Combined Synopsis Solicitation_36C78625Q50331.pdf

GENERAL INFORMATION:

Document Type:

Solicitation Number:

Title:

Post Date:

Original Response Date:

NAICS:

PSC:

Set Aside Type:

Issuing Contracting Office:

Place of Performance:

Attachments:

Combined Synopsis Solicitation

36C78625Q50331

Tree Removal and Maintenance at Wilmington National Cemetery

07/28/2025

8/13/2025 at 4:00 pm EST Applicable

561730 – Landscaping Services

S208 – Housekeeping – Landscaping/Groundskeeping

Service-Disabled Veteran Owned Small Business (SDVOSB)

Department of Veterans Affairs National Cemetery Administration, Contract Services 18434 Joplin Road Triangle, VA 22172

Wilmington National Cemetery 2011 Market St Wilmington, NC 28403

A - Statement of Work (page 12) A.1 – Tree Specifications (page 18)

A.2 – Map of Tree Locations (page 20) B - Pricing Schedule (page 21) C – SCA Wage Determination 2015-4397 Rev. 29

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78625Q50331.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-04 with an effective date of 06/11/2025.

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE:

The (NAICS) code for this procurement is 561730. The business size standard in millions of dollars is $9,500,000.

PRICE SCHEDULE: See Attachment B. The schedule price for each CLIN should be all-inclusive, including all supervision, labor [IAW attached wage determination(s)], equipment, materials, and supplies.

Pricing shall be FOB Destination and in accordance with the Statement of Work and Terms and Conditions of this Combined Synopsis/Solicitation.

Offerors shall enter the unit price and total amounts for each CLIN as indicated in the schedule – Attachment B. In the event the Offeror did not add the total estimated price correctly, the Government will utilize the unit price(s) to compute the correct total estimated price.

DESCRIPTION OF REQUIREMENT: See Statement of Work at Attachment A.

CONTRACT DATES: The period of performance will be 30 working days after receipt of award.

DELIVERY/ACCEPTANCE LOCATION: The delivery and acceptance location will be at the Place of Performance address listed on page 1 of this Combined Synopsis/Solicitation.

CONTRACT TYPE: The U.S. Department of Veteran Affairs, National Cemetery Administration, anticipates the award of Purchase Order for tree removal/maintenance services.

This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.

PRE-QUOTE SITE VISIT: Offerors are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit/inspection of Wilmington National Cemetery, there is a site visit scheduled for this requirement on Tuesday, August 5, 2025 @ 10:00 a.m. EST. *No additional site-visits or individual tours will be scheduled.

Interested Offerors should attend the scheduled site visit. Interested Offerors should bring their own copy of the solicitation for referencing any specific concerns with the Statement of Work, if desired. The cemetery WILL NOT distribute copies of the solicitation. Please meet Jose Garcia outside the maintenance building, which is near the entrance of the cemetery.

All questions resulting from the site visit should be sent to the Contracting Officer by following the instructions in the “RFQ QUESTIONS” section of this Combined Synopsis Solicitation. The Contracting Officer will then issue an amendment(s) answering all the questions received on time. Potential Offerors are responsible for checking SAM.gov for issued Amendments to this Combined Synopsis Solicitation.

INSTRUCTIONS TO OFFERORS: All prospective offerors must be registered with the System for Award Management (SAM) website and complete the Online Representations and Certifications at SAM.gov prior to the solicitation close date. If an Offeror does not have an active/current registration with SAM.gov prior to the solicitation close date, and at time of award, it will result in the company being considered non-responsive.

Service-Disabled Veteran Owned Small Business (SDVOSB) socio-economic category concerns MUST also have an active/current registration with SBA (https://search.certifications.sba.gov/) prior to the solicitation close date, and at time of award. Failure to comply will result in the Offeror being considered non-responsive.

