36C78621Q0094.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice S208 36C78621Q0094 - Grafton National Cemetery Solicitation for Mowing, Trimming, Trash / Debris / leaf / Snow Removal Services 22172 36C78621Q0094 03-15-2021

10AM

EASTERN TIME, NEW YORK, USA

N

SDVOSBC

561730 Department of Veterans Affairs National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172

HUGH O'NEIL

(703) 630-9353

DEPARTMENT OF VETERANS AFFAIRS

NATIONAL CEMETERY ADMINISTRATION

GRAFTON NATIONAL CEMETERY

353-401 WALNUT STREET

GRAFTON

WV

26354

USA

https://www.va.gov Department of Veterans Affairs

HUGH.ONEIL@VA.GOV

CONTRACTING OFFICER

GENERAL INFORMATION:

exercised

Place of Performance: Grafton National Cemetery 353-401 Walnut Street Grafton, WV 26354

Attachments: List of Attachment (A through O) Past Performance Questionnaire Wage Determination – 2015-4354, Rev. 13, Dated: 09/04/2020

TIERED EVALUATION INCLUDING SMALL BUSINESS CONCERNS: This solicitation is being issued as a tiered evaluation for SDVOSB concerns, or in the alternate, a tiered evaluation for VOSB concerns, or in the alternative, a set-aside for other small business concerns and 8(a) participants having priority. If award cannot made, the solicitation will be cancelled, and the requirement resolicited.

Any vendor claiming SDVOSB or VOSB status must be registered at https://www.vip.vetbiz.va.gov/ before the solicitation closes. Any offer claiming SDVOSB or VOSB status who is not registered and certified will be considered non-responsive.

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; quotes are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C786210094

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2021-04, eff 2 February 2021.

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE:

The (NAICS) code for this procurement is 561730. The business size standard number of employees is $8.0M.

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 Priced, Indefinite Delivery Indefinite Quantity (IDIQ) Requirement Contract for Grounds Maintenance at the Grafton National Cemetery.

POST AWARD CONFERENCE: Prior to commencement of work, contract awardee is required to make an appointment for a conference with the COR and/or Contracting Officer COR to assure that all parties understand all contractual obligations and the role that each party serves.

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. The period of performance is from April 1, 2021 through March 31, 2022 with four (4) one (1) year renewal options.

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 cost of contract performance. In no event shall failure to inspect a one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection of the Grafton National Cemetery, YOU MUST CONTACT one of the following personnel to make arrangements:

Brian Barnes – Cemetery Director, West Virginia National Cemetery…...…... (304) 265-2044 Chad Mayle – Foreman, West Virginia National Cemetery………….…….….. (304) 265-2044 Fax - ……………………………………………………………………….………… (304) 265-4336

No additional Site Visits will be provided, and non-participation does not constitute a potential for an equitable adjustment.

RESPONSE TO REQUEST FOR QUOTATION (RFQ): Quotes are due to the Contracting officer no later than 10AM on 15 March 2021. Responses to this announcement will result in a Firm-Fixed Priced Requirement 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 cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at beta.sam.gov.

SOLICITATION QUESTIONS:

All questions regarding this solicitation are to be submitted to the Contracting Officer, via email, no later than close of business, 23 February 2021. Questions pertaining to this announcement shall be sent by email to: Hugh.Oneil@va.gov. Telephone inquiries will not be accepted.

PRICE SCHEDULE: The Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to provide mowing, trimming & trash / debris / leaf / snow removal services at the Grafton National Cemetery, located at 431 Walnut Street, Grafton, WV 26354.

PRICE SCHEDULE OF SUPPLIES/SERVICES

BASE YEAR: From April 1, 2021 or from date of award thru March 31, 2021

LAWN MAINTENANCE (MOWING, TRIMMING & EDGING)

TRASH, DEBRIS & LEAF REMOVAL

SNOW & ICE REMOVAL

OPTION YEAR I: April 1, 2022 thru March 31, 2023

LAWN MAINTENANCE (MOWING, TRIMMING & EDGING)

TRASH, DEBRIS & LEAF REMOVAL

SNOW & ICE REMOVAL

OPTION YEAR II: April 1, 2023 thru March 31, 2024

LAWN MAINTENANCE (MOWING, TRIMMING & EDGING)

