36C78626Q50069 - NCOTA Grounds Maintenance Services.docx

GENERAL INFORMATION:

Title: Grounds Maintenance Services

Place of Performance: National Cemetery of the Alleghenies (NCOTA) 1158 Morgan Rd Bridgeville, PA. 15017

Attachments:

A. Statement of Work B. Past Performance Questionnaire C. Price Schedule

This is a combined synopsis/solicitation for commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. Solicitation number 36C78626Q50069 is issued as a Request for Quotation (RFQ) for Grounds Maintenance Services. This acquisition is set-aside for Services Disabled Veteran Owned Business (SDVOSB) under NAICS code 561730. The Business Size Standard is $9.5M. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

Quoters are responsible for obtaining all amendments or additional information concerning this announcement at Sam.gov.

Site Visit. Quoters 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 one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit/inspection of National Cemetery of the Alleghenies (NCOTA), located at 1158 Morgan Rd, Bridgeville, PA. 15017. You must contact one of the following Cemetery Staff to make arrangements:

1. Darlene Mathis, Cemetery Director………………………………........ (724) 746-4363

1. William Webb, COR ………………………………………………… (724) 746-4363

1. Cecilia Verdoliva, Admin Officer….…………………………………. (724) 746-4363

Information pertaining to access to administrative building or cemetery facilities will be provided by Cemetery Staff.

Site Visit will be on February 11, 2026, from 9:30AM EST until 11:30AM EST and will not be rescheduled.

Solicitation Questions. All questions regarding this solicitation are to be submitted to the Contracting Officer, via email, no later than February 12, 2026, at 4PM EST. Questions pertaining to this announcement shall be sent by email to: Hugh O’Neil at Hugh.Oneil@va.gov and Jose Roman at Joselito.Roman@va.gov. Telephone inquiries will not be accepted. Associated answers to questions submitted will be provided via a solicitation amendment. Should an amendment not be endorsed by the interested Quoters, the Quote will be considered Non-Responsive.

Instructions to Quoters. Quoters MUST be registered with the System of Award Management (SAM) at http://www.sam.gov and must complete the Online Representations and Certifications Application (ORCA) at http://www.sam.gov prior to the solicitation closing date. Failure to comply will result in the Quoters being considered Non-Responsive.

Service-Disabled Veteran Owned Small Business (SDVOSB) and Veteran Owned Small Business (VOSB) socio-economic category concerns MUST have an active/current registration with https://search.certifications.sba.gov/. Failure to comply will result in the Quoters being considered Non-Responsive.

Failure to comply will result in the Quoters being considered Non-Responsive.

Quoters who do not have a current/active Sam account registration or who are not certified as a Service-Disabled Veteran Owned Small Business or certified as a Veterans Owned Small Business in the SBA website (https://search.certifications.sba.gov/) upon solicitation close date will be considered Non-responsive.

Response time. Quotes will only be considered from Quoters who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish the supplies and services required under this contract. Quotes will only be accepted electronically via email to Hugh O’Neil (Contracting Specialist) at Hugh.ONeil@va.gov and cc Jose Roman (Contracting Officer) at Joselito.Roman@va.gov no later than March 2, 2026, at 10:00AM Eastern Standard Time (EST).

Responses to this announcement will result in an IDIQ 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.

Quoters Submittal. Quoters shall submit Volume A through C in three (3) separate Adobe Acrobat (pdf.) files and Volume D as an Excel Spread Sheet (xlsx.). Should the Interested Quoters have issues in submitting the GANTT Chart in pdf format, the GANTT Chart may be submitted separately in xlsx. format as Volume B.1. Provided the request is authorized to the Contracting Specialist (CS), or Contracting Officer (CO) administering this acquisition. An email request must be submitted on time, prior to the solicitation’s closing date for this to be approved.

Each Volume will be identified as follows:

1. Company’s information (Volume A)

2. Company’s relevant experience in performing Complete Grounds Maintenance Services (Volume B)

3. Past Performance (Volume C)

4. Pricing (Volume D)

Quoters shall include only one copy of each Volume in their submittal.

