Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Network Contracting Office 16 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist Caleb Parker Caleb.Parker@va.gov

PLACE OF PERFORMANCE

1500 East Woodrow Wilson Avenue

Jackson, MS 39216-5116

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method.

The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the VA Jackson, MS health care located at 1500 East Woodrow Wilson Avenue Jackson, MS 39216-5116.

The North American Industry Classification Code (NAICS) is 561730 (Landscaping Services), and PSC code S208 (Housekeeping- Landscaping/Groundskeeping), with a size standard of $9.5 Million.

REQUESTED RESPONSES:

All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information:

1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available.

2. If you are an GSA/FSS contract holder are the referenced services available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable.

3. If you are a NASA SEWP V contract holder are the referenced services available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable.

4. Is your company a contract holder on any other federal contract? If so, please provide the contract number.

5. Socio-economic status of business such as but not limited to (Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.).

6. Is your company considered small under the NAICS code identified in this source sought announcement?

7. Is your company a service provider for the services being offered? If so, can you provide documentation confirming authorization to provide the referenced services being offered per the Statement of Work?

8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available).

9. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside).

Please note that if incomplete responses are received. Lack of documentation proving your business can conduct the services being offered or all questions not being answered within this notice (certificates, licenses, etc.) your response will not be taken into consideration.

CONTACT INFORMATION AND RESPONSE DUE DATE:

Please email all responses to caleb.parker@va.gov. Please respond to this source sought notice no later than 03-10-2026, 2:00 PM Central.

DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice.

Performance Work Statement Grounds Maintenance Service G.V. “Sonny” Montgomery VA Medical Center (GVSMVAMC) 1500 E Woodrow Wilson Drive Jackson, MS 39216

1. OBJECTIVE: The G.V. “Sonny” Montgomery VA Medical Center located in Jackson, MS requires the following services for the facility: Grounds Maintenance Service as required by (and in accordance with) Joint Commission Standards, Occupational Safety and Health Administration (OSHA) Standards, ASME, and other regulations/policies that are applicable.

2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Scope of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. BACKGROUND: The Department of Veterans Affairs, G.V. “Sonny” Montgomery VA Medical Center, has a requirement for providing grounds maintenance services to all outside areas of the facility in accordance with the terms and conditions stated within this Performance Work Statement (PWS). It is the government’s intent to institute a complete grounds maintenance service that will maintain healthy grass, trees, shrubs, plants, and present a clean, neat, and professional appearance.

4. SCOPE OF SERVICES: Services needed under this effort (to include required Deliverables) will be executed for the grounds as described below:

A. MAINTAIN IMPROVED GROUNDS

a. Mow Improved Grounds: Grass shall be cut and maintained for +/- 5.01 acres. Area to include all areas within the attached photo. Grass clippings shall be removed when visible after mowing. Contractor shall maintain the growth of grass height on grounds between 1 to 4 inches depending on the type of grass. Height is a guideline for a neat and professional appearance. All improved grounds shall always look well-manicured.

· Kentucky Blue Grass, St. Augustine – 2 to 3 in.

· Tall Fescue – 2.5 to 3.5 in.

· Bermuda Grass – 1 to 1.5 in.

· Zoysia – 1 to 1.5 in.

b. Edging: Sidewalks, driveways, curbs, and other concrete or asphalt edges located in the improved grounds areas shall be edged (26X) per year/BI-weekly on weeks scheduled for mowing. Areas that require edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs within 0.5 inch of the edged surface and to a depth of 2.0 inches. This work involves +/- 12,065 linear feet of sidewalks, driveways, concrete pads, and curbs.

c. Empty Waste Cans/Police Grounds: The contractor shall perform general trash/litter patrol in all areas. Responsibilities shall include, but not be limited to, the removal and disposal of all natural debris, (leaves, tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris. Contractors shall empty waste cans and police areas during the normal operations (5x) a week/daily at the VA Medical Center. Dispose of all debris at the onsite open dumpster, located behind Logistics back dock. The pavement and concrete areas shall be swept (12X) per year after hours.

d. Pressure washing Services: Pressure washing services will be utilized to ensure the G.V. “Sonny” Montgomery VAMC maintains properly cleaned sidewalks, walkways and entrances. This service will take place (2x) per year, in the spring and fall or at the request of the COR.

e. Repair Damaged Areas: Areas damaged by contractor vehicles, erosion, drought or insect/diseases shall be sodded to meet the standards of the surrounding areas. Current bare areas should be sodded within the first year and maintained throughout the contract.

f. Apply Fertilizer and Perform Pest Identification and Control: The contractor shall perform an effective commercial fertilizer/lime application program for all improved grounds. The Fertilizer application should be (3x) per year for spring, summer and fall applications. Approved fertilizers/lime shall be applied in accordance with the manufacturer’s instructions. The type and amount of fertilizer or lime applied shall be based on results of soil testing for the facility. Soil tests shall be conducted by the state land management university or equivalent commercial soil laboratory; such tests are the responsibility of the contractor.

