Instructions to Offerors_Evaluations.docx

ADDENDUM TO FAR 52.212-1 – INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023) (DEVIATION AUG 2025)

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Offerors are responsible for reviewing all provisions and clauses referenced in this solicitation.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation.

A. GENERAL INSTRUCTIONS: This section provides general guidance for preparing the proposal, as well as specific instructions on the format and content of the proposal. The Offeror’s proposal must include all data and information requested and must be submitted in accordance with these instructions. Any Offeror who submits an incomplete package may have its proposal considered to be unacceptable and removed from consideration for contract award. The offer shall be compliant with the requirements as stated in the Solicitation. Non-compliance with the instructions to the Solicitation may result in an unfavorable proposal evaluation and may be grounds to eliminate the proposal from consideration for contract award. By submitting an offer, the Offeror represents that it has read and fully understands all solicitation requirements, including all amendments.

Offeror should thoroughly review the specifications and become familiar with the requirement prior to submitting a proposal. Failure to understand the contract requirements shall not relieve the successful Offeror from performing in accordance with the strict meaning and intent of the specifications. Offerors are strongly encouraged to attend the site visit described herein and to submit any questions within the time frame specified in Section E.

Submission of offerors. Offeror must complete and return a complete package of all items required in two separate documents (Part-I Price and Part II-Technical) prior to the time specified in the solicitation to be considered for award. Offers received after the established response date/time will not be accepted. Offers shall be submitted in electronic format only, in accordance with Section G.

Please review the following items before submitting your proposal:

1. Have you completed and sign the 1449? Contractor must include contractor information in section 17a (Company Name, Address, POC Information, Cage Code) and print/sign/date 30 (a-c) of first page of SF 1449.

2. Have you completed the Price Schedule? Contractor must completely price with the “Unit Price” and Total of CLIN, in SF 1449, Section 1 Price Schedule. Do not leave any CLINs blank.

3. Have you acknowledged any amendment(s), if applicable? Acknowledgment shall be made in accordance with the instructions in each amendment.

4. Have you included the requested information required for responding to the non-price and price evaluation factors? Ensure that all documents required under Section 52.212-2, including licenses, resumes, and staffing/vehicle documentation, are clearly labeled and included in Part II – Technical.

B. TYPE OF ACQUISITION: This acquisition is a competitive solicitation. Award will be made to the offeror who represents the best value to the Government. As specified in the Evaluation provision, this acquisition will be conducted using a lowest-price technically acceptable (LPTA) basis of award.

C. PERIOD OF ACCEPTANCE OF OFFERS: The Offeror agrees to hold prices in its offer firm for a period of sixty (60) calendar days from the closing date of the solicitation. Offers specifying a shorter acceptance period may be rejected as non-responsive.

D. PAST PERFORMANCE: The Government reserves the right to obtain past performance information from any available source and may contact references other than those identified by the Offeror when determining responsibility.

E. POINTS OF CONTACT (POC): Questions and/or concerns may be sent to Contract Specialist Roberto Escobedo, email: roberto.escobedo@va.gov, no later 02/27/2026 @ 1:00PM (PST). No questions will be accepted after the above date/time. Questions shall be submitted in writing via email and shall reference the solicitation number and title in the subject line. Responses to questions will be provided via amendment to the solicitation, as appropriate.

F. Site Visit: A site visit is scheduled for 02/23/26 @ 10:00AM (PST). Vendors shall report to the Administration Building, Fort Rosecrans National Cemetery, 1700 Cabrillo Memorial Drive, San Diego, CA 92106, upon arrival and must arrive on time. Vendors are strongly encouraged to attend the site visit to ensure a full understanding of the requirements. No additional or repeat site visits will be scheduled.

Due to the room size limitations, Offerors are encouraged to notify the Contract Specialist/ COR of their plan to attend. Notification should include Company Name, Address, Names of Attendees, and Phone No. Attendance Notification should be received by the Contract Specialist, email: Roberto.escobedo@va.gov and COR William Richardson email: william.richardson@va.gov no later than 02/20/2026, at 3PM (PST). Information provided at the site visit that clarifies, but does not change, the solicitation requirements will not be issued as an amendment; any change to the requirements will be issued only by written amendment.

G. PROPOSAL SUBMISSION INSTRUCTIONS:

Submission via email to: roberto.escobedo@va.gov Subject line: 36C78626R50071_Company Name Submission deadline: 03/18/2026, 1:00 PM (PST)

Do not make any changes to the files or the format of the files of the Solicitation and any attachments. Offerors who make any changes without prior written consent from the CO may be eliminated from further consideration.

· It is the Offeror’s responsibility to ensure that documents are complete, and submission is viewable/ readable and arrives to the CO/CS by the date and time required. Offerors are advised to allow sufficient time for email transmission and to verify that file sizes do not exceed any email system limits.

· Please complete the price schedule in the solicitation document.

· If any required documents are omitted with submission, the offer may be precluded from further consideration. The Government is under no obligation to request missing information or to conduct discussions.

· The offeror must submit their submittal in two parts. Part 1-Price which includes the complete SF 1449 solicitation and any amendments, if applicable, SBA SDVOSB certification profile, and Offeror’s SAM registration to include Reps and Certs.

· Part-II-Technical which must address all the technical factors in the evaluation criteria below. The contractor must not just repeat the requirements in the PWS but provide the Government with a course of action/plan on how their company will successfully accomplish all the requirements.

