1st Questions and Answers.pdf

Solicitation #:36C78625Q50066 – Complete Grounds Maintenance at Fort Jackson National Cemetery

Questions and Answers

1. Can you tell me where I can access the existing contract? I also wanted access to the Scope of Work the existing contract is based on (awarded on) to ensure it matches the current scope, or if changes have been made.

Answer: Contract No.: 36C78623D50554 & 36C78624P50217 Vendor Name: NATIVE CONTRACTORS, INC.

You can request the dollar amount through a Freedom of Information Act (FOIA)

2. Can you tell me where I can locate the existing, most current Contract for Complete Grounds Maintenance Service at Fort Jackson National Cemetery 4170 Percival Road, Columbia, SC 29229? Or can you email a copy to me?

Answer: Refer to question 1 for the answer.

3. I am being sent out to the site on 01/08 to perform an assessment for the lawn & landscape bid.

I was inquiring about what all needs to be included in the estimate & if there is a printout or something specifying the details. Just let me know.

Answer: The full requirement that includes the statement of work and price schedule can be found on sam.gov. Search by entering the solicitation number.

4. 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?

Answer: Refer to question 1 for the answer.

5. Could you please provide clarification on the following questions.

a) Is there a current incumbent contractor performing this work? Refer to question 1 for the answer.

b) If so, can you share the value or total amount of the current or most recent contract?

Refer to question 1 for the answer.

c) Are there any changes to the scope of work compared to previous contracts? No

6. On page 10 item A. States that riding mowers may be used if they are not operated within two

(2) Inches or headstones, markers, etc. The paragraph right after Item E. states mowing equipment shall be kept 6 – 12 inches from upright headstones, etc. Which is correct?

Answer: 6 inches from all vertical surfaces is the correct answer.

7. What are the non-turf areas that are to be mowed? Where are they located?

Answer: Currently, the non-turf areas are maintained by the government.

8. On page 16, the last paragraph it states Trimming shall be done on a bi-weekly basis. The second sentence says “The growing season may require trimming twice weekly. SO, we either string trim 2 times a month or 8 times a month?

Answer: As stated in the SOW, Trimming shall be done a bi-weekly during growing season, or as directed by the COR. The growing season may require trimming twice weekly due to favorable weather conditions to keep the turf from growing more than One (1/2”) inch above the maximum recommended height of 2 inches. Advanced Written Notice and COR/Contracting Officer Approval is required prior to trimming more than once a week.

If/when the turf from growing more than the maximum recommended, the contractors should perform services twice weekly which maybe eight (8) times a month depending on favorable weather conditions.

9. The cemetery does not want string trimming once a week along with the mowing?

Answer: Trimming is to be conducted twice weekly.

10. Page 15, Edging General Requirements on edging says once a week. Is this correct? Pg.17 Also states, “Trimming will be performed no more than one workday behind the mowers.” So does this mean string trimming once per week?

Answer: Trimming shall be done once weekly during growing season, or as directed by the COR. The growing season may require trimming twice weekly due to favorable weather conditions.

11. How many signs are there requiring monthly cleaning?

Answer: None

12. Was the irrigation system winterized this past fall?

Answer: No, the irrigation system winterized this past fall.

13. Is the contractor responsible for replacing dead trees and shrubs that were not damaged?

Answer: The Contractor shall, at their own expense, replace any trees or shrubs which have died, been damaged as result of contractor error or negligence during grounds and/or maintenance operations to include mowing, trimming, etc., or improperly applied fertilizer/chemical sprays/applications/treatments.

14. There was no tour conducted at the site visit so can you provide a list for the janitorial services?

Answer: Please refer to section B.4.12.1: JANITORIAL SERVICES of the Statement of work.

15. How many sinks, toilets, urinals are there to clean?

Answer: Administrative Building has 9-Sinks, 8-Toilets, and 1-urinal and the Maintenance Building has 9-Sinks, 3-Toilets, and 3-Urinals. There are also three (3) public restrooms. The

Men bathroom that has 2-toilets, 1-urinal, and 1-sink, the Women bathroom has 3-toilets and 1-sink, and the Family has 1-toilet and 1-sink.