QUOTATION FORMAT AND SUBMITTAL INFORMATION: Quotes must be submitted on company letterhead in Adobe pdf platform and submitted by email to the individuals listed in the Response to Request for Quotation (RFQ) section of this Combined Synopsis Solicitation. Offerors are hereby advised that any Offeror-imposed terms and conditions which deviate from the Government’s terms and conditions, shall render the Offeror’s quote non-responsive, and thus ineligible for award.

All quotes shall be submitted in four (4) different documents for each volume listed below. Each title shall include the appropriate Volume. The Volumes are as follows:

https://sam.gov/content/home https://search.certifications.sba.gov/

Volume A – Administrative

The Offeror shall include the following in Volume A:

o Legal Business/Company Name (as listed in SAM.gov) o Business Mailing Address o SAM Unique Entity ID (UEI) o Point of Contact o Telephone Number o Email Address o Signed and dated copy of each Amendment, if applicable. Failure to comply shall result in the

Offeror being considered ineligible for award.

o Provide completed copies of the following Provisions that are required to be submitted as part of the quote: (Failure to comply shall result in the Offeror being considered non-responsive) o FAR 52.204-24 Representations Regarding Certain Telecommunications and Video

Surveillance Services or Equipment o Only Required if:

• FAR 52.204-26 (c)(1) & (c)(2) have “does” selected in the Offerors Reps and Certs on SAM.gov.

• FAR 52.212-3 (v)(2)(i) & (ii) have “does” selected in the Offerors Reps and Certs on SAM.gov.

o FAR 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (only if NOT completed in Offerors Reps and

Certs on SAM.gov) o FAR 52.223-22 Public Disclosure of Greenhouse Gas Emissions and Reduction Goals-

Representation (only if NOT completed in Offerors Reps and Certs on SAM.gov) o VAAR 852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction (Nov 22)

*NOTE – It is the responsibility of the Offeror to ensure they have completed all other annual representations and certification provisions electronically in the System for Award Management (SAM) accessed through https://sam.gov.

Volume B – Technical Qualifications

Offeror shall include the following in Volume B in accordance with the Technical Qualifications criteria listed in the Evaluation Process section of this combined synopsis solicitation:

o Provide an ISA certificate for the Certified Arborist that will serve as the Site Manager for this requirement.

Volume C – Pricing

Offeror shall include the following in Volume C:

o Proposed pricing shall be submitted on the included Price Schedule (Attachment B).

RFQ QUESTIONS: All questions regarding this solicitation are to be submitted to the Contracting Officer, via email, no later than 12:00 pm EST, Thursday, August 7, 2025. No questions will be accepted after this time. Questions pertaining to this announcement shall be sent by email to sarah.poole1@va.gov. Telephone inquiries will not be accepted. Amendments will be issued to answer all questions that are submitted.

https://sam.gov/ mailto:sarah.poole1@va.gov.

RESPONSE TO REQUEST FOR QUOTATION (RFQ): Quotes are due to the Contracting Officer no later than 4:00 pm EST on Wednesday, August 13, 2025. Email responses to and Sarah.Poole1@va.gov. Responses to this announcement will result in a Purchase Order. The Government intends to make award without discussions. It is the responsibility of the Offeror to submit their best pricing at the time quotes are due.

Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at SAM.gov. Failure to provide a signed amendment as part of the quotation submission will result in being considered non-responsive.

EVALUATION PROCESS: Quotes will be evaluated using FAR Part 13 procedures. The Government will award a single Purchase Order resulting from this Combined Synopsis/Solicitation to the responsible quoter with the Lowest Price Technically Acceptable quote. This means that the Offeror with the lowest evaluated price, meeting or exceeding the acceptability standards for non-price factors will receive the award. The lowest price quote will be sent for technical review and if found technically acceptable, award will be made to that Offeror, as long as the Offeror can be determined responsible. (A responsible prospective contractor means a contractor that meets the standards in FAR 9.104.) If the lowest priced quote is not found technically acceptable, then the next lowest quote will be sent for technical review. This process will continue until a quote is found technically acceptable.

The non-price factors used to evaluate offers are: Technical Acceptability.

