Ballfield Question and Answers.pdf

Ballfield Question and Answers:

1. Solicitation Addenda, page 5: may a proposed field subcontractor attend as designated representative and satisfy mandatory visit requirement? Please confirm required attendance documentation and whether the prime must also attend.

ANSWER: Yes, a proposed field subcontractor may attend as a representative of prime.

2. May the required site visit be performed by the oƯeror's subcontractor — the firm that will perform the field maintenance work — on the oƯeror's behalf, with the oƯeror remaining fully responsible for the quote and performance? If so, will the subcontractor's personnel be granted facility access upon presentation of a REAL ID, under the same procedure?

ANSWER: Yes, required site visit may be performed by the oƯeror's subcontractor.

The subcontractor's personnel be granted facility access upon presentation of a REAL ID, under the same procedure?

3. The solicitation specifies a REAL ID-compliant driver's license. Would a valid U.S.

passport also be accepted for site access?

ANSWER: A valid U.S. passport will be accepted.

4. The solicitation states that a site visit is REQUIRED to quote and directs oƯerors to contact Peter Heavenor at Peter.J.Heavenor@uscg.mil or (571) 607-3228 to schedule. Could you please confirm whether there is a scheduled group site visit date, or whether site visits are being conducted on an individual appointment basis?

We want to ensure we schedule promptly given the November 18, 2026 quote deadline.

ANSWER: There is no current group site visit scheduled. Contact Peter Heavenor at Peter.J.Heavenor@uscg.mil or (571) 607-3228 for site visit questions and scheduling.

5. The supplied package does not include a wage determination or identify service labor standards / limitations-on-subcontracting provisions. Please confirm the applicable labor provisions and wage determination and identify any applicable subcontracting limitations to be incorporated in the award.

ANSWER: FAR 52.219-14 Limitations on Subcontracting applies, Solicitation document updated to reflect.

6. The solicitation lists 20 CLINs across the base and four option years. Please confirm whether the LPTA evaluated price is the sum of all 20 CLINs and identify the option evaluation/exercise provisions that will apply.

ANSWER: The total price of the base plus all 4 option years will be evaluated using

LPTA.

7. Solicitation page 3 states 8:00 AM EDT on November 11 (questions) and November 18 (quotes), 2026. Please confirm whether 8:00 AM local Eastern Standard Time is intended, since these dates fall after daylight saving time ends.

ANSWER: Eastern Standard Time.

8. Labor Requirements: We did not identify a Service Contract Labor Standards wage determination in the solicitation documents. Could you please confirm whether SCLS requirements apply to this acquisition and, if applicable, provide the relevant wage determination?

ANSWER: Service Contract Act Wage Determinations are found: SAM.gov/ WD # 2015-4111 Rev 34

9. Bid security and licensing. Is any bid bond, quotation/oƯer guarantee, prime-held trade license, special certification, or insurance prerequisite required at the quotation stage? We did not identify an explicit bid-guarantee requirement in the combined solicitation text.

ANSWER: No bid bond, bid guarantee, or quotation/oƯer guarantee is required at the quotation stage. OƯerors are not required to possess a specific prime-held trade license or special certification to submit a quotation, beyond any licenses, registrations, or certifications required by applicable federal, state, or local law to perform the services.

10. Labor standards and response time. Does the Service Contract Labor Standards statute apply, and is a wage determination incorporated or forthcoming? For the Project Manager's two-hour response to COR technical issues, is a timely telephone response suƯicient or is physical on-site arrival required?

ANSWER: Service Contract Act Wage Determinations are found: SAM.gov/ WD # 2015-4111 Rev 34. Timely telephone response is suƯicient.

11. Is there a current incumbent contractor performing these ballfield maintenance services? If so, can the Government share any information about the incumbent's performance, current pricing structure, or transition considerations that would help us plan an eƯective mobilization?

ANSWER: This is a new contract; there is no incumbent.

12. Beyond the required cover sheet, could you clarify whether the Government expects a separate technical volume and price volume, or a single integrated submission?

