Attachment K - Q-A - 36C78624R50078 - Nashville NC GM.pdf

36C78624R50078 - Nashville NC Grounds Maintenance - Ques�ons and Answers:

1. Q: Can the government clarify the intended period of performance? The price-cost schedule shows an April 1, 2024, start date, while page 4 of the SOW shows a July 1, 2024, start date.

Q: Should the periods of performance be adjusted to the dates in the PWS or stay on 1 April?

A: The intended period of performance for the base year is 01 July 2024 – 30 June 2025. A revised Atachment A – Price-Cost Schedule is atached to the solicita�on amendment pos�ng and reflects this correc�on.

2. Q: Should the unit of measurements for CLIN 0006 be square feet since the CLIN descrip�on states Soil Prepara�on and SOD installa�on by square footage, or does each represent a certain amount of square footage?

A: Unit of measure for CLIN 0006, Soil Prepara�on and Sod Placement, is by square footage. The UoM on Atachment A – Price-Cost Schedule has been updated to reflect ‘SF’.

3. Q: Should CLINs marked “Construc�on,” including CLINs 0011, 0012, 0014, 0015, 0016, 0017, 0018, and 0019, be priced using the Davis Bacon Wage Determina�on? Can the government confirm the appropriate labor categories are Laborer: Common or General and Operator:

Backhoe/Excavator/Trackhoe?

A: CLINs on the price-cost schedule labeled ‘Construc�on’ shall use the applicable Davis-Bacon Wage Determina�on (Atachment E), and the CLINs labeled ‘Services’ shall use the applicable Service Contract Act Wage Determina�on (Atachment D). Regarding labor categories, it is the Contractor’s responsibility to review the Statement of Work (SOW) and atachments and to select the appropriate labor category(ies) to perform the requirement.

4. Q: Can you determine what �tle and pay rate headstone work will be paid under?

A: Regarding labor categories, it is the Contractor’s responsibility to review the Statement of Work (SOW) and atachments and to select the appropriate labor category(ies) to perform the requirement.

5. Q: The SOW descrip�on for CLIN 0001 Daily Cemetery Grounds Maintenance Services is very broad and includes storm/snow removal, leaf removal, trash and debris removal, and street sweeping/blowing. These services are all very different in terms of equipment, materials, and �me needed to complete each service. Rolling them into one CLIN will pose a challenge for pricing. Would the government consider separa�ng these into separate CLINs?

Q: A3.1 It is assumed these tasks are to be priced in CLIN 0001. What is the preferred method of snow and ice mi�ga�on? Brine, rock salt, snow plowing? Is there an interest in the less caus�c magnesium chloride versions?

A: Separate CLINs will not be added. The Contractor shall thoroughly review the Statement of Work and price accordingly. Addi�onal clarifica�on regarding snow events has been added to the SOW.

Two (2) snow events are an�cipated annually. Upon coordina�ng with and receiving approval from the COR, the Contractor shall pre-treat all roadways and walkways prior to the snow event with salt up to twice annually. A�er the snow fall or ice weather event, the COR will authorize removal of snow and ice on all roadways, walkways, sidewalks, and commital shelter up to twice annually. Quality standards are met upon the complete clearance of all snow and ice on roadways, walkways, and shelter, ensuring safety for visitors and staff.

6. Q: The pricing schedule shows 30 occurrences of edging, but the SOW states edging should occur weekly during the growing season. If the growing season is March through October, there would be at least 32 edgings. Can the government confirm the total quan�ty of edgings and the growing season?

Q: The pricing schedule shows 30 occurrences of trimming, but the SOW states trimming should occur with all mowing cycles. Should the quan�ty for trimming be 40?

Q: Atachment A – Line-Item Number 0002 has a QTY of 40 and Items 0003 and 0004 have QTYs of 30. Typically, you do not mow without trimming are these QTYs correct?

