0002 Questions Answers WNC.docx

Questions & Answers Willamette National Cemetery Grounds Maintenance 03/04/2024

UPDATED 03/06/2024

1. QUESTION: The only mowing required for this project is just the 9 acres that are to be pushed mowed, which are indicated on the map. Is this correct? If so, who is responsible for mowing the rest of the cemetery?

ANSWER: The requirement is for push-mowing in the highlighted areas and sections of the cemetery which are approximately 9 acres. The remaining acreage will be mowed by the cemetery grounds crew using our mechanized wheeled mowers.

2. QUESTION: The map shows a lot of white space. Doesn't all the area need to be "mowed"? Can you confirm the blue "MOW" areas are simply the "push mowing or walk-behind mowing" areas? Also, can you confirm all the other areas still need to be mowed and in those non-blue and non-green areas riding mowers less than 1,000 pounds are authorized? Can you confirm all grassy areas are to be mowed?

ANSWER: The request is for push-mowing in the highlighted areas and sections of the cemetery which are approximately 9 acres. The remaining acreage will be mowed by the cemetery grounds crew using our riding mowers.

3. QUESTION: The PWS mentions removal of clippings on the edging flat marker line, but I haven't seen that requirement elsewhere. Can this be as simple as blowing them off for clean appearance?

ANSWER: Removal of clippings from the markers can be completed by blowing them off the marker.

4. QUESTION: Do all grass clippings need to be bagged and hauled away or is side discharge/mulching acceptable at all?

ANSWER: The requirement is for clean walkways, curbs, concrete bases, and roads of grass clippings and leaves after mowing, edging, and trimming. The vendor may choose to side discharge/mulch or bag during mowing. Regardless of approach, area is to be free of grass clippings which are to be disposed of offsite. The vendor may change their approach seasonally, such as side-discharge/mulch in the wet spring season while bagging during the dry summer/fall season.

5. QUESTION: Does edging flat markers refer to edging headstones, or is the headstone maintenance covered by another contract?

ANSWER: This cemetery is a flat marker-only cemetery. There are no upright headstones.

6. QUESTION: Could you clarify the period of performance for this contract? Is it base + 4 option years ending in 2029 or is it base + 2 option years ending in 2027?

ANSWER: This is a three-year contract. This is being solicited as a Base + 2 options from 04/01/24 – 03/31/27.

7. QUESTION: Sample Grounds Management Plan template request.

ANSWER: See attached excel document.

8. QUESTION: How many sq feet of mowing needs to be done? For push mowing and for Ride Mowing?

ANSWER: Approximately 9 acres of push mowing only. Converted to square feet that is 392,040 sq. ft. (Per the SOW, contractor is responsible for verifying all measurements)

9. QUESTION: What are the linear feet required for edging?

ANSWER: There are 11.4 miles of cemetery road. Multiplied by 2 for each side of the road and we’re looking at 22.8 miles. 22.8 x 5280 = 120,384 ft. (approximated). There are approximately 116,500 flat marker and each measure 1’x2’. We do not have measurements for the linear length of the tree rings, flower beds or walkways.

UPDATED 03/06/2024

10. Topic: Acres for Herbicide QUESTION: Can the government confirm that the acreage requirement for CLINs 0001-0003 is 270 acres?

ANSWER: The acreage is approximate. It will be up to the contractor to verify all measurements.

11. Topic: Trimming and Edging REF: CLINs 0004-0005 QUESTION: The PWS states that "The Contractor shall be responsible for trimming and edging all grass area perimeters, other designated areas, and flat markers within the cemetery ... "; however, CLINs 0004 and 0005 make no mention of trimming. Is the contractor responsible for trimming/string line trimming of curbs, trees, and other obstacles? If so, which CLIN is this associated with, and what is the acreage of linear feet requirement? The provided cemetery map shows "mowing" and "trimming." How many acres are there of each, and can the government give the string trimming requirement and associated CLINs?

ANSWER: CLIN 0005 is inclusive of trimming curbs, trees, planting beds and other areas mentioned. Please refer to previously answered question #8 and 9 in the Q&A document for approximate measurements.

Trimming and edging includes all markers, curbs, tree rings and planting beds in the entire cemetery. There are approximate 11.4 miles of road in the cemetery, 116,500 flat markers, numerous planting beds and tree rings, and several walkways. We do not have a measurement for the linear feet for the planting beds, tree rings and walkways.

12. Topic: Edging Blades

REF: PWS B.5.3.D

QUESTION: Can the government confirm whether the contractor shall use steel or poly edger blades on flat markers?

ANSWER: Steel blades. Any other blade would need to be proposed as technically equivalent.

13. Topic: Push / Walk-Behind Mowing

REF: CLIN 0006

QUESTION: Can the government confirm the requirement for CLIN 0006 is 9 acres?

ANSWER: That is the approximate acreage.

14. Topic: Landscape Beds and Tree Rings REF: CLINs 0007-0009 QUESTION: Can the government confirm that the estimated quantity for CLIN 0007-0009 is 12 acres? Is the contractor responsible for providing and installing 12 acres of mulch at 3" depth?

ANSWER: That is the approximate acreage for CLINs 0007-0009. See next question for mulch estimate.

15. Topic: Mulch REF: CLIN 0009- Organic Mulch QUESTION: What is the historical quantity of yards of mulch used annually?

ANSWER: That information is not available, however it should be approximately 4.5 acres at 3” depth.

