Responses to Questions.pdf

Questions/Responses Solicitation 36C78626Q50046

Benicia Arsenal Post Cemetery Ground Maintenance Service

1. Question: 1.8.6 Solicitation stipulates site manager shall be available outside of working hours for ceremonies etc. As this cemetery is no longer available to new burials, is this valid?

Response: PWS Sec 5.11 refers to our 3 annual ceremonies, (5.11.2.1) Memorial Day, Veteran’s Day, and one 3rd ceremony as needed as directed by the COR. We have an annual Wreath’s Across America ceremony, the event date varies, so we will provide the contractor with the date of that ceremony. There is a list of requirements for that day, such as one extra handicapped accessible restroom for those ceremonies, as outlined in section 5.11.2.

2. Question:1.8.19 The On-site manager must...... be accredited by the Landscape Contractors Association, or equivalent accreditation program, (e.g., PLANET). The On-Site manager we plan to use has been working in VA cemeteries for the past 4 years. He's not a member of an accredited program. Can this requirement be removed in lieu of past work performed for the VA in a supervisory capacity?

Response: The accreditation requirement is a requirement of all grounds maintenance contractors. We cannot waive this requirement.

3. Question: 4.1.14 Contractor must provide adequate, COR- approved, restroom facilities for their personnel. The Contractor shall be fully responsible for the cleaning and maintenance of Contractor provided portable restroom. Is this restroom just for employee use or would it need to remain unlocked for public use?

Response: Sec 5.8.1.1 requires one portable restroom for use by visitors, staff, and contracting personnel on most days of the year, with the exception of ceremonies where there are further requirements.

4. Question: 4.1.21 The Contractor shall meet with the COR at the end of each day to determine work completed and ensure that work is on schedule. This is fine but often it's unclear precisely when a workday will end. So, in this case, does the contractor wait on the premises for a COR or alternate COR to show up? Our company typically provides the COR with a work summary report that spells out work that was performed as well as pictures of such work. Would that be satisfactory in this case?

Response: Due to the remote location of the Cemetery, the contractor is required to email a weekly Grounds Maintenance Checklist to the COR team to report work completed.

Pictures of completed work will be acceptable along with the checklist. COR team makes a weekly site visit to the Cemetery to verify work completion.

5. Question: CLIN 0001 for Headstone Cleaning and Maintenance indicates the frequency is Monthly but the PWS spells out this work to be done twice per year (just before Memorial Day and Veteran's Day). Should this be a QTY be 2 instead of 12, and UNIT EA instead of MO? Or do we calculate the total for 2 applications, and divide it over 12 months thereby billing once each month even if the work isn't actually completed?

Response: CLIN 0001 is a monthly CLIN because the requirement is for headstones to be kept clean at all times, not only 2 times per year. 5.1.1.2 calls for cleaning all markers prior to Memorial Day and Veteran’s Day, and any other times as determined by the COR. The Contractor is expected to provide clean headstones at all times of the year, with a minimum of two cleanings. 5.1.1.4 provides directions for minor headstone cleaning to be performed when headstones become dirty.

6. Questions: Same concern as above for CLIN's 0003, 0006, 0011. There could possibly be multiple uses of the CLIN in one month and perhaps no use of the CLIN on other months.

Response: Those CLINs are monthly CLINs. The contractor is required to perform this maintenance year-round. The price would be the cost to maintain year-round, divided monthly.

7. Questions: As the cemetery no longer allows new burials, in the event there are bare spot areas, is it generally accepted to use topsoil (lawn soil) and seeding in place of sodding to fill in these areas?

Response: Sodding is the only acceptable method.

8. Question: 5.3.1.3 Each ornamental tree planted and native/naturalized trees at the perimeter of the active cemetery use areas must be inspected yearly by a certified arborist and a tree assessment report be provided to the cemetery. The report must list the trees by genus/species;

common name; DBH; location in the cemetery as identified by cemetery section number and nearest headstone ID. The report must rate the overall health of the tree, type of pruning needed, pests and/or diseases present, and recommended course(s) of action. This report by an arborist can be quite pricey. Any chance we can find out how often this was carried out in the current contract?

