RFQ-11-004 Mowing 2011 season - Part 1 of 4

United States Department of Agriculture

Rural Development

Kentucky State Office

January 10, 2011

TO POTENTIAL LAWN CARE CONTRACTORS:

USDA Rural Development, Kentucky State Office, is seeking quotations for Lawn Care services for single family homes. Only USDA Rural Development foreclosure properties in Kentucky are covered by this Request for Quotation (RFQ).

These services include lawn mowing, trimming, and removal of clippings and debris for the 2011 lawn care season. Services are anticipated to be required in most of the counties in the Commonwealth of Kentucky. See the “Statement of Work” for more details about the services to be performed. You do not have to respond to this Request for Quotation, but you cannot receive a purchase order unless you do respond. A purchase order will be issued only to those competitors offering the best value to the Government, price and other factors included. Full quotation preparation information and evaluation and selection criteria are set forth in the RFQ.

The Start date is projected to be APPROXIMATELY April 1, 2011. Because the Government allocates funds on a Fiscal Year basis, the term of the order can only go through September 30, 2011. However, the awarded purchase orders will include an option to continue services through the end of the mowing season, usually October and in some areas of the state through November of this calendar year. The prices you quote must be valid for the entire mowing season, including both the basic term and the option period. We anticipate that purchase orders will be issued to multiple vendors, but only to one contractor per county. An order might not be awarded for every county if the prices in that county are not reasonable, and/or if the demand for services in a county does not warrant issuance of a purchase order. It is anticipated that no services will be performed in Fayette or Jefferson counties.

Please be sure to read the Request for Quotations (RFQ) carefully and thoroughly. There are several changes to the Statement of Work from prior years You may submit quotations for any or all of the counties in the Commonwealth of Kentucky. You must, however, guarantee that you will perform all services within any county at the same prices that you quote. We will give a slight evaluation advantage to vendors who provide the complete range of items 01, 02, and 03 for all counties served by an individual Area Office, and/or that assortment of contractors which will minimize the number of purchase orders to be issued for any Area Office. See Standard Form 18 for items list.

Purchase orders will be issued for an estimated number of mowings for the period at a fixed price per mowing. The number of mowings is dependant on the number of properties requiring services, and on the weather. The number of lawns per county to be maintained could be as few as zero, or 1, and as many as 12 or more. The number is dependant on the number of properties that enter the foreclosure process during the year. The number can also vary during the year as properties enter the foreclosure process, or as properties are disposed. To assist competitors, we included a list showing the current estimated number of mowing properties in each county. This list can change substantially, both adding new properties and removing disposed properties, during the mowing season. Also enclosed is a listing of the purchase order prices by county for mowings during the 2010 mowing season.

The total dollar amount to be obligated to a Purchase Order as well as the amount of funding per line item will be an estimate only, but may not be exceeded unless the Contracting Officer obligates additional funds. The contractor is not guaranteed to receive the amount of funds that will be obligated on the purchase order. In fact payments are usually substantially below that amount as mowings are often less than the maximum estimated quantity. The Government will pay only for acceptable mowings that were actually ordered and performed by the contractor.

ELECTRONIC SYSTEMS REGISTRATION:

The US Government is undertaking a major project to do as much business as possible by electronic methods. Even though this will be a fairly small lawn care purchase order, you must be registered in three electronic systems to receive a purchase order. If you do not have a computer, or internet access, you can often make arrangements to use a computer at a public library.

We recently learned of some help you can receive if you are having trouble completing your CCR and/or ORCA registrations or if you have other difficulties in completing your quotation. You can contact:

Kentucky Procurement Assistance Program

23rd Floor Capital Plaza Tower

Frankfort, KY 40601

800-838-3266 or 502-564-4252 fax 502-564-5932 http://www.thinkkentucky.com/KPAP

This staff is dedicated to helping Kentucky Small Businesses set up and do business with the Federal Government. They should be your first contact for assistance.

Central Contractor Registration (CCR): Your company must be registered in the US Government’s Central Contractor Registration (CCR) system and your registration must be current. CCR registrations expire every 12 months. If you are already registered, you must also have reviewed and updated your CCR information on an annual basis. You may obtain information on CCR registration and annual update requirements via the internet at http://www.ccr.gov or by calling 1-888-227-2423, or 269-961-5757. Generally CCR registration takes from ½ to 1 hour. The first step in completing a CCR registration is to obtain your DUNS Number. To obtain a DUNS number call Dunn and Bradstreet at 1-866-705-5711. Both the call and the DUNS number are free of charge. You do not have to buy additional services from Dunn and Bradstreet but do be aware that there may be a charge for expedited services, so call to get your DUNS number as early as possible.