TRASH, DEBRIS & LEAF REMOVAL

SNOW & ICE REMOVAL

OPTION YEAR III: April 1, 2024 thru March 31, 2025

LAWN MAINTENANCE (MOWING, TRIMMING & EDGING)

TRASH, DEBRIS & LEAF REMOVAL

SNOW & ICE REMOVAL

OPTION YEAR IV: April 1, 2025 thru March 31, 2026

LAWN MAINTENANCE (MOWING, TRIMMING & EDGING)

TRASH, DEBRIS & LEAF REMOVAL

SNOW & ICE REMOVAL

SUMMARY GRAND TOTAL

All delivery orders are subject to the terms and conditions of this contract. Orders may be issued orally, by facsimile, by mail or e-mail.

(End of Price Schedule)

SERVICES TO BE PROVIDED: STATEMENT OF WORK

A.1 BACKGROUND

Grafton National Cemetery located in Grafton, WV is a historic national cemetery that was established in 1867 and is listed on the National Register of Historic Places. Approximately one half of the burials at the cemetery are from the remains of unknown soldiers who were removed from various battlefields in the Clarksburg area. This cemetery is a satellite cemetery under the supervision of the Director of West Virginia National Cemetery. Cemetery grounds encompass approximately 3.2 acres of land.

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.

National Cemeteries are National Shrines that honor our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. Each cemetery receives visitors and standards of maintenance & appearance must reflect the Nation’s concern for those interred there. Because of the special significance and attention each cemetery receives from the public, strict adherence to contract specifications, terms and condition is essential.

A.2 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.

(g) NCA Turf & Landscape Handbook 3420: Outlines procedures for the proper establishment and care of turf-grass in VA National Cemeteries. A copy of the handbook shall be provided to the Contractor by the COR.

A.3 GENERAL REQUIREMENTS

(a) Contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide turf mowing, trimming, edging & leaf / trash / debris removal services at the Grafton National Cemetery as specified herein. Unless otherwise provided in this contract, specialized interment equipment shall be furnished by the Government.

(b) All work shall be performed during normal cemetery hours of operation (8:00am - 4:30pm local time / Monday thru Friday - excluding Federal Holidays). Work performed outside of normal work hours shall be at the discretion and approval of the VA Contracting Officer's Technical Representative (COR).

(c) The Director of West Virginia National Cemetery; located at Rt. 2 Grafton, West Virginia, (304)-265-2044 is responsible for the Grafton National Cemetery and shall be available to the Contractor for questions and/or clarifications concerning the work requirements this contract.

(d) Places of Performance:

A.4 TECHNICAL SPECIFICATIONS

The following index of services briefly describes the work involved. All services described in the Schedule, including Technical Specifications, Addenda, Terms, Conditions and Clauses of the contract shall form the complete requirement.

A.4.1 LAWN MAINTENANCE -- MOWING, TRIMMING & EDGING

(a) SCOPE

The Contractor shall be responsible for mowing, edging, and trimming all grass within the Grafton National Cemetery. Cemetery turf encompasses roughly three (3) acres of lawn area.

(b) NCA STANDARDS

(i) Standard 2.1c: 95% of turf in visually prominent areas is maintained within one inch above the range of that which is professionally recommended for that type of turf and region.

(ii) Standard 2.6: Turf surrounding a headstone or marker is trimmed to its recommended height.

(c) PROCEDURES

(iii) Equipment: The Contractor shall use rear-discharge or mulching mowers only. Riding mowers may only be operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces. Commercial grade power trimmers and power edgers shall be used to trim grass from around headstones, monuments, markers, etc.

(iv) Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are cleanly cut and not torn or damaged. The height of grass is what is measured to get the correct cutting height. The cutting height of all mowing equipment shall be set to maintain a turf height of three inches (3.0") during the months of April, May, October and November. In the months of June, July, August and early September due to warmer temperatures, usually lower rainfall totals and slower turf grass growth, mowing equipment shall be set to maintain a turf height of four inches (4.0”). At no time shall more than one third of new growth be removed during any single mowing. The Contractor must also avoid blowing grass onto headstones to avoid staining when mowing.

(v) Mowing: The Contractor shall mow all turf areas beginning on April 15th or the first workday thereafter. Mowing shall be accomplished on a weekly cycle (or as otherwise directed by the COR). If grass clippings are evident, the Contractor shall remove and dispose of the clippings at no extra cost to the Government. Mowing shall conclude on November 15th or the first workday thereafter.

