Solicitation Questions and Answers - 36C78626Q50117 - Grounds Maintenance Services at Beaufort National Cemetery.pdf

Solicitation Questions & Answers for Beaufort National Cemetery

Ground Maintenance Services RFQ 36c78626Q50117

1. Topic: Tree and Stump Removal Reference: SOW B.4.4.1 Questions: The SOW section B.4.4.1 states, “If a tree needs to be taken down in a high visibility area, the Contractor shall coordinate time to not disturb or disrupt services.

Contractor will remove the stump from that tree and replace with a like tree, fill in the hole and place mulch or replace with an approved plant as approved by the COR.”. There is no Tree and Stump Removal CLIN; therefore, if this service is required, which CLIN should this price be included with? Also, can the government provide the total number of estimated tree and stump removals and the estimated size?

B.4.4.3 is TREE & SHRUB TRIMMING / PRUNING / MAINTENACE. Any trees over an 18-inch diameter will be taken care of by cemetery personnel. Stump removal will not be in SOW for this GMC.

2. Topic: Irrigation Inspection — Monthly Walk vs. Quarterly Valve Verification Reference: SOW B.4.1.7, p. 15 — Underground Sprinkler System Operation, Inspection, and Maintenance Questions: SOW B.4.1.7 describes two inspection activities: (1) a monthly walk of the site observing sprinklers for 2 full rotations in all zones, with a report to the COR within 5 working days; and (2) manually running each station on each controller to verify operation of all irrigation valves and spray devices, 4x annually. To observe a sprinkler head's full rotation, the valve must be manually activated — making the monthly and quarterly tasks operationally identical, differing only in frequency. Please confirm: (a) Are these intended as two distinct tasks, or is the quarterly manual run a formalized version of the monthly inspection? (b) Is the monthly written report a standalone deliverable separate from any quarterly documentation? (c) Which CLIN — 0036 (Monthly Inspection) or 0037 (Hourly Irrigation Labor) — should the quarterly valve verification be priced under?

a.) No, intended to part of monthly inspections b.) No, documentation can be one document that includes all inspection reports c.) Clin 36

3. Topic: Irrigation Repairs — COR Pre-Approval Requirement Reference: SOW B.4.1.7, p. 15–18 — Irrigation Repairs and Pump Station Services Questions: SOW B.4.1.7 states that for pump station repairs, 'a notice to proceed must be given to contractor prior to any repair service.' Separately, it states that irrigation parts for repairs are government-supplied and the contractor shall notify the COR of parts needed.

Please clarify: (a) Does COR pre-approval apply to all irrigation repairs (heads, valves, solenoids), or only to pump station component repairs? (b) For routine repairs such as broken sprinkler heads identified during the monthly inspection walk, may the contractor identify, notify, and correct without waiting for a separate notice to proceed? (c) What is the expected COR response time for repair approvals, and how are emergency repairs handled outside of normal business hours?

a.) Yes if irrigation parts replacement is required.

b.) COR must be made aware of all repairs prior.

c,) Reasonable time frame determined by emergency- for example a main line blow will need to be shut down ASAP +/- 8 hrs or less, where repair for said main break should be within 5 days or less.

4. Topic: Planting Beds Weed Control — 'Year Round' vs. '4 Times Per Year' Reference: SOW B.4.4.1 — Planting Beds, Weed Control; CLIN 0008 Questions: SOW B.4.4.1 states planting beds shall be kept 95% weed free 'all year round' using hand weeding or spot spraying with Finale or Cheetah Pro (Glufosinate Ammonium). It also states the pre-emergent herbicide Snapshot shall be applied 'four times per year, or as needed.' The SOW graphic on p. 46 also references 'year round' weed prevention. Please clarify: (a) Is the 'year round' language a performance standard (beds must always be 95% weed free), while '4 times per year' refers specifically to Snapshot pre-emergent applications only? (b) Is Cheetah Pro/Finale spot spraying considered part of the monthly bed maintenance priced under CLIN 0008, or a separately reimbursable application event?

a.) 95% is the expected with Snapshot applications. Snap shot is a pre-emergent herbicide, that per label provide 3-6month control of weeds. 4x per year is if needed.

b.) Yes, Clin 8.

5. Topic: Herbicide Restrictions — Glyphosate District Agronomist Approval vs. Glufosinate Authorization Reference: SOW B.4.4.1 — Herbicide Use Restrictions Questions: SOW B.4.4.1 states: 'Glyphosate products are prohibited from use without the written permission of the District Agronomist.' The same section authorizes Finale or Cheetah Pro (Glufosinate Ammonium) for use 'all year round.' Please confirm: (a) The District Agronomist sign-off requirement applies solely to Glyphosate-based products; (b) Is there a pre-approved product list on file with the COR that the contractor may use without individual approval requests?

a.) Yes, prior written approval/authorization must come from District Agronomist for the use of any Glyphosate product.

b.) Other products such as Glufosinate Ammonium are approved for use as product label allows.