Are there page limits for the technical narrative portion of the quote?

ANSWER: Solicitation has been updated with this information. You can find it in Addenda section.

13. SOW 2.1.3 and 2.4: please provide the maintained/aerated square footage for each field, required topdressing depth or volume, whether the 1/3 compost-2/3 sand ratio is by volume, and estimated annual warning-track and mound-clay quantities. If these are to be determined at the site visit, will a common quantity basis be issued for all quotations?

ANSWER: SQFT can be determined at site visit. No set volume for topdressing if level and all divots are repaired. No estimated warning track or mound clay.

14. SOW 2.3.1 specifies two home plates and nine pitching rubbers in the base year. For CLINs 1003-4003, please confirm whether replacement quantities are prescribed or whether only inspection, adjustment and repairs are required, with replacements as needed.

ANSWER: As stated in SOW Section 2.3.1, replacement of two home plates and nine pitching rubbers is required in the base year only. For CLINs 1003 through 4003, oƯerors shall price inspection, adjustment, and repairs in accordance with the SOW. No replacement quantities are prescribed for the option years.

15. SOW 4.4-4.5 use award-relative deadlines, while Section 8 specifies January 15 and February 1. Please confirm which deadlines control if the award date makes these schedules inconsistent.

ANSWER: The Post-Award Conference shall occur no later than 15 business days after contract award, and the Contractor shall submit the final Project Plan no later than 15 business days after the Post-Award Conference. The January 15 and February 1 dates in Section 8 are anticipated target dates based on the expected award schedule. If those dates conflict with the award-relative deadlines, the award-relative deadlines govern.

16. Material Quantities: The SOW estimates 10 tons of infield material per field annually. Are estimated quantities or field measurements available for the warning-track material and June topdressing?

ANSWER: The Government does not have estimated quantities or field measurements available for warning-track material or June topdressing. OƯerors shall assess anticipated material requirements during the required site visit and include all labor, materials, equipment, transportation, and associated costs necessary to meet the SOW requirements in their quoted prices.

17. Option-Year Replacements: Section 2.3.1 specifies replacement of two home plates and nine pitching rubbers during the base year. For the option years, should Task Three pricing also account for potential replacements due to wear or damage, or only the inspection, adjustments, and repairs described in the SOW?

ANSWER: For option years, Task Three pricing shall include only the inspection, adjustments, and repairs described in the SOW. OƯerors should not include pricing for replacement of home plates or pitching rubbers in option-year CLINs. Any replacement requirements identified during an option year will require prior Government authorization and will be addressed separately, as appropriate.

18. The SOW (Section 2.1.3) estimates approximately 10 tons of infield mix per field annually for the baseball and softball fields. Could you confirm whether this is a firm not-to-exceed quantity or a general estimate, and whether the contractor is expected to provide this material as part of the fixed-price CLINs or whether it could be subject to a separate materials reimbursement mechanism?

ANSWER: The estimated quantity of 10 tons of infield mix per field annually is a not-to-exceed quantity under this contract. The contractor shall include the cost of this material in the applicable firm-fixed-price CLINs. Any material requirements exceeding this quantity will require prior Government authorization and may be addressed through a separate task order or other appropriate contractual action.

19. The SOW (Sections 2.2.2 and 2.3.2) references topdressing with a 1/3 screened compost and 2/3 sand mix for turf repair and the June aeration event across all three fields (baseball, softball, and T&F/practice soccer). Could you provide estimated square footage for each of the three fields and an estimated volume or tonnage of topdressing material anticipated per field per year? This information is critical to accurate pricing.

ANSWER: The Government does not have verified square-footage measurements or estimated annual topdressing volumes/tonnage for the three fields. OƯerors shall assess field conditions and anticipated material requirements during the required site visit and include all labor, materials, equipment, and transportation necessary to meet the SOW requirements in their quoted prices.

