Solicitation Questions and Anwers - 36C78625Q50222 - Grounds Maintenance Services at Beaufort National Cemetery.pdf

Solicitation Questions & Answers for Beaufort National Cemetery

Ground Maintenance Services RFQ 36C78625Q50222

1. Topic: Spot Applications

Reference: CLINs 0017, 0019, 0021, 0025, and 0027

Questions: "Regarding page 42 of the SOW, which states 'Spot applications shall be defined as areas that are approximately +/- 1 acre': We request clarification on what constitutes a single 'spot application' for billing and performance purposes. Specifically:

1. Does a spot application refer to treating multiple individual problematic areas (such as scattered weed patches or fire ant mounds) within the cemetery?

'Spot applications shall be defined as areas that are approximately +/- 1 acre'.

2. Or does each individual treatment location (e.g., a single fire ant mound or weed patch), regardless of size, count as one spot application?

'Spot applications shall be defined as areas that are approximately +/- 1 acre'.

3. Are there different definitions of 'spot application' for different types of treatments

(e.g., fire ant control versus weed control)?"

'Spot applications shall be defined as areas that are approximately +/- 1 acre'.

2. 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.”)

Past performance of a subcontractor will be considered for this requirement however, it is the expectation of the offeror submitting a quote to have substantial experience and relevant past performance history.

3. 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 previously served as a prime or major subcontractor on an NCA project provide added value to the VA.

The Offeror submitting the quote will be evaluated for relevant past performance.

Subcontractor relevant experience will be considered.

4. Topic: Key Personnel

Question: The solicitation requires the prime contractor to employ the key personnel.

Please confirm that the key personnel must be employed as of the date performance starts.

We intend to hire key personnel with a start date of the contract award.

Key personnel must be identified when quotes are submitted and must be on site at start date of contract date.

Further, we request that the solicitation be amended to permit up to 49% of the Key

Personnel to be subcontractor employees. 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’s key personnel identified in the proposal and committed to this contract is fair and reasonable.

Key personnel must be staffed by Contractor who’s awarded the contract. The government will not allow a subcontractor to have key personnel fulfilling the duties of the prime contractor.

5. Topic: Dethatching, Overseeding, Niche Covers

Reference: SOW B.4.b

Question: The SOW section B.4.b references dethatching, overseeding, and niche covers, which do not have associated CLINs covering these services. Can the government confirm that these are not required services?

Dethatching and overseeding are not needed at this cemetery. Niche Covers will be cleaned twice a year. This falls under CLIN 0031.

6. Topic: Twice Weekly Mowing

Reference: SOW B.4.1.1

Question: The SOW section B.4.1.1 states that there is the possibility of twice weekly mowing. Can the contractor invoice for two services if twice weekly mowing occurs?

If one cycle of mowing is completed for the week, The COR will decide if another mowing is needed or not. One mowing per week is sufficient for cemetery operations.

7. Topic: Topdressing

Questions: The SOW section B.4.1.1 states “Top dressing areas with ruts from turf mowing to be completed once a year or on an as needed bases, requested by the COR.

Proper top- dressing techniques shall be utilized (example – sand) and shall be approved by the COR prior to completion.” Which CLIN should this service be billed under? Can the government provide measurable data on the square footage or acreage requiring this service?

Area shall be determined by the COR upon award of contract. This is not a separately billed item, any damaged caused by mowing will be the responsibility of the contractor to fix with no cost to the government.

8. Topic: Trimming of Headstones

Reference: SOW B.4.1.4

Question: The SOW section B.4.1.4 states that there is the possibility of twice weekly trimming of headstones. If twice weekly trimming of headstones does occur, can the contractor invoice for two services?

If one cycle of trimming is completed for the week, The COR will decide if another trimming is needed or not. One trimming per week is sufficient for cemetery operations.

9. Topic: Shrub Pruning

Question: The SOW section B.4.1.4 states, “Shrubs shall be trimmed monthly during the summer months / growing season.” However, CLIN 0010 states this service is performed quarterly. Which is correct?

Quarterly or upon COR discretion.

10. Topic: Tree and Stump Removal

Questions: The SOW section B.4.1.4 states, “If a tree needs to be taken down in a high visibility area, the Contractor shall coordinate time to not disturb or disrupt services.