Technical Acceptability

Quotes shall be evaluated in accordance with the criteria contained in the Statement of Work and on whether the technical requirements are met. Should an Interested Offeror submit a Technical Approach that is missing information, the Offeror will be considered non-responsive. All Offerors will be evaluated for the following:

1. Provide an ISA certificate for the Certified Arborist that will serve as the Site Manager for this requirement.

POST AWARD CONFERENCE: A Post-Award conference will be scheduled by the Contracting Officer to discuss the requirements with the Awardee and all other stakeholders.

INSURANCE: The Contractor shall maintain the following required coverages and limits for the duration of the contract, in accordance with FAR 52.228-5 Insurance – Work on Government Installation (Jan 1997). An initial copy of the Certificate of Insurance is due the day of the Post Award Conference or no later than start of performance.

General Liability:

Bodily Injury Liability - coverage of at least $500,000 per occurrence

Property Damage Liability - coverage of at least $100,000 per occurrence

Automobile Liability:

Bodily Injury - $200,000 per person/$500,000 per occurrence

Property Damage - $20,000 per occurrence mailto:Sarah.Poole1@va.gov https://sam.gov/content/home

CONTRACT CLAUSES AND SOLICITATION PROVISIONS:

DIGNITY CLAUSE

Respect for Headstones and Markers in National Cemeteries

Handling of Markers and Headstones

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

a. Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they drive over them.

b. No tools, equipment or other items will be placed or leaned on headstones or markers.

c. Use care not to scratch or damage markers in any manner.

d. Contractor shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work.

e. Additionally, should any activity result in the exposure and/or damage to any remains, container for remains (e.g., casket or urn), or outer burial container, the contractor must contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance.

Any doubts as to proper procedures shall be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.

The contractor is required to discuss the guidance with employees and/or subcontractors.

(End of Clause)

*NOTE: System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

52.212-4 Contract Terms and Conditions-Commercial Items (Oct 2018) Addendum to FAR 52.212-4 Clauses in corporate by reference in numeric order starting with FAR and followed by VAAR.

The following solicitation clauses apply to this acquisition:

52.252-2 Clauses Incorporated by References (FEB 1998). The full text of FAR/VAAR clauses may be accessed electronically at:

http:www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/index.asp http://www.acquisition.gov/far/index.html

FAR 52.204-13 System for Award Management Maintenance (Oct 2018) FAR 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020) FAR 52.204-19 Incorporation by Reference of Representations and Certifications (Dec 2014) FAR 52.223-5 Pollution Prevention and Right-to-Know Information (May 2024) FAR 52.223-23 Sustainable Products and Services (May 2024) FAR 52.228-5 Insurance – Work on a Government Installation (Jan 1997) FAR 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (Apr 1984) VAAR 852.201-70 Contracting Officer’s Representative (Dec 2022) VAAR 852.203-70 Commercial Advertising (May 2018) VAAR 852.232-72 Electronic Submission of Payment Requests (Nov 2018) VAAR 852.237-75 Key Personnel (Oct 2019) VAAR 852.242-71 Administrative Contracting Officer (OCT 2020)

End of Addendum to 52.212-4

VAAR 852.219-73 VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses (Jan 2023) (Deviation)

(a) Definition. for the Department of Veterans Affairs, “Service-disabled Veteran-owned small business concern or SDVOSB”:

(1) Means a small business concern -

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR802.101, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA's Vendor Information Pages (VIP) database at https://www.vetbiz.va.gov/vip/; and

(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR parts 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to apply to a VA verified and VIP-listed SDVOSB, unless otherwise stated in this clause.

(2) The term “Service-disabled Veteran” means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term “small business concern” has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term “small business concern owned and controlled by Veterans with service-connected disabilities” has the meaning given the term “small business concern owned and controlled by service-disabled veterans” under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), http://www.vetbiz.va.gov/vip/%3B https://www.acquisition.gov/vaar/part-819-small-business-programs#Subpart_819_70_T48_50212197 except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) of this clause).

