Instructions for Combined solicitation Fort Sill.pdf

RFQ FOR COMMERCIAL ITEMS

GENERAL INFORMATION

Document Type: Combined Synopsis Solicitation

Solicitation Number: 36C78621Q0203

Post Date: 6/25/2021

Original Response Date: 07/26/2021 at 14:00 pm EST

Applicable NAICS: 561730

NAICS Size Standard: $8 Million

Classification Code: S208

Set Aside Type: Service Disabled Veteran Owned Small Business

Period of Performance: Base year plus 4 option years

Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration, Contract Services 155 Van Gordon Street, Suite 510 Lakewood, CO 80228

Place of Performance: Fort Sill National Cemetery 2648 NE Jake Dunn Elgin, Oklahoma 73538

Attachments:

• Fort Sill Performance Work Statement

• Fort Sill Schedule

• Fort Sill Attachments

• Wage Determinations No. 15-5313 Rev 13 Dated 6/01/2021

This is a combined synopsis/solicitation for commercial items 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 Quote (RFQ), solicitation number 36C78620Q0203.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2021-05 Effective 10 March 2021.

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.

The U.S. Department of Veterans Affairs, National Cemetery Administration, anticipates the award of a Requirements IDIQ Contract with estimated quantities and firm fixed unit prices.

Scope: The contractor shall be responsible for providing grounds maintenance services, to include, but not limited to mowing, trimming (features, plantings and headstones), edging (features and flat markers), weed control, and fertilizing at the Fort Sill National Cemetery located in Elgin, Oklahoma.

PRICE SCHEDULE: Contractor shall provide all labor, supervision, material, equipment, tools and supplies to provide grounds maintenance services at Fort Sill National Cemetery following National Cemetery Administration standards. Units and services to be in accordance with Performance Work Statement, Technical Specifications, and the Terms and Conditions contained in this solicitation.

The schedule price shall be all-inclusive, including all labor, equipment, materials, and supplies to complete the Contract Line Item (CLIN). Offerors shall enter unit price and total amounts for each CLIN as indicated in the schedule. In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended bid price and the total of the CLINs will be recomputed accordingly. Offeror is to understand the quantities stated in the schedule are estimates for pricing purposes only.

Responses to this Request for Quotes (RFQ) are due to the Contracting Officer no later than 14:00 pm Mountain Standard Time (MST) on 07/26/2021. Responses to this announcement will result in a Requirements IDIQ Contract with estimated quantities and firm fixed unit prices and the Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at https://beta.sam.gov/.

All questions regarding this solicitation are to be submitted to the contracting officer, via email, no later than Tuesday, July 13, 2021. Questions pertaining to this announcement shall be sent by email to: kelly.rima@va.gov . Questions will not be addressed using the telephone.

One site visit is scheduled. The site visit will be held on Tuesday, July 6, 2021 at 13:00 Central Time. To confirm your attendance, please contact Bruce Abernathy in advance at Bruce.Abernathy@va.gov .

QUOTE FORMAT AND SUBMISSION INFORMATION:

Quotes shall be submitted via email ONLY: Kelly.Rima@va.gov

Evaluation Process:

The Government will award a firm fix contract, using FAR Part 13, Simplified Acquisition Procedures. The award will be made to a Contractor whose offer is the most advantageous to the Government, considering the administrative cost of service. Offeror will be evaluated by utilizing https://beta.sam.gov/ mailto:kelly.rima@va.gov mailto:Bruce.Abernathy@va.gov mailto:Kelly.Rima@va.gov a comparative evaluation of offers. Although the evaluation of an Offeror and award of a contract will be made without discussion, the Government nevertheless reserves the right to conduct discussions if the Contracting Officer determines it to be necessary.

Quotes will be evaluated by performing a direct comparison of one offer with another in a uniform manner to determine which quote provides the government with its needs, as identified in the RFQ. The government reserves the right to consider a response that offers more than the minimum and select that response if it provides a benefit to the government. The government has the discretion to accept other than the lowest priced offer that provides additional benefits. The government also has the discretion to make an award based on whether the lowest priced of the quotations/offers having the highest past performance rating possible represents the best benefit to the government.