A: The quan��es listed on the price-cost schedule are es�mated. Services listed on the schedule are determined as a need to maintain shrine standards for the Nashville Na�onal Cemetery. Through planning mee�ngs with the COR, determina�on of ‘need’ will be determined and authorized to maintain aesthe�c appearances. During the start of the growing season, drought condi�ons, and Fall transi�on, the COR and CO will determine prac�cal need to maintain shrine standards. These circumstances may require only a mowing cycle without trimming or edging services. The CO and COR will provide writen no�ce to the Contractor to ensure advanced planning.

7. Q: The pricing schedule shows two quan��es for CLINs 0007-0010; however, the SOW states that once a year or at the direc�on of the COR, pressure wash the exterior of two structures (one shelter, Rostrum, and columbarium). Can the government confirm the total number of �mes a year for this service and the accurate quan�ty for the pricing schedule?

A: The quan��es listed on the price-cost schedule are es�mated. For the men�oned CLINs (0007-0010), the Government es�mates these will be performed twice a year.

8. Q: SOW A.3.2.1 9 and 10 states: Where a water system exists, Contractors may use the system to assist in turf establishment. In areas where water system is not available or inoperable, Contractor must provide mobile water supply and a portable watering system with output hose to effec�vely and efficiently water turf areas. Faulty water main supply valves are the Government’s responsibility. Contractors must no�fy COR immediately of any cemetery water line leaks, breaks or issues. Is the contractor required to perform the services noted in these paragraphs, or was this narra�ve included in error?

Q: A.3.2.1 Page 13 – What is the current acreage that does not have a water system available or is inoperable and will need hand watering?

Q: Is there an irriga�on system? Does it cover all sec�ons? Is it opera�onal in all sec�ons?

A: En�rety of cemetery acreage currently does not have an opera�ng water system to cemetery spickets or irriga�on system. Contractor will have access to at least two opera�onal spickets located at the maintenance facility for turf establishment and watering.

9. Q: There is no SF 1449. Will this form be issued? Or do we just acknowledge the RFP and date of issue as part of the document narra�ve.

A: This is a combined synopsis/solicita�on so a SF 1449 will not be generated for the solicita�on. Offers must acknowledge receipt of this amendment by the �me of submission by submi�ng separate leter or electronic communica�on which includes a reference to the solicita�on and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED

AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE

SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER.

10. Q: Can the government confirm that tree pruning above 15’ is not required?

Q: Will tree work require pruning and maintaining trees above the 15' canopy. Will the use of a boom truck or climbing above 15" be required to maintain trees per SOW?

A: During any tree pruning, Contractor is to be aware of maintaining the trees natural shape and appearance and shall not remove any unnecessary parts (leaders, branches, etc.) of the tree. In li�ing the botom branches of trees for under clearance which shall be fi�een (15) feet, care shall be given to symmetrical appearance, and cuts should not be made so large that they shall prevent normal sap flow. Trim the tree high enough to allow sunlight to penetrate the trunk some�me during the day. Contractor shall be responsible to determine how the work is to be performed within the specifica�ons.

11. Q: Is the contractor required to law pine straw mulch? Can the government provide the square footage, frequency, and associated CLIN if so?

A: Please review Sec�on A.4.6.3 of the SOW for the only �me when the Contractor shall provide hardwood mulch. Pine straw mulch is not in the SOW.

12. Q: Can the government confirm that all the tasks listed in SOW A.3.1 General Tasks should be priced under CLIN 0001 – Daily Cemetery Grounds Maintenance Services?

A: Yes. A thorough review of the Statement of Work is encouraged.

13. Q: Can the government confirm that weeding of plants beds is included in CLIN 0013 Monthly Pruning?

A: Yes

14. Q: We kindly request a map of the site, reflec�ng a visual representa�on of the headstones in each sec�on or an es�mated number. Despite atempts to search for this informa�on on Google, the website, and through direct office calls, we have not been successful.

A: Number of headstones per sec�on is not available. Nashville Na�onal Cemetery currently has approximately 36,000 headstones and 3,100 flat markers. An overall layout map is atached (Atachment G) separately to this solicita�on amendment. Offerors are urged and expected to inspect all sites where services are to be performed and to sa�sfy themselves regarding all general and local condi�ons that may affect the cost of contract performance.

