36C78624R50056 Questions and Answers (1).docx
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- Solicitation number
- 36C78624R50056
About this file
This document provides questions and answers related to a solicitation for grounds maintenance services at Fort Snelling National Cemetery. The solicitation seeks proposals for mowing, trimming, leaf removal, snow removal, irrigation maintenance, and other groundskeeping tasks across 298 acres of land. Offerors must be certified through the SBA Veteran Small Business Certification program as this is a total SDVOSB set-aside. The incumbent contractor is Raven Operations. Proposals are due by January 19, 2024 and the contract will be awarded on a firm fixed price basis for an initial one-year period with four one-year options. The wage determination is U.S. Dept of Labor WD 2015-4945, rev. 21 and Davis Bacon Act WD MN20230117 applies to some tasks. A site visit was held in January 2024.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C78624R50056 Questions and Answers.docx | DOCX document | |
| Revised Price Cost Schedule for RFP 36C78624R50056.xlsx | XLSX spreadsheet | |
| 36C78624R50056 A00002.docx | DOCX document | |
| 36C78624R50056 A00001.docx | DOCX document | |
| 2015-4945 rev24.pdf | ||
| 36C78624R50056.docx | DOCX document | |
| Price Cost Schedule for RFP 36C78624R50056.xlsx | XLSX spreadsheet |
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36C78624R50056 Questions and Answers
| Q: | I'm reviewing the spreadsheet, 'Price Cost Schedule' on the SAM site. Could you please give clarity on the 'unit' column? I am assuming, "WK" is week, "MO" is month, but the other conventions I am not understanding clearly. Please advise me when you have a chance. |
| A: | WK = Week, MO = Month, EA = Each, SY = Square Yards, AC = Acres, CF = Cubic Feet, |
SF = Square Feet
| Q: | Will the government please consider changing the NAICS code to 561210. I see other cemetery O&M opportunities are under 561210. We are currently a VA client, but not under the 561730 NAICS. We are a SDVOSB. |
| A: | The primary purpose of the contract is Landscaping services (NAICS code 561730). |
| Q: | I am inquiring about the incumbent for 36C78624R50056? Also, will the government accept a modification to the evaluating factors when viewing the staffing plan and equipment? If so, what must the business show to receive a pass from the SSB? |
| A: | The previous contractor is Raven Operations, the contract expired in 10/2022. The government will not accept a modification to the evaluation factor staffing plan or equipment requirements. |
| Q: | What is the expectation for tree pruning? Should we assume that all trees need to pruned? Or select trees only? Would it be preferred to set aside a specific number say 10K, 20K, other? |
| A: | Not all trees will need to be pruned. Select trees designated by the COR. |
| Q: | What is the rough dimension for sod installation with respect to burial sites (1260 Each)? |
| A: | If we are talking about subsequent grave sites. The contract says 600 subsequent grave sites. |
| Q: | Overseed – How many LBS./Acre would need to be applied? |
| A: | We were following the manufacturer guide lines for the seed mixture that we used. That was 4 pounds per 100 square feet. |
| Q: | Provide and apply unsightly grave repair? What does this apply to? Expectations? |
| A: | This would include any existing grave that was not properly established a healthy stand of turf. That could be bare spots, if settling has occurred and does not match the terrain. Previously sodded graves that did not take. |
| Q: | Can we get more detail on clean sweep on trash and debris removal? |
| A: | A clean sweep is when we going through every section and every headstone and remove old flowers, items that been there for a while, items that are not allowed. It is cleaning the whole cemetery. |
| Q: | Does mulch installation really include removal? Is there composting onsite or haul off? |
| A: | Existing mulch needs to be removed before applying new mulch. We do have a composting area that could be used. |
| Q: | Do we need to itemize string line trimming of all grave markers or can that be included in the weekly maintenance mow price? |
| A: | String line trimming is typically done around every headstone. It should be itemized under CLIN 0002. |
| Q: | Are any Spring cleanups completed? Or is this part of the regular mowing services? |
| A: | A clean sweep is typically done in spring. To remove all debris from around the headstones, that is when all the items around headstones are visible from the fall and winter seasons. |
| Q: | Are there really 2 fall cleanups? |
| A: | I believe the contract states as needed for 298 acres. |
| Q: | Pond Areas: Can Fort Snelling specify which ponds are to be included in the services (Map)? |
| A: | We only have one pond in our southeast corner. |
| Q: | POND Area: Can FS provide the equipment information (manufacturer, model(s), horsepower/voltage, tubing lengths (if diffused aeration), motor cable length(s) if other (aerator) & if cables have quick-disconnects, is there conduit or how is tubing/cables run, and the location information. |
| A: | One Kasco VFx series 2HP 240 volts 60 Htz single phase motor unit oil cooled 250 cable |