(b) General.

(1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70.

(d) Agreement. When awarded a contract action, including orders under multiple-award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 13 CFR 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR parts 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or “similarly situated” (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required certification requirements in this solicitation (see 852.219-75 or 852.219-76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not VIP-listed SDVOSBs (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases).

When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CRF 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not VIP-listed SDVOSBs.

(5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.

(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:

[Contracting Officer check as appropriate.]

X By the end of the base term of the contract or order, and then by the end of each subsequent option period; or

By the end of the performance period for each order issued under the contract.

(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program.

(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company's SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406-2 Causes for Debarment).

(End of clause)

VAAR 852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction (Jan 2023) (Deviation)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that -

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows:

[Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) X Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73or VOSBs as set forth in 852.219-74. Any workthat a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:

Printed Title of Signee:

Signature:

Date:

Company Name and Address:

(End of clause)

52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders- Commercial Items (Jan 2025)(Deviation Feb 2025)

• Applicable Clauses within 52.212-5 are: (b)(4), (b)(5), (b)(9), (b)(12), (b)(18), (b)(21), (b)(25), (b)(26), (b)(29), (b)(31), (b)(36), (b)(39), (b)(46), (b)(51), (b)(55), (b)(59), (b)(63), (b)(64), (c)(1), (c)(2), (c)(7), and (c)(8).

• Fill-ins for (c)(2):

o 11260 – Pruner $17.75 o 11210 – Laborer, Grounds Maintenance $17.75

(End of Clause)

FAR 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Mar 2023) Addendum to FAR 52.212-1 List all provisions incorporated by reference in numeric order starting with FAR and followed by VAAR.

The following solicitation provisions apply to this acquisition:

FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998). The full text of FAR/VAAR Provisions may be accessed electronically at:

https://www.acquisition.gov/far/index.html

FAR 52.204-7 System for Award Management (Oct 2018) FAR 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) FAR 52.204-20 Predecessor of Offeror (Aug 2020) FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) FAR 52.212-3 Offeror Representations and Certifications – Commercial Products and Commercial

Services (May 2024)(Deviation Feb 2025) FAR 52.223-22 Public Disclosure of Greenhouse Gas Emissions and Reduction Goals - Representation

VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008)

• Applicable provisions within VAAR 852.252-70 are: FAR 52.212-3 and FAR 52.223-22.

https://www.acquisition.gov/far/index.html

End of addendum to 52.212-1

Addendum to FAR 52.212-2 Evaluation – Commercial Products and Commercial Services (Nov 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror with the lowest price technically acceptable offer. This means that the Offeror with the lowest evaluated price, meeting or exceeding the acceptability standards of non-price factors will receive the award. The following factors shall be used to evaluate offers:

Technical Acceptability

Price

(b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

ATTACHMENT A

DESCRIPTION / WORK STATEMENT

A.1 NCA MISSION

The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are National Shrines. The standards of maintenance, appearance and operational procedures performed by the Contractor at these cemeteries shall reflect this nation’s concern for those interred there. For this reason, the Contractor’s strict adherence to the specifications shall be required and shall be essential.

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

A.2 CONTRACT DEFINITIONS / ACRONYMS

(a) Normal Business Hours / Days: Normal cemetery business hours / days of operation are 07:30AM to 4:00PM, Monday through Friday, excluding Federal Holidays.

(b) Cemetery Director: Administrator/Management Official. The Cemetery Director is responsible for the day-to-day oversight of a national cemetery, including burying veterans and their eligible family members, and maintaining the grounds as a national shrine.

(c) Certified Arborist: An expert in the cultivation and care of trees.

(d) Contracting Officer (CO): VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the evaluation team.

(e) Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR Responsibilities include certification of invoices, providing technical guidance, overseeing technical aspects of the contract, and is a member of the Contractor evaluation team. All administrative functions remain with the Contracting Officer.

(f) Contractor: The term “Contractor” as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract.

