36C78626Q50235 Questions and Answers.docx

Q: Prime Contractor Experience: Does the 5-year direct-supervision experience requirement apply solely to the named On-Site Supervisor (key personnel), or must the offeror company itself demonstrate 5 years of directly relevant grounds maintenance experience as an entity for purposes of technical acceptability or past performance evaluation?

A: The direct-supervisor experience applies only to the individual and must be clearly identified in the resume.

Q: Contract Value: Can the Government provide the Independent Government Cost Estimate (IGCE) or an estimated annual/total contract value for the base year and option periods, to assist offerors in developing a fair and reasonable price?

A: The government does not disclose this data.

Q: Incumbent Contractor: Is there an incumbent contractor currently performing this requirement? If so, can the Government identify the incumbent and provide the current contract value or pricing history?

A: The incumbent contractor is Byrd Enterprises under contract 36C78621D0115.

Q: Site Visit - The combined synopsis states that the prime contractor must attend the site visit. Is this statement accurate? Is the site visit mandatory for the prime contractor?

A: Yes, this statement is correct. The prime contractor must attend the site visit to be considered for award.

Q: The due date for bid submission is listed on SAM of September 25, 2026 at 3, however the due date is listed as September 28, 2026 in another area in the synopsis. What is the accurate due date for bids?

A: The due date for offers is extended to September 28, 2026 at 3pm EST. The original due date was September 25, 2026.

Q: Under Past Performance, it states that the prime needs to have experience providing services on projects within the last 5 years that are comparable in size (120+ acres). However, this site is not over 100 acres. Does the government want experience providing grounds maintenance at properties comparable to FT Sill's size of 42-50 acres?

A: Past performance for sites of 42-50 acres is considered acceptable provided the maintenance included a majority of the tasks outlined in the Performance Work Statement.

Q: Factor 4 – Past Performance: The solicitation requests a minimum of three recent projects of similar size and scope and references projects involving 120+ acres. Will the Government consider the relevant past performance of a proposed key or major subcontractor when evaluating this requirement, provided that subcontractor will perform a meaningful portion of the work under Seagate’s management as the SDVOSB prime contractor?

A: The government does not have a legal relationship with the subcontractor and does not approve subcontractors. The evaluation will be based on the prospective contractor and the contractor teaming arrangement as outlined in the FAR. Submit teaming arrangements with the bid for considerations.

Q: 120+ Acre Requirement: Is the 120+ acre reference intended to be a firm minimum qualification requirement for each of the three submitted past-performance projects, or will the Government consider projects of smaller acreage that are otherwise highly comparable in complexity and scope, such as federal cemetery, VA medical center, institutional, or other intensive grounds-maintenance contracts?

A: Past performance for sites of 42-50 acres is considered acceptable provided the maintenance included a majority of the tasks outlined in the Performance Work Statement.

Q: Prime Contractor Past Performance: [Contractor] currently performs a VA grounds-maintenance contract as the prime contractor under NAICS 561730. May [the contractor] submit that contract as relevant past performance even though the acreage is less than 120 acres, due to its similarity in work requirements, federal oversight, quality control, mowing, trimming, edging, fertilization, weed control, and other grounds-maintenance services?

A: Past performance for sites of 42-50 acres is considered acceptable provided the maintenance included a majority of the tasks outlined in the Performance Work Statement.

Q: Quality Control Requirement: The PWS references providing “at least one full-time person dedicated to Quality Control.” Does the Government require a separate individual working 40 hours per week exclusively in a QC capacity throughout the contract period, or may a qualified QC representative perform inspections and QC duties during scheduled performance periods as required to ensure contract compliance?

A: No, the QC individual(s) does not need to be separated into a full time position. These function can be cover by the site supervisor, foreman, team lead or other as long as outlined and identified in the proposal.

Q: On-Site Supervisor and Alternate: Please confirm that the required on-site supervisor and designated alternate must be direct employees of the prime contractor. Also, may the superintendent perform supervisory and limited operational duties while on site, provided all required supervisory responsibilities are continuously maintained?