| Q: | Maintenance not 100% completely seated unit – do we do maintenance on the aerator? |
| A: | Yes |
| Q: | Are there designated piling areas or is snow simply furrowed over the curb? |
| A: | We do have areas where snow is piled, due to convenient. Once those piles exceed a certain height and becomes unsafe due to lack of visibility while driving, we used a mount snow blower on our equipment to knock it down. |
| Q: | What deicing product is recommended for the roadways? Is there a type specified or utilized in the past? |
| A: | We use a salt sand product for deicing our road ways. |
| Q: | Shelter Areas (6) According to Map I think I counted 7 – 4 active but six for sure |
| A: | There are 6 shelters. 4 are active and 2 are backups. |
| Q: | Sod repair – is required expectation still unknown |
| A: | Unknown at this time. |
| Q: | Expansion project – new admin building east of contractors lot? |
| A: | This expansion project area is not included in the current grounds and maintenance contract. It will not be taken care of by this contract. |
| Q: | Irrigation expansion project – going in 2024? |
| A: | Unknown at this time. |
| Q: | Robotic mowing? Irrigate at night could be a challenge |
| A: | We currently run our irrigation at night in our irrigated sections. That may change when the irrigation expansion has been completed. |
| Q: | Open to electric? Yes – not sure about power in outlot |
| A: | Question unclear. |
| Q: | The PIC? Designate size of mowers. |
| A: | Push mowers for Public Information Building and Admin Building. |
Q: Can the government confirm the Laborer Landscape rate of $26.89 with a fringe benefit of $19.31 is the correct labor category for tasks 4.07, 4.12, 4.13, and 4.15. Are no other CLINs applicable to this wage rate?
A: This is the correct rate for the specified tasks. Please refer to WD 2015-4945 rev 23 for all other tasks.
Q: The price schedule shows one CLIN for Grub Insecticide of 298 acres. The SOW states a preventative application of granular Acelepryn (Chlorantraniliprole) grub insecticide will be applied to all turfgrass areas between April, May, or June. A curative application will also be applied when grub infestation is noticed. Considering there is only one CLIN for 298 AC, how exactly will the applications be applied and invoiced? Is the contractor responsible for one blanket grub prevention application and one curative application that is billed based on acreage? It would seem that a per acre CLIN should be added for the curative treatment.
A: The preventative is the best way to deal with the white grubs. A curative should only be applied to the area determined to be grub damage.
Q: Can the government confirm that the contractor is responsible for ensuring tree rings and mulch beds remain weed-free at all times, which is included in CLIN 17 and 18 pricing? If so, what frequency of weed removal should be followed, and for what months?
A: As needed
Q: How many square feet of tree rings mulch are present that make up the 1,000 trees?
A: Not every tree in the cemetery is mulched. For example, the trees in the middle of a section are not. Mainly boulevard trees.
Q: Can the contractor use the government’s spoils area to dispose of old mulch?
A: Yes
Q: This narrative of the SOW is unclear: “…all tree limbs in need of pruning/repair that are 15 feet or greater in height measurement from the base of the respective tree trunk. If limbs higher than 15 feet that are deemed to be too low or unsafe will also be removed.” Can the government confirm if the contractor is responsible for tree pruning, regardless of the height of the limbs in need of removal?
A: This will be designated by the COR.
Q: Can the government clarify how trees under 24” diameter will be removed? Is the contractor responsible for removing trees under 24” diameter?
A: This is unknown. We do not know what size trees may come down in a storm, or which trees become diseased.
Q: The SOW states, “If removal is required, it shall include grinding out the stump to a depth of six inches”. Can the government clarify the intention of separating the tree removal and stump grinding as two separate items on the price schedule? If each removal requires stump grinding, having two-line items seems redundant.
A: They are listed as separate line items in the event only one task is needed although they are normally performed together.
Q: The quantity for Line Number 26 is one. However, based on the description provided in A.4.16(a) and (b), this appears to be a monthly requirement with a minimum of two services in fall and late spring. Can the government clarify the intention of the line item and the number of services to be provided?
A: The equipment should be serviced once in the spring and once in the fall or an as needed basis.
Q: The staffing plan lists 44 employees, not including snow removal. Can the government clarify if the contractor must employ 44 employees at all times, or can employees be cross-trained and complete multiple tasks throughout the season?
A: The staffing plan indicates how many employees must be employed per task. Employees can be cross-trained and complete multiple tasks throughout the season.
