is the current average monthly cost for power and water in the Contractor’s maintenance facility?

Answer: existing contractor (private info)

31) There is a dumpster located in the Contractor’s building area. Does the government provide this or is the dumpster the responsibility of the Contractor?

Answer: Government provides dumpster for non-construction materials.

32) What is the smaller building (with window unit air conditioners) located in the Contractor area currently used for?

Answer: This building belongs to contractor that engraves headstones.

33) Where is the sod to be stored?

Answer: No storing sod. Sod will be placed as needed.

34) The headstone engraving station is located in the Contractor’s area. Who is responsible for engraving the headstones?

Answer: Headstone engraving is a separate contract.

35) The CLIN 0001 states there will be 1,500 headstones installed each year. Attachment B indicates 400-500 per year. Please clarify how many headstones will be installed each year.

Answer: Headstone installation is based on the number of Interments cannot give exact numbers average 1,5000 a year.

36) What quantity is “JB”? This acronym appears more than once.

Answer: JB is Job

37) The CLIN states daily but the QTY is 12 and Units are MO indicating the requirement is once a month. The requirement states daily for blowing off debris. Please clarify the requirement.

Answer: Blowing debris will be done daily Roads and sidewalks with a single monthly cost.

38) What is acceptable to clean roadway curbing and split-rail concrete fencing?

Answer: Twice yearly pressure wash.

39) How many linear feet of concrete fencing is located on site? This was not provided during the site visit.

Answer: contact NCA engineering

40) Is there a specific requirement for attire when performing traffic control?

Answer: Clean company uniforms with company logo

41) Attachment A – During the site visit we were told the irrigation system is Rain Bird and shown the controller boxes, but not provided the number of sprinkler heads were located on site.

Please provide the number of sprinkler heads the Contractor will be responsible for

Answer: sprinkler has 400+ zones. Some zones are single other are multiple heads.

42) Attachment A – During the site visit we were told the irrigation system is Rain Bird, but no information was provided regarding the water treatment system. What type of water treatment system is currently being used and what products/chemicals are currently approved and/or being used?

Answer: Sprinkler has no water treatment (pond feed)

43) Can you provide plans & specs for the sprinkler system, as well as contact information for the Contractor who installed the sprinkler system?

Answer: contact NCA engineering for specs

44) Where do the software event logs for the irrigation system reside?

Answer: In the maintenance building.

45) How does the Contractor gain access to the software event logs for the irrigation system?

Answer: computer that runs irrigation system will be available during normal duty hours

46) Attachment B – states headstones will be cleaned prior to Memorial Day and Veterans Day and where needed throughout the year as determined by the COR. CLIN 0002 states headstones will be cleaned twice a year. How does the Contractor submit costs for the other headstone cleanings that might be required during the year?

Answer: charges by unit cost.

47) Can the Contractor use the water bibs throughout the cemetery for cleaning headstones, and general clean up?

Answer: irrigation system has multiple water connection that can be used.

48) Description of Services states that all work will be done during normal workdays (8:00 am – 4:30

pm) except for RARE after hours and weekend occurrences. This requirement contradicts CLIN 0034 where it states cleaning of restrooms on weekends from 0900 – 1100 and holidays. Please clarify working hours for grounds keeping and maintenance.

Answer: Public restrooms will be cleaned from 9:00 to 12:00 on weekends and holidays. / Ground maintenance will be down as described on solicitation

49) Attachment M states the Contractor is responsible for assisting cemetery staff with lowering the casket. In addition to supplying the casket transport vehicle, is the Contractor also responsible for supplying the casket support at the gravesite and the lowering device?

Answer: contractor are responsible for transport of casket or cremains to gravesite and assist transfer to (Government lowering device)

50) Is Contractor format acceptable for the daily activity report?

Answer: Contractor will adhere to COR supplied daily activity report

51) Will pallets be disposed on site in a dumpster or is it the responsibility of the Contractor to remove pallets and dispose off-site at a local landfill?

Answer: Contractor is responsible for removing all pallets

52) Is the Contractor responsible for providing dumpsters for trash removal, floral arrangements, tree limb pruning, vegetation removal, or any other waste that is accumulated throughout the life of the contract?

