Contractor Questions Government Responses 36C78626R50066.pdf

Questions/Responses Solicitation 36C78626R50066

1) Question: Who is the current incumbent?

Response: AB Cemetery Management Inc. DBA: DRT Cemetery Management Inc.

2) Question: What is the current contract# and total value of the contract.

Response: The current contract is 36C78624D50458 and the total value amount $1,088,387.29

3) Question: Can the government please provide which CLINS are applicable to the Davis- Bacon Wages?

Response: Refer to PWS for requirement section which identifies CLINS with Service Contract Act (SCA) and Davis Bacon Act (DBA)

Clin 0005, Clin 0006, Clin 0008, Clin 0009 are Subject to DBA.

4) Question: Is the contractor responsible for the removal off-site for any spoils that may remain in doing the internments?

Response: Please Refer to PWS on 5.2.3.4 and 5.9.1.7

5.2.3.4 Haul any excess backfill to a designated spoils yard. Keep spoils area clean and neat if utilized. Remove the spoils monthly to prevent buildup. Screen spoils from public view. For cemeteries without a spoils yard, remove spoils from the site and dispose of at an appropriate landfill, or other off-site facility on the same day that they are generated.

5.9.1.7 Provide a commercial waste collection and removal contract with licensed waste management company for weekly emptying of contractor-provided dumpsters not provided by the Cemetery

5) Question: PWS 5.5.2.20 – What is the annual sqft of turf renovation that is to be done by sodding?

Response: Please refer to PWS 5.5.1 and attachment 3/ Technical exhibit 3.

Approximately 6000 Sqft a year.

6) Question: PWS 5.5.2.33 - What the annual sqft of renovation that is to be done by seeding?

Response: Please refer to PWS 5.5.1 and attachment 3/ Technical exhibit 3.

Approximately 1000 Sqft a year.

7) Question: PWS 5.5.4.1 - Can the government publish the “Turf Application Schedule” mentioned in this section?

Response: Upon award the cemetery will provide a template to the vendor.

8) Question: PWS 5.5.12.38 – Can the government give specific area where bagging is required?

Response: Please refer to PWS 5.5.12.34 and 5.5.12.5

5.5.12.38 Immediately remove or disperse windrows and mats of grass clipping deposited on the turf to avoid turf damage. Remove clippings deposited on headstones and other monuments, section markers, concrete bases, roads, walks, plazas, beds, tree basins, or other non-turf grass areas the same day as the mowing event that produced them.

Remove clippings deposited on sidewalks or at public visitor areas including at the Committal Shelter at same time mowing work is occurring. In specialty areas, collect clippings in bag attachments to the mowers, as approved by the COR. Remove and dispose clearly visible clumps of grass clippings and/or windrows of clippings, as a result of infrequent mowing. Isolate use of Rake-O-Vac type equipment to removal of windrows and mats of grass clippings to prevent wear and tear of turf and compacting of soils, unless directed otherwise by the COR. If inclement weather does not allow the grass trimmings to be collected while mowing, they must either be short enough to blend into the existing turf or raked and collected as soon as weather allows.

Specialty bagging areas will be approved by the COR on a case-by-case bases to ensure bagging does not conflict with visitors.

9) Question: PWS 5.6.10 – Is the section applicable if so what is the square footage?

Response: 5.6.10 will be removed and revised into the solicitation.

10) Question: PWS 5.6.15 what is the square footage of the areas the require inorganic mulch?

Response: Possibly after the renovations, some areas could be converted to inorganic mulch -refer to attachment 3/technical exhibit 3 for square footage.

11) Question: PWS 5.6.22.1 – Can the government provide specific quantities by size the contractor is to provide and install.

Response: Refer to PWS 5.6.22.1 refer to attachment 3/technical exhibit 3 for square footage. Seasonal or annual plants approved by the COR for prominent areas only.

12) Question: PWS 5.6.23 – What is the square footage of the area of this requirement and is this applicable to this cemetery?

Response: PWS 5.6.23 will be removed and revised in the solicitation.