16. What is the square footage of floors that require daily cleaning/mopping, or waxing?

a) Admin Office?

b) Maintenance Building?

c) Bathrooms?

Answer: Please refer to section B.4.12.1: JANITORIAL SERVICES of the Statement of work. The combine total of all building is 5,000 net sq. feet.

17. Does the cemetery provide paper goods for the bathrooms? I.E. soap, toilet paper, paper towels, feminine hygiene products?

Answer: No, this will be the contractor responsibility.

18. Does the cemetery provide trash bags for the Outside trash receptacles? Bathrooms? Office trash cans?

Answer: No, this will be the contractor responsibility.

19. Will the wage determination be updated to reflect most updated revision, ie SCA 2015 -4429 Rev 28 etc?

Answer: Yes, if there is an updated revision we will post the updated revision.

20. Topic: Incumbent Contract: Question - Can you provide the most up-to-date annual price of the incumbent contract, including any modifications? Is this contract similar to the previous contract, or is the new solicitation consolidating multiple contracts into one?

Answer: Refer to question 1 for the answer. This requirement is similar to the previous contract and no, this is not a new solicitation consolidating multiple contracts.

21. Topic: Irrigated Turf - Irrigation SOW B4.1.7: Question - Can the government clarify the total acres of irrigated turf? The SOW states 76 acres on page 22, but page two states 79 acres.

Answer: The total approximated acre of the irrigated turf is 79 +/-. Section B4.1.7 Irrigation System Inspection, Maintenance and Repair in the SOW has been updated.

22. Topic: Irrigation - Irrigation SOW B4.1.7: Question - Can the government confirm if the irrigation is shut down for winter? The price schedule has 12 months for the CLIN, but the SOW states on page 24 that the contractor will “provide annual Spring Start-Up and Fall shutdown for the entire irrigation system.” Should CLIN 0006 be revised to a quantity of 10?

Answer: No, the irrigation is not shut down for the winter due to water stations throughout the cemetery that needs to be available for patrons to water their loved one’s flowers. The contractor will only be responsible for providing services for 10 months out the year not 12 months. The following CLINs will be changed from 12 to 10: 0006, 1006, 2006, 3006, and 4006.

23. Topic: Supply and Install Sod on all 1st and Subsequent B urial Sites - SOW B.4.5.1 and CLIN 0036: Question - Can the government confirm the quantity of gravesites to be resodded annually? Page 39 of the SOW states 900-1200 graves, but the CLIN schedule states 700.

Answer: Section: B.4.5.1 Supply & Install Sod on All 1st & Subsequent Burial Sites (CASKET) has been changed to reflect 700. NOTE: 700 is an estimate, however, to date burial rates are 700-1200 graves per year, this includes above ground cremations which does not require sod.

24. Topic: Fertilization - SOW B.4.5.4: Question - Can the government confirm the quantity of fertilization applications for the Empire Zoysia? CLIN 0015 on the price schedule states 6, but the SOW states four applications on pages 46 and 58.

Answer: The price schedule quantity for CLIN 0015 will be changed to four (4) times a year.

25. Topic: Control of Fire Ants - SOW B.4.6.2 Questions: Can the government confirm the total area that the contractor is responsible for ant control? It is understood from the SOW that it will include the 20’ beyond the columbarium and administration building to include all walkways, but how many square feet is the total area? This information is needed for accurate chemical and labor pricing.

Answer: The approximate square footage is 3,484,800.

26. Topic: Daily Interment Shelter Setup/Tear Down - SOW B.4.8.1 Questions: Can the government confirm the contractor is not responsible for providing the church truck, urn table, signage, hand sanitizer stands, or seating? Does the government provide those items?

Answer: The government will provide these items.

27. Topic: Janitorial Services - SOW B.4.8.1 Question: Is the contractor responsible for supplying the soap, paper towels, and toilet paper in the restroom?

Answer: Yes, the contractor will be responsible for providing all equipment and supplies to perform Janitorial Services.

28. Topic: Janitorial Services - SOW B.4.8.1 Questions: How many toilets are there in each restroom? How many restrooms are there?

Answer: Please refer to question number 15 for the answer.