A.3 CEMETERY LOCATION: WILMINGTON NATIONAL CEMETERY

2011 Market St Wilmington, NC 28403

A.4 GENERAL TREE PRUNING & REMOVAL REQUIREMENTS

A.4.1

CERTIFIED ARBORIST / SITE MANAGER & TREE CREW

A “Certified Arborist” shall serve as the “site manager” for this contract and will be provided by the Contractor for not less than eight (8) hours a day whenever work is being performed – other than trash and debris pick-up. The Certified Arborist must have experience as a direct supervisor of a commercial tree maintenance operation that included tree removal, pruning, and stump removal in industrial, commercial or public sites and must be certified by International Society of Arboriculture. The Certified Arborist will ensure all pruning specifications are performed according to ANSI A300 standards for tree pruning, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained. ISA certification document must be provided by the Contractor with their quote.

SITE MANAGER

(a) Responsible for overall management of all on site activities related to the contract

(b) Instructs and assigns crew duties to foreman, tree trimmers and grounds men

(c) Manages work schedule with the COR to ensure that all activities are performed in a non-intrusive manner with limited disruption to cemetery operations

(d) Supervises and assists in pruning, tree removal, operation of boom trucks, loaders, stump grinders, brush chippers, tractors, chainsaws and trucks

(e) Defines the staging area and safe zones by placing proper barriers and signage in visible locations throughout the defined areas of work

All other crew members shall follow the guidance of the Site Manager and adhere to any applicable laws or regulations that are required by their professional title/certification.

A.4.2 PERFORMANCE

The Contractor shall complete all pruning / removal services within a period of thirty (30) working days from start to finish (without exception). All services described in the Statement of Work, including technical specifications (list of trees and associated requirements), map, schedules, addenda, clauses, terms and conditions of the contract shall form the complete scope of work.

A.4.3 TREE PRUNING, REMOVAL / STUMP GRINDING

(a) There is a total of eighteen (18) trees that shall either be removed, pruned, and/or have stumps grinded.

Fifteen (15) are to be pruned and three (3) are to be removed, including stump grinding, in accordance with Attachment A.1. (Attachment A.2 provides a map of each tree’s location.)

(b) Pruning and removal of all trees shall be accomplished under the direction and guidance of an ISA (International Society of Arboriculture) Certified Arborist provided by the Contractor. All pruning will be performed according to the ‘Tree Pruning Guidelines’ developed by the ISA and the ‘Tree Maintenance and Safety Standards ‘(ANSI Z133.1 & ANSI A300) developed by the American National Standards Institute. These standards are the accepted standards of the tree care industry.

(c) Pruning/Raising of canopy will consist of crown cleaning /deadwood pruning which includes the removal of all dead, dying, diseased or broken branches 1/2” in diameter or larger throughout the tree. Pruning will also include the removal of crossing / rubbing, weak branches that may compromise the structural integrity of the tree. Canopy raising will consist of pruning/removing lower limbs to achieve a 15’ clearance under the tree.

(d) All portions of the trunk and any tree limbs or branches over 3 ½ inches in diameter must be lowered to the ground by crane or ropes and may not be dropped. Any headstones that may have to be removed in order to obtain access to a particular tree must be correctly replaced by the Contractor after the tree removal has been completed. At no time may the contractor drop any branches onto cemetery headstones or turf. The Contractor will be responsible for any damage to the turf, roads or headstones caused by dropping parts of the tree.

(e) All wood chip particles and debris from the tree removal shall be cleaned up thoroughly and removed from the cemetery daily. The Contractor shall take every precaution to prevent any falling branches or trees from damaging any headstones, adjacent plant material or cemetery structures.

(f) All stumps shall be removed using stump-grinding equipment with the stump grinder making repeated passes over the stump. Stumps and all surface roots shall be ground to at least 4” below the soil surface and all stump/root grindings shall be removed. The stump cavity shall be filled with clean topsoil, compacted, finely graded and then will have Bermuda sod installed on the newly graded area. All wood chips and debris from stump removal shall be taken offsite the same day of the work and shall be properly disposed of.