15. Q: Can you please provide electronic copies of the following references:

Q: I am also reques�ng copies of the following handbooks:

- Na�onal Cemetery Administra�on Na�onal Shrine Commitment Opera�onal Standards and Measures (Version 5.1 July 2014 or the most current version),

- Handbook 3120: Interment Area Layout,

- Handbook 3410: Integrated Pest Management Procedures for VA Na�onal Cemeteries,

- Handbook 3420: Turfgrass Maintenance in VA Na�onal Cemeteries,

- The most current Organiza�onal Analysis and Improvement Guide (OAI),

- NCA Environmental Management System (EMS).

A: Na�onal Cemetery Administra�on Na�onal Shrine Commitment Opera�onal Standards and Measures (December 2023) and Handbook 3120 are atached separately. Standard Opera�ng Procedure – 41-SOP-21 – Turfgrass has replaced Handbook 3420 in the SOW and is atached to the solicita�on amendment separately. Handbook 3410, OAI and EMS references have been removed from the SOW.

16. Q: Company Informa�on (Volume A) - Please clarify what are the specific ‘applicable licenses and insurance documenta�on to provide the services required in the solicita�on”?

A: Please review the combined synopsis/solicita�on document which contains informa�on about insurance. Contractor shall abide by all local, state, and federal laws and regula�ons. If the labor category requires a license or cer�fica�on, a copy must be included in the Offeror’s submission.

17.Q: Factor 1: Technical Proposal (Volume B) - Please provide more details with respect to GANTT charts – If these charts are to be provided as previous examples or for the work schedule for RFP – “Grounds Maintenance Services”?

A: Gant Chart is to reflect this requirement and is to cover items including but not limited to tasks, �melines, responsibili�es, and posi�ons.

18. Q: We are performing independent research on the Combined Synopsis/Solicita�on (QSE36C78624R50078). We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

Q: It is our understanding that the current RFQ is a combina�on of 3 different contracts. Could we have the contract numbers for and value of each contract?

A: This is consolida�ng three (3) requirements (grounds maintenance, headstone/marker and interment services). The following is informa�on on those 3 contracts:

Grounds Maintenance – 36C78618D0217 – Contract value at �me of award: $2,449,658.66.

Interment – 36C78619D0118 - Contract value at �me of award: $1,144,213.00.

Headstone/Marker – 36C78619D0119 – Contract value at �me of award: $706,470.20.

19. Q: Is there a summary of quan��es for the cemetery for example: total SF of roads, total LF of curb, total LF of perimeter wall?

A: No, this informa�on is not available. Offerors are urged and expected to inspect all sites where services are to be performed and to sa�sfy themselves regarding all general and local condi�ons that may affect the cost of contract performance.

20. Q: Is the turf that will need mowing of 64.5 acres accurate?

A: Current and historic data supports this as the accurate acreage for Nashville Na�onal Cemetery.

21. Q: CLIN 1 Daily Cemetery Grounds Maintenance – Please list the daily opera�ons that the Gov wants included in this CLIN unless the General Tasks under A.3.1 are the only daily requirements that need to be priced under CLIN 1.

A: A.3.1 specifically lists requirements specific to pricing obliga�ons associated to CLIN X001. A thorough review of the Statement of Work is encouraged.

22. Q: Can you specify which CLINs will be included on the first task order/purchase order?

A: No. The first task order will at least cover the guaranteed minimum, but the exact CLINs and quan��es for the first task order is unknown at this �me.

23. Q: A3.1.3 – Leaf removal is required int this sec�on. What line item in Atachment is to be used for pricing of the leaf removal?

A: This work is part of CLIN 0001, Daily Cemetery Grounds Maintenance Services.

24. Q: A3.1.9 – What are the total number of Upright markers that are to be trimmed?

A: Approximately 36,000

25. Q: A#.1.9 – What are the total number of flat markers that are to be trimmed?

A: Approximately 3,100

26. Q: PWS 3.3.3.1 – Is weather-zyme to be used all stones that are cleaned or just stones that are “heavily stained”?

A: Each headstone authorized by the COR to be cleaned shall follow the procedures in the SOW.

The 5:1 diluted weather-zyme shall be applied to the en�re surface area above the grade of turf abundantly to ensure absorp�on of the product to the porous material (granite/marble).

