S02 36C25726Q0397.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Sources Sought Notice Grounds Maintenance Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 78240

SOLICITATION NUMBER* 36C25726Q0397

RESPONSE DATE/TIME/ZONE 04-08-2026 1:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* S208

NAICS CODE* 561730

CONTRACTING OFFICE ADDRESS Department Of Veterans Affairs

Network Contracting Office 17

5441 Babcock Road Ste. 302

San Antonio TX 78240

POINT OF CONTACT*

Contract Specialist

Melanie Williams melanie.williams5@va.gov

210-694-6378

PLACE OF PERFORMANCE

ADDRESS El Paso VA Clinic

5001 N. Piedras St.

El Paso TX

POSTAL CODE 79936

ADDITIONAL INFORMATION

AGENCY’S URL www.va.gov

URL DESCRIPTION Department of Veterans Affairs Homepage

DESCRIPTION

Performance Work Statement (PWS)

Grounds Maintenance Services

1. Title, Place of Performance, and Period of Performance

Title: Grounds Maintenance Services – El Paso VA Healthcare System

Place of Performance: All work under this contract shall be performed at El Paso VA Healthcare System (EPVAHCS). Services shall be executed across all designated exterior grounds, landscaped areas, and facility perimeters as defined in this Performance Work Statement (PWS).

Place of Performance:

El Paso VA Clinic 5001 N. Piedras St.

El Paso, TX 79936

Period of Performance:

Base: 5/11/2026 – 5/10/2027 Option Year 1: 5/11/2027 – 5/10/2028 Option Year 2: 5/11/2028 – 5/10/2029 Option Year 3: 5/11/2029 – 5/10/2030 Option Year 4: 5/11/2030 – 5/11/2031

2. Purpose

The purpose is to define the requirements and standards for comprehensive grounds maintenance services at EPVAHCS. The contractor shall perform all work necessary to ensure the facility grounds are maintained in a clean, safe, healthy, and aesthetically pleasing condition in accordance with this PWS and all applicable regulations, codes, and directives. These services are intended to support the Department of Veterans Affairs’ mission of providing a welcoming, professional, and well-maintained environment for patients, staff, and visitors.

3. Scope of Work

The Contractor shall provide all labor, materials, equipment, supervision, and management necessary to perform comprehensive grounds maintenance services at the EPVAHCS. The Contractor shall maintain all landscaped, and hardscaped areas of the campus in a safe, clean, and aesthetically appealing condition in accordance with this PWS and all applicable regulations and standards.

Services to be Provided Include:

• Lawn mowing

• Trimming and Edging

• Lawn aeration and dethatching

• Lawn seeding

• Street and parking lot sweeping

• Leaf and debris removal, including seasonal spring and fall cleanups

• Weed control and removal

• Chemical treatments, including fertilization and weed control

• Tree Removal

• Tree and shrub care

• Irrigation system maintenance and repair

• Pest and disease control

4. Detailed Performance Requirements

- Lawn Mowing: As needed only upon request

Contractor shall, upon request from the Contracting Officer Representative (COR), provide lawn mowing services at additional cost. After written request from COR, Contractor shall provide an estimate for mowing service to COR, and no work shall commence without prior authorization from the COR. Cost for mowing services will be for labor and equipment and be invoiced separately from monthly invoices. Mowing services to be invoiced against Not to Exceed CLIN.

• The Contractor shall remove debris from the lawns prior to the mowing operation (sticks, rocks, paper, trash, etc.).

• The Contractor shall, upon request, mow the grass height between two (2) and three (3) inches within 72 hours of COR authorization to perform work.

• The Contractor shall not mow so close to trees, hedges, shrubs, buildings, building service equipment, sprinkler heads, sprinkler release valves, etc. as to cause damage to vegetation or facility structure by the lawn mowing equipment. The Contractor is required to use appropriate equipment to match the 2-3-inch lawn height around the areas that cannot be mowed by larger lawn mowing equipment.

• The contractor must remove all clippings the same day and taken to an off-site disposal.