16. Topic: CLIN 0002 - Pre-Emergent Herbicide REF: CLIN Price Schedule and PWS QUESTION: The CLIN Price Schedule states "l Job" for CLIN 0002 Weed Control - Pre-Emergent Herbicide; however, the PWS Turf Application Schedule shows an application in March and October. Which is correct?

ANSWER: There are two applications. CLIN 0002 will be modified to reflect a quantity of 2.

See update CLIN price schedule 030624.

17. Topic: Turf Application Schedule REF: PWS Page 6 QUESTION: The Turf Application Schedule narrative on page 6 mentions fertilization, aerification, and overseeding; however, there is no CLIN for these services. Can the government confirm these services are not required?

ANSWER: It is not required.

18. Topic: Crane Flies REF: PWS Turf Application Schedule QUESTION: The Turf Application Schedule states that the contractor should apply crane fly control in October; however, CLIN 0011 of the CLIN Price Schedule states that there are 12 applications of Mole, Vole, and Gopher Control. Can the government provide more information on what the requirements are for CLIN 0011?

ANSWER: Crane fly pesticide application will be performed by cemetery staff. This will not be a contractor responsibility in this solicitation.

19. Topic: Leaf Removal REF: CLIN 0010 - Leaf Removal QUESTION: Can riding equipment designed to remove leaves be used on cemetery turf during leaf removal operations? ls there a location where dumpsters for leaf disposal may be temporarily stored? Alternatively, will the government allow the contractor to dispose of leaves in the spoils area?

ANSWER: Riding leaf removal equipment may be used, but not in cemetery sections designated as push-mower only in section B.5.3 B.b of the solicitation. Disposal is not allowed in the spoils area. We can discuss a location for temporary dumpsters during leaf pickup season.

20. Topic: Certified Arborist

REF: PWS B.5.8.8

QUESTION: The PWS states, "The Contractor shall have a consultant or employee who is a certified arborist in good standing with the International Society of Arboriculture to supervise the pruning of all trees and shrubs." Is tree and shrub pruning a requirement of this RFP? If so, can the government provide the number of trees and shrubs, the annual amount of service, CLIN, and more details on this requirement?

ANSWER: Tree and shrub pruning are not a requirement in this RFP, therefore the need for a certified arborist is not required.

21. Topic: Laydown Area QUESTION: Will the government provide a storage building and office for contractor use? Alternatively, will an open area be provided for contractor temporary storage and office storage?

ANSWER: There is space for a small storage shed in an open area. There is no onsite storage building or office space available.

22. Topic: Licenses, Certs: Herbicide/Pesticide Applicator REF: Page 45 QUESTION: Are contractors required to provide herbicide licenses with proposals, or can they be accepted prior to application? Page 26 of the SOW states "Contractors shall provide proof of insurance, licenses, and permits required to perform the services in the contract within 10 days of date of award of a contract".

ANSWER: They can be accepted prior to application.

23. Topic: Technical Plan/ Methodologies REF: Page45 QUESTION: Can the government confirm if the five pages for technical plan/ methodologies are inclusive of all the topics listed in the submission checklist? For example, is Methodology: Herbicide/Pesticide application 5 pages, and edging of flat markers, cubs, and terrain boundaries another five-pages, or is it 5 pages total for the 7 topics listed in the submission checklist. If it is 5 pages total, would the government consider removing resumes and licenses from the page count as these can take up multiple pages and 5 pages is very limiting with seven topics to discuss. Would the government consider allowing two pages per topic?

It is not all inclusive. It is not to exceed five pages per each submission topic / methodology.

24. Topic: Technical Plan/ Methodologies REF: Page45 QUESTION: The instructions for the Technical Plan/Methodologies states "explaining methodology to be used in providing all tasks and services to be supplied within the contract in accordance with the statement of work ... See Submission checklist below". However, the submission checklist only includes 7 topics and appears to be missing Planting Bed, Fence Line & Walkway/Roadway Maintenance. Should this be included in the plan?

The submission checklist states the minimum submission requirements. Planting Bed, Fence Line & Walkway/Roadway Maintenance methodology is not a minimum submission requirement and is not required to be included in the submission package.

25. Topic: Equipment and Tools List REF: SOW page 19, #8 QUESTION: Page 19 of the SOW states, "the contractor shall provide, as part of their offer, a list of tools and equipment to be used during the course of the contract, for the approval of the Government". This was not included in the submission checklist. Can the government confirm this is required with the proposal? It would not be possible to fit a complete list into the technical plan/methodologies without expanding the page count.

ANSWER: A list of tools and equipment is not required.

26. QUESTION: Can you please confirm the areas that require the chemical turf applications? It’s unclear whether it’s just the burial sections comprised of 270 acres, or the total site area which is listed as a total of 308 acres. Would the applications take place in both irrigated and non-irrigated portions of the cemetery?

ANSWER: It is not the total site, but it is the burial section and unirrigated turf which is approximately 290 acres in total.

27. QUESTION: Of the proposed 270 acres, under heading Turf Maintenance - Pest Control, how many acres need Turf Maintenance - Pest Control? What is the Turf Area?

ANSWER: 270 acres

28. QUESTION: Of the proposed 270 acres, how many flat markers will need edging & clipping removal? ..or how many acres are we actually going to cover for this service?

ANSWER: As of 3/5/2024, there are 124,970 occupied, in ground sites. Because of interments, this number increases by an estimated 1000 per year.

29. QUESTION: Can you define the area of service for leaf removal? Will it be the entire 270 acres?

ANSWER: Yes, 270 acres