MAY 11 2020 FINAL UPDATE QUESTIONS AND ANSWERS.pdf

QUESTIONS AND RESPONSES

RFQ: 70Z08420QAA550500

Grounds Maintenance Services US Coast Guard Base Elizabeth City, NC

***SOLICITATION IS SET ASIDE 100% FOR WOMEN OWNED SMALL BUSINESSES

ELIGIBLE UNDER THE WOMEN OWENED SMALL BUSINESS PROGRAM (SEE

BLOCK 10 ON PAGE 1 OF SOLICITATION) ***

May 11 2020

Question: PWS Section 5.5.b Contractor Equipment Storage Area. Will the Government allow fuel storage on site given it meets all necessary safety requirements? Does the Government intend on changing the location of the contractor lay down area?

Response: No permanent fuel storage will be allowed on the facility. Although we reserve the right to change the lay down location are, we do not intend on doing so.

Question: PWS Section 6.4 Plant and Shrub Pruning. Is there a required frequency for shrub pruning?

Response: There is not an outlined frequency for pruning. This should be on an as needed basis to maintain the plants and shrubs IAW the PWS and Technical exhibits.

Question: PWS Section 6.5 Tree Pruning. Beyond what is outlined in this section of the PWS, is there a specific type of pruning required? How often is pruning required?

Response: There is no particular “type” of pruning required. Pruning should be on an as needed basis to maintain the trees IAW the PWS and Technical exhibits.

Question: PWS Section 6.6 Weed Control: Will the Government allow chemical control of vegetation around fixed obstacles such as signs and poles?

Response: Yes, all herbicides must be approved by the COR and Base Environmental Office prior to use on the facility.

Question: PWS Section 6.10 Fertilization and Soil Additives. Is this to be priced with firm fixed price work or are these services going to be ordered IDIQ? Question: The PWS states we are to apply fertilizer and soil additives to the Level 1 turf, are these applications to be determined by a soil sample analysis or at the direction of the COR?

Response: This is to be included in the firm-fixed price section. The soil additives should only be added if needed base on the awarded contractors recommendation. The idea behind section 6.10 is to promote proper growth, color, and appearance of the grassy areas for Level 1 areas.

Question: PWS Section 6.11 Seeding and Overseeding: For Level 1 Areas: Is this to be priced with firm fixed price work or are these services to be ordered IDIQ? How many pounds of seed per thousand or acre does the Government require be applied?

Response: This is to be included in the firm-fixed price. Historic data shows 25 50 lb (1250 lbs) bags of winter rye is used annually.

Question: During the site visit, we noticed a lot of areas that were not edged and given the response of “unknown” to the question asked regarding linear feet of edging, are we to assume these areas are not on the contract?

Response: PWS Section 6.2 outlines the edging requirements for the contract.

Question: How many and what is the total square footage of the ditches to be maintained by the Contractor as some are currently being maintained by the Base?

Response: All major perimeter ditches are not part of this contract (with exception HMF areas outlined in the TE’s) and will be taken care of by other means. All other small ditches and swales located inside the areas located in the PWS and TE’s will be part of this contract.

Question: What is the dominant grass species in Level 1 areas?

Response: Fescue

Question: Will the Government allow for contract work to be completed on weekend days to avoid vehicle and pedestrian traffic?

Response: Yes

Question: Does the Government anticipate any additional IDIQ work outside of the scope of this contract (i.e, tree removal, limb removal, vegetation clearing, etc.)

Response: No

Question: Is the Contractor responsible for the grass located inside the concrete throughout the site?

Response: PWS 6.6. All beds parking areas, sidewalks, building edges, The Contractor shall perform weed control to prevent the encroachment of weeds into established landscapes, including lawn areas and around trees, shrubs, flower beds, etc. All beds, parking areas, sidewalks, and building edges shall be kept free of weeds and unsightly grass at all times. Weed control shall be performed to eliminate grass and weeds in cracks and joints within or along sidewalks, curbs, parking areas/lots, and roads ways.

Question: Is the Contractor responsible for maintaining the trees that have grass located around them behind the park?

Response: Assuming this question relates to the forest pavilion area located across the street from building #7, the trees in this area are not required to be maintained, although the grassy areas under these pine trees shall be maintained in accordance with the PWS and Technical Exhibit(s), specifically

TE-3.

Question: Can herbicide be sprayed around signs, light poles, building and storage yard?