Trimming and Edging- As needed only upon request

• The Contractor shall perform trimming and edging upon request from COR. The Contractor shall ensure that all trimmed areas are maintained at a uniform grass height consistent with the surrounding lawn, typically between two (2) and five (5) inches, unless otherwise directed by the COR. After written request from COR, Contractor shall provide an estimate for trimming and edging service to COR, and no work shall commence without prior authorization from the COR. Cost for trimming and edging services will be for labor and equipment and be invoiced separately from monthly invoices. Trimming and edging services shall be completed within 72 hours of COR authorization to perform work. Trimming and edging services to be invoiced against Not to Exceed CLIN

• Trimming shall be defined as the cutting and removal of grass and/or weeds growing adjacent to and horizontally over edges of walkways, driveways, curbs, flower beds, poles, flagpole holes, posts, buildings, ditches, fire hydrants, trees, fence lines, parking lots, or other permanent structures.

• Edging shall be defined as the creation and maintenance of a clean, sharp line providing a distinct demarcation between lawns and adjoining hard surfaces, such as sidewalks, driveways, and curbs. Edging shall be performed in a neat and uniform manner to preserve the professional appearance of the grounds.

• The Contractor shall perform weed whacking and trimming of native vegetation located on EPVAHCS Main Campus. All vegetation within this area shall be maintained in a neat and controlled condition consistent with safety and operational requirements. The Contractor shall remove, collect, and dispose of all resulting debris off-site in accordance with applicable regulations following each trimming.

• Under no circumstances shall the Contractor use herbicides or chemical vegetation control agents for trimming or edging purposes unless prior written approval is granted by the COR.

• Upon completion of trimming and edging activities along sidewalks, driveways, curbs, and adjacent areas, the Contractor shall collect all resulting debris and transport it to an off-site disposal facility. The Contractor shall ensure that no clippings, residue, or related materials remain on any paved or finished surfaces.

Lawn Aeration and Dethatching

• The Contractor shall perform complete aeration of all lawn areas annually during the month of March, in accordance with standard commercial landscaping practices approved by the COR. Aeration shall be performed to promote root growth, improve water infiltration, and enhance overall turf health.

• The Contractor shall perform dethatching of all lawn areas annually, in addition to aeration, as directed by the COR. These services shall be conducted in accordance with accepted industry standards and scheduled to minimize disruption to turf recovery and growth.

• Prior to performing any aeration or dethatching activities, the Contractor shall locate and clearly mark all sprinkler heads, valve boxes, irrigation lines, and other underground facilities to prevent damage.

• The Contractor shall be fully responsible for any damage resulting from aeration or dethatching operations. Any damaged irrigation components, turf, or site infrastructure shall be repaired or replaced by the Contractor at no additional cost to the Government and to the satisfaction of the COR.

• All debris generated from aeration or dethatching operations shall be collected, removed from the site, and disposed of in accordance with all applicable federal, state, and local regulations.

Lawn Seeding

• The Contractor shall perform lawn seeding services on a seasonal basis in accordance with commercial landscaping practices approved by the COR. Seeding shall be performed after annual lawn aeration and dethatching. Contractor shall provide comprehensive maintenance plan to COR prior to seeding to promote vigorous growth and overall turf health. Contractor shall include irrigation schedule, mowing height and frequency, and all other turf growing recommendations as part of comprehensive maintenance plan for VA maintenance staff to follow after contractor seeding.

• Contractor shall be responsible for providing all equipment, material, and labor to perform lawn seeding services in accordance with commercial landscaping practices at no additional cost.

Street and Parking Lot Sweeping

• The Contractor shall perform street and parking lot sweeping services on a seasonal basis using an industrial sweeper. Sweeping shall include all paved streets, access roads, drive lanes, fire lanes, and paved parking lots within the designated areas of the EPVAHCS campus, including adjacent curbs and gutters.

• The Contractor shall remove accumulated sand, gravel, leaves, litter, and other debris from all paved streets and parking garage/lots to maintain a clean, safe, and professional appearance and to prevent debris from entering storm drains. All sweeping operations shall be performed in a manner that minimizes dust, noise, and disruption to facility operations.

All sweeping operations shall be conducted on Saturday or Sunday when the clinic parking lot and garage are most empty to avoid disruption of facility operations.