Quoters who fail to submit the four (4) separate documents as directed may be considered Non-Responsive. In the event an Interested Quoters has issues with Quote submittal, the Quoters must notify the Contracting Officer of the impending issue via electronic correspondence. The subject header shall be titled Submittal Issues and shall include the RFQ number. Quoters must ensure that they have a read and delivery receipt on their email to provide proof if necessary. Failure to notify the Contracting Officer of such issues may constitute the submittal as Non-Responsive. Note: The Contracting Officer may or may not respond to your submittal therefore it is crucial that a copy of the email correspondence be provided. Additionally, failure to provide all Volumes within the Solicitation’s response time may also constitute Interested Quoters as Non-Responsive.

Evaluation. The Government reserves the right to consider an award to other than the lowest priced Quoters or other than the highest technically rated Quoters. The anticipated benefit of a higher priced quote must merit the additional cost. In accordance with FAR 52.212-2, the Government will award an Indefinite Delivery/Indefinite Quantity (IDIQ) contract resulting from this solicitation to the responsible Quoters whose Quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Quotes will be evaluated by performing a comparative evaluation of quotations in accordance with FAR Overhaul 12.203(C)(2). The evaluation will be based on how well the proposed services meet the Government’s requirements.

Technical and Past Performance when combined is more important than price.

Options: The Government will evaluate Quoters for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a Quote is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s). Unbalanced refers to a situation where Quoters places an unreasonably high value on certain items and an unreasonably low value on others within a unit price contract. An unbalanced Quote may be rejected if it raises concerns about the overall cost effectiveness of the Quote, as it could lead to the Government paying unreasonably high prices for contract performance.

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

•Legal Business/Company Name (as listed in www.sam.gov). Should Legal Business/Company Name not coincide with what is listed in the Government’s website www.sam.gov, the Interested Quoters will be considered non-responsive.

•Complete Company Address (No P.O. Boxes). Should Interested Quoters submit the Company’s address as a P.O. Box, the Interested Quoters will be considered non-responsive.

•SAM Unique Entity Identification (UEI).

•Company’s Point of Contract Name and Title •Telephone Number •Email Address. Failure to provide POC, telephone number and email address will result in the Interested Quoters being considered non-responsive.

•Solicitation Amendments acknowledgement. Quoters will acknowledge all amendments by either providing a signed copy of the Amendment(s) or by filling out page 4. Titled ACKNOWLEDGMENT OF AMENDMENTS. Failure to acknowledge all subsequent Amendments will result in the Interested Quoters being considered non-responsive.

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

•In accordance with Public Law 116-183 a Small Business claiming Veterans First Status, Service Disable Veteran Owned Small Business (SDVOSB), or Veteran Owned Small Business (VOSB), must certify in writing that their firm are performing 50 percent of the work. Therefore, Quoters who claim SDVOSB or VOSB status shall provide a signed copy of VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction. Quoters must complete, sign, and return the formal certification with the Quoters’ quote. The Government will not consider Quoters for award from Quoters that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award. Should award be made to an SDVOSB or a VOSB who is suspected of violating PL 116-183 this Agency will refer suspected violators to its department’s inspector general for investigation and possible fines, suspensions, or debarments.

• Company’s relevant experience in performing Complete Grounds Maintenance Services. Complete Grounds Maintenance Service is defined as General Grounds Maintenance, Headstone and Marker Services, Interment Services, and Irrigation and Repair Services. See Statement of Work (SOW) to fully gauge what a complete Grounds Maintenance Service entails.

• Capabilities that specifically highlight the company’s strengths and resources in providing complete Grounds Maintenance Services. This includes the following:

a. Organizational Control- Information that details the company’s internal controls and processes in the management of Government contracts. This includes identifying principal ownership (51 percent) of the firm in accordance with VAAR 852.219-73 (VA Notice to Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses). To qualify as a SDVOSB, one or more service-disabled veterans must unconditionally and directly own at least 51 percent of the concern. Failure to provide this information will result in the Quoters being non-responsive.