Answer: The Government will provide dumpster for debris. Government will give access to spoils area.

53) Attachment D - What type of safety barriers can be used around gravesites that are approved?

Will orange cones suffice?

Answer: Yes

54) Where are the shrub trimmings disposed?

Answer: Spoils area

55) Attachment D - Is the Contractor responsible for providing the fill/topsoil necessary when resodding bare areas? If so, where is the soil be stored?

Answer: Contractor supplies fill/top soil. IT will be stored at contractor’s yard

56) Does the Contractor supply the Core Aerator?

Answer: Yes

57) Are we to assume the cores generated from the aeration process must be removed and disposed?

Answer: Yes

58) If they are to be removed and disposed, can the cores be recycled on site?

Answer: Yes

59) Are the cores created from the aeration process to be filled or do they remain open?

Answer: Open

Attachment G states the soil tests are obtained by the Contractor. Are we to assume the Contractor is responsible for the cost and execution of the soil test? If so, what CLIN is this costed under?

Answer: yes paid by contractor, under the ground maintenance contract.

60) Is the turf in and around the headstones to be aerated yearly?

Answer: Yes

61) Who supplies the signs indicating pesticide has been applied?

Answer: The Contractor

62) Is there a specific government approved chemical to control fire ants or can any commercial product off the shelf chemical be applied?

Answer: product must be deemed to use by their pesticide licensed person.

63) Is the Contractor responsible for providing dumpsters/containers for trash removal, leaf removal, tree limb pruning, vegetation removal, or any other waste that is accumulated throughout the life of the contract?

Answer: No responsible for dumpster. Non- biodegradable spoils area for biodegradable material.

64) Paragraph states there should be a dumpster located in the maintenance area. Is this dumpster for use by the Contractor for debris, trash, and any other maintenance activity when performing on this contract?

Answer: kept in contractor yard.

65) Attachment J - The requirement states trees shall be pruned to maintain a nice appearance.

What is required when unexpected inclement weather wreaks havoc on large trees where broken branches will most likely be common?

Answer: trees will be pruned professionally as required for heath.

66) During the site visit, storing of fuel for the equipment was not provided. Is there an on-site tank to store and pump fuel?

Answer: contractor will supply fuel storage.

67) Understand the requirement to vacuum and sweep the administration and public areas daily and, shampoo the carpet quarterly. Is this work to be accomplished between 0800 – 1200 daily per the work schedule (CLIN 0026)? It seems this would be intrusive, but I am requesting confirmation.

Answer: carpets will be vacuumed during regular schedule shampooing will be done as per COR discretion Non business hours.

68) During the site visit, it was noted that almost all the decorative rock walls in the cemetery had an abundance of black mold. What walls in the cemetery are to be power washed twice each year? How many linear feet of walls are to power washed?

Answer: decorative walls are not in contract no cleaning. / Buildings done twice yearly. /walls near entrance areas weekly.

69) Are there any areas of the cemetery that require bush hogging? If so, how many acres?

Answer: No

70) The requirement states the drivers will maintain a professional demeanor and be in appropriate attire. What is the appropriate Contractor attire when transporting the casket/remains?

Answer: clean company uniforms with logo.

71) Can the Contractor expect that all maintenance will be performed as in this RFP when the contract is awarded? In example, turf up to standard, fertilizer applied, sod replaced, headstones and gravesites level, weeds removed, trees pruned, sprinkler system fully operational, curbs/walls power washed, etc

Answer: All maintenance will be done on the existing contract. There are new lines not covered by existing contractor.

72) Attachment N seems to be missing some information/requirements.

Answer: the work shall be in keeping with the Industry Standard - of maintaining the exterior cleanliness of cemetery facilities.

73) The updates provided to the RFP state the work “cremation” is to be omitted from CLINs 0019, 1019, 3019, and 4019. These CLINs state “Remove, replace, prep and supply (certified by sod farm) sod on casket gravesites (4 x 4 gravesites)”. Please clarify the intent of the omission stated.

Answer: the (word) cremation was a typo and is not to be considered in the intendent of this requirement.