Response: The current contract calls for all tree work to be performed under the direction of a certified arborist. This is a standard requirement in our Grounds Maintenance Contracts. Annual Report

9. Question: And speaking of the current contract, was the work performed by the VA currently or is it contracted out? If contracted out, may I have the contract #?

Response: The work is currently contracted out. The current contract number is 36C78621D0069.

10. 5.9.1.1 The Contractor must raise and lower the American flag on each day the Cemetery is open to the public. It seems the signage posted indicates it's open 3 days per week on Wednesday, Saturday, and Sunday. Can we confirm the days we are to raise/lower the flag? On the other 4 days, will there be no American flag raised/lowered?

Response: The Cemetery is open to the public 3 days per week on Wednesday, Saturday, and Sunday. After 5:00 PM (PWS 5.9.2.2) The flag shall be ceremoniously folded and stored in a clean, secure location on cemetery grounds, such as a contractor provided secure, clean, and locked box.

11. Question: I see what looks to be a rainbird control station. Is it capable of automatically starting and stopping the irrigation system or is it only to be accomplished manually?

Response: The station can be programmed for automatic start/stop.

12. Question: A shipping container was spotted on the property. Looks to have been placed there a long time ago. Would there be a possibility the contractor may use this for storage?

Response: The shipping container belongs to the government and is not to be used by the contractor.

13. Question: (PWS Section 5.11): Regarding "Ceremonies Assistance," does the government have a historical annual average of how many ceremonies occur at the cemetery to help us accurately price this CLIN?

Response: PWS Sec 5.11.2: Memorial Day, Veteran’s Day, and one 3rd ceremony as needed as directed by the COR. We have a Wreath’s Across America ceremony in December; the date of the ceremony varies from year to year which is why we didn’t specify the ceremony.

The date of the ceremony will be provided to the contractor by the COR.

14. Question (WD 2015-5655): The solicitation mentions a hybrid of Service Contract Act (SCA) and Davis Bacon Act (DBA) work. Could the government clarify which specific CLINs or tasks are strictly subject to DBA versus SCA?

Response: DBA does not apply to this contract, because there is no headstone setting.

Headstone setting is the only activity that would have been DBA.

15. Question: (PWS Section 5.3): Does the government require a specific certified arborist for the "Tree, Shrub & Planting Bed Maintenance," or is a general grounds maintenance supervisor sufficient?

Response: PWS Sec 5.3.5.4: The Arborist must be certified by International Society of Arboriculture, and this certificate must be current. The Arborist must serve as the “Contractor’s Site Manager” for tree work and will be provided by the Contractor whenever work is being performed, other than trash and debris pick-

up. The Arborist must have not less than five (5) years’ experience as a direct supervisor of a commercial tree maintenance operation that included removal, trimming, and stump removal in industrial, commercial or public sites.

16. Question: (Contract Guarantee Minimum): Should the "Contract Guarantee Minimum" of $5,977.00 be accounted for as a specific line item in our bid, or is this simply a government-stated floor for the life of the contract?

Response: This is the minimum Contract Guarantee that the Government is obligated for the life of the contract.

17. Question: CLIN 0001 (headstone cleaning) lists a quantity of 12 in the price schedule, but PWS

5.1.1.2 (p. 23) requires cleaning prior to Memorial Day, Veterans Day, and other times determined by the COR. Do all headstones require cleaning before these holidays, with subsequent cleanings considered minor?

Response: Response: PWS Sec 5.11 refers to our 3 annual ceremonies, (5.1.1.2) That’s correct. The contractor is responsible for keeping the headstones clean year-round, with a minimum of two required cleaning activities with cleaning agent and pressure wash.

(5.1.1.4) Minor headstone cleaning will be completed as needed throughout the year.