Question: Is the Contractor responsible for the beach and trailer park area?

Response: Yes, the Contractor is responsible for maintaining vegetation, shrubs, greenery, etc.

Contractor is not required to maintain or police the sand portion of the beach.

Question: Is this Contractor responsible for cutting the 3ft buffer on the outer side of the fence?

Question: Also, can herbicide be sprayed on the fence area?

Question: Can parking lot maintenance be performed on the weekends, due to less vehicles in parking lot areas?

Question: Can we use an alternate natural unharmful weed killer instead of harmful chemicals such as herbicide which requires pest control license?

Response: All chemicals shall be submitted for approval

May 4 2020

Question: After reading the subject Solicitation No. 70Z08420QAA550500, I did not notice Contractors Team Arrangement - FAR 9:6. Will teaming arrangement meet this solicitation requirement?

Response: In accordance with block 10 on page 1 of the solicitation, this requirement is set aside 100% to Women-Owned Small Business (WOSB) eligible under the Women-Owned Small Business Program.

Question: Can you provide any help with navigating the site? Are there any suggestions you may have?

Response: This is a new system to all users, therefore, the only suggestion I can provide is the following:

go to beta.SAM.gov and create a profile. Otherwise, go to beta.SAM.gov and in the search field, search the RFQ number “70Z08420QAA550500”.

Question: What is the approximate count of burrowing animal mounds that require filling and leveling each week?

Response: PWS Section 6.1. No historical data exists regarding a weekly count on borrowing animal mounds. This is not a major problem on this site as CG Base E-City had a USDA animal control officer that works full time on site. Based on 6.1.c, the Contractor shall rake down mounds prior to mowing.

Question: What is the total linear feet for the edging requirement?

Response: PWS 6.2. The total linear feet is unknown. The Contractor is required to edge all areas outlined in the performance work statement and all technical exhibits.

Question: How many shrubs requiring pruning?

Response: PWS 6.4. The total number of shrubs is unknown. The Contractor is required to prune all shrubs outlined in the performance work statement and all technical exhibits.

Question: How many trees require pruning?

Response: PWS 6.5. The number of trees that require pruning is unknown. The Contractor is required to prune tree(s) in accordance with their nature habitat growth in accordance with the performance work statement and all technical exhibits.

Question: What are the area sizes and annual frequency for weed control/elimination in?

Response: PWS 6.6. The Contractor shall perform weed control to prevent the encroachment of weeds into established landscapes, including lawn areas and around trees, shrubs, flower beds, etc. Weed control is required to be performed as required to eliminate weeds from areas outlined in the PWS and Technical Exhibits.

a. Lawn area - As required

b. Vegetative/Plant beds - As required

c. Parking areas - As required

d. Sidewalks - As required

e. Building edges - As required

f. Perimeter fences- As required

g. Rip rap areas- As required

h. Storm water drains, ponds and swales - As required

Question: How many perennials and bulbs are planted annually?

Response: PWS 6.7. The number of perennials and bulbs annually is unknown. Level I areas, that include multiple beds, require this service. The contractor shall prepare the soil and plant perennials/annuals bulbs and plants in various areas of the flowerbeds. Specific plant type/species will be submitted and approved by the COR. Annual color (flowers) shall be maintained to prevent unsightly plants year round.” The term “perennials/annuals bulbs” is to give the contractor options to submit to the COR. As you know Annuals will have to be replaces annually and perennials could potentially last the entire contract with option years.

Question: How many plants for "annual color" are required to be planted and maintained year around?

Response: PWS 6.7. The number of plants to be planted annually is unknown. Level I areas, that include multiple beds, require this service. The contractor shall prepare the soil and plant perennials/annuals bulbs and plants in various areas of the flowerbeds. Specific plant type/species will be submitted and approved by the COR. Annual color (flowers) shall be maintained to prevent unsightly plants year round.” The term “perennials/annuals bulbs” is to give the contractor options to submit to the COR. As you know Annuals will have to be replaces annually and perennials could potentially last the entire contract with option years

Question: Where on the facility can chipped and/or composted materials be processed and stored?

Response: PWS 5.5.B. The Contractor will have a spot/location to store materials/equipment for use under this contract. Notification will be provided prior to start of performance. No chipping and/or composting/processing of vegetation is allowed on site. All vegetation/debris shall be removed from Base

Elizabeth City and dumped in accordance with NC laws & regulations.