Q: The pricing schedule has 298 acres, which is one occurrence. However, the SOW states “As least twice year during the spring (Late April through Mid-May) and in the fall (Mid-August through Mid-September). Should the pricing schedule be updated to reflect two occurrences?
A: Yes. This CLIN should reflect a quantity of two (2) jobs.
Q: The RFP states that an award will be made to the lowest price. With the requirements of this contract being as stringent and detailed as the SOW states, coupled with the approximately annual contract value of $3 million, would the government consider adjusting the basis for award to best value? In the best interest of the government and the contractor, a contract of this size should be reviewed and awarded based on performance history, proposed organization structure, staffing, technical planning, equipment, and ultimately a best value award. Otherwise, with an LPTA procurement, the government and resulting contract awardee will have difficulty executing a contract of this size and magnitude.
A: It is the Contracting Officer’s determination that LPTA is appropriate when best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price.
Q: The SOW states that no more than one-third of the grass height is to be removed per mowing. When grass height is 9 inches or more, it will be impossible to cut one-third grass height as industry standard zero turn mowers have a max height of 5.5 inches. Will the government allow for additional cuts to sections that meet that 9-inch threshold so grass height does not exceed 9”, and will the contractor be able to invoice the acreage of those sections twice per week?
A: This should be brought to the COR if any secondary cuts are needed to meet the standard.
Q: Will the Cemetery provide waste disposal for debris, trash, rocks, twigs, small limbs, etc., that the contractor collects on cemetery grounds?
A: Natural items such as limbs, twigs and rocks can be disposed at a site designated by the COR. All trash and garbage will be the contractor’s responsibility to remove. The govt will not provide trash receptacles.
Q: The SOW states; “The COR, Cemetery Supervisor and Cemetery Director has the right to not allow certain mowers in designated areas.” Can the government clarify the restrictions and the sections it will impact?
A: This mainly applies to our Public Information Center and Administration building lawns. We are only allowing push mowers in these areas.
Q: When extended periods of rain and ground saturation causes a suspension in mowing, will the contractor be able to trim the headstones to help keep the grass from getting further out of standard while waiting for appropriate conditions to mow?
A: This could be arranged with the COR if needed.
Q: The SOW states mowing must always be done before trimming, and each section must be mowed and trimmed before mowing to the next section. This will be difficult for the contractor to schedule at such a large cemetery. Are there any exceptions to this flow, i.e., weather conditions and saturated turf?
A: We do not want the appearance of trimmed turf then no mowing for a day or two. Causing an uneven balance on the turf visibly. Exceptions could be made on specific circumstances and will be approved by the COR.
Q: Is aeration required between headstones and not just in rows? If yes, does this include in columns of 3’ headstone sections? The rough opening measures 22” tight in these sections, aeration equipment used in these areas would need to be 14 to 16” wide. It would be difficult, if not impossible, to source an aerator that size with a 3” plug.
A: The government understands there are limitations with equipment and feasibility of this task. It will be determined by the COR and CO if a modification could be made to properly reflect this task to reflect just the rows.
Q: Is slit seeding required between headstones and not just in rows? If yes, is this included in the cremation sections? Slit seeding between headstones in the columns will be extremely difficult and counterproductive due to the mounds created in headstone rows over years of traffic. It could result in damage to the turf in the columns.
A: It does, but the government understands that this could be a hard task to perform. We want the rows completed. A contract modification to this task could be made by the COR and CO if it determined it is not feasible to properly seeding the columns.
Q: The sow requires the contractor to provide sufficient evidence that the rate of seed has been achieved for all established turfgrass. Can the government clarify what evidence will be required?
A: Proper equipment calibration.
Q: The Yellow Nutsedge application requirements of the SOW and Price Schedule appear to be blanket applications to the cemetery, which will result in astronomically high costs. In the past, the contractor would only spot-treat areas where Nutsedge and Ground Ivy were present. We are requesting clarification regarding the SOW blanket applications of Nutsedge and Ground Ivy. Are spot treatments acceptable, and if so, how will invoicing of these CLINs occur?
A: Spot treatment will be acceptable and pricing per acre.
Q: It was observed on the site visit that several gravesites were not sodded due to the bridge contract in place. What are the timeline and expectations for completing all winter burials and 2023 gravesites upon contract award? What is the official start of the growing season?
A: Growing season depends on weather conditions but end of April is when generally the start. As far the non sodded graves, recommends over seeding in irrigation sections, possible sod in non-irrigation sections. Timeline can be adjusted depending on contractors’ capability.
Q: Does the 12-month sod warranty include non-irrigated sections that were previously approved by the COR and Cemetery after the 60-day establishment period?