29. Topic: Janitorial Services - SOW B.4.8.1 Questions: What are the total square feet of carpet in the administration and maintenance complex? How many square feet of flooring require stripping and waxing?

Answer: In the Administrative Building: Stripping & waxing = 580 sq. feet, Carpet sq. feet = 1771 and in the Maintenance Building: Stripping & Waxing = 1431 sq. feet, No carpet

30. Topic: Mowing / Double Cuts - SOW B.4.1.1 Question: If the contractor is required to cut more than once a week, will the contractor be permitted to bill for two cuts?

Answer: Yes, the contractor can bill for two cuts if the COR or designee approve the additional cuts.

31. Topic: Contractor Staging Area - SOW B.4.14 Question: Can the government confirm that restrooms will be provided to the Contractor by the government and that there is no reason for the contractor to provide a portable restroom for employees?

Answer: The contractor employees are not allowed to use restrooms in the Administrative or Maintenance Buildings. There are public restrooms on cemetery grounds that the contractor employees can use.

Or

The contractors can provide their own portable restroom for their employees which will be stored in the contractor’s yard.

32. Topic: Contractor Staging Area - SOW B.4.14 Questions: The Contractor Staging Area was not viewable during the site visit. Page 90 of the SOW states “Contractor will have space available for storage containers”. What is the total square feet of the area available? Can the government provide a map of the area?

Answer: Unfortunately, there is no available map. The space used by the Ground Maintenance Contractor is approximately 7,920 sq. feet.

33. Topic: Contractor Staging Area - SOW B.4.14 Question: It is understood on page 90 of the

SOW that the Government will not provide electricity for the contractor. However, is there an electrical hookup available to the contractor so that they may obtain and pay for their own electricity? The maintenance area was not available during the site visit.

Answer: There is a pole available, however the contractor is responsible to obtain and pay for their electricity.

34. Topic: Annual Flower Planting Beds - B.4.4.1a Questions: Can the government confirm the total square feet of the combined four beds so that the contractor can adequately confirm the total number of plants needed for this service? Is the contractor responsible for purchasing the flowers, or is the government providing the flowers for the contractor to plant? How many flowers are planted with each service?

Answer: The approximate square footage is 130 sq. feet. The contractor will be responsible for purchasing the flowers and it requires 14 flats total to cover all beds.

35. Topic: Rock Bed Maintenance - B.4.4.3 SOW page 36. Questions: Can the government confirm the type and quantity of rock that needs to be refreshed prior to Memorial Day and touched up throughout the cemetery as needed? What CLIN should this service be priced under?

Answer: The rock(s) should match the existing rock(s) that will be purchased by the government and applied as needed by the contractor to designate rock established areas preferably just prior to Memorial Day (May) and touched up throughout the cemetery as needed or noted by the COR. There is no CLIN for this since the government will provide the materials.

36. Topic: Top Dressing - SOW B.4.1.1 Question: Historically, how often has top dressing been required each year? Can the government provide an estimate of square feet of top dressing needed each year?

Answer: Top dressing is required once a year on active grave sites. The approximately square footage is 3,484,800 sq feet.

37. Topic: DBA Wage Determination - Pricing Schedule Questions: Should CLINs marked

“Construction,” including CLINs 0036-0045 the Davis Bacon Wage Determination? Can the government confirm the appropriate labor category is Laborer: Landscape? Additionally, the DBA Wage Determination included in the Solicitation does not include Richland County, where Fort Jackson is located. Is this the applicable DBA Wage Determination for the contract?

Answer: Unfortunately, the government does not provide a specific labor category to be utilized. The labor category needs to be identified by contractor/interested party. The correct DBA Wage Determination will be uploaded.

38. Topic: Tree Pruning - SOW A.3.6.1 Question: Can the government confirm that tree pruning above 15’ is not required?

Answer: Trees eighteen (18”) inches in diameter or larger and Limbs three (3”) inches in diameter that require a professional tree service shall be the responsibility of the Ft Jackson National Cemetery.

39. Topic: Tree Pruning - SOW B.4.4.1 and B.4.3.3 Questions: Can the government confirm that this note from B.4.3.3 also applies to section B.4.4.1 which discusses tree removals as well?

