Question Answers Grounds Maintenance Base Elizabeth City.pdf

Notice ID 70Z08425QDL950026

Grounds Maintenance Base Elizabeth City

Questions and Answers

Notice ID 70Z08425QDL950026

1. Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

a. This is a recompeted requirement. Public government spending information can be found on SAM.gov and usaspending.gov

2. Who is the incumbent contractor and contact number?

a. Public government spending information can be found on SAM.gov and usaspending.gov

3. What was incumbent contractors term/ POP?

a. Public government spending information can be found on SAM.gov and usaspending.gov

4. What is the incumbents contract value? (Base + OPY)

a. Public government spending information can be found on SAM.gov and usaspending.gov

5. What is the current status of the incumbent contractor? Month to Month extensions, in final OY?

a. Public government spending information can be found on SAM.gov and usaspending.gov

6. Being the location of the project, in close proximity to the coast. Weather issues are prominent, such as tropical storms, hurricanes, excessive rainfall, extreme heat, etc. With this in mind, what is the governments and COR’s expectations on the ground’s contractor considering wet & swampy grounds, puddling, etc and how these limit the contractor from operating equipment. These issues will cause the grounds to go out of compliance; will the contractor get PARs/CARs based on these external factors; amid catch-up plans?

a. Inclement weather will not be a factor in any PARs/CARs, provided the awarded contractor makes every attempt to maintain the grounds in compliance and communicates with the COR.

7. If issues are found within the work performed, what is the reperformance period timeframe?

a. A Quality Control Plan will be developed following award of a contract in response to this solicitation. Work performed that does not meet Quality Standards agreed upon in the Quality Control Plan will be evaluated on a case-by-case basis by the Contracting Officer, Contracting Officer’s Representative, and contractor. These parties will determine a reasonable timeframe to correct the deficiencies, based on the guidelines established in the Quality Control Plan.

8. PWS 5.10- “Contractor shall also establish and maintain a Monthly Work Completion Schedule for performance of work”; “The schedule shall also contain a foul weather plan to be implemented in the event rain or other foul weather delays standing work”. Weather in this area is unpredictable; How does the government expect the contractor to respond if there is continuous rain for a week; catchup plans are typically designed if we have rain 1-2 days out of the week. However, with continuous rain, the grounds must dry before equipment is operated. What is the governments expectations other than “compliance” considering external impacts?

a. Inclement weather events will be addressed on a case-by-case basis. The awarded contractor will need to communicate with the COR when anticipating inclement weather and plan accordingly.

9. Could the government provide more detailed drawings of the areas to maintain with Level 1 and 2 areas highlighted in a whole?

a. In lieu of additional drawings and images, a site visit was held for offerors on July 14th, 2025.

10. Will a transition period be given to the contractor to 30 days prior to contract start to monitor incumbent, establish team, retain personnel, etc?

a. We anticipate a 15 day ramp up period for these services based on current project timelines.

11. What is the anticipated start date for the contractor?

a. The anticipated start date for the period of performance of a contract resulting from this solicitation is 01 September 2025.

12. At time of transition, will the incumbent have the base maintained and will PGR’s be applicated in accordance with industry standards?

a. Barring unforeseen circumstances, the Base will be in compliance with the current PWS requirements at the start of the new period of performance.

13. For attachment IV, can you please confirm that each task is not broken into separate

CLINS; one fully burdened CLIN incumbent of all work IAW PWS?

a. Tasks are not broken into separate CLINS. CLINS for a contract resulting from this solicitation will be separated by Base period and option periods.

14. Could the government please provide a copy of the SF1449? There was not one in the documents released on 7/7/25.

a. Per FAR 12.603(b), the SF1449 is not used when a combined synopsis/solicitation is issued, as in this case.

15. Can the Instructions to Offerors be revised to be a little more specific in what all is needed in part of submission? IE: Vol 1 price quote, 2 technical, incumbent of xyz.

a. Provision 52.212-1 will not be revised for this Combined

Synopsis/Solicitation. Please see section titled “DUE DATE” on page 2 of the Combined Synopsis/Solicitation and page 12 section 7 of the Performance Work Statement for completed documents required upon submission of a quote.

16. Is there a technical aspect required in part of proposal submission?

a. Yes, please provide your technical approach in accordance with the

Performance Work Statement as required by page 2 of the combined synopsis/solicitation.

17. How many PPQ are required? 2?

a. Please provide email confirmation that the Past Performance Questionnaire was submitted to at least one reference with submission of a quote.