Contractor will remove the stump from that tree and replace with a like tree, fill in the hole and place mulch or replace with an approved plant as approved by the COR.”. There is no

Tree and Stump Removal CLIN; therefore, if this service is required, which CLIN should this price be included with? Also, can the government provide the total number of estimated tree and stump removals and the estimated size?

B.4.4.3 is TREE & SHRUB TRIMMING / PRUNING / MAINTENACE. Any trees over an 18-inch diameter will be taken care of by cemetery personnel. Typo in SOW, B.4.1.1

Planting beds should be B.4.4.1, Paragraph should address the removal of dead plants or bushes from plating beds. Trees maintenance is addressed in B.4.4.3.

11. Topic: Mulching

Reference: SOW B.4.4.2

Question: The SOW section B.4.4.2 states “All trees, and shrubs located on the Cemetery grounds must be mulched quarterly (4x yearly).” However, CLIN 0009 – Mulching has an annual quantity of 2 on the price schedule. Which is correct?

Annual or as needed determined by COR.

12. Topic: Rock

Reference: SOW B.4.4.3

Question: The SOW section B.4.4.3 states, “Rock, matching existing rock, shall be purchased by the contractor, and applied Annually to designated rock established areas

(approximately 36K sq. ft. +/-) preferably just prior to Memorial Day (May) and touched up throughout the cemetery as needed or noted by the COR.” What CLIN should this cost be associated with?

CLIN 0010 TREE & SHRUB TRIMMING / PRUNING / MAINTENANCE. Part of

Quarterly task.

13. Topic: Lime Reference: SOW B.4.5 Question: The SOW section B.4.5 states, “The Contractor shall determine the necessary formulation of fertilizers and the required amount of lime as indicated by the soil test.” There is no associated CLIN for applying lime. Can the government please clarify the annual lime requirements and what CLIN this service should be provided under?

CLIN 0013 Fertilizer application, amount of lime as indicated by the soil test.

14. Topic: Soil Testing

Reference: SOW B.4.5

Question: The SOW section B.4.5 states, “Soil tests are performed quarterly and provided by the Contractor to the COR. The results will be shared with the COR and Cemetery to select the correct formulation of fertilizer and gypsum applications. Soil samples are sent to the Clemson University Extension for Analysis. Copy of results are mailed to the COR and

Contractor. Test results will show any deficiencies and the need for corrections.” Section

B.4.5.4 also states soil testing is recommended once every 5 years. There is no associated

CLIN for soil testing. Can the government please add this CLIN for this quarterly service or provide clearer direction on how the service should be performed and billed?

Soil Test Falls under CLIN 0013 Fertilization.

15. Topic: Gypsum

Reference: SOW B.4.5

Question: The SOW section B.4.5 states that Gypsum shall be applied in late fall or early winter; however, B.4.5.4 states gypsum shall be applied in late spring or early summer. Which is correct?

Late spring or early summer.

16. Topic: Wetting Agent

Reference: SOW B.4.5.7

Question: The SOW section B.4.5.7 states that “Wetting agent applications shall be applied during, but limited to the months of June, July, and August.” The associated CLIN has an annual quantity of 2 applications on the price schedule. Can the government correct the SOW or CLIN quantity to ensure the contractor has the correct application timeframe and/or quantity?

CLIN is correct for the applications, The months are just time frames on when the wetting application will be applied. COR will decide which months to apply the applications.

17. Topic: CLIN 0026 – Insect Control

Reference: SOW B.4.6.4

Question: Can the government provide the months or timeframe for when the two blanket insect control applications will occur?

Time frame stated in the contract is anytime between March and September. COR will decide when an application is needed.

18. Topic: Minimum Staffing Requirements

Reference: SOW B.4.11.3

Questions: The SOW section B.4.11.3 states that the contractor will supply a minimum of twelve (12) employees and one (1) Site Supervisor dedicated to performing all services outlined year-round. There are clear ebbs and flows of work based on the CLINs. For example, mowing is more frequent in the summer and less frequent in the winter. Additionally, pest control and fertilization CLINs are more abundant and frequent during the growing season from April through October. Finally, the combined solicitation document indicates that this is an IDIQ contract, which does not procure or specify a firm quantity of services (other than a minimum or maximum quantity). Could the government please revise or remove the minimum staffing requirement? Numerous factors dictate the necessary staffing level, such as funding, services ordered, weather, and the time of year. If the government does not eliminate this requirement, how will the contractor be compensated for maintaining 13 employees on staff when there is a continuing resolution or when varying CLINs are ordered?