(vi) Trimming: In conjunction with mowing, trimming of un-mowed grass areas shall commence on April 15th or the first workday thereafter. The base of headstones, trees, monuments, markers, buildings walls, fences, signs and other vertical surfaces shall be trimmed weekly (or as otherwise directed by the COR). The trimming shall conclude on November 15th or the first workday thereafter.

Note: All un-mowed grass around headstones, monuments, markers, and other vertical surfaces shall be trimmed to keep the grass at the prescribed three inch (3.0") height standard. Special care shall be taken not to scalp between or around headstones and other vertical surfaces. There is a severe bank between two terraces of the cemetery that are covered with turf and will require mowing with the use of a walk behind mower. This is a severe slope that may require two employees to mow this area together to insure employee safety and to insure that the mower is kept in place during mowing.

(vii) Edging: From April thru November, all streets, curbs, walkways, tree wells, shrub and flower beds shall be edged every other week (or as otherwise directed by the COR). Edging, with the use of a gasoline powered stick edger with sharp blade attachment will be used and shall provide a clear zone 1/2 “wide by 1” deep with all vegetation removed from joints and cracks. This also includes the small number of flat markers at the cemetery. Damage to asphalt / concrete shall be avoided.

(viii) Memorial Day & Veterans Day Ceremonies: Unless otherwise requested by the COR, mowing and trimming of cemetery grounds shall be performed within three (3) days prior to the Memorial Day weekend, and three (3) days prior to Veterans Day.

(ix) Any clippings deposited on roadways or other non-turf grass areas including along Walnut Street and in the drainage ditches along the bottom of each tier shall be removed the same day as the mowing event that produced them. Any clippings deposited on sidewalks or at public visitor areas including at the Committal Shelter areas shall be removed at same time mowing work is occurring. Also, any windrows left in between headstones after mowing shall be picked up by the Contractor on the same day that mowing has occurred.

(x) Contractor shall be familiar with and utilize different mowing patterns. Changing direction and patterns reduces turf wear providing a cleaner cut. 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. The contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, irrigation equipment, etc while performing mowing services.

(xi) The Contractor shall remove and replace all floral or commemorative items, etc. to their proper place while performing mowing services. The Contractor shall repair or replace all damaged items caused by the contractor at no additional cost to the cemetery as directed by the COR.

(xii) New seed/sod shall be present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations. New sod shall be hand mowed until it is fully established to the point where it shall not be damaged by riding mowers. All mowing around trees shall be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf. Contractor shall vary wheel-width patterns and mowing patterns after each mowing to prevent and avoid wheel rutting from occurring.

(xiii) Turf in burial and public areas should be maintained at a height within one inch range of that which is professionally recommended for the recommended grass type for that geographic region. Optimally, the height should be no more than half an inch above that range. For example, the height of Tall Fescue grass should be between 3.0” and 3.5”. Grass is to be trimmed on borders.

(xiv) Edging: Edge all curbs, flat markers, walkways, roadways permanent building / structure lines, tree wells and shrub beds within the cemetery area. COR shall conduct random inspections of edging weekly.

(xv) The walkways (inside and out), flagpole bases, interment area, and roads shall be cleaned of any grass clippings and leaves after mowing, weed eating, edging, and trimming.

A.4.2 TRASH & DEBRIS REMOVAL

(a) SCOPE

(i) Work consists of collecting and removing all trash, dead or unsightly flowers, tree limbs, dead leaves and leaf debris, as well as any other debris within the Grafton National Cemetery.

(ii) Trash, debris and leaf removal at Grafton National Cemetery includes all areas within the cemetery property lines and outside surrounding areas and walkways from the wall to existing roads. Drainage ditches along bottom ditches within the cemetery must also be kept clean and free of debris and grass after each mowing.

(iii) Trash & Debris are defined as any item, material or foreign object not permanently attached to or planted within Cemetery grounds and boundaries. Items include, but are not limited to:

· Fallen leaves, twigs and branches that are less than ten (10) inches in diameter.

· Paper products, cigarette-butts, gum, glass and metal products.

· Plastic and any other synthetic items.