Note: Trees eighteen (18”) inches in diameter or larger and Limbs three (3”) inches in diameter that require a professional tree service shall be the responsibility of the Ft Jackson National Cemetery. Additionally, approximately how many trees required removal annually on average in the last few years that are under 18” and were the contractor's responsibility?

Answer: The most trees that any contractors has removed for the cemetery in one year is 30, however, that was due to an ice storm, and they were all less than eighteen (18”) inches in diameter or larger and Limbs three (3”) inches in diameter. The average without any outside factors causing the down age is less than 5.

40. Topic: Edging Walkways and Curbs - CLIN 0002 Question: Can the government confirm the total LF of edging walkways and curbs? The site is too large to calculate from a one-day site visit.

Answer: The approximate square footage is 46,855 sq feet.

41. Topic: Trimming of Headstones, Monuments, Markers, and Other Vertical Surfaces - CLIN

0003 Question: Can the government confirm the total upright headstones at Fort Jackson National Cemetery? The site is too large to calculate from a one-day site visit.

Answer: As of December 31, 2024 the approximate upright headstones is 9,954, however the number increases daily with burials.

42. Topic: Trimming of Headstones, Monuments, Markers, and Other Vertical Surfaces - CLIN 0003 Question: Section B.4.1.3 of the SOW states that trimming shall be performed bi-weekly, yet the price schedule shows 44 weeks and the same quantity for mowing. Should CLIN 0003 be 22 weeks?

Answer: Trimming is to be conducted twice weekly only during the growing season.

43. Topic: Daily Sweeping and/or Blowing Off Walkways and Roadways - CLIN 0005 Question:

Can the government confirm the total square feet of walkways and roadways to be swept/blown under CLIN 0005? The site is too large to calculate from a one-day site visit.

Answer: The approximate square footage is 46,334 sq. feet.

44. Topic: Maintenance of Planting Beds - CLIN 0008 Question: Can the government confirm the total square feet of planting beds to be maintained under CLIN 0008? The site is too large to calculate from a one-day site visit.

Answer: There are four (4) planting beds that total approximately 130 sq. feet.

45. Topic: Maintenance of Flower Beds - CLIN 0009 Question: Can the government confirm the total square feet of flower beds to be maintained under CLIN 0009? The site is too large to calculate from a one-day site visit.

Answer: The approximate square footage is 130 sq. feet.

46. Topic: Long Need Pine Straw - CLIN 0010 Questions: Can the government confirm the total square feet of planting beds that require long-needle pine straw under CLIN 0010? The site is too large to calculate from a one-day site visit. Is it assumed that all pine straw areas viewed on the site visit will be maintained? Does this include the tree line?

Answer: Approximately 10,000 bales is required to cover the cemetery in all pine straw areas.

47. Topic: Mulch - CLIN 0010 Questions: It was observed on the site visit that there are beds with hardwood mulch present. The SOW does not mention hardwood mulch. Is the contractor expected to maintain these areas and apply mulch? If yes, what is the total square footage of these areas? Can the government clarify the total square feet of pine mulch and hardwood mulch?

Answer: The hardwood mulch is provided by the government. Contractor is only expected to maintain (i.e. keeping weed free) the area. Any need for replenishment of hardwood mulch is provided by the government.

48. Topic: Headstone Setting Replacement and Headstone Setting Subsequent Re-Set - CLINs

0043 and 0044 Question: What is the difference between Headstone Setting Replacement and Headstone Setting Subsequent Re-Set?

Answer: Headstone Setting Replacement – is when the headstone is replaced due to damage or error not caused by the contractor. Headstone Setting Subsequent Re-Set – if the stone is removed to add the dependent information, once the dependent is buried in the same gravesite as the veteran.

49. Topic: Casket Transportation - CLIN 0028 and SOW B.4.10.1 Questions: Is the contractor required to supply a casket carrier capable of driving into grave sections, such as a Toro Casket Carrier, and a road vehicle, such as a hearse? Or will only a Toro Casket Carrier suffice? What is the average time spent for each casket transport using the 2-person team?

Answer: A road vehicle specifically made to transport caskets in a dignified manner is required. The main transportation vehicle should preferably have no windows on the sides.

