ADMINISTRATIVE GUIDANCE FOR OFFERORS.pdf
PDF 96 KB Posted
- Solicitation number
- 36C78626Q50259
About this file
This is an Administrative Guidance document for offerors in a federal tree maintenance solicitation issued by the Department of Veterans Affairs.
Vendor questions must be submitted by email to david.hester@va.gov no later than September 16, 2026, with answers provided via amendment on SAM.gov by September 18, 2026. Late quotes will not be accepted, and vendors are responsible for timely submission. The acquisition utilizes a Cascading Set-Aside Approach under FAR Subpart 5.2, prioritizing Service-Disabled Veteran-Owned Small Businesses (SDVOSB) in Group 1, followed by Veteran-Owned Small Businesses (VOSB) in Group 2, and other Small Businesses in Group 3 if adequate competition is not received from the higher-tier groups. All vendors must be actively registered in SAM.gov at the time of quote submission and award to be considered; unregistered vendors will be rejected as non-responsive. SDVOSB applicants must have the solicitation's NAICS code on their SAM.gov profile and maintain SBA-registered SDVOSB certification by the bid due date.
Vendors are responsible for monitoring SAM.gov for all amendments through the closing date, and failure to acknowledge or comply with amendments may result in non-responsive rejection. The solicitation requires vendors to address all requirements comprehensively, as the Government will evaluate only submitted information and make no assumptions about capabilities or past performance. Key evaluation factors include prime contractor past performance descriptions for a minimum of three recent tree projects within the last five years of similar size and scope; a resume for a Certified Arborist with minimum three years' direct supervisory experience in commercial tree maintenance operations including removal, trimming, and stump removal at commercial, industrial, or public sites; and verification of International Society of Arboriculture certification.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Tree1.pdf | ||
| QSE_36C78626Q50259.pdf | ||
| Tree Maint Map_FY26_Natchez.pdf | ||
| Tree 2.pdf |
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ADMINISTRATIVE GUIDANCE FOR OFFERORS
Vendor Questions:
All vendor questions regarding this solicitation shall be submitted by email to the david.hester@va.gov no later than 9/16/2026. Questions received after this deadline may not be addressed, and answers will be provided via amendment 9/18/2026 on SAM.gov.
Late Quotes:
Late quotes will not be accepted. Vendors are responsible for ensuring that their complete quote is submitted prior to the solicitation closing date and time.
Cascading Evaluation Set-Aside Approach:
This acquisition will utilize a Cascading Set-Aside Approach under FAR Subpart 5.2.
Group 1 – SDVOSB
The Government will first evaluate quotations from Service-Disabled Veteran-Owned Small Businesses (SDVOSB) in accordance with VAAR 819.7006.
Group 2 – VOSB
The Government will first evaluate quotations from Service-Disabled Veteran-Owned Small Businesses (VOSB) in accordance with VAAR 819.7007.
Group 3 – Small Business
If adequate SDVOSB or VOSB competition is not received, the Government reserves the right to evaluate quotations from other Small Businesses.
SAM Registration:
Only quotes submitted by vendors that are actively registered in SAM.gov at the time of quote submission and award will be considered. Quotes from vendors that are not actively registered in SAM.gov will be rejected as non-responsive.
SDVOSB
Please note you must have the NAICS code of the solicitation on your SAM.gov profile to qualify as an SDVOSB to bid and must be a registered certified SDVOSB with the SBA by the time all bids are due.
Amendments:
Vendors are responsible for monitoring SAM.gov for all solicitation amendments up to the closing date. Failure to acknowledge or comply with amendments may result in the quote being deemed non-responsive.
Review of the Solicitation:
Vendors shall read the entire solicitation, including all sections, attachments, specifications, and amendments, prior to submitting a quote. Vendors are responsible for ensuring that all requirements are addressed in their submission.
Completeness of Quote:
The Government will evaluate only the information submitted. The Government will not make assumptions about vendor capabilities, technical approaches, or past performance not clearly documented in the quote. Vendors must provide complete, accurate, and detailed responses to all solicitation requirements.
Evaluation Factors
Please make sure you provide all information ask for by the evaluation factors.
Here are the most commonly missed factors.
- Prime Contractor’s past performance descriptions of a minimum of 3 recent (within the last 5 years) tree projects of similar size and scope.
- Resume for Certified Arborist demonstrating a minimum of three (3) years’ experience as a direct supervisor of a commercial tree maintenance operation that included removal, trimming, and stump removal in commercial, industrial, or public sites.
- Arborist with Certification from International Society of Arboriculture
(End of Document)
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