• The Contractor shall perform sweeping at a minimum in early spring following winter sanding and de-icing activities; in late spring; in late fall following the primary leaf-fall period; and, if weather and site conditions permit, in mid-winter. Additional sweeping events shall be performed as directed by the COR and at additional cost when debris accumulation presents a safety hazard, degrades appearance, or threatens to obstruct stormwater drainage. After written request from COR, Contractor shall provide an estimate for additional street and parking lot sweeping service to COR, and no work shall commence without prior authorization from the COR. Cost for additional street and parking lot sweeping service will be for labor and equipment and be invoiced separately from monthly invoices. Additional street and parking lot sweeping service to be invoiced against Not to Exceed CLIN.

• The Contractor shall use an industrial, truck-mounted or equivalent mechanical or vacuum sweeper suitable for commercial and institutional facilities. All equipment should be maintained in good working order and operated by trained personnel in accordance with manufacturer instructions and applicable safety regulations.

• All swept material and debris shall be collected, removed from the VA property, and disposed of off-site in accordance with federal, state, and local regulations. The Contractor shall ensure that no piles or windrows of debris are left on-site and that all work areas are left in a clean condition upon completion of sweeping operations.

Leaf and Debris Removal

• The Contractor shall perform all leaf and debris removal services necessary to maintain a clean and orderly appearance across all designated areas. These services shall be performed monthly, during the non-growing season as needed, following significant weather events such as windstorms or heavy rainstorms, and at the request of the COR. Services shall include removal of leaves, branches, and other organic or windblown debris from lawns, planter beds, landscaped areas, hardscaped areas, around trees, shrubs, and bushes, stairwells, loading docks, sidewalks, streets, parking lots, road gutters, window wells, retention ponds, and around or behind buildings and exterior service equipment.

• All leaves and debris collected during monthly cleanups, as well as during regular maintenance operations, shall be removed from the site and disposed of in accordance with all applicable state and local regulations.

• The Contractor shall ensure that cleanup operations do not obstruct walkways, parking areas, or building entrances at any time. All equipment and debris shall be removed from the site upon completion of each cleanup event.

Weed Control and Removal

• The Contractor shall perform all weed control and removal services necessary to maintain a clean and orderly appearance across all designated areas. These services shall be performed bi-weekly during growing season, monthly during the non-growing season, and at the request of the COR. Services shall include removal of broadleaf weeds, grassy weeds, and other common weeds from lawns, planter beds, landscaped areas, hardscaped areas, around trees, shrubs, and bushes, stairwells, loading docks, sidewalks, streets, parking lots, road gutters, window wells, and around or behind buildings and exterior service equipment.

• Contractor shall be responsible for providing all equipment, material, and labor to perform weed control and removal services in accordance with commercial landscaping practices and at no additional cost.

Chemical Treatments and Applications

• COR approval is required at least 7 days prior to application.

• Upon contract award, the Contractor shall provide Material Data Safety Sheets (MSDS) or

Safety Data Sheets (SDS) for any chemicals proposed for use and will submit a proposed schedule of all chemical applications.

• Lawn applications shall be completed in 8 hours or less due to irrigation schedule.

• The first application shall include pre-emergent for crabgrass control, as well as a granular slow-release fertilizer and broadleaf control. This shall be applied no later than the 1st of May.

• The second, third, and fourth applications shall consist of fertilization and broadleaf control.

The third application again is required to be a granular slow-release product.

• The Contractor shall provide a fifth “winterization” lawn treatment consisting of a balanced winter fertilizer and compatible weed control product applied at the end of the growing season, in accordance with manufacturer recommendations and COR- approved schedules and materials.

• The Contractor shall apply a minimum 3 annual sterilant applications in the hardscape areas, more may be required as directed by the COR and at additional cost.

• Use of 2,4-D–based and 2,4,5-T–related products is not permitted under this contract.

• All applicators must be licensed in accordance with EPA regulations and through the State of Texas, if applicable.

Tree Removal

• The Contractor shall remove accumulated dead trees from designated areas on the North end of the lawn. This is a one-time service and invoiced against Tree Removal CLIN of Base Year Contract.

• Contractor shall, upon request from COR, provide additional tree removal services at additional cost. After written request from COR, Contractor shall provide an estimate for additional tree removal services to COR, and no work shall commence without prior authorization from the COR. Cost for additional tree removal services will be for labor and equipment and be invoiced separately from monthly invoices. Additional tree removal services shall be invoiced against Not to Exceed CLIN.