On-Line Representations and Certifications Application (ORCA): Your company must be registered in ORCA and your registration must be current. ORCA registrations expire every 12 months. See the Clause in the Request for Quotations entitled: “52.204-8 Annual Representations and Certifications”. The ORCA web site is at http://orca.bpn.gov Please be sure to click on the “FAQs” tab for information about ORCA and how to register.

VID Numbers: The USDA Rural Development now makes payments to vendors by Electronic Funds Transfer instead of by paper checks. Therefore, your company must have a USDA Vendor Identification Number (VID). VID Numbers were first given in May 2004. If you do not have a VID Number, or if you need to change your information such as business name, banking information, Taxpayer Identification Number, etc, then complete the form “FFIS VENDOR CODE REQUEST” which is included in this Request for Quotation.

All of your registrations’ in the CCR, ORCA, and your VID# must use the same Taxpayer Identification Number (which can be your personal social Security number if your business in not a corporation or LLC), and the same name in which you file your Federal Tax returns.

SERVICE CONTRACT ACT

This Request for Quotation and any resulting Purchase Order that may exceed $2,500.00 might contain the clause entitled “Service Contract Act”. The Service Contract Act applies to acquisitions where the primary deliverable is services rather than a physical item. The Service Contract Act will normally apply to lawn mowings, lock changes and winterizations, caretaker cleanups and eviction if the total amount of our Purchase Order exceeds or may reasonably be expected to exceed $2,500.00. Depending on the circumstances, the Service Contract Act does not always apply to the “Business Owner”. You can see 29 CFR part 541 for a definition of the term “Service Employee”. You can access that information on the internet at: http://www.gpoaccess.gov/fr/index.html Scroll down to 1994 and click on Page Number (1995 forward)

On the next page click in the circle for 2004 and then near the bottom of the page enter the page numbers to search, and then click “SUBMIT”. You can find a discussion of the “Business Owner” exemption on page 22132. The actual text of the Code of Federal Regulations applicable to “Business Owner” is on page 22261. The entire section relating to exempt employees begins on page 22122. If you utilize subcontractors instead of employees to perform services, the “Business Owner” of the subcontractor may be exempt from the Requirement of the Service Contract Act. We do not and can not make a legal determination of if the Service Contract Act will apply in any given situation. You can contact the US Department of Labor, Wage and Hour Division for information to determine if the Service Contract Act applies in your circumstances. See the Federal Government listing pages of your local telephone book.

The service contract act requires that you pay employees at least a certain wage and fringe benefits. Those wage rates and fringe benefits are set forth in “Wage Determinations” which are included as attachments to this Request for Quotation. There will be several Wage Determinations attached if this is a state wide or multi county acquisition, because the Wage Determinations vary depending on the county in which the services are provided. The applicable Occupation Code and Title for these services will be shown in the RFQ and/or purchase order/BPA.

HOW TO SUBMIT YOUR QUOTATION:

Carefully read and follow the quotation preparation instructions on page 2 and 3 of the RFQ.

Send your quotation to arrive no later than THE DATE AND TIME SHOWN IN BLOCK #10 ON THE Standard Form 18 entitled “Request for Quotation at the following address:

Rural Development, USDA

ATTN: David R. Beveridge - Lawn Care Quote

771 Corporate Drive, Suite 200

Lexington, KY 40503

You may also Email your complete quotation. If you submit your quotation by Email be sure to send a complete copy to BOTH david.beveridge@ky.usda.gv and to linda.wolfe@ky.usda.gov

You may also FAX your quotation to 859-224-7339. If you FAX your quotation also send the original copy by mail. If you FAX your quotation, please send me an Email to david.beveridge@ky.usda.gov or call me at 859-224-7332 and notify me that you sent a FAX response so we can be sure to locate your quotation.

If you submit your quotation by FAX or by Email then ALSO send a complete hard copy original with your original signature to the mailing address specified above for receipt of quotations.

If you need any additional information, please call me at 859-224-7332.

Information about our Foreclosure Property Caretaking Program We typically issue two statewide Requests for Quotation each year for “caretaker services”. In the winter we release this Request for Quotations for lawn mowing services for the entire mowing season.

In the summer we typically release a Request for Quotations for Lock changes and Winterizations of caretaker properties. The purchase orders issued under that program run for the Government’s Fiscal Year from October through September 30 of the following year.