(End of Addendum to 52.212-1)

Addendum 52.212-2 EVALUATION – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES. (Nov 2021) (DEVIATION AUG 2025)

(A) BASIS OF AWARD: This procurement is being conducted pursuant to FAR Part 12 and in conjunction with FAR Subpart 15.101-2 using the Lowest Price Technically Acceptable (LPTA) source selection process. The Government intends to award a contract resulting from this solicitation to the responsible offeror who offers the lowest price, whose quoted price is found to be fair and reasonable, and whose quote is found to be technically acceptable when considering the non-price evaluation factors described below. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced or if the proposed price for the basic requirement or any option exceeds the amount of funding available for any of those requirements. Offerors who fail to meet any of the technical acceptability evaluation factors below will be rated Unacceptable and will not be eligible for contract award.

(B) Technical Acceptability Evaluation Factors:

Sub-Factor 1: Offeror must provide a Turfgrass Management Plan showing all turf maintenance operations and application over the course of one year to maintain the turf health and appearance to National Shrine Standards in accordance with PWS 5.4. (Ten (10) pages or less)

Sub-Factor 2: Offeror must provide an Irrigation Management Plan describing overall experience of the company in performing this work and qualifications of technical personnel, training, experience, certifications, and licenses in accordance with PWS 5.6. Irrigation Plan must include plans for irrigation system maintenance and repair. Plan must describe methodologies for water conservation measures utilizing existing irrigation control system and equipment to ensure that irrigation water will be efficiently applied in correct amounts to ensure plant health while reducing water waste. (10) pages or less)

Sub-Factor 3: Offeror must provide a Work Plan including a clear definitive process on how the contractor intends to complete the work involved in accordance with 5.2 of the PWS. The Work Plan must include plans for setting and re-setting upright marble headstones. Offeror must provide a list of subcontractors and work they will perform, staffing plan, schedule of work, and a list of equipment/vehicles, methodology/proposed man hours and mitigation of environment issues.

Identify mandatory Site Manager and include a one (1) page resume with experience, qualification, certifications, training, roles, and responsibilities for all key personnel. Provide resumes of key personnel such as foremen and work leaders that provide daily oversight of work crews. Resumes shall clearly state dates of employment, position titles, and duties performed so that the Government can verify the required minimum of five (5) years of experience in (1) cemetery operations and (2) headstone setting operations in National Cemeteries. List the number of employees and their titles/positions that will be on site on any given date and the work they will be assigned. Include copies of relevant current licenses, permits, and insurance information. (fifteen (15) pages or less)

Sub-Factor 4: Offeror must submit a Site-Specific Safety Plan including daily safety awareness/enforcement per OSHA. In accordance with PWS 4.1.5, 4.1.15, 4.1.16, and 5.4.7.9. Include the proposed on-site Safety officer to be present whenever construction is ongoing and include one (1) page resume with experience, qualifications, certifications, and training for specific duty. (Five (5) pages or less)

Sub-Factor 5: Offeror must provide Contractor Quality Control (CQC) and schedule for inspections in accordance with PWS 1.7.1. Offeror must submit a one (1) page resume of their CQC System Manager to include experience, qualifications, certification, and training for specific duty. (Five (5) pages or less)

Sub-Factor 6: Offeror must provide a draft Comprehensive Grounds Management Plan (GMP) in accordance with PWS 4.1.2. Offeror must include pesticides, herbicides, and fertilizing application schedule with product Safety Data Sheets (SDS). (Ten (10) pages or less)

Sub-Factor 7: Offeror must provide California certifications for all personnel performing the application of fertilizers, pesticides, and herbicides in accordance with PWS 5.5.14.4.

Offerors shall clearly identify each licensed individual by name and license number and provide current copies of all applicable licenses.

(C) EVALUATION PROCESS: Offers will be evaluated in the following manner. The lowest-priced offer will be identified. If the proposed price is found to be fair and reasonable, the offer will be evaluated to determine if the offer takes exception with any of the requirements for this procurement specified in the solicitation. If the offer does not take exception with any of the requirements for this procurement, the Contracting Officer/technical evaluation team will then determine if the first lowest-priced offeror is technically acceptable using the technical evaluation factors applicable to this procurement. If a contract award cannot be made to the first lowest-priced offeror, the Contracting Officer will evaluate the next lowest-priced offer following the procedures described above. This process will continue until a contract award can be made, or the Contracting Officer determines that no contract award can be made. The Government intends to evaluate offers and award a contract without discussions with offerors. However, the Government reserves the right to conduct discussions at any time if determined by the contracting officer to be in the Government’s interest. The Government reserves the right to verify any information submitted in support of the technical factors and may find an offer unacceptable if required documentation is incomplete, inconsistent, or cannot be substantiated.

(D) Price: Price analysis will be used to determine that the prices are fair and reasonable in accordance with FAR Subpart 15.404-1(b). The Government will evaluate price for completeness, reasonableness, and unbalanced pricing.

(E) Options: The Government will evaluate proposals for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a proposal is unacceptable if the option prices are significantly unbalanced or if the proposed price for the basic requirement or any option exceeds the amount of funding available for any of those requirements. Evaluation of options shall not obligate the Government to exercise the option(s).

(End of provision)