18. Can you confirm the frequency (weekly, bi-weekly, etc.) expected for each major task (mowing, edging, pruning, etc.) by maintenance level?

a. This is a performance-based contract; we will not determine the amount of mowing required to maintain the levels of service.

19. Will the government provide disposal areas for lawn debris, or is the contractor responsible for hauling it offsite?

a. The awarded contractor will be responsible for disposing of lawn debris offsite.

20. Since this is a firm fixed-price contract, the current Schedule of Prices document makes it challenging to reflect firm pricing accurately. Could we please get clarification on how the Schedule of Prices should be broken down, perhaps by task, frequency, and area?

a. Please utilize the Schedule of Prices to capture the requested data for labor, direct costs, and profit. Tasks, frequency, and areas covered should be addressed in your technical approach, in accordance with sections 5 and 6 of the PWS.

21. Can you clarify the frequency of services that Defense Contracting Group Inc. is providing under PO# 70Z08425PELIZ0003? Additionally, are they currently maintaining all areas as specified in the contract?

a. This is a new contract and will be managed in accordance with the supplied

PWS.

22. Where is the lay down facility and what structure is available for storage?

a. We will work with the awarded contractor to identify an area for their use.

POLs cannot be left on site, and equipment maintenance is not authorized to be conducted on site.

23. Is there pesticide storage and mixing areas available or is it done off site? (Typically USAF allows contractors to mix on site as along as it's allowed by base pesticides manager, same case here? )

a. No, pesticide storage will not be available onsite. All products will be brought on by the contractor and removed the same day after use. Mixing will be allowed on site.

24. Do we bring fuel onsite each day or is there a place to keep fueling tank onsite?

a. No fuel storage is allowed on site. There is a Coast Guard gas station that the awarded contractor can use to buy fuel, if necessary.

25. Is there a place onsite to dispose of natural debris and pruning clippings or do we take it offsite?

a. The awarded contractor will be responsible for disposing of natural debris and pruning clippings offsite.

26. Is there early or late hour access to service high traffic parking lot areas or is it strictly 0700 – 1600hrs.?

a. The awarded contractor will have access to the base 24/7 to work outside of normal operating hours. These details can be finalized after contract award.

27. Are we responsible for mowing canal ditch from Weeksville Rd Gate to Pasquotank

River?

a. The awarded contractor will not be responsible for mowing the ditch, but will be responsible for maintaining up to the ditch on both sides.

28. The existing turf is a mix of Bermuda and Centipede. These are warm season grasses therefore no overseeding is required. Are we seeding in the fall with fescue for winter ground cover?

a. Yes, a winter fescue or proper grass for inner application will be applied in Level 1 areas.

29. Along Consolidated Rd. in front of DRS Hangars there are mulch beds that have not been maintained and are full of weeds. Will the current contractor complete bed maintenance, mulching and pruning before we take over the contract ?

a. This is a new contract – the items outlined in the supplied PWS will be managed by the new award contractor.

30. Confirm that we maintain the rip-rap embankments along the Pasquotank river with approved aquatic pesticides.

a. Yes. Please be sure that all aquatic pesticides used are approved by EPA and Base Elizabeth City Environmental. Per section 6.6.F. of the PWS, Aquatic

Safe Herbicides are the only products to be used in the rip rap along the north side of the facility.

31. Is leaf removal required in all areas or just Level 1 buildings?

a. Refer to section 6.12 of the PWS which outlines this requirement.

32. My company would like to rebid on this contract. We first were able to bid on it through Unison, but now it is on Sam,gov exclusively, do we send the proposal directly to you? There are no attachments on Sam, but we do have all the info needed already to rebid on this contract.

a. Per p. 2 of the Combined Synopsis/Solicitation, please provide all quotes via email to Kevin.P.Sullivan@uscg.mil. Relevant attachments for this solicitation are found in the attachments section of the posting on Sam.gov.

33. It appears we missed the meeting on 7/14. Is there any availability to complete a site visit at another date?

a. No additional site visits will be conducted for this solicitation.

34. Could the government please provide a copy of the companies that attended the site visit on July 14, 2025?

a. The Government will not be providing this information.

35. Is there an approximate amount of mulch used on the property?

a. As this solicitation is for a performance-based service, we are not providing specific information regarding the approximate amount of mulch used on the property. Suppliers should reference the technical exhibits provided or knowledge gained from the optional site visit when factoring this into their technical approach.

mailto:Kevin.P.Sullivan@uscg.mil