(g) The Contractor shall be responsible for repair and or replacement to any damaged turf, headstones or other property. If headstones need to be removed in order for the Contractor to gain access to a particular tree, they must be identified before the work begins so that the graves can be properly identified by the cemetery staff. Headstone removal and resetting will be done by the contractor and will be in coordination with the COR. Headstone removal and resetting will be done at no additional cost to the government.

(h) The Contractor is responsible to ensure that all pruning cuts shall be made just outside the collar or shoulder ring (branch bark ridge/swollen trunk collar) close to parent stem so that healing can readily start under normal conditions.

(i) The Contractor is responsible to ensure that when reducing the tree height and spread, he/she shall retain the natural shape of the tree by removing the entire lateral branches back to their point of origin.

(j) The Contractor is responsible to ensure that all limbs one inch (1”) in diameter or over must be undercut to prevent tearing of the bark. All branches 3 1/2" in diameter or larger shall be lowered to the ground using proper lowering devices such as ropes.

(k) The Contractor is responsible to ensure that all trees shall be pruned to retain the tree’s natural crown characteristics and growth patterns.

(l) The Contractor is responsible to ensure that all trees shall have branches removed to permit the sufficient penetration of sunlight and circulation of air through the canopy in conjunction to the aesthetic appearance, natural crown characteristics and growth patterns of the tree. This process is also known as thinning.

(m) The Contractor is responsible to ensure care when removing living and/or dead crossing or rubbing branches, where practicable, so the removal will not leave large holes in the canopy of the tree natural crown characteristics and growth patterns of the tree.

(n) The Contractor is responsible to ensure that, when pruning trees known to be diseased or susceptible to diseases, tools are disinfected with alcohol after each cut and between trees, where there is known to be danger of transmitting the disease on the tools.

(o) The Contractor is responsible for reporting to the COR all the following conditions: when old scars are not healing properly; where callus growth is not already established; visible girdling roots, and when there are any structural weaknesses; decayed trunk or branches; and split crotches, or branch exists.

(p) The following methods of pruning are NOT acceptable; therefore, the contractor is responsible to ensure that these methods are never performed: topping, stubbing, de-horning, and pollarding. Equipment that may damage the tree bark or cambium layer should not be used on or in the tree. Unless removing the tree altogether, the Contractor is not permitted to use climbing spikes or spurs to climb any live tree scheduled for pruning.

(q) The Contractor is responsible to ensure that in lifting the bottom branches of the trees for under clearance, care shall be given to symmetrical appearance, aesthetic appearance, natural crown characteristics and growth patterns of the trees.

(r) In general, the Contractor shall ensure when reducing the size of a tree and with respect to retaining the tree’s natural crown characteristics and patterns, not more than 1/4 of the total area shall be reduced at a single operation.

A.4.4 UTILITY LINES COMPLIANCE: Where pruning, stump grinding, or tree removal conflicts with existing utility service lines (above or below ground), cemetery personnel and the appropriate utility company shall be notified by the Contractor. The Contractor shall obtain all necessary permits and cooperate with the utility company to avoid any damage or liability.

A.4.5 SAFETY: All equipment to be used and work to be performed will be in full compliance with the most current revision of the American National Standards Institute Z-133.1-2000 and A300-1995. These guidelines provide safety standards for workers engaged in pruning, repairing, maintaining or removing trees.

Tree care personnel will be sure not to position equipment that blocks any roads or walkways unless prior arrangements have been made with the COR. Tree care personnel will also make sure to provide adequate barricades, flag person, signs and or warning devices during the performance of tree work.

A.4.6 DEBRIS & WASTE REMOVAL: Removal of debris and waste away from the cemetery grounds shall be the responsibility of the Contractor. At the end of each day, the Contractor will remove all tree limbs, dead branches, bush / shrub / hedge clippings and other debris from the cemetery site resulting from the work.

The Contractor shall ensure at all times that debris and waste generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site. NOTE: The Government will not provide receptacle(s) for disposal of debris related to this contract.