6. Topic: Mulching — Frequency and Scope of 'As Needed' COR Direction Reference: SOW B.4.4.2/B.4.4.3 — Mulching; CLIN 0009 (Est. Qty: 2 JB/year) Questions: SOW B.4.4.3 contains overlapping frequency language: the Scope states mulch shall be applied 'annually (prior to Memorial Day) or as need determined by the COR,' while the General Requirements state 'existing mulch will be removed before any new mulch is placed semi-annually' and 'fresh mulch will be added one week before Memorial Day, Veterans Day and/or as required by the COR.' CLIN 0009 is priced at 2 Job events per year.

Please confirm: (a) The contract contemplates 2 full mulch removal-and-replacement events per year (pre-Memorial Day and pre-Veterans Day), consistent with the CLIN 0009 quantity of 2 JB? (b) The phrase 'as need determined by COR' does not authorize additional full mulch events beyond the 2 priced without a contract modification? (c) Is routine topping-off or depth maintenance of mulch between the two events included in the monthly CLIN 0008 planting bed maintenance price?

a) Yes, please ensure you understand everything stated in SOW

b) As determined by the COR usually means touch up mulch work for areas that need it in between the 2 major mulching jobs. The CO can answer the modification question.

c) Yes, per the scope under 4.4.1 ensures that mulch in each planting bed is maintained and presentable year-round.

7. Topic: Wetting Agent Applications — SOW Specifies 3 Events; Price Schedule Shows 2 Reference: SOW B.4.5.7 — Wetting Agent Application; CLIN 0022 (Est. Qty: 2 JB/year) Questions: SOW B.4.5.7 states: 'Blanket applications shall be made at the beginning of June, July, and August as prevention for localized dry spots and to reduce water usage for turf.' This language clearly specifies 3 discrete application events. However, CLIN 0022 (Wetting Agent Application – Blanket) lists an estimated quantity of only 2 JB across all five contract years. Please confirm: (a) Is the correct number of required wetting agent blanket applications 3 per year (June, July, and August) as stated in the SOW text? (b) If so, will the Price Schedule be amended to reflect a quantity of 3 JB prior to final proposal submission?

(c) If the quantity remains at 2 JB, which month's application is considered optional or separately COR-directed rather than mandatory under the base scope?

CLIN is correct for the applications, The months are just time frames on when the wetting application will be applied. COR will decide which months to apply the applications.

8. Topic: Consideration of Key Personnel Experience in Past Performance Evaluation Reference: Solicitation, Volume C - Past Performance; FAR 15.305(a)(2)(iii) Question: The solicitation states, "Experience gained by Key Personnel on government contracts with other companies will be considered Key Personnel's individual experience, will not be recognized as a Quoter's past performance experience, and will be given a Neutral rating." However, this appears to be contrary to the intent of FAR 15.305(a)(2)(iii), which states: "The evaluation should take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition." Please clarify whether the government will consider the past performance of key personnel gained on other contracts as part of the overall past performance evaluation, as outlined in FAR 15.305(a)(2)(iii), particularly if the owner of the prime company gained experience as key personnel prior to forming their company.

In accordance with FAR 12.203(C)(2) Overhaul, past performance evaluation is an important factor for award. The Government will consider past performance form a wide variety of sources both inside and outside the Government. This may include reviewing performance information reported to the Contractor Performance Assessment Reporting System, as well as other sources of information to include a quoter’s experience as a subcontractor. The Government will make an award based on FAR 12.205(a)(2) and on the use of solicitation provision 52.212-2. The provision is tailored for this acquisition and includes all evaluation factors and criteria for award. Based on FAR 12.203(C)(2) the Contracting Officer has broad discretion in establishing how quotations will be evaluated, the CO may perform a comparative evaluation of quotations. The evaluation procedures are not subject to part 15 or 14.

9. Who is current incumbent, current contract # and total value of the contract?

Incumbent - Raven Operation

Contract number 36C78625P50137

Total value - $276,213.29

10. When is the expansion planned to be completed and turned over to the cemetery?

Earliest is May 2026 and latest is August 2026.

11. PWS B4.1.1 - What is the acreage of the turf areas to be mowed?

44 acres.

12. PWS B 4.1.2 – What is acreage of the non-turf areas to be mowed?

Roughly 2-3 acres.

13. PWS B4.1.4 - What are the number of upright headstones and monuments, are there to be trimmed and how many flat markers are there in the cemetery?

Roughly about 27,000 upright Headstone’s, roughly 15 flats.

14. Will the contractor be able to have a dumpster on site?

Yes, the contractor will have space for a container onsite.

15. PWS B.4.2.1C and B4.5.1 - Will there be a minimum order of square footage for each CLIN?

If not, what is the average order of square footage for each?

No current square footage available to provide, SOW states all trees, shrubs, and planting beds will be mulched annually prior to Memorial Day.

No average number available to provide currently.

16. PWS B4.1.2 What is the square footage of the mulched areas and what is the square footage of the rock areas?

No average number to provide currently.

17. B4.13 – When is the expected completion date of the renovation

Earliest May 2026, Latest August 2026.