27. Q: PWS 3.3.3 – To clarify, pressure washing of the stones is not required in cleaning of the stones?

Q: Are any sec�ons of headstones to be pressure cleaned prior to weatherzyme treatment, or are all stones to be brushed cleaned only?

A: Strict adherence to the SOW is required during the execu�on of the contract. Power washing headstones is not allowed.

28. Q: 4.2.3 – It appears that “bump and run” as well as tradi�onal R and R are used in this sec�on, of the 400 Qty of line item 0016, how many of this total is done by ‘bump and run”?

A: CLIN 0016 covers the raising, lowering, realigning, rese�ng, backfilling and cleaning of exis�ng headstones, and the quan�ty on the price/cost schedule is a good faith es�mate which covers all. There is not a separate es�mate for each one.

29. Q: Who is responsible for vegeta�on maintenance along the CSX railway?

A: CSX Railway

30. Q: What is the right of way (ROW) distance off the tracks?

A: Nashville Na�onal Cemetery property begins at 20 feet from each track.

31. Q: It has been observed that vegeta�on along the rail corridor is in very close proximity to some headstones and appears to be overgrown, does this need to be remediated? If this requirement is held by the contractor, what is the standard for railway corridor vegeta�on maintenance?

Q: Should the price to bring the vegeta�on along the corridor to standard be included in CLIN 0013, or will it be task order driven?

A: CSX railroad property is not part of this requirement. A thorough review of the Statement of Work is encouraged.

32. Q: During the site visit it was discussed that the awardee may not be able to use the storage facili�es that are currently being used. It would be of best value to the government to allow the awardee to be able to use the facili�es because of the cost that would be incurred for containers and fencing. Due to fairness of everyone being able to bid on the same items could the government make a defini�ve decision as to the awardees ability to be able use the current facili�es and rather or not temporary fencing will be able to be used to secure the outside area if the interior facili�es are not going to be able to be use?

Q: Are there restrooms available for contractor use?

Q: Will the government provide restroom facili�es? If not, is there a loca�on where the contractor can place port-a-lets?

Q: Will the government provide a storage facility for the contractor’s equipment?

Q: Is there a government designated area to mix chemicals on site?

Q: If the contractor is required to provide its own facili�es, what is the size and shape of the government provided yard?

Q: A.2.4 Page 5 Opera�ons and Storage – Is there a current area available for contractor storage of equipment?

A: Contractor will have access to the three (3) front bays, two (2) back bays, break room and locker room/restroom por�ons of the maintenance building. Contractor shall maintain these areas and facili�es with appropriate daily hygiene and cleanliness. The remaining por�on of the building is for government use only. If the Contractor chooses to place addi�onal portable restrooms in the laydown area, they shall be placed out of sight from visitors behind the maintenance building. Contractor is not authorized to u�lize public restrooms as these are maintained daily for visitor usage. Contractor shall abide by OSHA safety for storage and general housekeeping; failure to maintain area appropriately may result in Government refusing usage of areas. Reasonable usages of water and electricity are available. Contractor will not have access to thermostats as this is paid by Government. Government is not responsible or subject to any claim for any equipment lost, stolen or damaged while storing equipment at this facility.

Contractor shall keep bay doors closed when not in use. Throughout the life of the contract, Contractor may need to share outside laydown area with other contractors performing onsite.

See Atachment F – Contractor Laydown Map.

33. Q: How many granite markers are there that will need to be cleaned?

A: Nashville Na�onal Cemetery has approximately 3100 flat granite markers. It will be the determina�on of the COR to authorize cleaning of markers (upright or flat) that require this service.

34. Q: CLIN 5 – Is the qty listed of 20,000 the number of headstones that will need to be cleaned at each event or is it 10,000 per event 2 �mes a year to equal the 20,000?

A: The quan��es on the price-cost schedule are es�mates. The number of headstones to be cleaned will be determined on the funded task orders, and the COR will determine the sec�on(s) or specific headstones.