· Loose rock and stone over three (3) inches in diameter that are not the apparent result of an interment.

· Also included is the material found within the trash receptacles located throughout cemetery grounds.

(b) NCA STANDARDS

(i) Standard (2.3): All turf is free of debris (i.e., leaves, fallen branches and trash).

(ii) Standard (7.2): Trash is collected, disposed of and does not detract from cemetery appearance.

(c) PROCEDURES

(i) Trash & Debris collection and removal shall be accomplished weekly from April 15th through November 15th annually. All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs and leaves shall be removed from the Grafton National Cemetery a minimum of once per week.

(ii) Dumpster placement areas are not available at the cemetery. The Contractor shall provide all labor, equipment and transportation necessary for the collection, removal and disposal of trash & debris with each scheduled grounds clean-up.

(iii) Removal of debris and disposal away from the cemetery grounds shall be the responsibility of the Contractor.

(iv) All walkways, roads, and parking areas shall be swept prior to interment services or on a weekly basis.

(v) Trash & Debris collection shall be accomplished weekly throughout the stated time frame except when delayed by the onset of severe weather conditions (i.e., heavy rain). The Contractor shall schedule removal work accordingly. The Contractor shall inspect all areas of the cemetery during this period and ensure that there is no accumulation of debris in any area.

A.4.3 SNOW & ICE REMOVAL

SCOPE:

Work consists of removal of snow and ice from the cemetery driveway, all walkways on the cemetery grounds, and all steps to buildings, structures, and interment shelters, city sidewalks surrounding the cemetery site, and areas outside the cemetery walls as designated by the Contracting Officer Technical Representative (COR). In the event of an interment during the snow season, the Contractor will be responsible for clearing passages from the roadway to the gravesite.

REQUIREMENT:

Snow removal will be accomplished by using a plow attached to a tractor or a self-propelled unit, snow blower or shovel. The tractor or self-propelled unit will be restricted to paved areas.

Ice removal will be accomplished by applying a deicer. This chemical must be of the type that will not stain or damage carpeting, flooring, turf, shrubbery, trees, walkways and driveways.

Contractor shall take precautions to prevent damage to buildings, roadways, sidewalks, curbing, trees, headstones and markers by equipment used to remove snow and ice. Contractor shall be responsible for repairing any damage caused by equipment in the performance of snow and ice removal.

The Contractor will begin snow removal only when the snowfall total has exceeded (one) 1” in depth.

A.5 CONTRACT MANAGEMENT

(a) Representatives of the Contracting Officer: The VA Contracting Officer shall designate one (or more) representatives to serve as the Contracting Officer’s Technical Representative (COR) to act for him/her in furnishing technical guidance and advice or generally directing the work to be performed under the contract. Such designation shall be in writing and shall define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) 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.

(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.

(d) Site Manager: The Contractor shall provide a “Site Manager” who shall be on-site at all times during contract performance. The Site Manager shall 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.

(e) The Site Manager shall 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 Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so.

(f) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA 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 shall 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. Cemetery personnel will notify the Contractor in advance of any scheduled burial services.

(g) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as COR.

A.6 INSPECTION & MONITORING PROCEDURES

(a) A record keeping system of Contractor work performance shall be established and implemented by the VA COR for the services involved. The COR shall inspect all work performed and submitted by the Contractor for acceptance. The Government reserves the right to reject all work that does not meet contract specifications. Work rejected by the COR shall be re-performed without cost to the Government.

(b) Payment: The Contractor shall submit a monthly invoice in arrears for all services rendered. Prior to certification of payment, invoices shall be verified by the COR for accuracy against all Weekly Progress Reports submitted by the Contractor for the billing period.

(c) Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation. With the exception of Memorial Day and Veterans Day, work is normally not conducted on Federal holidays. The following is a list of all Federal holidays:

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Fourth of July Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

A.7 CONTRACTOR RESPONSIBILITIES

(a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged excessive rainfall, 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.

(b) The Contractor is responsible for taking all precautions to prevent damage to the cemetery, in any manner, including headstones, markers, monuments, flower bases, trees and other structures during maintenance operations. The Contractor shall be charged current replacement costs for headstones, markers and other cemetery structures or property damaged because of actions by the Contractor and/or its personnel.

(c) Cooperation with other Contractors: The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees.