QUOTE CONTENTS:

Two volumes should be submitted. Volume 1 is Pricing and Volume 2 is Technical.

-Volume 1 - Pricing

• Offer letter on Company letterhead which includes the following:

o Legal Business/Company Name (as listed in www.sam.gov ) o DUNS Number o Point of Contact/Authorized Negotiator o Telephone number for contact o Email address for contact person o List any exceptions to the requirements.

• Yellowstone Schedule of Services with Quoted amounts.

-Volume 2 - Technical Package for Evaluation

• One (1) Technical Proposal that addresses the 3 Evaluation Factors and the Performance

Work Statement (PWS). Volume 2, Technical package cannot exceed 45 pages.

o Technical/Management Capabilities

i. Key Personnel o Performance Plan and Scheduling o Staffing Plan and Equipment

Technical Package: The Technical package shall include a detailed narrative that describes the Contractor’s approach to meeting the contract requirements by addressing each of the technical factors and sub-factors. Offer shall be evaluated in accordance with the criteria contained in this solicitation and on how well the Contractor’s approach meets or exceeds the Government requirements. Failure to provide the required narrative will result in the Contractor being considered nonresponsive. Specifically, address the following:

Factor 1: Technical/Management Capabilities The detailed Technical/Management section shall specifically address all technical and management requirements set forth in this Request for Proposal (RFP) including any exhibits or amendments.

• Contractor shall submit experience/expertise with the Cemetery grounds maintenance:

http://www.sam.gov/ o Lawn Maintenance: Mowing, Trimming and Edging.

o Sod Replacement and/or Seeding.

o Fertilizer and Weeding.

o Trash and Debris Removal.

o Leaf Collection.

o Operation of equipment in the vicinity of headstones and other objects (man-made or natural)

• Provide relevant information that shall demonstrate the technical and/or managerial qualifications of key personnel you propose to use in accomplishing the contract.

Qualifications of technical personnel shall be listed with training, experience, and certifications (e.g. licensed Pesticide Applicator). Demonstrated qualifications and experience for each individual should be included in this sub-factor in the form of a resume, not to exceed two pages in length for each of the individuals identified. Key personnel are construed to include those individuals who will directly manage, supervise or oversee on-site contract performance, or who will provide technical advice and guidance to contractor personnel, or who will serve as a liaison between your company and cemetery staff, including the Contracting Officer’s Representative(s) (COR). The key personnel shall include (at a minimum) the Onsite Supervisor. Offerors’ Onsite Supervisor must have not less than five (5) years of experience as a direct supervisor of either turf renovation or installation projects; or grounds maintenance operations that included mowing, trimming, edging, and cleanup in industrial, commercial or public sites. Identify exactly what each key person will be doing for the contract. Offerors shall detail the management availability during contract performance.

• Identify alternate key personnel as backup for key personnel. You may identify other personnel as “key” if, in your opinion, these personnel will have substantive impact in the technical or contract management aspects of contract performance.

• Offerors shall provide or demonstrate the ability of obtaining before commencement of contract performance, all licenses, permits, insurance information and other certifications (i.e., any herbicides/insecticides and chemicals proposed) to perform the contract.

Factor 2: Performance Plan and Scheduling Describe the methodology to be implemented to accomplish the requirements of the PWS and detail how the proposed approach will effectively achieve each performance objective. A statement, such as, “the Offeror will abide by all contract requirements” is not acceptable for determining technical acceptability.

Offerors shall provide a narrative specifying how allowances have been made for weather delays, holidays and burial services; the days of the week and the hours of operations.

NOTE: Technical capability will be evaluated to determine the extent to which it demonstrates a clear understanding of all features involved in performance of the requirements identified in the PWS. The narrative should not simply restate the

Government’s requirements, but it should describe, in detail, how the Offeror intends to meet the requirements.

