36C79125Q0013-Grounds Maint-RFI Replies.pdf

Ques ons and Answer for Solicita on 36C79125Q0013 – Grounds Maintenance at Hines, VA

All answers to ques ons asked are underlined and in bold.

I. CRITICAL OPERATION QUESTIONS

1) Facility Access & Security

a) What are the specific security clearance requirements for staff?

b) Are there restricted zones requiring special access protocols?

c) - What is the badge/creden aling process and meline?

d) - Are there specific COVID or health screening requirements?

i) There is no need to enter the facility.

2) Emergency Response

a) Please clarify response me requirements for snow/ice events.

i) This is in the SOW

(1) “Contractor shall begin plowing at the property as soon as the snow accumula on reaches a depth of 1 inch and or icy condi ons require salt, regardless of the me of day or night or the day of the week.”

b) What are the specific emergency access routes that must be maintained 24/7?

i) There are only three entrances to the compound. They can have emergency vehicles entering from any of them at any me.

c) Are there helicopter landing zones requiring special a en on?

i) No

d) What are the priority zones for immediate snow/ice removal?

i) CMOP upper parking lot, interior west parking, driveway inside the fence, and all walkways and sidewalks.

3) Sustainability & Environmental

a) Does the facility have specific sustainability goals or mandates?

b) Are there current water usage restric ons or targets?

c) What is the facility's stance on chemical vs. organic treatments?

d) Are there specific requirements regarding equipment emissions?

i) N/A - Nothing here pertains to this contract.

II. TECHNICAL CLARIFICATIONS

4) Irriga on & Water Management

a) Is there an exis ng irriga on system? If so, what type?

b) Are there water usage records for the past 12 months?

c) Are there specific zones with unique watering requirements?

d) Are there water pressure or access point limita ons?

i) Contractor does not water anything, per SOW.

(1) “Watering the turf areas, bushes, trees, and other plant material is not included and shall be the sole responsibility of Owner.”

5) Equipment & Storage

a) Is there dedicated storage space available for equipment?

b) Are there electrical charging facili es available?

i) No

c) Are there specific noise restric ons during certain hours?

d) Are there designated areas for material storage?

i) This is in the SOW

(1) “Contractor shall furnish all materials, tools, equipment, and labor necessary to perform the work described in this contract.”

(2) Equipment arrives and departs with the contractor. Nothing stays on-site.

6) Waste Management

a) What are the green waste disposal requirements?

i) N/A, contractor handles debris removal.

b) Is compos ng permi ed on site?

i) No.

c) Are there specific requirements for snow removal/storage?

i) This is in the SOW

(1) “When snow interferes with parking lots the contractor will relocate the snow on the property, to the southwest sector of the facility.”

d) What are the protocols for landscape debris removal?

i) This is in the SOW

(1) “All landscape related debris, which is accumulated due to work performed, shall be removed by Contractor at his expense.”

III. ADMINISTRATIVE QUESTIONS

7) Contract Structure

a) Will performance metrics be ed to payment terms?

i) No. This is a Firm Fixed Price Contract

b) What is the process for weather-related service adjustments?

i) If there is a weather incident on the day you planned to perform landscaping work, you will perform the contractually agreed to work when it is prac cal to do so.

c) Is there a specific format required for monthly repor ng?

i) No.

d) What is the change order process for addi onal services?

i) Per the clause at FAR 52.212-4(c), if the Contractor thinks a change order is necessary, that Contractor should consult the Contrac ng Officer’s Representa ve (COR). The COR does

NOT have the ability to ini ate a change order, but they will assess and provide their recommenda on to the Contrac ng Officer (CO).

ii) If the decision to proceed with the recommended change is approved, the CO and the Contractor will need to reach a mutual agreement on the terms of the change.

8) Insurance & Compliance

a) What are the specific insurance coverage requirements?

i) Read sec on C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS of the solicita on.

b) Are there any specialized cer fica ons required? Just what is required to operate as a landscape company.

i) Read sec on E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS of the solicita on.

ii) Aside from the above, only those cer fica ons necessary to perform the work in the landscaping field

(1) Contractor is required to provide any cer fica ons upon request.

c) What federal compliance standards must be met?

i) These are listed in the Sec ons C and E of the solicita on.

d) Are there specific OSHA requirements for medical facili es?

i) N/A

9) Historical Informa on

a) Are historical maintenance records available for review?

i) No

b) What have been the major landscape challenges?

i) Controlling weeds

c) Are there known irriga on or drainage issues?

i) We have no Irriga on system.

ii) Roof drain runoff from the SW down spout is causing erosion of the bank of the storm water reten on pond.

d) What is the current annual maintenance budget?

i) N/A – Firm-Fixed-Price

IV. SCOPE CLARIFICATION

e) Service Areas

i) This is all in the SOW star ng on page 5 of the solicita on.

f) Can detailed zone maps be provided?

i) Map is on the last page of the SOW, which starts on page 5 of the solicita on.

g) Are there any areas requiring specialized maintenance?

i) The pond, its pumps and asphalt.

h) What are the specific boundaries of responsibility?

i) Map is on the last page of the SOW, which starts on page 5 of the solicita on.

i) Are there any planned facility changes or expansions?

i) With new Execu ve orders to bring employees back to the office, parking lots will be more ac ve.