A.4.7 COMMUNICATION & COORDINATION OF WORK WITH COR: Contractor shall participate in regular meetings with Government personnel and other Contractors at the cemetery to coordinate contract work schedules and contract related issues. Communication with the COR is strongly encouraged.

A.4.8 Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as Contracting Officer’s Representatives.

A.4.9 Meetings:

(a) Unless otherwise agreed, the Contractor shall meet with the COR / Cemetery Contact at the end of each day to determine the work accomplished and to coordinate the following day’s schedule. Daily meetings are also an opportunity for the Contractor to communicate, ask questions and ensure he/she understands the off-limit areas, which may vary, depending on the event.

(b) The Site Manager shall coordinate with the COR a work schedule to ensure that no work is being performed at the site of a scheduled interment or ceremony. Work will be assigned throughout the Cemetery Complex so that productive use of labor and equipment is assured, and downtime is avoided.

(c) If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so. In addition to meeting with the COR, the Contractor may be required to attend meeting(s) with other Government personnel.

A.4.10 Work Environment:

(a) All work under this service contract will be performed primarily outdoors and personnel performing the services will be exposed to wind, sun, cold, dampness, frost, fog and rain. These conditions, may, at times, be extreme and dangerous.

(b) The Contractor shall take all necessary precautions to protect its employees from the elements to the maximum practicable extent.

(c) In the event climate or weather conditions become unsuitable for work, the work shall resume as soon as conditions permit.

A.5 RESPONSIBILITIES

All contract administration matters will be handled by the Government Contracting Officer. The Contracting Officer's Representative for the contract will be designated in a separate letter to the Director Wilmington National Cemetery Complex, and/or his/her designee.

A.5.1 STANDARDS OF EMPLOYEE CONDUCT

Contractor and contractor personnel shall be required to adhere to the following standards of dress and conduct while performing work in the Wilmington National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

(a) Shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes will be required in accordance with OSHA. Contractor employees will maintain personal hygiene.

(b) Shall not engage in loud or boisterous behavior or use profane or abusive language. Will show proper reverence during committal service.

(c) Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

(d) Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments.

(e) SMOKING is not permitted in any buildings within the Wilmington National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area.

A.5.2 USE OF CEMETERY FACILITIES

(a) The Government shall not be responsible for any loss, damage, or theft of contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by contractor's employees.

(b) Contractor employees may park privately owned vehicles in the area designated for parking by the Contracting Officer Representative.

(c) There are no available buildings or storage areas at the cemetery site for the Contractor to store supplies and/or equipment. All Contractor supplies, materials and equipment brought on site necessary for contract performance shall be removed from the premises at the end of each workday.

(d) The contractor will be responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

A.5.3 INSURANCE & EVIDENCE OF COVERAGE

(a) Prior to commencing work under this contract, the Contractor shall furnish to the Contracting Officer a “Certificate of Insurance” indicating the kinds and types coverage specified in this Section and as elsewhere provided in this contract.

(b) Contractors shall provide proof of insurance, licenses and permits required for contract performance at the time of receipt of notification of contract award.

A.5.4 CONTRACTOR'S RESPONSIBILITIES

(a) The Contractor shall obtain all necessary licenses and permits necessary to perform the work involved and will take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor is responsible for any injury or damage during the performance of this contract including injury to himself/herself, his/her employees, or others.

(b) The Contractor shall be liable for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees' fault or negligence. Contractors shall be responsible for replacement of any cemetery structure, to include turf, curb, road pavement, headstone or marker, valve boxes, control markers, sprinkler heads, which is chipped, marred, damaged and/or ruined at the fault of the Contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed "COR" prior to repair/replacement/installation. Contractor shall obtain guidance from contracting officer or their representative'/e on the use of heavy equipment that will be used to prune the trees throughout the cemetery.

(c) The Contractor shall be responsible for cleaning any cemetery structure that are soiled or stained as a result of contractor's performance.