Factor 3: Staffing Plan and Equipment

• It is mandatory that Offerors be solely responsible for performing the contract. Offerors shall describe the proposed staffing plan with any subcontracting. Offerors shall justify why the range (i.e. quantity) of proposed staff is appropriate to complete the work within the given Period of Performance. Offerors shall indicate how long it will take to fully staff the contract and how peak workloads, overlapping or simultaneous task assignments, and sick and vacation leaves will be covered and other contingency plans to manage resources.

Additionally, Offerors shall include a discussion of how their personnel are allocated per task, how the Offeror plans to retain the proposed staffing levels, information on turnover rates, and related recruiting efforts.

• Offerors shall provide a thorough list of equipment, vehicles, supplies, products and materials that they propose to use under the contract. Equipment model, type, and age should be addressed for work to be performed with and explanation on how the proposed method selected is more beneficial to the Government. This list shall include any equipment being provided by a proposed subcontractor.

Price: Proposed price will be evaluated for Reasonableness and Realism.

The Government reserves the right to reject all proposals if doing so is in the best interest of the Government.

Solicitation Provisions and Contract Clauses

The full text of FAR/VAAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

https://www.va.gov/oal/library/vaar/

FAR 52.209-7 Information Regarding Responsibility Matters (Oct 2018) FAR 52.212-1 Instructions to Offerors – Commercial Items (Jun 2020) FAR 52.212-3 Offeror Representations and Certifications-Commercial Items (Feb 2021) FAR 52.223-1 Biobased Product Certification (May 2012) FAR 52.233-2 Service of Protest (Sept 2006) VAAR 852.233-70 Protest Content /Alternative Dispute Resolution (Oct 2018) VAAR 852.233-71 Alternate Protest Procedure (Oct 2018) VAAR 852.270-1 Representatives of Contracting Officers (Jan 2008)

Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 “Offerors Representations and Certifications – Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

http://acquisition.gov/comp/far/index.html https://www.va.gov/oal/library/vaar/ http://orca.bpn.gov/

The following solicitation clauses apply to this acquisition:

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items (Oct 2018) applies to this acquisition.

Addendum to FAR clause 52.212-4, Contract Terms and Conditions – Commercial Items (Oct 2018):

FAR 52.203-16 Preventing Personal Conflicts of Interest (Jun 2020) FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (Jun 2020) FAR 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (May 2011) FAR 52.216-18 Ordering (Oct 1995) (October 1, 2021 through September 30, 2026) FAR 52.216-19 Order Limitations (Oct 1995) FAR 52.216-21 Requirements (Oct 1995) (TBD) FAR 52.217-8 Option to Extend Services (Nov 1999) (15 days) FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000)(30 days)(5 years) FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (Sep 2013) FAR 52.228-5 Insurance – Work on a Government Installation (Jan 1997) CL-120 Supplemental Insurance Requirements In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers’ liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $250,000.00 per person; $500,000.00 per occurrence and $100,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause) FAR 52.232-18 Availability of Funds (Apr 1984) FAR 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) FAR 52.237-3 Continuity of Services (Jan 1991) VAAR 852.203-70 Commercial Advertising (May 2018) VAAR 852.215-70 Service Disabled Veteran Owned and Veteran Owned Small Business Evaluation Factors (Jul 2016) (Deviation) VAAR 852.232-72 Electronic Submission of Payments Requests (Nov 2018)

The clause at 52.212-5 “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (Jan 2021) applies to this acquisition. The following subparagraphs of FAR 52.212-5 are applicable: (b)(1), (b)(4), (b)(7), (b)(8), (b)(9), (b)(14), (b)(16), (b)(18), (b)(19), (b)(21), (b)(22), (b)(27), (b)(28), (b)(29), (b)(30), (b)(31), (b)(32), (b)(33), (b)(34), (b)(35), (b)(36), (b)(44), (b)(50), (b)(51), (b)(58), (b)(62), (c)(1), (c)(2), (c)(7), and (c)(8).

(c)(3) 52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)

Employee Class

Monetary Wage – Fringe Benefits

Laborer, Grounds Maintenance WG3 $15.34 + $4.54