18. Question: PWS 5.2.1.1 (p. 24) references an Appendix for approximate turf square footage for annual renovation. Which appendix contains this information?

Response: Attachment 3 contains approximate square footage. Attachment 6 provides a map of the cemetery.

19. Question: PWS 5.2.2.21 (p. 27) requires a blend of three regionally adapted cultivars for sod.

What specific grass types are required?

Response: The composition is a mix of 70% Perennial Rye and 30% Fine Fescue. Any substitution must be approved by COR and PCD Agronomist.

20. PWS 5.2.2.33 (p. 28) requires sodding for individual gravesites. What is the average annual number of gravesites requiring sod?

Response: Benicia Arsenal Post Cemetery is a closed cemetery with no new interments, so we do not expect to have individual gravesites re-sodded.

21. Question: PWS 5.2.3.2 (pp. 28-29) requires fertilizer and soil amendments based on yearly soil tests. Can the existing soil test be shared so bidders can determine the necessary NPK ratio and amendment needs for the base year?

Response: 5.2.5.1 requires a soils test in the base year and every year after.

22. Question: Regarding the previous question, how often were soil amendments required during the most recent contract period?

Response: Soil amendments are based on yearly soil tests. Similar wording was used in the current PWS for the incumbent contractor.

23. Question: PWS 5.2.6 (pp. 30-31) requires a spreadsheet for fertilizer and amendments by burial section. Is it anticipated that different sections will require different fertilizers?

Response: Sec 5.2.6.3, fertilizers are chosen in accordance with the soils report. The soils report will provide the contractor with appropriate fertilizer and soil amendments for different sections of the cemetery.

24. Question: PWS 5.2.9.8 (p. 35) mentions goose control. Is this service required at the Benicia site?

Response: Sec 5.2.9.2 provides a list of pests, some of which are not relevant to Benicia.

They are intended to give an idea of the type of pests a contractor may need to control.

Turkeys and rats are known to live in the area and occasionally need control.

25. Question: PWS 5.2.11.2 (p. 36) mentions using green-colored dye for spot spraying herbicide. Is this required?

Response: Sec 5.2.11.2 requires the use of a green-colored marker dye compatible with the herbicide being applied for spot applications of herbicide.

26. Question: PWS 5.2.12.20 (p. 38) requires dedicated, marked mowers for areas infested with Kikuyugrass or Bermudagrass. Is this currently an issue at Benicia?

Response: This is not a known issue currently, however section 5.2.12 outlines requirements to avoid infestations, and requirements if infestation of Kikuyugrass or Bermudagrass is observed.

27. Question: PWS 5.2.14.2 (p. 42) requires regular top-dressing for thatch-prone turf. How often was this performed during the previous contract period?

Response: Topdressing is required following the spring turf aeration in the current contract, as well as filling holes/ruts. Sec 5.2.13, 5.2.14, and 5.2.15 provide descriptions of how and when topdressing shall be added.

28. Question: PWS 5.2.15.3 (p. 43) requires dethatching in March as needed. How frequently was this performed during the previous contract period?

Response: The current contract required dethatching in the spring.

29. Question: PWS 5.3.1.3 (p. 43) requires an annual arborist report. Is there an existing tree report available to share with bidders?

Response: The previous contract called for all tree work to be performed under the direction of a certified arborist. The annual arborist report is a new requirement under this contract and all PCD grounds maintenance contracts.

30. Question: PWS 5.3.1.15 (p. 44) requires the contractor to provide replacement plants. What are the average annual quantities and types of plants required?

Response: Plants are chosen and requested by the Cemetery Director and PCD Agronomist. Estimate 6-10 plants a year

31. Question: PWS 5.3.4.2 (p. 45) states shrubs/hedges are pruned monthly in summer, while 5.3.1.5

(p. 43) says they are trimmed bi-annually. Which frequency is correct?

Response: 5.3.4.2 At the approval of the COR, prune shrubs/hedges monthly during summer months. 5.3.1.5, All shrubs and hedges must be trimmed and shaped bi-annually.