(d) More than one Contractor may have access to storage areas designated by the COR. The government is not responsible for any costs associate with repairing or replacing Contractor(s) property while on cemetery property.

(e) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf areas except as provided in this contract or as authorized by the COR. The Contractor shall be responsible for repairing turf damage caused by the Contractor regardless of weather conditions, and at no additional cost to the government.

(f) The Contractor shall provide adequate safety warning devices, barricades and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government.

(g) At the end of each day, the Contractor shall remove all debris from the cemetery site. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

(h) 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.

(i) 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 shall 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 shall 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.

A.8 STANDARDS OF EMPLOYEE CONDUCT

Contractor and Contractor personnel are required to adhere to the following standards of dress and conduct while performing work in the Grafton National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor and Contractor Personnel --

(a) Shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA. Contractor employees shall maintain personal hygiene.

(b) Shall not engage in loud or boisterous behavior or use profane or abusive language and show proper reverence during committal service.

(c) Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

(d) Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items shall be placed or leaned on headstones or monuments.

(e) SMOKING is not permitted in any buildings within the National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area.

(f) Use of Cemetery Facilities: The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

(g) The Government shall not provide the Contractor with any fuel storage, equipment or telephones. If available, electric and/or utilities at the designated work and storage areas may be provided for purposes of contract performance only. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors and unsanitary conditions.

(h) The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

A.9 SUPERVISION & TRAINING

(a) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required.

(b) The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government.

(c) The Contractor is responsible for safety / precaution training of Contractor employees performing work under the contact. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices.

(End of Section A - Description / Specifications / Work Statement)

REGISTRATION WITH VENDOR PORTAL: All Interested Offerors must be registered with the Department of Veterans Affairs eCMS Vendor Portal at https://www.vendorportal.ecms.va.gov . Offerors who require registration shall proceed to the Vendor Portal’s Login section and shall click on Request a user account to register. In the event an Offeror is unable to submit a Quote/Proposal through the vendor portal domain, prior to the Quote/Proposal closing date, contact the VAAS helpdesk at 1-877-634-3739, or via email at VA.Acquisition.Systems@va.gov. If an Offeror is still having difficulties in submitting a proposal via the contracting officer/Specialist may accept an Offeror’s Quote/Proposal via email under the following circumstances:

· Offeror must provide evidence that an email discussions or verbal discussion with the VAAS helpdesk could not resolve registration issues.

· Offerors must meet the time constraints as set forth in the solicitation.

Submitted Quotes/proposals via email without set requirements may be considered nonresponsive. All Quote/Proposals transmissions and uploads submitted via email (Hugh.ONeil@va.gov) are due as specified in this solicitation. Late or incomplete Quotes may also be considered nonresponsive. Additionally, prospective offerors must also be registered with the System for Award Management (SAM) website and complete representations and certifications at https://beta.sam.gov.

QUOTATION PREPARATION INSTRUCTIONS:

Offerors shall submit quotes in four (4) separate volumes and in Adobe Acrobat (.pdf) format. Offerors who fail to provide Volumes A and D will result in the Contractor being considered non-responsive.

Company Information (Volume A) The following information shall be included in Volume A:

· Legal Business/Company Name (as listed in HYPERLINK “http://www.sam.gov” www.sam.gov)

· Complete Company Address (No P.O. Boxes)

· Duns Number

· Company Point of Contract Name and Title

· Telephone Number

· Email Address

· Company Capabilities Statement

· One (1) Signed Copy of all Solicitation Amendments

· One (1) Copy of Completed FAR Clause 52.223-3 “Hazardous Material Identification and Material Safety Data” (if applicable).

· One (1) copy of completed FAR Provisions 52.212-3 “Certifications and Representations” or indicate whether contractor has completed the annual representation and certifications electronically at HYPERLINK http://www.sam.gov www.sam.gov (copy of current SAM status).

Technical Proposal (Volume B) The following shall be included as part of the Offeror’s technical submission, Volume B:

· Company relevant experience descriptions

· Managerial & Technical Qualifications of Key Personal to include Resumes

· Relevant work qualifications of proposed sub-contractor and approximate percentage of work subcontractors will perform. Interested Offerors shall reference VAAR 852.219-10

· Work Plan/Staffing Plan to accomplish the required services to include man hours, methodology, list of equipment/vehicles to be used, licenses, permits and insurance information.