A: Yes, the on-site supervisor must be an employee of the prime contractor and be able to make decisions on behalf of the prime contractor.

Q: Edging Frequency: The PWS appears to describe approximately four routine edging cycles during the growing season, while the pricing schedule provides quantities for up to 15 edging events. Should offerors price all 15 events as anticipated annual requirements, or are some of these intended to be ordered only as needed?

A: All CLIN’s are anticipated but performed only when ordered by issuance of a Task Order as needed.

Q: Pesticide/Herbicide Services: Please confirm that the herbicide, pesticide, pre-emergent, post-emergent, and fertilizer application portions of the work may be performed by a properly licensed subcontractor, provided [the contractor] remains responsible for overall contract performance and complies with all applicable subcontracting requirements.

A: Confirmed, all applications must be performed by a properly licensed applicator or applicator supervised by properly licensed applicator. The prime contractor is still responsible for ensuring compliance with contract and all the required documentation required in the PWS.

Q: Headstone and Acreage Quantities: For pricing purposes, should offerors use the headstone counts, improved turf acreage, and linear-foot quantities contained in the current price schedule as the Government’s controlling estimated quantities for the base year?

A: Yes, the acreage and quantities outlined in the CLIN Structure and PWS are for contractor bidding purposes. These estimates are fairly accurate at time the solicitation was published. Since this is an active cemetery, the number of headstones will change, but are within the average number of expected count.

Q: Proposal Due Date: We noticed differing dates associated with the solicitation materials. Would you please confirm the official deadline, including time and time zone, for receipt of quotations for RFQ 36C78626Q50235?

A: The due date for offers is extended to September 28, 2026 at 3pm EST. The original due date was September 25, 2026.

Q: May the required full-time Quality Control individual also serve as the Contractor Superintendent?

A: These function can be cover by the site supervisor, foreman, team lead or other as long as outlined and identified in the proposal.

Q: Must the Licensed Applicator/site manager be onsite during all grounds-maintenance operations, or only during pesticide/herbicide applications?

A: The licensed applicator must be on-site during pesticide/herbicide applications.

Q: Please confirm the correct “Week” or “Job” units for the affected CLINs.

A: CLIN 1-3 are performed on a weekly basis when ordered by the COR and billed as 1 week each as performed, CLIN 4-7 are performed by the job when ordered by the COR and billed as 1 job each as performed.

Q: Please confirm whether the Option Year 1 expansion CLINs (1009–1015) are included in the evaluated price and separately ordered/paid if exercised.

A: Yes, the CLINS will be included in the price evaluation. The expansion areas are anticipated to be completed and require services during Option Year 1. However, they will not be added or ordered to the performance element until the expansion is complete and the government accepts the additional areas.

Q: Please confirm the correct Option Year 4 end date: November 20 or November 30, 2031.

A: November 30, 2031 is the correct Option Year 4 period of performance end date.

Q: Is a pre-quote site visit available for prospective contractors?

A: The site visit is scheduled for September 15th and 16th as outlined in the RFQ description on SAM.gov.

Q: Please confirm or identify where we may find the applicable payment, insurance, bonding, payroll reporting, and subcontract flow-down requirements.

A: The SAM.gov solicitation outlines the FAR Clauses that are applicable to the question.

Q: Could you please confirm whether employees with prior felony convictions are permitted access to Fort Sill National Cemetery for performance of this contract, or whether there are any specific background, security, or access restrictions that would apply?

A: FAR clause 52.222-3 is applicable to this acquisition, therefore employees with prior felony convictions may work under this contract provided section (a) below does not apply.

52.222-3 Convict Labor (June 2003)

(a) Except as provided in paragraph (b) of this clause, the Contractor shall not employ in the performance of this contract any person undergoing a sentence of imprisonment imposed by any court of a State, the District of Columbia, Puerto Rico, the Northern Mariana Islands, American Samoa, Guam, or the U.S. Virgin Islands.