Tree and Shrub Care

• The Contractor shall perform all tree and shrub care necessary to maintain healthy, safe, and aesthetically pleasing condition throughout the contract period. All work shall be performed in accordance with accepted horticultural and arboricultural standards and subject to approval by the COR.

• The Contractor shall provide fertilization of trees and shrubs as needed to promote vigorous growth and overall plant health. Fertilization shall be performed using methods and materials appropriate for the species, soil conditions, and seasonal requirements. Fertilizer type, application rate, and schedule shall be submitted to the COR for approval prior to application.

• The Contractor shall perform pruning of trees and shrubs as required to remove dead, diseased, or damaged limbs; promote healthy growth; maintain proper form and clearance;

and prevent interference with buildings, walkways, lighting, signage, and utilities. All pruning shall be performed in accordance with ANSI A300 industry standards.

• The Contractor shall monitor trees and shrubs for evidence of disease, infestation, or pest activity. When problems are identified, the Contractor shall promptly notify the COR and submit a recommended treatment plan. Pest control measures, including application of pesticides or fungicides, shall not be performed without prior written approval from the COR.

All pest control operations shall comply with all applicable federal, state, and local regulations governing chemical use and safety.

• All pruning debris, clippings, fallen branches, and other materials generated during tree and shrub care activities shall be collected, removed from the site, and disposed of in accordance with applicable environmental regulations.

Irrigation

• The Contractor shall perform sprinkler system startup services at the beginning of each irrigation season. Startup shall include inspection and testing of all system components, including valves, controllers, sensors, and sprinkler heads, to ensure proper operation. The Contractor shall adjust sprinkler heads for correct coverage, verify water pressure, and program automatic timers in accordance with Government-approved schedules.

• The Contractor shall respond to all service or repair requests within one (1) business day of notification by the COR. Emergency repairs that present a risk of property damage or excessive water waste shall be addressed immediately upon notification.

• Repairs shall include, but are not limited to, replacement or adjustment of sprinkler heads, repair of broken or leaking lines, correction of pressure and valve issues, and reprogramming of control systems. After written request from COR, Contractor shall provide an estimate for irrigation repair services to COR, and no work shall commence without prior authorization from the COR. Approved irrigation system repair services shall be invoiced against Not to Exceed CLIN

• At the conclusion of each irrigation season, the Contractor shall perform a complete sprinkler system blowout and winterization. This service shall include shutting off the main water supply, draining all lines, removing residual water with compressed air, and ensuring all system components are secured and protected against freeze damage.

• The Contractor shall maintain complete documentation of all sprinkler system startup, repair, and winterization activities. Documentation shall include the dates of service, descriptions of work performed, hours expended, parts replaced, and materials used. Such records shall be provided to the COR upon request.

Pest and Disease Control - Lawn Areas

• The Contractor shall be responsible for the monitoring and identification of pests affecting lawn and turf areas. Pests include, but are not limited to, insects (such as wasps, grubs, mosquitos, chinch bugs, etc.), fungal diseases (such as dollar spot, rust, brown patch, etc.), and other biological agents that negatively impact turf health or appearance.

• The Contractor shall conduct monthly inspections of all lawn areas throughout the growing season to identify the presence or risk of pest infestations or disease conditions. Findings shall be documented and reported to the COR for review and approval prior to any treatment or chemical application.

• The Contractor shall, upon request of the COR, conduct pest and disease control services as needed and at additional cost. After written request from COR, Contractor shall provide an estimate for pest and disease control services to COR, and no work shall commence without prior authorization from the COR. Cost for pest and disease control services shall be for labor, materials, and equipment and be invoiced separately from monthly invoices. Pest and disease control services shall be invoiced against Not to Exceed CLIN.

• No pesticide, fungicide, or other chemical control product(s) shall be applied without prior written approval from the COR. All applications shall be performed in accordance with the manufacturer’s recommendations, applicable environmental regulations, and all federal, state, and local laws governing chemical use and employee safety.

• The Contractor shall immediately implement corrective measures for pest or disease outbreaks upon receipt of approval from the COR. Treatments may include chemical applications, cultural adjustments (such as aeration or improved drainage), or other integrated pest management (IPM) practices as appropriate.