During performance of ground maintenance services, identify pests and perform pest control. The contractor shall develop an Integrated Pest Management Plan (IPM) for approval. The IPM plan will require the contracting officer’s approval. The contractor’s IPM plan shall establish the strategy and methods for conducting a safe, effective, and environmentally sound pest management program. Treatment of pests that may damage any portion of grounds shall be in accordance with federal and state regulations. Any pesticides shall be applied by Mississippi state-certified personnel.

g. Trimming/Pruning: Contractor shall prune trees in improved areas on an annual cycle. Trees and shrubs are to be trimmed (1x) per month/12X per year to ensure trees/shrubs maintain their natural shape or form. Pruning shall be accomplished in accordance with industry (ANSI Z133.1 - 1994) standards. Class II medium pruning shall be used in general on all trees. Class IV pruning shall be used only for lifting, removal, and/or cutback of branches that conflict with normal traffic or safety in the vicinity of the trees. Minimum safety clearance is 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, and 4 feet from buildings. Other trees shall be pruned on an as-required basis to provide safety, clearances and/or to prevent structural damage. Topping and de-horning shall not be permitted. Trimming/pruning of trees around utility poles/power lines is the responsibility of the contractor. Notify the COR when trimming/pruning around utility poles/power lines is needed. Shrubs, small trees, and other plants shall be maintained according to the American Society of Landscape Architect's standards. They shall be pruned as required to maintain their natural growth characteristics. Shrubs and small trees shall be trimmed and pruned to enhance the beauty and health of the plant. Hedges shall be maintained to their natural mature height and shape. Broadleaf evergreens and flowers beds shall be hard pruned/minor pruning annually or as required maintaining clearances of minimum of 3 inches from buildings, sidewalks, or other obstructions.

h. Maintain Bedding and Planted Areas: Contractor will remove all existing materials used in bedding and planted areas (pine straw). The contractor will then install a weed barrier and mulching which will consist of (Black Rubber).The mulch will be cleaned (1x) every month. The bed should stay clean and healthy. This includes fertilizing, watering, edging, eliminating weeds, and maintaining the mulch. Shrubs that are damaged will need to be repaired or replaced. All weeds shall be removed or eradicated by hand. If beds need a fresh layer of mulch, this will be at the contractor’s expense to maintain a 3–4-inch thickness. This will be checked with a yardstick for compliance.

Cleaning of mulch will include but is not limited to:

· Regularly remove any weeds, leaves or sticks to keep mulch looking clean.

· Rake rubber mulch to loosen layers that may have become compacted over time.

· Spray mulch with water to remove any dust or dirt that may have collected on the mulch.

· Replace any mulch that has been displaced.

· Use a leaf blower to clean out leaves or debris from mulch.

· Wash mulch by sprinkling environmentally friendly soap on the mulch covered area and spraying with a hose.

· Pressure wash the mulch with warm water to help clean grime and dirt stuck on the rubber.

i. Dead Trees and Shrubs: Shrubs and trees that must be removed due to damage or death shall be pulled up by the roots and removed completely. New like-kind plants shall be replanted in the existing place at the contractors expense.

B. ROCK REMOVAL and SODDING

a. Remove Rocks: Remove the 6” deep limestone base around the concrete slab at the front of the hospital and backfill for sod placement. See estimated workload data for quantity.

b. Sodding: Contractor will be required to use sod to cover any barren areas or repair damage due to contractor equipment, erosion, etc.

C. IRRIGATION

a. Irrigation: Contractor will have survey of entire irrigation system conducted. Contractors will be responsible for all costs in repairing and maintaining the irrigation system on campus. Current system is installed but not completely operational. Contractor will be responsible for all costs to install any additional irrigation needed in areas that are absent of but needed for proper maintenance of grounds. Contractor will supply the COR with a complete map of the irrigation system (all heads, piping routes, controllers, etc.)