Q: What is the current active contract # and what is the government paying for the service?

A: The incumbent contractor is Byrd Enterprises under contract 36C78621D0115. Contract information data can be located on SAM.gov (formerly FPDS.gov).

Q: Does the government guarantee sufficient irrigation or watering of turf areas after each application?

A: NO, the cemetery has programmed irrigation system to meet the operational needs but does not provide a guarantee.

Q: Will the cemetery have an area for staging and storing equipment, portable restrooms and other items?

A: Yes, we have areas picked out for this and will present to contractor during the kick-off meeting. However, as stated in the PWS the VA will not be held responsible for any damage to the Contractor’s equipment, materials, supplies or the like which may result from vandalism, theft etc. while on site.

Q: Will the cemetery have space for a staging area or storage for contractor equipment?

A: Yes, we have areas picked out for this and will present to contractor during the kick-off meeting. However, as stated in the PWS the VA will not be held responsible for any damage to the Contractor’s equipment, materials, supplies or the like which may result from vandalism, theft etc. while on site.

Q: Can the contractor store fuel onsite or have above ground storage tank in staging area for onsite use?

A: Yes, if all guidelines for fuel storage requirements are met and followed.

Q: Are the expansion areas included in the performance requirements of this contract?

A: Yes, the red areas on the map will be added to the performance element once the government excepts the additional areas. They are not including in the initial areas to be performed until then.

Q: Past Performance Submission Format Factor 4 requires a minimum of three recent projects within the last five years but does not provide a Past Performance Questionnaire, reference form, or required template. Please confirm whether offerors may submit past-performance information in their own format. If so, please identify the minimum information the Government requires for each project.

A: Offerors may submit their past performance information in their own format. Please include the name of the site, contract number if applicable, size of the facility, and brief description of services performed. It is the offeror’s responsibility to explain why the past performance is relevant to this project.

Q: Past Performance – 120+ Acre Standard Factor 4 states that past performance will be evaluated on projects comparable in size “(120+ acres), complexity, and scope.” However, the Price Schedule identifies approximately 41.99 improved acres in the initial period and 49.17 improved acres after the expansion. Please clarify whether 120+ acres is a mandatory minimum acreage for each qualifying past-performance project, or whether projects below 120 acres may be considered when comparable in complexity, scope, frequency, and workload.

A: Past performance for sites of 42-50 acres is considered acceptable provided the maintenance included a majority of the tasks outlined in the Performance Work Statement.

Q: Price Schedule Unit of Measure Please clarify the intended unit of measure for the following CLINs, as they differ from comparable CLINs elsewhere in the Price Schedule:

CLIN 1005 – “4 Week” CLIN 2004 – “15 Week” CLIN 2005 – “4 Week” CLIN 3006 – “4 Week” CLIN 4006 – “4 Week” Please confirm whether these units are intentional or should be “Job.”

A: CLIN 1-3 are performed on a weekly basis when ordered by the COR and billed as 1 week each as performed, CLIN 4-7 are performed by the job when ordered by the COR and billed as 1 job each as performed.

Q: Required Pricing File Format Volume C instructs offerors to submit the Price Schedule in Excel format. The Price Schedule provided with the solicitation is not in Excel format. Please confirm the required file format for Volume C and provide the Government Excel version if one is required.

A: The price schedule may be submitted in MS Word or MS Excel format.

Q: Quote Due Date The solicitation identifies an Original Response Date of September 25, 2026 at 3:00 p.m. Eastern, while the RFQ instructions state that quotations are due September 28, 2026 at 12:00 p.m. Central Time. Please confirm the controlling quotation deadline.

A: The due date for offers is extended to September 28, 2026 at 3pm EST. The original due date was September 25, 2026.

Q: Due Date- Sam.Gov posting states Response Date of 9/25 @ 3pm ET, solicitation text says 9/28 @12pm CT- please confirm which is accurate

A: The due date for offers is extended to September 28, 2026 at 3pm EST. The original due date was September 25, 2026.