Question: What is the linear feet of plant bed edging?

Response: The linear feet is unknown. Contractor shall edge plant beds in accordance with the PWS and all technical exhibits.

Question: What is the area size for the bed mulching requirement?

Response: Historical data shows approximately 90 yards of mulch is required annually.

Question: What is the approximate square footage of plastic material that is to be removed from underneath mulch materials?

Response: The approximately square footage is unknown. The plastic material shall be removed only when found when replacing mulch.

Question: What is the annual frequency for fertilizing?

Response:

Turf areas- all fertilizing should be conducted when prevailing weather conditions are favorable for proper fertilization

Plant beds- all fertilizing should be conducted when prevailing weather conditions are favorable for proper fertilization

Shrubs- all fertilizing should be conducted when prevailing weather conditions are favorable for proper fertilization

Question: How are the fertilizer analysis and/or soil amendment requirements determined?

Response: PWS 5.9 and 7.0 Deliverables. This should be submitted via the Annual Grounds

Maintenance Plan.

Question: Do Level 2 areas require fertilizing?

ccordanResponse: No

Question: Do Level 2 areas require annual seeding?

Question: How many times per year is leaf removal required and over what size acreage?

Response: PWS 6.12. The acreages are in the PWS. Leaf cleanup shall occur as required. Leaf clean up typically occurs most often during the fall, however, the Contractor is required to remove leaves a required throughout each performance period .

Question: Clean-up and Trash Removal. What is the frequency and over what area size is this requirement?

Response: If you are referring to section 6.13, this is any trash that the contractor brings on site.

(Examples are but not limited to- trimmer line, trash bags, used containers, etc.)

Question: How close to the base is the disposal facility for debris and trash?

Response: It is the Contractor’s responsibility to properly dispose of all waste in accordance with local and state regulations. This responsibility also includes finding and locating proper facility to dispose of all waste.

Question: Is there an area where a roll off can be located?

Response: Yes, but will require pre-approval by the COR.

Question: Providing a Pesticide Applicator license at time of proposal submittal is extremely difficult for out of state contractors, and gives the incumbent contractor, or a local contractor, a distinct advantage. Can we supply that license if we are the awardee, within a certain time frame from contract award? We plan on subcontracting this work to a local pest control company.

Response: No. This license is required to be submitted with quote package.

Question: We notice on Google Earth that there are houses. Are these part of the base and if so, who maintains the yards and common areas around the housing?

Response: There are no assigned government housing units on the facility.

Question: Is airfield mowing part of this contract? If not, will it be added in the future?

Response: No and No

Question: Has the incumbent contractor managed to perform satisfactorily to the published contract award amount?

Response: This information is not allowed to be released.

Question: Has the PWS for this RFQ changed at all from the PWS being used under the current effort?

Response: The current contract was awarded in 2010; therefore, the PWS has been revised to reflect current and updated requirements and format. Your quote package, should account for the PWS and Technical Exhibits attached to Solicitation 70Z08420QAA550500.

April 21, 2020

Question: Who is the incumbent contractor?

Response: Ashley Marie Group

Question: What was the previous awarded contract number?

Response: HSCG84-10-N-AA5347

Question: What was the awarded amount for the previous contract?

Response: $2,212,701.80

Question: What was the performance period for the current contract?

Response: June 1, 2010 – May 31, 2011, with (9) option periods, ending May 31, 2020

Question: What is the estimated budget for this solicitation?

Response: $1,000,000 - $1,600,000

Question:

a. In reference to the site visit scheduled for April 28 and 29, 2020, is contracting able to provide a recorded walk through or conduct a virtual site visit given the current COVID-19 restrictions?

Response: No

b. If this is not possible, could you provide a start time for the site visit for planning purposes as air travel and hotel accommodations may not be feasible at this time.

Response: Site Visit(s) will begin promptly at 11:00am.

Question: What information and/or documentation is required for attending the site visit?

Response: Individuals that RSVPd, shall arrive at least 15 minutes early to allow sufficient time to check in at the front gate. Attendees shall also provide the below information via email to

Phillip.C.Reaves@uscg.mil and Jillian.L.Noblett@uscg.mil no later than April 23, 2020 / 12:00PM.

Full Name Date of Birth State and Driver’s License Number mailto:Phillip.C.Reaves@uscg.mil mailto:Jillian.L.Noblett@uscg.mil