13) Question: PWS 5.9 – Will the contractor be able to have a 40YD roll off dumpster on site?

Response: Refer to 5.9.3.16 in the PWS. Current contractors uses 3YD trash cans.

Contractor will require prior approval.

14. Question: What is the average turnaround for each monument request? From initial request till installation.

Response: Please Refer to PWS 5.3.1.5 and 5.3.2

5.3.1.5 Install headstones within five (5) working days of delivery to the Cemetery as weather and soil conditions permit. Clean headstones after setting. Include the cost for replanting sod around the headstone and headstone cleaning in the work of headstone setting.

Contractor does not handle initial requests only installation.

15. Question: What is the approval process for each monument? Are there meetings/committees/reports/reporting logs and how many? We are a small family-owned company and need to know the amount of hours it takes to approve/inspect something. We can turn around everything very fast if things are approved fast.

Response: Please Refer to PWS 5.3.1.5 and 5.3.2

5.3.1.5 Install headstones within five (5) working days of delivery to the Cemetery as weather and soil conditions permit. Clean headstones after setting. Include the cost for replanting sod around the headstone and headstone cleaning in the work of headstone setting.

Contractor does not handle initial requests only installation.

16. Question: Do we deal directly with families or a military/cemetery representative?

Response: The Government Cemetery Representative will provide customer service with families. The contractor will have minimal contact with the public.

17. Question: What kind of requirements/clearances/inspections are you going to need to approve the company for your bid? For example, besides OSHA, CA business license and liability insurance, any other requirements?

Response: Please Refer to PWS 5.7.1 and 1.8.1.18

1.8.1.18 The Contractor is responsible for ensuring all employees possess required state motor vehicle licenses for operating equipment and vehicles used in the execution of this contract. Anyone applying pesticides must be trained and certified in the appropriate pesticide applicator categories by the state of California. A pesticide technician is not a valid substitute for a state certified applicator. Use of any chemicals shall meet Environmental Protections Agency (EPA) Guidelines and State of California Law for licensed applicator requirements and shall not be used without prior review through a pre-application submittal and consent of the COR.

PWS 5.7.1 please read through this entire section for staff certifications.

18. Question: In regard to the flat granite marker - Can you please send me a sample? Are there photo inserts, bronze details or frames required? We need to see so we can properly bid.

Response: Please Refer to PWS 5.3.1.5 and 5.3.2

5.3.1.5 Install headstones within five (5) working days of delivery to the Cemetery as weather and soil conditions permit. Clean headstones after setting. Include the cost for replanting sod around the headstone and headstone cleaning in the work of headstone setting.

Contractor does not handle initial requests only installation.

19. Question: If the government orders more than listed quantity per year, they will pay for additional monuments as per our listed unit price, correct? We are committing to the unit price per memorial, not the total price, correct?

Response: COR will monitor quantities, if more quantities are needed COR will request modification of contract for additional quantities.

20. Question: Please confirm who provides the stones? I assume we, as a memorial company, provide the stone, but you need to provide the specifications - color, size, fonts, symbols, etc. Please confirm.

Response: Please Refer to PWS 5.3.1.5 and 5.3.2

5.3.1.5 Install headstones within five (5) working days of delivery to the Cemetery as weather and soil conditions permit. Clean headstones after setting. Include the cost for replanting sod around the headstone and headstone cleaning in the work of headstone setting.

Contractor only handles installation. Government will order and inspect.

21. Question: Who makes the foundation and site prep to ensure the proper alignment and installation? This is considering that we would bid only on new monuments/replacements and installations.

Response: Please Refer to PWS 5.3.1.5 and 5.3.2

Contractor is responsible for site preparation, proper alignment and installation on new monuments/replacements and installations.

22. Question: What are the cemetery work hours and limits? Also are there any escort requirements for work on premises? Do you have cemetery blackout periods?