b. Subcontractor Management- Information that identifies subcontractors’ percentage of performance to include regulatory evaluation and monitoring of subcontractor(s) for the purpose of mitigating risk. Quoters may use a subcontractor’s past performance only if a teaming agreement is provided with the quote. A teaming agreement is a formal arrangement between a potential prime contractor and one or more subcontractors to work together on a specific Federal Government contract or acquisition program. These agreements are designed to allow the parties to complement each other’s unique capabilities and provide the Government with the best combination of performance, cost and delivery of the service. The Prime Contractor is still required to provide its own past performance information in relation to the required service. If a joint venture has been established, the joint venture will be considered the Prime Contractor and must have its own established Unique Entity ID in Sam.gov before it can be considered. A joint venture is an enterprise owned and operated by two or more businesses and must meet VAAR 852.219-73 compliance. When assessing a joint venture’s past performance, consideration will be given to each partner’s experience and capabilities as well as the joint venture’s collective past performance. Failure to provide a teaming agreement or joint venture agreement if applicable will result in the Quoters being non-responsive.

c. Similar Work performed- Highlights the contractor’s capabilities in performing complete grounds maintenance services. Quoters can align the narrative with the company’s past performance records. Narrative needs to be factual and compelling, providing concrete results and demonstrating the company’s capabilities in complete Grounds Maintenance Services.

Technical Quoters (Volume B). The following shall be included as part of the Quoters’ technical submission, Volume B.

• Key Personnel Identification. Key Personnel must be identified to include managerial and technical qualifications and roles and responsibilities. Management team must be on site during the performance period and have the required experience in complete ground maintenance. Key Personnel but be employed or will be employed by the Prime Contractor. If employment of Key Personnel is contingent upon the award of the contract, it is crucial to ensure that the Prime Contractor has a firm commitment from these individuals to work on the required service. This commitment should be documented in the Quote. Resumes and other support materials will be included for all key personnel. If key personnel become unavailable after Quote submission but before award, the Interested Quoters must notify the Contracting Officer and obtain written approval before making any changes to the personnel list in its Quote. This process is designed to maintain the continuity of key personnel and ensure that the contractor can fulfill its obligations under the contract. Failure to provide this information will result in the contractor being non-responsive.

•Work Plan/Staffing Plan (WP/SP). WP/SP must outline the following:

a. Methodology. Specific tasks and responsibilities that will be utilized by the Contractor,

b. Man Hours. Estimate as to the total amount of labor hours required in the performance of the service.

c. List of ground maintenance equipment/vehicles that identifies quantity, make, and model to be utilized during the performance of the contract. Ground maintenance equipment must also meet safety, efficiency, and compliance with local, state and federal regulations. This includes certifications and licenses from qualified professionals that have specialized training.

d. Permits and Insurance formation that allows contractors to perform specific activities or operations regulated by law and ensures compliance with local, state, and federal regulations. Insurance information must provide legal name, and address of the business holding the insurance policy and provide coverage details that provides a breakdown of the types of insurance coverage, including policy limits, effective dates, and the insurance company’s contact information. Insurance effective dates must be current, or the Quoters will be considered non-responsive.

•Gantt Chart. Gantt Chart needs to demonstrate the amount of work done or production completed in certain periods of time to include personnel and equipment in relation to the amount planned for those periods within the initial base year. Subsequent Option Year’s Gantt Chart will be provided by the awardee prior to the exercise of the Option Years.

Past Performance (Volume C). Past performance will be considered from a wide variety of sources both inside and outside the Government. This includes reviewing performance information reported to the Contractor Performance Assessment Reporting System (CPARS), as well as other sources of information.

Past Performance will be evaluated for recent and relevant experience. To demonstrate recency and relevancy, the Quoters shall submit at least three (3) past performance questionnaires from projects worked on within the last five (5) years. The questionnaires are for contracts that are similar in size, scope, and complexity. Past Performance information submitted that are not recent and relevant combined will receive a Neutral rating. Recent past performance is defined as past performance completed within the last 5 years. Relevancy is defined as past performance that must align with the current requirement.

In the event a contractor uses past performance information owned by another contractor without providing a team agreement or joint venture the past performance information will also be considered Neutral. Experience gained by Key Personnel on government contracts with other companies will be considered Key Personnel individual experience, will not be recognized as a Quoters’ past performance experience, and will also be considered Neutral.