10) Service Expecta ons (all answered at 10(d)(i))

a) What are the specific mowing height requirements?

b) Are there preferred mulching schedules?

c) What are the pruning/trimming frequency expecta ons?

d) Are there specific plant health requirements?

i) This is all in the SOW star ng on page 5 of the solicita on. Please read the SOW for the answers in sec on.

V. STRATEGIC QUESTIONS

11) Improvement Opportuni es

a) Are there specific areas iden fied for enhancement?

b) Is there interest in sustainable landscape conversion?

c) Are there problem areas needing immediate a en on?

d) What improvements would most benefit staff/pa ents?

i) N/A - Nothing here pertains to this contract.

12) Performance Metrics

a) How will service quality be evaluated?

i) Facility Manager will verify the Contractor’s performance mirrors the SOW.

b) What are the key performance indicators?

i) Compliance to tasks and melines in SOW

ii) Snow removal response me

iii) Responsiveness to communica ons with all members of the contrac ng team.

c) How frequently are formal inspec ons conducted?

i) Facility Manager walks the premises weekly.

d) What is the process for performance feedback?

i) Contractor’s performance will be recorded in CPARs, performance will me

ii) All ongoing performance is considered sa sfactory unless the COR has iden fied in wri ng any issues, at which me the Contractor, COR & CO will work together to resolve.

VI. COMMUNICATION PROTOCOL

13) Daily Opera ons

a) Who is the primary point of contact?

i) POC for immediate on-site requirements will be the COR, their info will be provided a er the award is made.

ii) POC for ques ons pertaining to the contract and its administra on will be Mr. Christopher

Seitler

b) What is the preferred communica on method?

i) Email – Christopher.seitler@va.gov

c) Are there specific repor ng requirements?

i) Yes, following the instruc ons of the Clause 52.204-14 under sec on C.10 of the solicita on.

(1) h ps://www.acquisi on.gov/far/52.204

d) How are service requests handled?

i) See answer at 7(d) of this document.

14) Emergency Situa ons

a) What is the emergency communica on chain?

i) 911 if required, then COR.

b) Are there specific protocols for a er-hours issues?

i) No fy the COR, Police if it’s an emergency.

c) Who has authority for emergency approvals?

i) All emergencies should be reported to the COR.

ii) If a life-threatening emergency occurs, contact the Police at 911. Hines police phone number is 708-786-7777

d) What situa ons require immediate no fica on?

i) Injuries risking life or limb on the property.

ii) Damage to government property or the property of its employee’s (e.g. vehicles, fences, light poles, buildings, power distribu on equipment, etc.)

VII. GENERAL QUESTIONS

15) On the Price/Cost Schedule, should a total yearly price be entered for CLINs 0001, 0002, 0003, 0004, and 0005?

a) No, just SUB-CLINs (e.g., 0001AA, 0001AB, etc.)

16) Is the sealing and striping of the parking lot to be done one me per year?

a) No, not every year. This is happening only 2 mes during the en rety of the contract.

i. Once during the Base Year

ii. Once during Op on Year 2

17) Can you provide a map or photos of the parking lots/areas that will require asphalt repair, sealing, and striping?

a) This is on the last page of the SOW.

18) In the Scope of Work under the sec on named “GROUNDS GENERAL REQUIREMENTS” Sec on A, it states: In the event a tree dies, it shall be cut down and stump ground and a replacement tree provided. Is this work included in the CLINs ending in AG? A few sentences above it states:

Replacement of dead plants, trees and ornamental grasses shall be quoted and approved by the CO and COR, unless exis ng plants are under warranty. Otherwise, it’s hard to include this in the price of the ground maintenance CLIN as the need is unknowable.

a) Yes, the CLIN AG will be used to cover those expenses as unscheduled maintenance.

b) The wording of this sec on will be amended prior to close of the solicita on to reflect this clarifica on.

19) Can you provide the date that the potholes in the lots were last repaired?

a) 2 years ago.