PRNC Ground Maintenance Services Solicitation Questions and Answers.pdf

SOLICITATION

QUESTIONS & ANSWERS

FOR

PUERTO RICO NATIONAL CEMETERY

GROUNDS MAINTENANCE SERVICES

RFP 36C78625R50036

1) Is the pump station ground area to be mow and chemical ground applications to be performed?

Answer: Yes, pump station ground area is to be mow and chemical ground applications to be performed.

2) On the instructions to offerors Part 3 Past Performance, in this area you need the Past Performance Questionnaire or Past Performance Written Data?

Answer: Past Performance Questionnaire is attached to the solicitation.

3) Is the Maintenance Shop to be Water pressure cleaned? If so, only walkways or also buildings structures?

Answer: Only Sidewalk pavement around Maintenance Building and back gate entrance.

4) Are the Maintenance shop dirt/topsoil storage Bins also included to be pressure wash?

Answer: No.

5) Are all concrete fences and aluminum fences on all cemetery to be pressure wash?

6) PWS call for Alignment of stones/markers? Is this correct? Which is the scope for this task and the sections?

Answer: This contract does not support flat marker alignment.

7) Will contractor be allowed to USE diesel and Gas Fuel? IF NOT, can the contractor pay for the fuel consumption to PRNC?

Answer: No, No.

8) If not able to use PRNC Diesel and Gas Fuel storage, can the contractor install stations for fuel and gas ONSITE?

Answer: Fuel station can be installed if comply with all laws and regulations. Location, equipment, and reports need to be approved by COR before installation.

9) What area can the contractor use for equipment and material storage ONSITE?

Answer: Cemetery has no equipment and material storage area available; contractor may identify an area that is suitable for equipment and material storage for COR approval.

10) Does the contractor have to bring onsite EVERYDAY the materials and equipment, or a storage area will be allowed to the contractor for storage?

Answer: Cemetery has no equipment and material storage area available; contractor may identify an area that is suitable for equipment and material storage for COR approval.

11) PWS shows a task for Debris and Leave removal, would this task be part of the project? AND how often such task is to be performed?

Answer: Extreme Storm Damage and Debris Clean-up will be performed after an extreme storm. As part of the mowing CLIN, any grass clipping excess cause by mowers and visually affect the appearance of the mowing section will be responsibility of the contractor to pick up / clean.

12) PWS shows a task for Columbarium and Shelters floors to be pressure wash, does walls and columns are also to be pressure washed?

Answer: Scope of work states, Columbaria and shelters include all natural and decorative stone and concrete surfaces. While the committal shelter structures, and fixtures (columns, benches, emblems, doors, eves, and ceilings) shall be clean.

13) PWS shows a task for Plant and tree maintenance, will such task be included in the work?

Answer: This contract does not support Tree Maintenance, only Turf Maintenance.

14) Page 17 WORK NOT INCLUDED SOW- Attachments A-PRNC SOW – What are the PUMPS Hours or filters inside the Pump Hours?

Answer: This can be deleted or not take in consideration. Awkward

15) Page 18 General Requirements‐ Attachments A-PRNC SOW - Quarterly inspection for pumps station, but scope requires monthly reports not later than 5th day each month, please clarify.

Answer: Report of anything perform under 2.1.6 Pump Monitoring and maintenance (see: General requirement) Daily computer monitoring during the growing season and once monthly during the fall and winter seasons.

16) Page 18, Attachments A-PRNC SOW - is the water holding tank the water well reservoir or the water tank cistern?

Answer: Water Tank Cistern.

17) Is soil test to be performed for the contractor on this project?

Answer: The soil test shall be done by Contractor.

18) Just for clarification. Columbarium Head Stones will be cleaned to include D2?

Answer: No Headstones on PRNC, No Niche cover cleaning, only flat markers.

19) Page 46‐ Equipment and Supplies state that Fall protection is required for the completion of the task, what does it refers to?

Answer: No reference of Fall Protection can be located on page 46 under equipment and supplies.

20) ‐Is all SAM far and DFAR certification to be presented with quote?

Answer: Yes.

21) ‐If SAM certification is presented, is any other info from the solicitation (related to the SAM) to be presented?