Trimming and pruning are two distinct practices. Pruning is a targeted approach to improving the overall health of the plant, such as the removal of dead branches. Trimming is targeted toward improving the aesthetics of the plant, such as shaping.

32. Question: PWS 5.3.8.1 (p. 49) mentions a "spoils yard for green waste disposal." Is there an on-site spoils yard at Benicia?

Response: 4.1.15 Materials Storage Area: The Government will not provide the Contractor a space for the storing of materials (e.g., decomposed granite, crusher waste.) Other landscape materials (compost, mulch, topsoil, sand, gravel, etc.) may be stored within the Contractor provided storage building/locker/Conex box as approved by the COR.

This contract calls for all materials and spoils to be removed from the cemetery, or stored in the contractor provided storage approved by COR.

33. Question: PWS 5.3.9.6 (p. 49) lists brush clearing frequencies. Is clearing required at Benicia at these specific frequencies?

Response: 5.3.9.6 Requires removal of brush clippings on the same day as mowing, clearing brush twice monthly is a requirement for clearing of brush. The PWS is not like a SOW.

The PWS recognizes that the Contractor is the expert and will develop a Grounds Management Plan that covers all required activities at the minimum frequency outlined under the PWS. It is possible that a contractor may recommend to the COR that brush clearing would happen more frequently, but not less frequently.

34. Question: PWS 5.3.12.4 (p. 51) requires an annual pesticide soil drench for infested plants. What specific pests are typically dealt with at Benicia?

Response: There has been no known incident of infested plants at Benicia.

35. Question: PWS 5.3.12.6 (p. 51) requires horticultural oil applications for specific insects. Was this performed during the previous contract, and which insects are prevalent at the site?

Response: This is a requirement under the current solicitation, and under the current contract.

36. Question: PWS 5.3.14.3 (p. 52) requires mulch application in beds. Was mulch applied during the most recent contract period?

Response: This is a requirement under the current contract and is a requirement under this new solicitation.

37. Question: PWS 5.3.14.5 (p. 52) requires 6-foot diameter mulch rings around trees. Was this performed during the most recent contract period?

Response: The current requirement is for 4-foot diameter rings, this PWS has been updated to require 6-foot rings.

38. Question: PWS 5.3.15.4 (p. 52) requires mineral mulch bed rehabilitation. Was this performed during the most recent contract period?

Response: 5.3.15.4 Requires mineral mulch reconstruction when weeds cannot be controlled by conventional methods. This is a requirement of the incumbent contractor, but it was not performed because there was no uncontrolled weed circumstance.

39. Question: PWS 5.3.17 (p. 53) requires tree stakes and ties. Are there currently trees at Benicia requiring these items?

Response: There are currently no trees that require tree stakes and ties. New trees and plants to be planted are chosen by the cemetery director and PCD agronomist. We do not expect there to be new trees planted in the cemetery that would require stakes if the director/agronomist chooses to add to our current portfolio of trees, Sec 5.3.17 outlines the procedures.

40. Question: PWS 5.3.18.2 (p. 53) requires supplemental irrigation for planting beds. Was this performed during the last contract, and are quick couplers available on-site?

Response: The previous contract required irrigation of planting beds. While there are no quick couplers, there is a spigot on site.

41. Question: PWS 5.3.19.2 and 5.3.19.3 (p. 53) require deep root irrigation for drought-stressed trees. Was this performed during the most recent contract period?

Response: Benicia has a wet climate and deep root irrigation has not been required. PWS addresses potential issues that a contractor may experience during the life of the contract and should be bid in accordance with those requirements.

42. Question: PWS 5.3.20.2 through 5.3.20.5 (pp. 54-56) describe tree and shrub fertilization. Was this performed during the most recent contract period?

Response: Tree and shrub fertilization is a requirement under the current contract period.

It is also a requirement under this solicitation.

43. Question: PWS 5.3.22.1 (p. 56) requires furnishing and installing nursery plants. What is the estimated annual quantity and type of plants required?