35. Q: A.3.4.2 – Number 3 – Please explain sunken gravesites repairs shall have new sod installed every two weeks. Is the Gov wan�ng new sod installed just once per sunken gravesite repair unless the sod doesn’t take or is the Gov wan�ng new sod installed every 2 weeks as stated?

Q: A.3.4.2 #2. What does “Sunken gravesite repairs shall have new sod installed every two weeks”, mean?

Q: A.3.4. Please confirm the expecta�on is to use new sod when performing site restora�on on burial excava�ons?

A: If COR determines exis�ng sod is not reusable prior to repair of a sunken gravesite, new sod shall be placed on gravesite utilizing CLIN X006, Soil Preparation and Sod Installation. COR will authorize use of new sod if plug or existing turf is not appropriate for utilization. The requirement is to ensure sod is ordered/delivered within a 2-week period to avoid a bare spot a�er the sunken gravesite repair and support the requirement of establishing turf within 30 days during the growing season.

36. Q: A.4.6.2. 4, “On occasion, there will be a requirement to reposi�on a vault or casket to accommodate the burial of a subsequent decedent. The contractor is responsible for the reposi�oning of a vault or casket. The Cemetery Director must directly supervise the process.”

Does this process require specialized tools and equipment?

A: A vault li�ing device shall be used and provided by the Contractor.

37. Q: Will concrete pre-set vaults need to be relocated on occasion?

A: Historic Na�onal Cemeteries have used a variety of vaults to include concrete.

38. Q: What type of reposi�oning has been required in the past?

A: No specific data is available. Na�onal Cemeteries on occasion reposi�on a vault to accommodate a veteran or addi�onal eligible family member in a gravesite.

39. Q: Can graves be excavated the day before the service to ensure there are no issues with obstacles?

A: Contractor shall have the appropriate equipment and resources to excavate one or more gravesites the same day. Infrequent approvals for pre-day excavations are authorized with mitigating circumstances for safety considerations of leaving an open gravesite overnight. Prior day excava�ons must be approved by the Cemetery Director. Note: Rock is known to be at all levels.

40. Q: Will the government provide a spoils yard for the storage of crushed limestone, topsoil, grave excava�on soils, and other materials?

A: A contractor lay down area is provided for storage of equipment and materials. Contractor shall remove spoils at least monthly.

41. Q: Is there a government designated area to clean equipment before transi�oning from one to another turf type?

A: Soil and other debris wash may be conducted behind the Maintenance Building. Contractor shall u�lize a debris skirt and shall clean debris from the storm drain regularly.

42. Q: Can crews take breaks at or near the loca�on of work or must they return to the contractor’s facility (if we are able to have one)?

A: Nashville Na�onal Cemetery is a Na�onal Shrine. The Contractor, Contractor’s employees and any subcontractors shall adhere to the dignity and respect requirements listed in the standards of conduct. It is never appropriate to take breaks or picnic in burial sec�ons. See the Dignity Clause in the combined synopsis/solicita�on and SOW Sec�on 2.7, Standards of Employee Conduct.

43. Q: A.4.2 #5. Please explain “Where possible transversely”? We assume sec�ons would need to be awarded in their en�rety to achieve transverse alignment during raise and realign ac�vi�es. Is the plan to align one sec�on at a �me?

A : See Sec�on A.4.2.3. - For Straight Rows: Headstones shall be set ver�cally plumb in all direc�ons, in all cases in a line ver�cally and laterally, and where possible transversely (coordinate with COR), with headstones of other graves using a masonry top string, a back of headstone string line, and a side of headstone string line. Maximum ver�cal, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8-inch or less. All measurements and string line set ups shall be taken from established sec�on layout control points, not from previously set headstones or keystones, unless otherwise directed by the COR. In irregular terrain where sloping and uneven ground condi�ons exist, all headstones shall be set at proper heights and levels to provide a flowing transi�on through uneven terrain. Raised and realigned headstones in all soil and terrain condi�ons shall be firmly in place so that the headstones are rigid with no give or play. Headstone ver�cal alignment shall be further measured by use of an electronic/digital level, with tolerance at 90 degrees plumb.

COR will authorize and assign raise and realignment tasks.