22) Who will be responsible to move Floral Vessel on the site in order to perform the mow, trimming and edging?

Answer: Mowers can mow around obstructions because there should be no vessels on top of graves.

During trimming and edging, floral cones or flowers must be carefully removed to complete proper edging or trimming, and/or avoid damages, everything must be place back where they belong.

23) Who will be responsible to move Floral Vessel on the site on a weekly matter?

Answer: A cemetery employee will be assigned.

24) Page 43 says -Attachments A-PRNC SOW - that PRNC will provide a tank fill point located in the contractor’s area, where is the Contractors Area?

Answer: Contractor’s area refers to the closes area where the contractor is performing work, all around cemetery areas there are irrigation intakes that can be use at any time. At this time there is no permanent contractor area, contractor may identify an area and discuss with COR.

25) If the 400lbs or 800lbs water pressure does not removes mold, mildew, etc from stones, how will the job performance will be evaluated?

Answer: Contractor supervisor should communicate with COR the issue. If headstone/markers display biological growth (algae, mildew, moss, lichens), water with a product containing quaternary ammonium compounds (“quats”) may be required.

26) Does PRNC has computer monitoring for water tank or control skid/controller.

Answer: iQpump 1000 AC Drive, Intelligent Pump Controller, only.

27) Are we allowed to enter to the PRNC Software that monitors the tanks and controllers?

Answer: No software, only controller and yes it can be access at any time.

28) Does PRNC has an active Backup function programmed?

Answer: Not that we know.

29) Does contractor have to perform a quarterly soil test?

30) CLIN 016 Insect/Pest/Disease Control: White Grubs, Army Worms, Termites and other damaging insect/Fungicides. White grubs are most of the time in the turf or new gardens.

Armyworms are most of the time in the lawn.

Termites at the National Cemetery are mostly in trees and other times in niches in the columbarium area.

The question is: what type of application work is requested for this task.

Localized applications for termites?

Complete applications for white grubs or fungicide?

Answer: The Contractor shall follow the Chemical Application Plan as set forth in the Operational flow chart Warm Season Turfgrass Areas located in the solicitation page 39.

31) A fungicide is another type of pesticide that is aimed at controlling fungi, Most of the CLIN 016 aims to insects.

‐What type of work is requested for this task.

A complete (blanket) application of insecticides to control white grubs and army worms?

Spray blanket on all trees for termite control?

Application of fungicides (blanket) to control fungi will the on the lawn or in the gardens and trees?

Answer: The Contractor shall follow the Chemical Application Plan as set forth in the Operational flow chart Warm Season Turfgrass Areas, located in the solicitation page 39.

32) CIN 0022 Extreme Storm Damage and Debris Clean‐up

In case of a extreme weather, Is the disposal of waste also to be considered?

This CLIN has to be considered not only by hour performance but also equipment costs?

Answer: Question will be evaluated, and further instruction will be given to CO regarding 5.1.6 Extreme

Storm Damage and Debris Clean-Up CLIN.

33) CLIN 0023 Irrigation‐ Straight Time Hourly Rate

Question: What type of task are considered on this CLINN?

- Repair of irrigation valves?

- Repair of irrigation heads?

- Repair of 2‐inch irrigation tubes?

- Cleaning irrigation pop up, valves and nozzle?

- Lawn irrigation with PRNC irrigation cannons?

- Programming irrigation controls?

Answer: Work consists of operation, inspection, and maintenance, Contractor shall provide labor quotes for irrigation when damages are identified, the cemetery shall provide irrigation system repair parts as requested to COR in writing.

34) Related to the Main Satellite:

- Does the Main Satellite WORKS at this time? No.

- If working. Does the satellite is controlling the irrigation system? N/A.

- If not working, do we need to supply and program a new Satellite and related control valves and connections or PRNC will supply all those equipment? PRNC will supply.

- IF SO, will the PRNC will perform trench services if needed? N/A.

- Is there any back up system working for the irrigation system? Station will be open by hand by contractor.

Answer: In Bold after each questions above.

35) Where can we find the completed FAR Clause 52.223-3 "Hazardous Material Identification and Material Safety

Data" (if applicable)?