D. REPORTING AND PERSONNEL

a. Weekly Reports: Contractor shall provide a weekly plan for any work to be done as well as a weekly follow up report that shows the work that was done. This report will include pictures and responses to any issues that need to be addressed. Invoices will be paid for the work that has been completed.

b. Local Personnel: Contractor shall provide local representation for timely response to any complaints. Local representatives should always be present when staff are on site working and should have experience of landscape maintenance. The COR should not walk around the site daily and inform the contractor of their obligations.

E. INVOICING: Invoices will be paid based on work completion. Any work not completed will be De-obligated at the end of the contract.

F. DEOBLIGATED WORK:

a. CLC Courtyard: The CLC courtyard will be under construction at some point. The work that will be done in this area will need to be de-obligated from invoicing. See estimated workload data for size of the courtyard.

b. Loading Dock: The area in the loading dock will be under construction at some point. The work that will be done in this area will need to be de-obligated from invoicing. See estimated workload data for size of the loading dock.

G. PERFORM SNOW/ICE REMOVAL:

a. Basic Services: The contractor shall remove snow and ice from all paved areas (roads and parking lot), sidewalks, steps, stairs, landings, and entrance ramps. The snow/ice removal service will take place (3x) per year/per event of inclement weather. Priority walkways include 1) main entry into the hospital, 2) west entry near the Emergency Department, 3) ramp entry into the Emergency Department, 4) Research and Education entryway, and 5) personnel entryway into Logistics Admin and I-Wing. The contractor shall ensure a pathway of 3 feet wide is free of snow/ice accumulation, piles, or drifts by removing all snow and ice from sidewalks, steps, landings and entrance ramps. The contractor shall remove snow/ice, including drift or piles, from all remaining paved surfaces such as roads and parking lots. Snow/ice shall be removed from walkways when accumulation exceeds one (1) inch or within one (1) hour after snowfall stops.

b. Remove Ice: The contractor shall immediately remove ice to provide secure footing or safe driving conditions by the snow removal operation, or by applying ice melt or sanding with washed sand. The contractor will provide de-ice/sand material and shall remove and dispose of excess sand accumulation.

H. DELIVERABLES

a. Weekly work plan and follow-up report with photos.

b. Soil test results and fertilizer logs.

c. Pest control reports and IPM plan.

d. Irrigation system diagram and repair logs.

e. Snow/ice removal event logs.

I. Performance Requirements Summary:

pesticides are applied.

free of weeds, grass, and debris.

conditions.

usage is reported to base officials

J. Estimated Workload Data

5. PLACE AND PERIOD OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at G.V. “Sonny” Montgomery VA Medical Center, 1500 E Woodrow Wilson Drive, Jackson, MS 39216. This project, as encompassed by the final contract when executed, will consist of a base year (1 October 2026 to 30 September 2027) plus 4 option years of service for the facility. Contract performance will end when the contract is successfully completed. Contract type is firm fixed price.

6. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below.

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented.

7. PERSONNEL PERFORMING WORK/SERVICES: Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully accomplish the following: Grounds Maintenance Service. No unqualified individual shall be allowed to perform maintenance and/or repair of any equipment under this contract. Technicians, providers, and personnel who will be performing work, executing services, and completing required Deliverables shall possess the following qualifications and submit copy of license:

A. Mississippi Landscape Contractor License B. Mississippi Pesticide Applicator License C. Mississippi Irrigation/Sprinkler Contractor License

8. KEY PERSONNEL

During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Scope of Work and covered by the final contract.

9. DELIVERABLES:

10. RECORDS MANAGEMENT

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

1. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

1. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

1. G.V. Sonny Montgomery VAMC (GVSMVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

1. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

1. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

1. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy.

1. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract.

1. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

1. The GVSMVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

1. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704: “Records Management for Everyone” [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

1. Flow-down of requirements to subcontractors:

11. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

11. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

11. OTHER REQUIREMENTS:

11.1 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel.

11.2 Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor.

11.3 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

11.4 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed.

11.5 VA authorized personnel who may contact contractor for repair service (Note: names will be provided but are subject to change)

Contracting Officer Representative Facility Operations Supervisor Contracting Specialist

11.6 Warranty: Contractor shall provide a one (1) year warranty on all equipment/services covered in this contract.

Sources Sought Notice