• All pest control products, quantities applied, and treatment areas shall be documented in detail. Records shall include the date of application, product name, EPA registration number, active ingredients, weather conditions, and personnel performing the work. Copies of such documentation shall be provided to the COR upon request.

• The Contractor shall ensure all pest control operations are performed in a manner that prevents damage to adjacent plantings, hardscapes, structures, and irrigation systems, and that does not pose risk to personnel or the public.

Work Scheduling and Notifications

• The Contractor shall develop and submit a monthly lookahead schedule outlining all planned maintenance, repair, and service activities to be performed during the upcoming month. The schedule shall identify the anticipated dates, specific locations, and types of work to be conducted. The schedule shall be submitted to the COR for review and coordination no later than five (5) business days prior to the start of each month.

• The Contractor shall ensure that all work is performed in accordance with the approved schedule unless prior written authorization for deviation is granted by the COR. Any necessary adjustments to the schedule resulting from weather conditions, equipment issues, or unforeseen site circumstances shall be communicated to the COR immediately upon identification.

• The Contractor shall provide advance notification to the COR at least seventy-two (72) hours prior to the commencement of any work that may impact facility operations, public access, or safety. This includes, but is not limited to, spraying operations, large equipment usage, or any activity that may restrict traffic or pedestrian movement.

• Failure to provide timely updates or notifications may be considered non-compliance with contract requirements and may result in appropriate corrective action as determined by the

COR.

Unacceptable Performance and Corrections

• The Contractor shall ensure that all work performed meets the requirements, standards, and frequencies specified in this Performance Work Statement (PWS). Any work determined by the COR to be unsatisfactory or non-compliant shall be corrected or re-performed by the Contractor within seventy-two (72) hours of notification, at no additional cost to the Government.

• Failure by the Contractor to correct identified deficiencies within the specified timeframe may result in deductions from payment, issuance of a stop-work order, or other contractual remedies as determined appropriate by the Contracting Officer.

• Repeated instances of unacceptable performance, neglect, or non-compliance may constitute grounds for termination of the contract in accordance with applicable FAR provisions.

Damages

• The Contractor shall be fully responsible for any and all damage to Government property, facilities, structures, equipment, irrigation systems, landscaping, hardscapes, or other site improvements resulting from the Contractor’s operations, negligence, or failure to exercise due care during performance of work under this contract.

• The Contractor shall repair or replace all damaged property to its original condition and functionality, at the Contractor’s own expense and to the satisfaction of the COR. All repairs shall be completed within a timeframe approved by the COR.

• The Contractor shall immediately notify the COR of any damage discovered or caused during the course of work, regardless of severity or cause.

• The Contractor shall be properly licensed, insured, and bonded in accordance with all applicable federal, state, and local regulations. Proof of current licensing, bonding, and insurance shall be provided to the Contracting Officer upon request or prior to the commencement of work.

Interference with Operations

• The Contractor shall perform all work in a manner that does not disrupt or interfere with the normal operations, activities, or mission of the EPVAHCS. The Contractor shall coordinate all work with the COR to ensure minimal impact to staff, patients, and visitors.

• The Contractor shall maintain clear and unobstructed access to all buildings, entrances, sidewalks, roadways, parking lots, loading docks, and emergency routes at all times. Work that may cause temporary obstructions or safety hazards shall be scheduled and approved in advance by the COR.

• Any activity that may generate excessive noise, dust, odor, or vibration shall be controlled and performed only during approved hours or as directed by the COR to prevent disturbance to medical center operations.

Lost and Found

• The Contractor shall immediately report and turn in all personal or Government property found on the premises to the COR or the VA Police. Under no circumstances shall the Contractor or its employees remove, retain, or dispose of any found items.

• All found property shall be handled in accordance with EPVAHCS’s established policies and procedures for lost and found items. The Contractor shall ensure that all employees performing work under this contract are aware of and comply with these requirements.

Safety and Accident Reporting

• The Contractor shall perform all work in compliance with applicable Occupational Safety and Health Administration (OSHA) regulations, Department of Veterans Affairs (VA) safety standards, and all federal, state, and local safety requirements.