The requirement is to have 12 employees and one site supervisor to perform all services as outlined year-round.

19. Topic: Contractor Staging Area

Reference: SOW B.4.13

Question: The SOW section B.4.13 states “Should the maintenance building area be destroyed, the Contractor shall be given a minimum of 30 days to find storage off the cemetery grounds. The Contractor shall be responsible for delivering and removing all necessary equipment and supplies”. This is a significant cost burden if the current laydown area is removed and the contractor is not given access. Without knowing if/when this could occur, there is significant financial risk. Can the contractor submit a Request for Equitable Adjustment if the contractor staging area access is revoked?

When submitting the quote, the Contractor should plan as if the building does not currently exist, the expectation would be to provide your own storage whereas the government is not responsible for the storage and security of a contractor equipment and supplies. An REA would not be granted if the building is demolished due to the ongoing construction at the site.

20. Topic: Pest Control

Reference: SOW B.4.6.1

Question: The SOW references the following: Upon discovery of animal generated turf damage, the Contractor shall ensure that within Forty eight (48) hours the soil shall be tamped into the holes, molehills and raised ridges are smoothed out. Necessary repairs to turf, to include barren area resulting from animal activity, shall be made by

Contractor at no cost the Government. Will this be a billable item for labor involved?

Mother Nature is unpredictable, and even if treated, activity may take place post-application beyond the “shelf life” of the application, especially mole activity.

Falls under CLIN 0023.

21. Topic: Drainage Ditches

Reference: B.4.b page 3

Question: Page 3 of the SOW states “Contractor shall keep drainage ditches clean and free from trash, debris, plant growth, and any manner of moss or algae formation”. There are no drainage ditches on the property, but there are drain covers and grates. Is it the intention of the SOW that the drain covers and grates will be kept free and clear?

Referring to drain cover grates.

22. Topic: Pressure Washing

Reference: CLIN 0031

Question: Can the government confirm the total number of each of the following: upright headstones (each), niche covers (each), and square feet of columbarium that will be pressure washed?

+/- approximate 25,500 headstones and +/- approximate 3,500 Niches on our current columbarium.

23. Topic: Irrigation Maps

Reference: CLIN 0036

Questions: Can the government provide maps showing the irrigation lines and valves for both the historical and expansion areas? Additionally, can the government provide the number of controllers, zones, and irrigation heads on site?

Maps can be provided to contractor upon award.

24. Topic: Attachment F

Questions: Can attachment F be recreated in word so that the offeror can edit the certification, and insert the name of offeror?

Attachment F can be converted back into a word document and filled out, upon completion of filling out the document, it must be submitted as a PDF file.

25. B.4.1.7 Irrigation language seems contradictory. Can you please clarify…. 1) How frequently do the irrigation zones need to be turned on and tested? 2) Are ALL parts provided by the government? 3) Is all irrigation repair labor billable?

Irrigation will be tested 1x monthly as stated in the contract…. 2. Parts are provided by the government…. 3. All labor for repairs shall be charged at the hourly rate indicated in the schedule and broken down into quarterly hours (15 min) increments as appropriate. Labor

Rates for Irrigation repairs to be provided on an “As-Needed/ As-Requested” bases.

26. B.4.2.1b Can they provide us an average number of sunken gave repairs? If the grass must be re-established after soil has been added, does it have to be sodded or is seeding acceptable? If not in an irrigated area, is hand watering for establishment required?

Sunken graves repairs are base off CLIN 0038…. 2. Needs to be sodded… 3. Hand water is required per scope of the contract.

27. B.4.5.1 What is the average SF of disturbed sod for a new gravesite? Is the ground level and prepped for sod install by others or is site preparation required by contractor before sodding?

A gravesite can range from 24 SQFT to 50 SQFT…. 2. Sod install site preparations is performed by the contractor per the scope of the contract.

28. B.4.8.1 Can holiday décor be disposed of on-site with government provided waste dumpsters?

The contractor is responsible for providing all necessary supervision, labor, training, supplies, OSHA-approved personal protective equipment (PPE), tools, and equipment required to complete the job.

29. B.4.9.1 What is the cost of a replacement headstone?

Answer will be provided upon contract award.

30. B.4.9.2 On average how many headstones will need to be re-set annually?

+ / - 300.