Answer: FAR Clauses can be found on https://www.acquisition.gov/

36) Could you kindly provide the list of mowing equipment currently in use by the administration? This information would help us determine whether to acquire similar equipment or ensure our current tools are fully optimized for the needs of this important project.

Answer: Under 2.1.1 Mowing (Zoysia Manila and Native grass) weekly, reads:

Zoysia Manila Turf Mowers shall be rotary mowers with free floating contour cutting decks that are a minimum cutting width of 110”; allow the mowing of undulating terrain without scalping, shall have leaf mulching kit that can pulverize fallen leaves into fine mulch, mulching blades that shreds grass and leaves into small particles.

Mowers used on native grass sections shall be completely cleaned, decontaminated before and after, if same mower is intended to be used on Zoysia Manila turfgrass. Mowers used on native grass shall have mulching kit and mulching blades.

Also, cemetery will approve commercial grade zero turn mowers to be in native grass only. Further approval will be discussed with COR.

37) Is it a 1y or 4yr contract?

Answer: Base + 4

38) Clin 005- Pump monitoring and maintenance- For the irrigation system?

Answer: Field Irrigation comes from well water & underground pumps.

39) Clin 006- Any fertilizer formulation or based on recommendations?

Answer: See 3.1.1 Fertilization: Manila Zoysia and Native Turf charts

40) Clin 007 Gypsum applications- to control soil pH based on soil sampling or to control odors?

Answer: When excessive salt gets into the lawn, the salt damages the soil by displacing other key elements needed by the lawn. The use of gypsum allows the salt to leach away into the sub-soils below the roots of the lawn, rendering it harmless. Shall be done as per contract indicates, Time of application shall be in late spring or early summer unless local practice indicates a more favorable time.

41) Clin 009-010- Any products/active ingredients in particular? Application scheduling based on scouting and recommendations. Any guidelines are or not allowed for weed control?

Answer: The Contractor shall follow the Chemical Application Plan as set forth in the Operational flow chart Warm Season Turfgrass Areas located in the solicitation page 39.

42) Clin 023- Irrigation system repairs will be when needed. Hourly rate will be invoiced if service is needed separately and is not part of the contract? Cost/hr will be charged in increments of 15mts..Could you please elaborate on this?

Answer: Is a more effective way to track time. This number is still easy to calculate based on an hour, as each task is 0.25 of an hour.

43) Floral Arrangements: Will floral arrangements on-site be managed by cemetery employees, or will the contractor be responsible for removing and repositioning them once tasks are completed?

Answer: If floral arrangement that is obstructing work will be moved and reposition by contractor.

44) Herbicide Use: Are there any specific restrictions or guidelines regarding the use of herbicides at the site?

Answer: Cemetery go by label recommendations; all products must be approved by District Agronomist first.

45) There are 4 separate volumes required for the proposal. What are the page limitations for each volume?

Answer: To answer this question, please elaborate more.

46) For turf Application purposes, what is the acreage of the Zoysia Manila turf?

Answer: See Appendix A of solicitation – Puerto Rico National Cemetery Acres Map.

47) For turf Application purposes, what is the acreage of the Native grass turf?

Answer: See Appendix A of solicitation – Puerto Rico National Cemetery Acres Map.

48) The PWS states that Mowers used for the Zoysia Turf shall have a minimum cutting width of 110”. This seems to be a big mower to be cutting in flat marker sections, is this requirement correct?

Answer: This is correct.

49) The Pricing Schedule for Fertilization (CLIN 0006) has a QTY of 6 and the application scheduled in the PWS a

QTY of 7 applications. Which QTY is correct?

Answer: PWS chart is a guide, 6 is the correct qty.

50) Can weather zyme be used instead of D-2 as the cleaning agent?

Answer: If headstone/markers display biological growth (algae, mildew, moss, lichens), water with a product containing quaternary ammonium compounds (“quats”) may be required. Examples include:

Prosoco ReVive, Cathedral Stone Bio-Cleaner, Wet and Forget, and D/2 Biological Solution.

51) Does the cemetery have specs for the pumps used on the Puerto Rico National Cemetery for the Irrigation

System and the water wells?

52) Which is the make and model of the irrigation system used on the cemetery?