Response: Plants are approved by the Cemetery Director and PCD Agronomist.

44. Question: PWS 5.3.23 (p. 58) requires wildflower seeding. Was this performed during the most recent contract period?

Response: This is a requirement in all grounds maintenance contracts. Wildflower seeding was not performed during the most recent contract period.

45. Question: PWS 5.4.1.7 (p. 59) requires weekly written irrigation reports. Was this performed during the most recent contract period?

Response: This is a new requirement for contractors under this new contract period.

46. Question: PWS 5.4.1.31 (p. 61) requires an irrigation schedule. Is there an existing schedule that can be shared with bidders?

Response: An irrigation schedule is required to be provided by the contractor. This must be developed by the contractor and submitted at the beginning of the contract.

47. Question: PWS 5.4.2.3 (p. 64) requires pump station maintenance. Is there a pump station at Benicia?

Response: There is no pump station at Benicia. The PWS will be revised to remove this language.

48. Question: PWS 5.4.2.7 (p. 68) requires quarterly master valve testing. Are there master valves at Benicia?

Response: There is no master valve at Benicia. The PWS will be revised to remove this language.

49. Question: PWS 5.4.2.8 (p. 68) requires pressure regulating valve checks. Are there pressure regulating valves at Benicia?

Response: There is no pressure regulating valve at Benicia. The PWS will be revised to remove this language.

50. Question: PWS 5.4.2.11 (p. 70) requires annual rotor sprinkler inspections. Was this performed during the most recent contract period?

Response: This is a requirement of the incumbent contractor and is outlined in 5.4.2.11.

51. Question: PWS 5.4.2.13 (p. 70) requires annual drip irrigation emitter testing. Was this

Response: That is a requirement of the incumbent and is required in section 5.4.2.13.1.

52. Question: PWS 5.7.2.1 (p. 76) requires weekly sweeping of roads and sidewalks. Was this

Response: Sweeping of the roads is a requirement under the current contract. The requirement of weekly sweeping is based on our requirement to preserve the shrine status of the cemetery and is spelled out in section 5.7.

53. Question: PWS 5.7.2.3 (p. 76) requires pressure washing pavement twice a year. Was this

Response: Yes, this is a current requirement of the incumbent, and a requirement in this

PWS.

54. Question: PWS 5.7.2.4 (p. 76) requires power sweeping roads and parking lots twice a year. Was this performed during the most recent contract period?

Response: Yes, this is a current requirement of the incumbent, and a requirement in this

PWS.

55. PWS 5.10.3.16 (p. 78) requires replenishing gravel in flower strips in July. Was this performed during the most recent contract period?

Response: The current contract calls for the Contractor to replenish gravel once per year.

56. Question: PWS 5.10.8.1 (p. 79) requires pressure washing and polishing the flagpole to include the gold finial at the top. Was this performed during the most recent contract period?

Response: Yes, this is a current requirement of the incumbent.

57. Question: PWS 5.10.11.1 (p. 80) requires fire extinguishers. How many are required and where should they be placed?

Response: Section 4.1.8 Contractor vehicles used to transport herbicides shall house a National Institute of Occupational Safety and Health (NIOSH) approved spill and decontamination kit and shall be equipped with a fire extinguisher which has an ABC rating with minimum capacity of pounds.

58. Question: PWS 5.11.1.1 (p. 80) requires storing government equipment for ceremonies. Where is this location, and will the contractor need to provide a storage container (conex)?

Response: 4.1.13 The Government will not furnish any building(s) at the cemetery site for use by the Contractor to store supplies, equipment, etc. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies, or items belonging to Contractor’s personnel stored on the Government's premises. The Contractor shall provide a storage locker for the storage of American flag when not in use or other equipment at their own expense.

59. Question: PWS 5.11.2.7 requires providing additional portable restrooms for specific events. Has this been required during the most recent contract period?

Response: This is a current requirement in our current contract.