A: As far the non sodded graves, recommends over seeding in irrigation sections, possible sod in non-irrigation sections. Timeline can be adjusted depending on contractors’ capability and the amount of gravesites.
Q: Does dethatching include columns of headstones? Dethatching the columns with machinery will cause damage to turf between headstones due to the mounds along headstone rows. Additionally, there is no dethatching equipment capable of getting between 3’ headstones.
A: It does, but the government understands that this could be a hard task to perform. We want the rows completed. A contract modification to this task could be made by the COR and CO if it determined it is not feasible to properly dethatch the columns.
Q: Can the government confirm the contractor will be allowed to dispose of leaves in an area designated by the COR on cemetery property?
A: Yes
Q: Is the sub-surface aeration equipment already installed and functional? Can the government provide more details on this equipment?
A: The unit is a kasco VFX series fountain 2HP 240V 1PH 60HZ. The aerator is on cemetery grounds it is stored during late winter to spring.
Q: Considering this contract will require several more services than previous grounds contracts at Fort Snelling National Cemetery, will the contractor be given a larger laydown area to accommodate the additional equipment and employees needed to satisfy contract requirements?
A: No. We can have some things moved around to help accommodate. All contractors will be located in contractor’s lot.
Q: Will black dirt and backfill be provided by the Cemetery?
A: No
Q: The SOW requires Chlorantraniliprole (Acelepryn) at a rate of 0.067, the equivalent of 5 oz per acre and would not produce the desired results. The Acelepryn label shows that the recommended rate for treatment of grubs is 8 to 16 oz per acre. Can the government please integrate this rate into the SOW to ensure a successful application?
A: Yes, the SOW will reflect this change.
Q: The SOW states that if mowing is delayed by weather or some other reason and grass height becomes excessive, then mowing height shall be increased so no more than one-third of the grass height is removed at once, and it shall then be mowed twice per week. Will the government allow the contractor to invoice twice when the cemetery asks for the turf to be mowed twice per week?
A: This should be brought to the COR if any secondary cuts are needed to meet the standard.
Q: The SOW states that excessive quantities or accumulations of clippings shall be removed. Can the government verify where the clippings shall be placed? Will there be a government-supplied spoils area, or is the contractor responsible for hauling the clippings off-site?
A: The government and COR will designate a site for clippings on station.
Q: The SOW mentions the removal of flower cones, flowers, flags, and other items.
Typically, these items fall under a Trash and Debris Removal CLIN. Would the government consider adding a weekly CLIN for Trash and Debris Removal?
A: No. Any trash and debris caused by mowing, trimming or other contractor operations will be on the contractor to clean up at own expense.
Q: The SOW states all winter-burial gravesites shall be laid with sod within a 30-day period. Can the government verify if this is 30 days or 30 business days?
A: 30 calendar days, due to possible customer complaints.
Q: Will the government mechanically tamp each gravesite after the Spring thaw, or is that the contractor’s responsibility? Without mechanical tamping, the gravesites could sink.
A: The government will tamp after each spring thaw.
Q: Can the government confirm that the contractor must care for the sod for a period of 60 days prior to sod inspections?
A: Yes.
Q: On page 64 of the SOW, A.4.1 states, “298 acres per mow cycle. Approximately 182,050 upright headstones per mow cycle. Approximately 9,925 flat headstones per mow cycle (Expect COR to reduce frequency). Approximately 162,600 linear feet monthly.”, can the government clarify what is meant by expect COR to reduce frequency?
A: Periods of drought. No sustained growth in non-irrigated sections. The purpose here is to not continuously mow and trim areas that do not need and would cause more damage than good. Some sections could be off limits for a period of time.
Q: The RFP requires licenses are provided with the proposal. Would the government considering changing this so that the contractor can provide these upon award?
A: The required licenses must be submitted with the proposal so the government can conduct evaluations.