We also sometimes require contract services to clean up foreclosure properties, both the inside of the house, and the yard. There is no specific RFQ released for that work because each job is separately quoted. If you are interested in that type of work, please let us know by checking the appropriate blocks on the “Request to Remain on Mailing List” form.

We also occasionally contract for eviction services. These purchase orders cover removing all items of personal property from the house and yard, and depositing them on the public street, curb area, or public right of way. There is no specific RFQ released for that work because each job is separately quoted. If you are interested in that type of work, please let us know by checking the appropriate blocks on the “Request to Remain on Mailing List” form.

We also maintain a list of “Standing Price Quotations” for removal and proper legal disposal of abandoned vehicles at foreclosure properties. If you are interested in that type of work, please let us know by checking the appropriate blocks on the “Request to Remain on Mailing List” form.

Prior Year Prices

Because it is public information, and is often requested, this letter also provides the prices paid for lawn care services during the last mowing season.

Sincerely, David R. Beveridge

Contracting Officer

Attachments:

NCAIS/SIC Code instructions for CCR registration

FFIS Vendor Code Request Form

Current Estimated mowing property list

Awarded prices 2009 Lawncare USDA Rural Development, Kentucky State Office

Request for Quotations RFQ-10-004 for Lawn Care Services

Selected NAICS and SIC Codes

When you are registering in the CCR System, you will be asked for an NAICS Code and a SIC Code. The following are codes for the general types of services that we order. You can register for as many codes as you wish.

When registering in CCR always claim any business preference program that you may be entitled such as veteran owned, woman owned, minority owned, etc. Proper registration for these preferences can result in additional business for you.

NAICS CODES

541191 Title Search Companies-Real Estate (Use for Title Opinion Updates) 531320 Appraisers – Real Estate

236118 Handyman Services/Home Improvement Residential building

561730 Lawn Care Services

488410 Motor Vehicle Towing

541370 Surveying 541110 Offices of Lawyers (Use for Single Family Housing Foreclosures)

SIC CODES

6541 Title Abstract Offices

6531 Real Estate Agents and Managers

Appraisers

Real Estate Auctions

8111 Legal Services

8811 Private Households

Gardeners

Caretakers

Maintenance Workers

1799 Special Trade Contractors

Awning installation

Cleaning Building Exteriors

Countertop Installation

Dampproofing

Fence Construction

Insulation of pipes

Mobile Home setup and tie down

Paint & wallpaper stripping

Plastic wall tile installation

Tile installation

Wallpaper Removal

Waterproofing

Weatherstripping

Window shade installation

Automotive Services, except Repair and Carwashes-Includes Wrecker Service (towing) automotive

You do not have to send this form unless you are making changes to your previous registration, or you do not have a VID #. If this form is required, submit with your quotation. All information, including banking information is required.

FFIS VENDOR CODE REQUEST KY Overprint Aug 2007

For use by Kentucky State Office, USDA Rural Development ONLY -contains specific KY contact information.

VENDORS-Please return this page by FAX to the contracting office that provided it to you and also submit a paper copy with your quotation.

GOVT CONTRACTING STAFF ONLY: FAX TO: Fiscal Control Branch– 314-457-4374 TYPE OF REQUEST: Check the ones that apply.

_____ Admin (S&E) __X__Program Loan Costs

_____ New _____Correction – IMPORTANT:”X” Line #s changed: (Always Complete #1) [___1][___2][___3][___4][___5][___6][___7][___8][___9][___10][___11][___12]

1. TAXPAYER ID No./SSN (Always Complete #1) (9 digits):__ __ __ __ __ __ __ __ __

2. VENDOR NAME (As it should appear on checks): (Must be the same as your “Legal Business Name” in your CCR Registration and your FEDERAL TAX returns.)

3. VENDOR PHONE NUMBER (__ __ __) __ __ __ - __ __ __ __

4. REMIT TO ADDRESS (As it should appear on checks):

STREET/PO BOX _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

CITY _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ STATE _ _ ZIP CODE _ _ _ _ _ - _ _ _ _

5. TYPE OF VENDOR (Check the one that applies)

_X_ C Commercial Vendor (Business or Individual)

___ G US Federal Government-Non USDA (not serviced by NFC)

___ L Local Government Entity (Cities, Municipalities, Counties, etc.)

___ Q Non Employee Travel through TRVL ONLY

___ S State Government Entity (State Agencies, Universities, etc.)

___ V Intra Departmental USDA (Federal Agencies within USDA)

6. CCR REGISTERED?(Check One)___Y; ___N 7. If Y, DUNS or DUNS+4 Number __________________

8. EFT EXEMPT? N All vendors use “N”

9. If VXP, provide VXP # ____________________________

If the DUNS/DUNS+4 Number or VXP# above are provided, you do not have to fill in the EFT fields below ONLY IF THE BANK ACCOUNT AND ROUTING NUMBER IN OUR CCR RECORD ARE ACCURATE. NOTE: The contracting staff CANNOT see your EFT information in your CCR record so please do not ask us to check it for you, or do not leave them blank if uncertain if your CCR information is correct. Payment will be delayed WITHOUT interest if your EFT information is not correct and/or does not match your CCR information.