Past Performance (Volume C) The following shall be included as part of the Offeror’s Past Performance submission, Volume C:

· Past performance Questionnaire (Attachment D) from at least three (3) references in the last five (5) years. Past Performance information provided must be similar or somewhat similar to the required service(s). Interested Offeror shall list any National Cemetery Administration (NCA) contracts currently working or previously worked first followed by Non-NCA contracts.

Pricing (Volume D) The following information shall be included in Volume D

· Proposed pricing shall be submitted on the Price/Cost Schedule of Services

EVALUATION PROCESS: The Government intends to award an Indefinite Delivery/Indefinite Quantity (IDIQ) contract resulting from this Solicitation to the responsible Offeror whose Offer/Quote provides the best benefit to the Government, price and other factors considered. Quotations/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.

Quotations/Offerors will be evaluated by performing a direct comparison of one Quotation/Offer with another in a uniform manner to determine which Quotation/Offer provides the government with its needs, as identified in the RFQ. The government reverses the right to consider a response that Quotes or Offers more than the minimum and select that response if it provides a benefit to the government. The government has the discretion to accept other than the lowest priced Quoter/Offer that provides additional benefits. The government also has the discretion to make an award based on whether the lowest priced of the quotations/quotations having the highest past performance rating possible represents the best benefit to the government.

Technical Approach and Understanding of the Work:

Offer shall be evaluated in accordance with the criteria contained in the Statement of Work and on how well the technical approach meets the Government requirements. Technical approach shall include the following:

1. A narrative that details and demonstrates the Contractor’s understanding of the complexity and magnitude of the requirement. This includes:

a. Demonstrate experience in performing this requirement.

b. Demonstrate Key Personal have the managerial and technical qualifications in performing this requirement.

c. Demonstrate Work Plan/Staffing Plan is suitable in performing this service.

Past performance:

· Past performance shall be evaluated based on the Offer’s technical qualifications on projects within the last 5 years that are comparable in size, complexity, and scope. Past Performance information shall be obtained by the following methods.

· The Contracting Officer’s knowledge of previous experience with the supply or service being acquired;

· Customer past performance questionnaire replies

· The Governmentwide Past Performance Information Retrieval System (PPIRS) at www.ppirs.gov or;

· Any other reasonable basis.

Price: Proposed price will be evaluated for fairness and reasonableness.

SOLICITATION PROVISIONS AND CONTRACT CLAUSES:

52.212-4 Contract Terms and Conditions-Commercial Items (Oct 2018)

Addendum to FAR 52.212-4 Clauses in corporate by reference in numeric order starting with FAR and followed by VAAR.

52.252-2 Clauses Incorporated by References (FEB 1998). The full text of FAR/VAAR clauses may be accessed electronically at:

http://acquisition.gov/comp/far/index.html.

http://www.va.gov/oal/library/vaar/

FAR Clauses:

The following solicitation clauses apply to this acquisition:

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 (Oct 1995) 52.216-19 Ordering Limitations (OCT 1995) 52.216-21 Requirements (OCT 1995) 52.217-8 Options to Extend Services (Nov 1999) 52.217-9 Options to Extend the Term of the Contract (Mar 2000) 52.232-18 Availability of Funds (Apr 1984) 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.237-3 Continuity of Services (JAN 1991)

VAAR Clauses VAAR 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) VAAR 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside VAAR 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside (JUL 2019) VAAR 852.270-1 Representatives of Contracting Officers VAAR 852.219-74 Limitations on Subcontracting – Monitoring and Compliances (JUL 2018) VAAR 852.237-75 Key Personnel (OCT 2019)

End of Addendum to 52.212-4

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (OCT 2020) (DEVIATION AUG 2020)

SOLICITATIONS PROVISIONS

FAR Provisions 52.212-1 Instructions to Offerors-Commercial Items (JUN 2020)

Addendum to FAR 52.212-1

52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.204-7 System for Award Management (OCT 2018) 52.216-1 Type of Contract (APR 1984)

VAAR Provisions 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

End of Addendum to 52.212-1

52.212-2 Evaluation-Commercial Items (OCT 2014) 52.212-3 Offeror Representations and Certifications-Commercial Items (AUG 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment A – Underground Sprinkler System Inspection & Maintenance (2 Pages)