| Q: | It states provide, install and maintain sod in the first interment sites and in/on bare areas on turfgrass. The price schedule shows 3350 SY? Is that supposed to be 3350 SQUARE FEET or EACH or SQUARE YARDS? Also, will the first interment area be prepped by cemetery prior to sod installation? Meaning is there 3350 1st Interment burials every year or are we sodding 3350 Square Yards Square Feet. |
| A: | Up to 3350 square yards per year. |
| Q: | Stated on 1449 to utilize 2015-4945, rev.21. Most recent version is rev. 24 (12/26/2023), please confirm if should be updated. |
| A: | An amendment has been published updating the current wage determination to rev. 24. |
| Q: | Would the government like everything submitted in a single PDF? Should Price/Cost Schedule be submitted in PDF ot Excel? |
| A: | The proposal does not need to be submitted in a single pdf. The price/cost schedule can be submitted in either pdf or excel format. |
| Q: | (E.10 52.212-3) Is the government ok with SAM reps/certs being updated/confirmed online or would they like to be filled and submitted with bid? |
| A: | Reps/Certs must be filled out on the RFP document “36C78624R50056”. |
| Q: | 3. Required Licenses- Do potential subk Licenses work? Will the government consider removing the licenses required to be submitted with bid, and instead allow for post-award or prior to performing work? With some of the licenses applying to 'optional' CLINs, and some of the positions required potentially being recertifying and/or contingent hires, the license request is a tall order for any interested bidder not already doing similar work in Minnesota that can have these individuals on staff already. |
| A: | The required licenses must be submitted with the proposal so the government can conduct evaluations. |
| Q: | Does offerer need to complete/submit the C.14 VAAR 852.219-75 with submission? |
| A: | Yes |
| Q: | QUALITY CONTROL PLAN (QCP) states QCP accepted prior to award, should this be included in submission? |
| A: | Yes |
| Q: | Will snow removal/plowing/maintenance begin on March 1st or will Cemetery Personnel finish out this winter season? |
| A: | Cemetery will finish the season. |
| Q: | Is there a minimum number of mowing patterns required? |
| A: | We would prefer to have different patterns because it is better for the turf to change patterns. |
| Q: | Does the government have historical data or an estimate on number of "double mowings" (x2 mowings in a single week) expected? |
| A: | No historical data. Double cuts would depend on situation. |
| Q: | Will winter subsequent gravesites be prepped by government for sod installation? |
| A: | Yes |
| Q: | Will first interment burial sites be prepped by government to prepare for sod installation? |
| A: | Yes |
| Q: | Will a list of winter burials be provided by government in order to assist on what graves need sod? |
| A: | Yes |
| Q: | Is there a category/diameter measurement for Pruning upon COR instruction or does this CLIN cover all trees in cemetery? |
| A: | Tree species will be determined by COR. |
| Q: | Can contractor utilize/co-opt any government Pond equipment for this? |
| A: | Government has 1 pond aerator. Contractor is responsible for installation, maintenance, and removal before winter. |
| Q: | Clarifying unsightly grave repair expectations and means (is it sunken grave repair, repair the grade, seed them or sod them, etc) |
| A: | Unsightly determined by COR |
| Q: | Mulching involves complete removal of old mulch. WIll there be onsite/government provided composting? Or a designated area for refuse mulch? |
| A: | Yes |
| Q: | CLIN -007 in the price schedule has a quantity of 1,260 “each” listed. Can you please define “each”? On page 64 of the solicitation, it is estimated that approximately 600 subsequent graves would require this service. Can you clarify the quantity and unit required for this line item? |
| A: | Up to 1,260. Quantity depends on burial rate. |
| Q: | CLIN -021 in the price schedule lists a quantity of 596 acres. Would the leaf removal of the complete grounds then only be required twice per year? |
| A: | There will be two leaf removals of 298 acres per removal, equaling 596 |
| Q: | CLIN -015 (core aeration): The statement of work describes two services per year, one in the spring and one in the fall. However, the price schedule only lists 298 acres which would only cover one service. How are we to bid this line item? |
| A: | It will be 298 acres per core aeration. The Price Schedule has been updated to reflect two (2) jobs. |
| Q: | Can you please further explain A.4.12.(f)? If the contractor establishes healthy turf within the 60-day establishment period and the COR has given their approval for acceptance, would the contractor continue to be responsible for the turf for 12 months? If after the 60 days the sod did not thrive due to extreme weather, insufficient irrigation, etc., would it still be the responsibility of the contractor to repair the sod at their own expense? Factors that are outside the contractor’s control make this requirement seem unreasonable. |
| A: | The purpose of this is to be established, healthy, vigor’s stand of turf. If the end product has failed, then the contractor will replace at own expense. |
| Q: | What is the establishment period for overseeding and hydroseeding? Would the sod be turned over to the cemetery once it has been established and accepted, and no longer the contractor’s responsibility? |
| A: | Yes |
| Q: | What documents are required for submission? The evaluation factors described in Section E.9 52.212-2 only mention a Staffing Plan, Equipment List, and Required Licenses. Are these 3 items in addition to the pricing schedule and 1449 the only documents required for submission? Is it not necessary to provide a technical approach or company experience? |
| A: | SF1449, Price/Cost Schedule, Staffing Plan, Equipment List, and Required licenses are the minimum required documents that must be submitted. |
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