Answer: The pumps are A.Y. Mc Donald #24750T32 7.5 HP 230 volt/ 3 phase driven by a control panel using an alternating relay in the electrical enclosure.

Booster pump Grundfos model CR 45-2

53) How does the disposal of the vegetative waste work at this moment? And how would it work for this contract?

Answer: There is bay area for dirt and vegetative disposal at the Maintenance Building Complex.

54) On the Administration Building it has an interior garden, would this garden be included as part of the maintenance?

Answer: Only Irrigation system CLIN.

55) Areas where there is no irrigation system, how are they worked during the application of chemicals?

Answer: Since the fertilizer and weed control are slow release and need water to be efficient. If the product label mandates that water has to be applied after application, contractor must follow label, Cemetery water can be used.

56) In the gardens, we have to work on the mulch/bark, the material supplied by the Cemetery Administration and the Contractor does the work? Or will the contractor be completely responsible?

Answer: We perform bark replenish unless is contractor fault. Areas must be turn in on the same condition they were before work.

57) Could you clarify at what height the grass will be maintained?

Answer: Since in the SOW it has three different height parameters. Mowing height can vary due to sod/grass type. Zoysia and Native and will depend on how leveled section is if no contour mowers are used in Native grass section.

58) Will the maintenance of the royal palms (pruning) and the raising of the crowns of the trees. Will it continue to be carried out by the cemetery administration?

59) B.4.13.3: Contractor will supply a minimum of twelve (12) employees and one (1) Site Supervisor dedicated to performing all services outlined. Are those 13 employees full-time? Does that include construction workers?

Answer: Full time unless is hourly paid construction worker (repairs)

60) Exempt Labor: Could the Government provide a list of current roles that are exempt from the service contract labor clause?

Answer: N/A for this requirement.

61) B.4.15: To avoid moving a fuel tank and a trailer into and out of the PRNC’s premises daily, can the

Government provide a few square feet of space to store a 20’ trailer that will contain the Contractor’s equipment and supplies to perform all tasks related to this contract? If not, should the Contractor account for rental cost of a property nearby, if available?

Answer: Contractor may identify an area and discuss with COR. Area must comply with all laws and regulations. Location, equipment, and reports need to be approved by COR before installation.

62) B.4.15: Will the Government transfer existing commercial grade power trimmers, power edgers, and riding mowers to the Contractor? Should the Contractor account for these materials in the proposal?

Answer: We do not lend or transfer federal property equipment.

63) C.1 52.212-4 (n): Title to items furnished under this contract shall pass to the Government upon acceptance.

What type of items is this referring to (trimmers, edgers, mowers, and others)?

Answer: Anything Government fund were used to buy.

64) C.13 52.237-3 (a), (b), (c): Does the Continuity of Services section apply to the incumbent and the new

Contractor?

65) C.13 52.237-3 (c): Continuity of Services: Will the Contractor be allowed to use the materials (power trimmers, power edgers, and riding mowers) that are currently being used for grounds maintenance at the PRNC during the phase-in and phase-out period?

Answer: No.

66) Pressure washing can pill paints away, even at a low PSI. Is the Contractor responsible for painting? Will the

Government provide the paint?

Answer: Prior assessment must be done by Contractor Supervisor on site together with COR, although

NO CLIN indicate pressure washing painted structures.

67) Can the Government provide us the incumbent's contract number and past total award amount (Base plus Four

Option Years)?

Answer: No base plus 4 options award amounts available. Isonic Corp. is the incumbent. Last contract award amount $363,989.96 for six months.

68) Is the incumbent eligible to submit a proposal?

69) Labor Category: Can the Government provide a detailed list of Service Contract (FAR 52.222-44) labor categories and number of personnel currently working on this contract, along with specific roles, responsibilities, and required qualifications for each?

Answer: No, the government is not responsible to provide this list. It is the contractor responsibility to determine labor categories and number of personnel required to work on this requirement.

70) What's the anticipated award date?

Answer: April 1, 2025.

71) Who is the current contractor?

Answer: Isonic Corp.

72) What is the total value if the current contract?

Answer: $363,989.96

73) What is the contract number of the incumbent contractor?

Answer: 36C78625P50002.