Attachment B – Lawn Maintenance: Mowing, Trimming & Edging (2 Pages)

Attachment C – Lawn Maintenance: Sodding & Seeding (2 Pages)

Attachment D – Lawn Maintenance: Fertilizing & Weeding (2 Pages)

Attachment E – Other Grounds Maintenance: Leaf Collection & Removal (2 Pages)

Attachment F – Other Grounds Maintenance: Plant Material Maintenance (2 Pages)

Attachment G – Other Grounds Maintenance: Pruning Standards for Shade Trees (2 Pages)

Attachment H – Other Grounds Maintenance: Trash and Debris Removal (2 Pages)

Attachment I – Transportation Services (2 Pages)

Attachment J – Facilities Maintenance (2 Pages)

Attachment K – Quality Assurance Surveillance Plan (QASP) (4 Pages)

Attachment L – Performance Requirement Summary (PRS) (4 Pages)

Attachment M – Weekly Inspection Reports (2 Pages) Attachment N – Quality Assessment Monitoring Form-Customer Complaint Investigation (1 Page)

Attachment O – Past Performance Questionnaire (1 Page)

ATTACHMENT A

UNDERGROUND SPRINKLER SYSTEM INSPECTION AND MAINTENANCE

1. GENERAL

All work performed under this section is subject to the General Requirements and Contract Documents to bidders which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

2. SCOPE

Work consists of periodic inspection and maintenance of the installed sprinkler system.

3. GENERAL REQUIREMENTS

a. Description

The work specified herein shall be provided to facilitate the successful and ongoing operation of an automatically controlled underground landscape irrigation system, including system controllers and control devices, control valves, sprinkler heads, decoders, solenoids and wiring. Buried and inaccessible system piping and wiring are included under the inspection and maintenance requirements of this document.

b. Inspection and Maintenance

This contract will cover periodic diagnostic, troubleshooting, and repair service, which includes emergency callback service, periodic inspections and preventative maintenance of all above ground irrigation system components, controllers and control devices. The contractor shall be required to perform the following:

(i) Underground Irrigation Systems

a. Provide monthly examination of irrigation system by walking site and performing a thorough inspection of grounds and irrigation components.

b. During each inspection, prepare a list of all trouble spots and problem issues that are visibly identifiable. In addition, review system operation with on-site operators to determine and record additional issues experienced during daily operation that may not be readily observable.

c. In accordance with inspection notes, physically inspect all field controllers, including visible wiring in controller cabinet. Adjust controller programs to reflect site specific requirement, seasonal changes, and cemetery staff needs.

d. Visibly inspect controller grounding grid for good mechanical connection.

e. Verify operation of all irrigation valves and spray devices by manually running each station on each controller.

f. When necessary, adjust spray devices to assure proper spray pattern and radius of water pattern.

g. When necessary, repair or replace broken or malfunctioning spray devices, decoders solenoids. Repair and replacement parts shall be furnished by the contractor.

h. If installed, verify that all flow sensors are operating properly. Recalibrate as required to meet manufacturer’s recommendations.

i. If installed, verify that all system master valves are operating properly. Perform preventative maintenance service to valves to meet manufacturer’s recommendations.

j. As required, clean all filtering devices on irrigation system, including by not limited to mainline filters, drip line filter, and spray head filter devices.

k. At least once annually, test all controller grounding for proper resistance according to equipment manufacturers recommendations. Provide written report detailing grounding resistance for each controller, highlighting deficient found locations and notifying the site manager of required action.

l. Where site conditions require, provide annual Spring Start-up and Winterization for the entire irrigation system.

m. Ensure water treatment system utilized is functioning properly; proper amount of chemicals added to the water to prevent headstones turning an unnatural color such as a rustic color. Contractor is responsible for purchasing necessary water treatment products/ chemicals.

n. Ensure irrigation heads are ground level and do not present a trip hazard. Will raise or lower irrigation heads as necessary.

o. Repair and replace all 6-inch diameter PVC and less irrigation breaks to include normal wear and tear.

(ii) Underground Irrigation Systems with Computer-based Central Control

a. Perform all system inspection and maintenance tasks as outline in the previous section for Underground Irrigation Systems with Stand-Alone Controllers.

b. Check software event logs to verify system has been operating properly. Adjust program settings in the software and make required program…