Vehicle should have casket rollers to assist in the transport of caskets. If a carrier such as a Toro Casket Carrier is not provided by the contractor, contractor personnel is responsible to help manually carry the casket the distance to the open gravesite if a casket carrier is not available, but a separate road vehicle is required.

50. Topic: Cleaning of Headstones and Section Markers - CLIN 0029 Questions: Can the government confirm the total number of headstones to be cleaned under CLIN 0029? The description states it is done twice a year, and the quantity is 46,000. Are 46,000 done twice a year or 23,000 twice yearly for a total of 46,000?

Answer: Up to 23,000 is done twice per year.

51. Topic: Cleaning of Headstones and Section Markers - SOW Section B.4.11.1 Question:

Section B.4.11.1 states the use of D2 or Weatherzyme and then D2 only later in this section.

Can Weatherzyme be used to clean headstones?

Answer: Yes, Weatherzme may be used.

52. Topic: Cleaning of Administration and Maintenance Building - CLIN 0030 Question: Can the government confirm the total square feet of administration and maintenance building to be cleaned under CLIN 0030? The site is too large to calculate from a one-day site visit.

Answer: Please refer to question number 16 for the answer.

53. Topic: Cleaning of Committal Shelters - CLIN 0031 Question: Can the government confirm the total square feet of committal shelters to be cleaned under CLIN 0030? The site is too large to calculate from a one-day site visit.

Answer: There are three (3) Committal Shelters, and the total combined square footage is approximately 3,700 sq. feet.

54. Topic: Cleaning of Flag Assembly Area, Ossuary, and Signage - CLIN 0032 Question: Can the government confirm the total square feet of the Flag Assembly Area and Ossuary to be cleaned under CLIN 0032?

Answer: The approximate square footage is 7,056 sq. feet.

55. Topic: Cleaning of Columbarium Walls and Niche Covers - CLIN 0033 Question: Can the government confirm the total square feet of Columbarium to be cleaned under CLIN 0033?

Answer: The approximate square footage is 450 sq. feet.

56. Topic: Past Performance Question: Please confirm that the past performance of a subcontractor who will perform a substantial portion of the work will be considered equal to that of prime contract experience. Since the FAR and SBA rules permit a subcontractor to perform up to 49% of the work, meaningful consideration of the subcontractor is fair and reasonable. See OMB Memorandum, July 10, 2014 “Making Better Use of Contractor Performance Information” (recommending agencies request “information about subcontractors and contractor team arrangements Request that prime contractors provide past performance information on subcontractors and contractor team arrangements.” “This will give the source selection official a complete view and better understanding of the prime contractor, subcontractors and contractor team arrangement’s performance capabilities.”); OFPP BEST PRACTICES for COLLECTING AND USING CURRENT AND PAST PERFORMANCE INFORMATION (Recommending CPARS list major subcontractors: “Listing these firms allows them to cite the contract for past performance purposes in proposals for future work either as prime contractors or as subcontractors or other partners. Source selection teams may review the assessment to determine the ratings given for the work for which these firms were responsible.”)

Answer: While consideration is given to the subcontractor’s past performance, in conducting a comparative evaluation, the Contracting Officer must also consider the following: A teaming agreement is an arrangement between two or more companies either as a partnership or joint venture. Typically, with the SDVOSB acting as the Prime Contractor and the other associated contractor(s) acting as the subcontractor to the prime. The biggest risk encountered in such agreements is whether the prime contract intends to award a subcontract to the potential subcontractor or that potential subcontractor backing out. In comparing past performance, the CO will consider both the Prime and subcontractor past performance in conducting a comparative evaluation. The evaluation will consider past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition. For joint ventures, the evaluation shall consider past performance of the joint venture. If the joint venture does not demonstrate past performance for award, the Co shall consider the past performance of each party to the joint venture. In any event, if the Prime does not have past performance and is relying on the subcontractor’s past performance, the prime contractor will be required to submit information about subcontractor(s) and contract team arrangements. If there is only a team agreement and not a joint venture consideration is given to the subcontractor’s past performance however, I don’t see how that Prime merits equal consideration as far as contract experience when the experience solely belongs to the subcontractor.