Q: Volume B, Factor 1 requires experience with mowing, trimming and edging "in a large scale (120+ acres)," and Factor 4 requires references "comparable in size (120+ acres)." Fort Sill is stated at 41.99 acres, increasing to 49.17 acres w/ expansion. Would the government consider downgrading the 120+ acre requirement to a more comparable value/size for past performance submissions?

A: Past performance for sites of 42-50 acres is considered acceptable provided the maintenance included a majority of the tasks outlined in the Performance Work Statement.

Q: Price Schedule/CLIN Breakout- Several CLINs seem misaligned by 'Services' vs 'Unit type' (Example- CLIN 1005 Herbicide is stated as "Week" where the corresponding CLINs in other periods use "Job" — Seeing this so far for 1005, 2004, 2005, 3006 and 4006. Please confirm the intended unit of measures

0. PWS 3.3 identifies four scheduled edging cycles per year plus additional events at COR direction, while CLIN x004 is quantified at 15 events. Please confirm that edging is ordered and invoiced per event.

0. Please confirm that the optional spot herbicide CLINs (x008 and 1015) are for COR-ordered spot applications under PWS 3.5.9.6, and are distinct from the repeat, follow-up and spot treatments required at no additional charge under PWS 3.5.17.

0. PWS CLIN cross-references are inconsistent with the Price Schedule numbering — PWS 3.3 cites "Optional CLIN 0011" and PWS 3.5 cites "Optional CLINS 0008, 1012, 1013, and 1015," mixing base-year and Option Year 1 numbering. Please confirm the intended CLIN mapping for each service?

A: a. CLIN 4 typically ordered once a month, twice during heavy grow season or special events.

b. CLIN 8 and 15 may be ordered if necessary to meet the “generally weed free” standard.

Spot applications may be ordered in between these applications if COR deems application was not effective, this will be performed at no additional cost to the government.

c. These CLIN’s are only ordered once expansion area are accepted or determined needing performed.

Q: Please release the site attendance sign in/attendance list with amendment

A: It is attached to this amendment.

Q: Is there access to water for chemical applications?

A: Yes, the cemetery can provide access to water for applications unless not available to the site due to restrictions or maintenance. It would then fall on the contractor to provide.

Q: What is the distance from the headstones face to face in the cremation upright headstone section?

A: 38” to 40”

Q: Will the site visit attendee list be posted since the site visit was mandatory for prime contractors?

A: Yes, it is attached to this amendment.

Q: Does the Govt have the Excel format of this the pricing schedule is a word format?

A: The price schedule may be submitted in MS Word or MS Excel format.

Q: Will the project require submittals?

A: Yes, refer to the Performance Work Statement (Table 4.5) for complete list.

Q: Will the project require health and safety plans?

A: No health and safety plans submittals are required, however you shall comply with the all OSHA, Federal, State and Local laws

Q: Will the project require a QC Plan?

A: Yes, refer to the Performance Work Statement (section 4.1).

Q: Will weekly certified payroll reports be required for the project?

A: No

Q: What are the record keeping requirements and documentation procedures for the project?

A: Please review the submittal requirements in table 4.5 and the standard FAR Clause requirements.

Q: Will the Government provide a dedicated on site laydown area for the duration of the project?

A: Yes, we have areas picked out for this and will present to contractor during the kick-off meeting. However, as stated in the PWS the VA will not be held responsible for any damage to the Contractor’s equipment, materials, supplies or the like which may result from vandalism, theft etc. while on site.

Q: Is an on-site safety/qc required at all times that work is performed on the project?

A: Yes, see PWS paragraph 4.1 for requirements

Q: Due to the contract structure regarding quantities of services provided, what happens when unusually wet weather takes place and the grass grows faster/taller than normal in between the once per week mowing/edging/weed eating intervals?

A: This is a performance-based contract for cemetery grounds maintenance services; the contract awardee is responsible for planning and managing such events. See the PWS Attachment 5 General Conditions concerning weather related issues.