Pricing (Volume D). Price will be evaluated based on price analysis techniques that ensure prices are fair and reasonable. Price reasonableness will be based on competitive quotations or Quoters. Fair and reasonable price describes the price that a prudent businessperson would pay for services under competitive market conditions, given a reasonable knowledge of the marketplace. Quoters will submit a pricing schedule utilizing Excel spreadsheet, that is based on Attachment C – Price Schedule. The spreadsheet will provide pricing for the base year and subsequent option years.

Solicitation Provisions and Contract Clauses 52.212-1 Instructions to Quoters-Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025)

a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Technical, Past Performance, and Price

Technical and past performance, when combined, are more important than price.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

52.203.11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions. (SEP 2024) 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation. (JAN 2017)

52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

52.203-17 Contractor Employee Whistleblower Rights. (NOV 2023) 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements. (JAN 2017) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.204-13 System for Award Management-Maintenance (OCT 2018) (DEVIATION NOV 2025)

52.219-8 Utilization of Small Business Concerns. (JAN 2025) (DEVIATION DATE) 52.219-14 Limitations on Subcontracting. (OCT 2022) 52.222-35 Equal Opportunity for Veterans. (JUN 2020) (DEVIATION NOV 2025) 52.222-36 Equal Opportunity for Workers with Disabilities. (JUN 2020) (DEVIATION NOV 2025) 52.222-37 Employment Reports on Veterans. (JUN 2020) (DEVIATION NOV 2025) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act. (DEC 2010) (DEVIATION NOV 2025) 52.222-41 Service Contract Labor Standards. (AUG 2018) (DEVIATION NOV 2025) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts). (AUG 2018) (DEVIATION NOV 2025) 52.222-50 Combating Trafficking in Persons. (NOV 2021) (DEVIATION NOV 2025) 52.222-54 Employment Eligibility Verification. (JAN 2025) (DEVIATION NOV 2025) 52.222-62 Paid Sick Leave Under Executive Order 13706. (JAN 2022) (DEVIATION NOV 2025) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving. (MAY 2024) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors. (MAR 2023) 52.233-2 Service of Protest (SEPT 2006).

52.233-3 Protest after Award. (AUG 1996) (DEVIATION NOV 2025) 52.233-4 Applicable Law for Breach of Contract Claim. (OCT 2004) (DEVIATION NOV 2025) 52.240-91 Security Prohibitions and Exclusions. (DEVIATION NOV 2025) 52.244-6 Subcontracts for Commercial Products and Commercial Services. (JAN 2025) (DEVIATION OCT 2025) 52.216-1 Type of Contract (APR 1984) (DEVIATION NOV 2025) The Government contemplates award of an IDIQ contract resulting from this solicitation.

(End of provision) 52.216-18 Ordering (AUG 2020)

a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from base year or option year start date through 365 days.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when—

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor's fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor's email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

(End of clause) 52.216-19 Order Limitations (OCT 1995)

a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $5000 the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor-

(1) Any order for a single item in excess of the executed IDIQ contract.

(2) Any order for a combination of items in excess of executed IDIQ contract; or

(3) A series of orders from the same ordering office within 30 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 3 days after issuance, with written notice stating the Contractor’s intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of clause) 52.216-22 Indefinite Quantity (OCT 1995) (DEVIATION NOV 2025)

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the "maximum." The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum."

(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor’s and Government’s rights and obligations with respect to that order to the same extent as if the order were completed during the contract’s effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after the order end date.

End of clause) 52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.

(End of clause) 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 365 days.

(End of clause)

52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026.

52.223-2 Reporting of Biobased Products Under Service and Construction Contracts (MAY 2024) 52.223-5 Pollution Prevention and Right-To-Know Information (MAY 2024) End of Construction Labor clauses

(End of clause) 52.232-33 Payment by Electronic Funds Transfer-System for Award Management. (OCT 2018)

Authorized Deviations in Clauses (Nov 2020)

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(b) The use in this solicitation or contract of any (48 CFR CHAPTER 8) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

(End of clause) VAAR Provisions Provisions

VAAR Clauses

852.204-70 Personal Identity Verification of Contractor Personnel (MAY 2020)

852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction (NOV 2022) 852.222-71 Compliance with Executive Order 13899 (DEVIATION) (APR 2025) 852.232-72 Electronic Submission of Payment Requests (NOV 2018)