44. Q: Is there a separate or supplementary procedure for the raising and realigning of stones in curved sections? Raise and realignment procedures are specific in nature.

A: While conducting horizontal and vertical masonry string alignments, curved rows will account for a slight arc. Cemetery staff are available for contractor support to clarify and mitigate experience levels on radial design alignments.

45. Q: SOW reference 4.3. Handbook 3410: Integrated Pest Management Procedures for VA Na�onal Cemeteries implies we perform herbicide and pes�cide treatments on the turfgrass.

What SOW paragraphs cover pes�cide and herbicide treatment for the turfgrass and which CLINs will this be invoiced in? Does the cemetery desire an accelerated program to bring the turf into specifica�ons or save money and have it slowly brought into specs over several years?

A: Reference to Handbook 3410 is removed. There are no turf applica�ons in this requirement.

46. Q: Who is responsible for “large” downed tree limbs, tree sec�ons and trees damaged by storms? Will these be nego�ated task orders? Will tree removal opera�ons and stump grinding above and beyond pruning be issued as task orders or is the expecta�on to include this in monthly service?

A: Task orders are not nego�ated. Removal of trees and stumps is not part of this requirement.

Please see Sec�on 3.1 of the SOW. Collec�ng and removing of tree limbs and storm clean-up are part of CLIN X001, Daily Cemetery Grounds Maintenance Services.

47. Q: A.2.2.2 #1. Is 2 inches, correct?

A: There isn’t a Sec�on A2.2.2 #1 in the SOW. If this is referring to Sec�on A.3.2.2, then yes 2” is correct for the turf height.

48. Q: A.3.6.3 #8. The fence in all areas does not appear to be maintained currently, should our pricing reflect bringing this to standard? If so, what is the standard for fence/wall barrier vegeta�on maintenance, and should it be billed in CLIN 0013?

A: Please see Sec�ons 3.1, 3.2 and 3.6.3. Trash & Debris Removal: Work consists of collec�ng and removing all trash, debris, dead or unsightly flowers, tree limbs, as well as any other debris within the cemetery and within a 3 feet perimeter outside the cemetery walls.

Contractor shall be responsible for providing all equipment, tools, resources, and personnel to perform mowing, trimming, edging, and removal of debris within the cemetery and a three (3) feet perimeter of the cemetery.

Minor pruning services shall be accomplished monthly to ensure fence/wall barriers and 15’ clearance under canopies are maintained.

49. Q: A.4.1.3.17 – Can COR approve crushed limestone be used in place of decomposed granite?

A: No.

50. Q: A4.1.3 2. How are the headstones delivered? Are they palle�zed requiring a forkli� or individual headstones? Is there a crib? How close can the delivery truck get to the crib? If a li� is required, can the li� get into the crib area? P. 20 A4.1.1 1. Are headstones released to the contractor in a steady flow or batches? Approximately how many headstones are released to the contractor at a �me? Does the day of release count as one of the 5 calendar days?

A: The headstones are delivered via delivery truck and are palle�zed. The Contractor shall have proper equipment to handle palle�zed materials, and there isn’t a crib. Headstones are released to the Contractor in batches and the amount is dependent on interment and headstone replacement opera�ons. Yes, the day of release counts as one of the 5 calendar days.

51. Q: P 19, 5. …” Contractor shall not atempt to conduct minor pruning of trees within 25 feet of u�lity lines.” What is the process for trimming within 25 �?

A: Pruning of trees within 25 feet of u�lity lines is not part of this requirement. U�lity Lines Compliance: Where pruning conflicts with exis�ng u�lity service lines (above or below ground), cemetery personnel and the appropriate u�lity company shall be no�fied by the Contractor.

Contractor shall not atempt to conduct minor pruning of trees within 25 feet of u�lity lines.

52. Q: A.3.6.2 Is landscape area pre and post emergent for weed control and fer�lizer for shrub health to be priced in CLIN 0013?

A: Pre and post emergent is not part of this requirement. Plan�ng beds shall be kept atrac�ve and free of weeds. Any cul�va�on shall be generally shallow to avoid any damage to the roots.

Dead or dying plant material shall be reported to the COR.