Response: Please Refer to PWS 1.8.1.4, 1.8.1.5 and 1.8.1.6

1.8.1.4 The Contractor shall perform work during the hours of 8:00 AM – 4:30 PM (local time) Monday through Friday at the Cemetery. Funerals and ceremonies occur regardless of weather conditions. The Contractor is responsible for access to all work areas during these hours. The Cemetery is open to the public daily from 6:00 AM – 6:00 PM (local time) and Memorial Day from 6:00 AM to 7:00 PM. The Government facility may be closed to the public, at times, due to local or national emergencies, administrative closings, or similar Cemetery directed facility closings, as authorized.

1.8.1.5 Work is normally not conducted on Federal holidays unless otherwise authorized by the COR. The following is a list of the Federal holidays:

January New Year’s Day January Martin Luther King Jr.’s Birthday February Washington’s Birthday May Memorial Day June Juneteenth July Independence Day September Labor Day October Columbus Day November Veterans Day November Thanksgiving Day December Christmas

When a holiday falls on Sunday, the following Monday will be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday will be observed as a Federal Holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a Federal Holiday.

1.8.1.6 At the Contractor’s request, and with the written permission of the COR, work may also be permitted to be scheduled for weekends and Holidays. The Government must not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration. No work will be permitted during Memorial Day or Veteran’s Day weekend activities. Notwithstanding, if any work under this contract will be required outside of the VA's normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday), the Contractor must request for a deviation in writing to the COR at least 24 hours in advance.

The Contractor shall provide personnel support outside their expected normal hours of operation (4:31 PM – 7:59 AM) as needed, typically including holidays, special events or ceremonies, and during certain weather events, to support the Cemetery mission as authorized by the COR. The Site Manager or the Alternate Site Manager shall be available after normal duty hours or on working holidays to serve as the central point of contact for Contractor operations.

23. Question: What is the inspection/rejection criteria for a monument?

Response: Please Refer to PWS 5.3.1.5 and 5.3.2

5.3.1.5 Install headstones within five (5) working days of delivery to the Cemetery as weather and soil conditions permit. Clean headstones after setting. Include the cost for replanting sod around the headstone and headstone cleaning in the work of headstone setting.

Contractors do not handle inspection or rejection.

24. Question: Do you have any granite and marble source specifications/restrictions?

Response: Please Refer to PWS 5.3.1.5 and 5.3.2

5.3.1.5 Install headstones within five (5) working days of delivery to the Cemetery as weather and soil conditions permit. Clean headstones after setting. Include the cost for replanting sod around the headstone and headstone cleaning in the work of headstone

Contractors will not handle headstone specifications or restrictions.

25. Question: Do you have storage on site for extra granite/marble?

Response: Please Refer to PWS 5.3.1.5 and 5.3.2

5.3.1.5 Install headstones within five (5) working days of delivery to the Cemetery as weather and soil conditions permit. Clean headstones after setting. Include the cost for replanting sod around the headstone and headstone cleaning in the work of headstone

Contractor will only need to store new headstones for installation. Yes, there is room.

26. Question: What is the termination convenience clause?

Response: FAR 52.212-4 (l)Termination for the Government’s Convenience and FAR 52.212-4(m) Termination for Cause

27. Question: What are your insurance limits requirements?

Response: The contractor must abide by FAR 28.307-2(a-c) Liability

28. Is it the NCA anticipation that the successful awardee provides a "hearse type" vehicle for the twenty or so burials per year?

Response: PWS 5.2.9.2 - Transfer the remains in a dignified manner from the interment/committal shelter to the proper gravesite following all NCA policies. The means of transportation must be approved by the COR.

29. Who provides the lowering device?

Response: The Contractor will provide the lowering device. Read below for specifications.

5.2.9.7 Transport the casket from the vehicle to the casket lowering device at the gravesite. Provide a government-approved, commercially available, mechanical casket lowering device (CLD) with a minimum capacity of one thousand (1000) pounds and set it up at the grave site. The CLD must be equipped with two sets of straps: primary lowering straps and secondary safety straps. Inspect the CLD will for damage and defective/worn straps, prior to set-up over the crypt.