57. Topic: Past Performance Question: Please confirm that relevant past performance examples may include work performed by a proposed major subcontractor as a prime contractor or major subcontractor. The experience and past performance gained by a subcontractor who is proposed for up to 49% of the work here and who previously served as a prime or major subcontractor on an NCA project provides added value to the VA.

Answer: Refer to question 56 for the answer.

58. Topic: Key Personnel - Technical Quote Question: The solicitation provides: “The Prime Contractor must employ.” Please confirm that the key personnel must be employed as of the date that performance starts. We intend to hire key personnel with a start date of contract award.

Answer: The Technical team will review the proposal and determine if the key personal is employed with the Prime Contractor. Either key personnels are employed with the prime or not. An intention to hire does not constitute employment.

59. Topic: Key Personnel - Technical Quote Question: We request that the solicitation be amended to permit up to 49% of the Key Personnel to be employees of the subcontractor. The FAR and SBA rules permit a subcontractor to perform up to 49% of the work and encourage small business subcontracting, accordingly, meaningful consideration of the subcontractor key personnel identified in the proposal and committed to this contract is fair and reasonable.

Answer: The Federal Government has no privy with subcontractors therefore it is essential that key personnel be employed by the Prime.

60. Topic: Tree Pruning - CLIN 0011 Question: Can the government confirm the total quantity of trees to be pruned quarterly under CLIN 0011? The site is too large to calculate from a one-day site visit.

Answer: There are approximately 220 trees to be pruned quarterly.

61. Topic: Cut and Install Sod – All 1st and 2nd - CLIN 0037, SOW B.4.5.1 Question: Section

B.4.5.1 of the SOW lists four different-sized burial areas. So that accurate material pricing can be estimated, can the government provide the number of gravesites per gravesite size?

Answer: The cemetery averages 700 – 1200 burials per year, of which, 700 is the average gravesite which requires sod.

62. Topic: Attachment F Question: Can Attachment F be recreated in Word so that the offeror can adequately fill out the inserts in the certification section and submit it with the proposal?

Answer: Unfortunately, no.

63. Topic: Flat Markers - Site Visit Question: Can the government confirm that the twelve flat markers located near the Columbarium are included in this contract? Should the contractor edge these with plastic blades? Are the twelve markers at the columbarium the only flat markers on site?

Answer: There are currently 13 flat markers not 12, and each must be edged using plastic blades. Yes, the 13 flat markers at the columbarium are the only flat markers on site.

64. Topic: Incumbent REF: Site Visit Question: Who is currently providing the services listed in the SOW to Fort Jackson National Cemetery?

Answer: Refer to question 1 for the answer.

65. Unfortunately, we attended the site visit from out of state, and we cannot participate in the second site visit on the 17th. We are concerned that we will be at a disadvantage since we will not be able to receive the guide information regarding pine straw mulching and the contractor storage area. These areas were not easily identifiable during the self-guided tour, and the contractor storage areas were not accessible.

To ensure fairness to all offerors, could the government please publish pictures of the contractor’s storage area in the solicitation?

Additionally, could the government provide a shaded map of areas that require pine straw mulching?

Answer: 10,000 bales is required to cover the cemetery in all pine straw areas. A map is unavailable.

66. Page 10, Section A. “Riding mowers may be used if they are not operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces.” Then the first paragraph after Section E. “Mowing equipment shall be kept 6 (six) to 12 (twelve) inches from upright headstones and other vertical structures and/or fixtures.”

The statements seem to contradict each other.

Answer: 6 inches from all vertical surfaces is the correct answer.

67. Page 16, first paragraph under General Requirements “Mowing shall be performed prior to trimming or edging. All trimming shall be performed bi-weekly during the growing season, following the approved mowing schedule. All trimming shall be performed no more than one workday behind the mowers.” Then the first sentence on page 17 “All trimmings shall follow the mowing schedule.”

The first sentence reads mow before trimming and edging while the third sentence reads behind the mowers.

The SOW also reads mowing is done weekly or twice weekly directed by the COR.

This is on Page 9, first paragraph.

Answer: During the growing season mowing is performed minimally once per week, however, during the growing season the COR can direct the mowing be performed twice weekly. All trimming shall be performed no more than one workday behind the mowing.