• The Contractor shall implement and maintain appropriate safety measures to protect its employees, Government personnel, patients, visitors, and property during the performance of this contract.

• The Contractor shall develop, implement, and maintain a written site-specific safety plan addressing all tasks, equipment, and hazards associated with the performance of this contract. The safety plan shall be made available to the COR upon request and shall be updated as conditions, operations, or regulations change.

• The Contractor shall ensure that all employees are properly trained in the safe operation of equipment, use of personal protective equipment (PPE), and procedures applicable to their assigned tasks. Safety briefings shall be conducted as necessary to reinforce compliance and awareness.

• The Contractor shall immediately report to the COR any accident, injury, property damage, or near-miss incident occurring during performance of this contract, regardless of severity.

Written follow-up documentation describing the incident, corrective actions taken, and measures to prevent recurrence shall be submitted to the COR within twenty-four (24) hours of the incident. Additionally, the Contractor shall maintain an accident and incident log documenting all accidents, injuries, property damage incidents, and near-miss events that occur during contract performance. The log shall be made available for review by the COR upon request.

Environmental Compliance

• The Contractor shall conduct all work activities in full compliance with applicable federal, state, and local environmental laws and regulations, as well as VA environmental policies and procedures. All work shall be performed in a manner that prevents pollution, protects natural resources, and minimizes environmental impact.

• The Contractor shall not store any fuels, oils, fertilizers, pesticides, herbicides, or other chemicals on VA property at any time. All chemical products shall be transported to the site only for immediate use and removed upon completion of the task or at the end of each workday.

• Prior to the use of any chemical product, including fertilizers, pesticides, or herbicides, the Contractor shall submit a current MSDS or SDS to the COR for review and approval. No chemical product shall be applied without written authorization from the COR.

• The Contractor shall ensure that all chemicals used are properly labeled and handled in accordance with manufacturer specifications and applicable environmental and safety regulations. Spill-prevention practices shall be implemented during transport and application activities.

• In the event of a spill or release of any chemical substance, the Contractor shall immediately contain and clean up the spill, notify the COR, and if required, contact appropriate regulatory authorities. All cleanup efforts shall be completed at no additional cost to the Government and in accordance with applicable environmental standards.

• The Contractor shall not discharge or permit the discharge of debris, soil, water, chemicals, or other materials into storm drains, sanitary sewers, or natural waterways. Runoff control measures shall be employed as necessary to prevent erosion, silting, or contamination.

• The Contractor shall maintain accurate records of all chemical applications, including the product name, quantity, date and location of application, weather conditions, and name of the applicator. These records shall be provided to the COR upon request.

• All waste materials, including grass clippings, leaves, branches, and empty chemical containers, shall be removed from the site and disposed of in accordance with all applicable environmental regulations and industry best management practices.

5. Quality Assurance

• The Government will conduct surveillance of the Contractor’s performance through inspections, observation, and feedback to verify compliance with all requirements of this PWS. Surveillance may be performed during any phase of work and may be announced or unannounced at the discretion of the COR.

• The Contractor shall develop and submit a written Quality Control Plan (QCP) to the COR for review and approval within thirty (30) calendar days of contract award. The QCP shall describe the Contractor’s procedures for ensuring compliance with all contract requirements, identifying performance deficiencies, taking corrective actions, and maintaining quality throughout all phases of work.

• The QCP shall include, at a minimum, methods for internal inspection of work, corrective action tracking, documentation of inspections, and communication of quality-related issues to the COR. The approved QCP shall be implemented and maintained throughout the life of the contract.

• The Government will evaluate Contractor performance in accordance with the Performance Requirements Summary (PRS) table and applicable contract clauses. Failure to meet established performance standards may result in deductions, corrective action requirements, or other remedies as described in the contract.

9. Invoices

• Each monthly invoice shall be reviewed and approved by the COR prior to submission for payment processing. Upon COR approval, the Contractor shall submit the invoice through Tungsten in accordance with VA invoicing procedures.

• All repair labor hours for troubleshooting and repairs shall be separately itemized and logged, and all parts and components billed under Not-to-Exceed CLIN shall have been pre-approved by the COR prior to acquisition and invoicing.

10. Property Limits

• Please refer to the map below defining property limits.