20. Task Four (Aerate & Topdress) applies to three fields including the T&F/practice soccer field, while Tasks One through Three apply only to baseball and softball fields. Could you clarify the approximate size (square footage or acreage) of the T&F/practice soccer field and confirm that no other maintenance tasks beyond deep-tine aeration and topdressing are required for that field?

ANSWER: Can be measured at site visit.

21. The SOW specifies that current Beam Clay mixes must be maintained (Original Premium infield mix, Pitcher's Mound Extra Firm – Red for mounds/bullpens, and 3/16 Red warning track material). Are there any existing Government supply agreements or purchase vehicles for these materials, or is the contractor expected to independently source and procure all Beam Clay products? Additionally, are there any minimum order quantities or lead time concerns the Government is aware of that we should factor into our pricing?

ANSWER: The contractor is responsible for independently sourcing, procuring, and delivering all materials necessary to perform the work in accordance with the SOW.

The Government is not aware of any specific minimum-order requirements or lead-time constraints; oƯerors should account for their own supplier availability, ordering requirements, and delivery schedules in their pricing.

22. Could you provide the estimated linear footage or square footage of warning track on the baseball and softball fields to help us estimate material quantities for regrading and replenishment?

23. Section 2.3.1 specifies replacement of two home plates and nine pitching rubbers in the base year. Should oƯerors assume the same replacement quantities in each option year, or should option year pricing assume inspection and replacement only as needed (i.e., on a conditional basis)?

ANSWER: The specified replacement of two home plates and nine pitching rubbers applies to the base year only. For each option year, the contractor shall inspect and readjust home plates, pitching rubbers, bases, mounds, and related components as needed to maintain compliance with the SOW and applicable NCAA specifications.

Replacement in option years is not assumed unless separately authorized by the Government.

24. Could you provide information on the number and approximate dimensions of the bullpen areas (baseball and softball) that will require repair, as well as their current condition? This will help us estimate labor and material requirements for Task Three.

25. The SOW specifies that the Government will provide 120VAC at 20 amps of electricity and water. Could you confirm the locations of these utility access points relative to the fields and advise whether the contractor will need to provide extension cords, hoses, or other connection equipment to reach work areas?

ANSWER: Can be viewed and clarified at site visit.

26. The solicitation notes that personnel must have a REAL ID-compliant driver's license to access the facility. Are there any additional background check, credentialing, or badging requirements for contractor employees working on the Academy grounds? Will there be an escort requirement, or will badged contractor employees have unescorted access to the work areas?

ANSWER: There are not any additional background checks, credentialing, or badging requirements for contractor employees working on the Academy grounds?

27. Given the seasonal nature of the work (March tasks and June tasks), should oƯerors price mobilization and demobilization separately, or should these costs be embedded within each task CLIN? Is there a designated staging or equipment storage area on or near the Academy grounds available for contractor use between work periods?

ANSWER: OƯerors shall include all mobilization, demobilization, transportation, and related costs within the applicable task CLIN prices. Separate pricing for mobilization or demobilization is not required. The Government will not provide contractor equipment or material storage between work periods. The contractor is responsible for removing and securing its equipment, materials, and supplies when work is not being performed.

28. The SOW specifies work windows of March 1–15 and June for the respective tasks.

What is the Government's expectation if adverse weather conditions prevent completion of work within these windows? Is there flexibility in the performance schedule, and if so, what is the approved extension window before the Government would consider it a performance issue?

ANSWER: Schedule flexibility may be authorized when adverse weather prevents performance within the stated work windows. Any adjustment will be considered on a case-by-case basis and requires prior Government approval. The Government will coordinate an appropriate revised performance date with the contractor; no fixed extension period is established.

29. The Deliverables table (Section 8.0) lists progress reports as due "as requested" by the COR. Could you provide an anticipated frequency for these reports (e.g., monthly, after each task completion) and any preferred format or template the Government uses?

ANSWER: Progress reports are anticipated upon completion of each task. No specific Government template is required. Reports shall be submitted electronically and should briefly summarize the work completed, materials used, any issues encountered, and any recommended follow-on actions.