10. EFT: BANK ACCT NUMBER ___________________________11. TYPE OF ACCT ___

(CHECKING Or SAVINGS)(“C” or “S”)

12. BANK ROUTING NUMBER (MUST BE 9 DIGITS)_______________________________________

=====================(VENDORS—Do not write below this line)=======================

Requester’s Name: David R. Beveridge Phone: 859-224-7332 FAX 859-224-7339

FFIS VENDOR CODE: __ __ __ __ __ __ __ __ __ __ (to be filled in by the Government)

Current Estimated mowing property list. If an estimated number of properties is not given, then there are no current properties for that county. The fact that there are no current properties shown does not mean that there will be none, so quotes are requested for all counties. The mowing property list can change substantially during the mowing season.

BOWLING GREEN

______2______Allen

______2______Barren

______1______Butler

______2______Edmonson

______5______Logan

______1______Simpson

______2______Warren

COLUMBIA

______1______Adair

______1______Casey

____________Cumberland

______1______Green

______4______Marion

____________Metcalf

____________Monroe

______1______Russell

____________Taylor

ELIZABETHTOWN

____________Breckenridge

____________Bullitt

______4______Grayson

______1______Hardin

______1______Hart

____________Larue

______1______Meade

____________Nelson

____________Washington

HAZARD

______1______Breathitt

______1______Harlan

______1______Knott

____________Lee

______1______Leslie

______2______Letcher

____________Owsley

______4______Perry

LEXINGTON

______2______Anderson

______1______Bourbon

____________Boyle

______3______Clark

______4______Estill

____________Fayette

______1______Garrard

______4______Jessamine

____________Madison

______2______Mercer

____________Woodford

LONDON

______2______Bell

______2______Clay

______2______Clinton

______5______Jackson

______3______Knox

______4______Laurel

______1______Lincoln

______2______McCreary

______2______Pulaski

______1______Rockcastle

______2______Wayne

______4______Whitley

MADISONVILLE

____________Christian ______7______Daviess ____________Hancock ____________Henderson

______11______Hopkins _______1_____McLean ____________Muhlenberg _______2_____Ohio

_______1_____Todd _______1_____Union _______1_____Webster

MAYFIELD

______1______Caldwell ____________Crittenden

____________Ballard

______1______Calloway ____________Carlisle ______2______Fulton ______1______Graves ____________Hickman ____________Livingston

______2______Lyon ______1______Marshall ______2______McCracken ______1______Trigg

MOREHEAD

______5______Bath

______3______Boyd

______1______Bracken

______7______Carter ______1______ Elliott

______1______Fleming

______5______Greenup

______4______Lewis

______2______Mason

______3______Menifee

______2______Montgomery

______1______Nicholas

______8______Powell

____________Robertson

______2______Rowan

PAINTSVILLE

______1_____ Floyd

______1_____ Johnson

____________Lawrence

______3______Magoffin

____________Martin

______8______Morgan

____________Pike

______1______Wolfe

SHELBYVILLE

______2______Carroll

______1______Franklin

______6______Henry

____________Jefferson

____________Oldham

______3______Shelby

____________Spencer

______1______Trimble

WILLIAMSTOWN

______3______Boone

____________Campbell

______2______Gallatin

______4______Grant

______3______Harrison

______2______Kenton

____________Owen

______1______Pendleton

______4______Scott Mowing prices for the 2010mowing season are provided as follows:

2010 season Mowing Prices

771 Corporate Drive • Suite 20 • Lexington, KY 40503

Phone: (859) 224-7300 • Fax: (859) 224-7425 • TDD: (859) 224-7422 • Web: http://www.rurdev.usda.gov/ky

Committed to the future of rural communities.

“USDA is an equal opportunity provider, employer and lender.”

To file a complaint of discrimination write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 14th and

Independence Avenue, SW, Washington, DC 20250-9410 or call (202) 720-5964 (voice or TDD).