S02 36C26225Q0376 VALLHCS Grounds Maintenance.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Grounds Maintenance VA Loma Linda Health Care System VALLHCS

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 87108

SOLICITATION NUMBER* 36C26225Q0376

RESPONSE DATE/TIME/ZONE 02-10-2025 11:00 am MOUNTAIN TIME, DENVER, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* S208

NAICS CODE* 561730

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO22

New Mexico VA Health Care System 1501 San Pedro Drive SE Albuquerque NM 87108

POINT OF CONTACT*

Contract Specialist Jordan Alonzo jordan.alonzo@va.gov (505)767-6094

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs VA Loma Linda Health Care System

VALLHCS

11201 Benton St., Loma Linda California

POSTAL CODE 92357

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and

Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03.

This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB), IAW VAAR 819.7007 VA veteran-owned small business set-aside procedures. VAAR Subpart 819.70, the Veterans First Contracting Program

The associated North American Industrial Classification System (NAICS) code for this procurement is

561730, with a small business size standard of $9.5 Million.

The FSC/PSC is S208.

The VA Loma Linda Healthcare System (VALLHCS), Jerry L. Pettis VA Medical Center (VAMC), located at 11201 Benton Street, Loma Linda, CA 92357-1000 is seeking to purchase grounts maintenance serviced for 135,000 Sq Ft. of turf lawn including the shearing of edges, blowing, and trimming of bushes.

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item Description Quantity Unit of Measure

Unit Price Total Price

0001 General Grounds Maintenance 12 MO

1001 General Grounds Maintenance 12 MO

2001 General Grounds Maintenance 12 MO

3001 General Grounds Maintenance 12 MO

4001 General Grounds Maintenance 12 MO

TITLE:

VA Loma Linda Healthcare System’s (VALLHCS) Grounds Maintenance

I. BACKGROUND INFORMATION:

VALLHCS requires general lawn maintenance service for its campus of approximately 135,000 square feet (3 acres) of turf lawn to include shearing edges, blowing, and trimming bushes. This work will be performed for a base year with four (4) option years. A current map of the facility is attached along with maps of the lawn and trimming areas.

II. OBJECTIVES:

The purpose of this contract is to provide comprehensive lawn and landscaping maintenance service for the VALLHCS campus, including the upkeep of the lawn care, shrubbery trimming around outlying buildings, related landscape elements to include the perimeter outside the fenced grass areas marked on the map to include the repair of any damaged sprinklers discovered during contracted maintenance activities. Contractor shall furnish all labor, materials, personnel protective equipment, supplies, services, permits, tools, equipment, supervision, qualified personnel, and other necessary resources to perform grounds maintenance.

III. SCOPE:

Mowing and Lawn Care

• Contractor shall ensure mowing occurs biweekly during the growing season and off-peek seasons as needed.

• Contractor shall ensure lawns maintain a uniform height of three (3”) inches and no less than one and a half (1 ½”) inches depending on grass type and season.

• Contractor shall inspect all lawns for litter and debris prior to each mowing.

• Contractor shall ensure grass around the fence perimeter kept trim and free from overgrowth.

• Contractor shall ensure safety perimeter is established around surface site, with safety cones to ensure safe flow of vehicles and pedestrian traffic.

• Contractor shall blow down and remove all debris from areas mowed to include sidewalks, street cubs to present visually neat well-manicured landscape.

• Contractor shall ensure no clippings, mulched left on mowed surface after mowing to present a visually neat appearance.

Edging, weed-eat, and Trimming.

• Contractor shall ensure all edging and trimming performed biweekly.

• Contractor shall edge trim around shrubs, trees, fences, curb-lines, concrete slabs, road and wayfinding signs, and the exterior of the Main and outlying buildings, always ensuring a neat appearance.

• Contractor shall weed-eat and edge at a two (2”) inch minimum depth around all curbs, sidewalks to present visually a neat well-manicured landscape.

• Contractor shall ensure trimming of shrubs and trees around exterior outlying buildings, to include the Outpatient pharmacy, Valor Building 30, Cancer Center building, Audiology Building, Eye Clinic building, Employee Parking Structure, 505 Generator area, Barton Road entrance, and the main driveway entrance island.

• Contractor shall shear shrubs lightly shaping and pruned true to their plant types and species.

• Contractor shall ensure no over prune or hard prune shrubs.

• Contractor shall ensure removal of dead twigs, branches and suckers to always present a neat well-manicured landscape.

• Contractor shall blow down and remove all debris from trimmed, edging and weed-eating areas to include sidewalks, street cubs to present a visually neat well-manicured landscape.

IV. PERIOD OF PERFORMANCE:

30 days from performance start date. Work may be scheduled during the day or night (Depending on load demand), Monday thru Friday and/or Saturday thru Sunday.

• Daytime hours: 5 am to 4 pm

• Evening hours: 4 pm to 10 pm Contractor shall initiate work within 2 weeks of being contacted by the designated Contracting Officer’s Point of Contact (POC) or designee. Work shall be scheduled through the POC or designee, who will coordinate with VALLHCS staff. Timelines are subject to change due to VALLHCS operational requirements.

V. PLACE OF PERFORMANCE:

VA Loma Linda 11201 Benton St.

Loma Linda, CA 92357

VI. LICENSING REQUIREMENTS:

The following shall be provided upon submittal of Quote:

a. Offeror must possess a 30-hour Occupational Safety and Health Administration (OSHA) safety card.

b. Landscaping contractor C-27

c. Tree service Contractor D-49

d. ISA Certification

VII. SPECIFIC REQUIREMENTS:

a. Contractor shall conduct a site walk prior to commencement of work as necessary to survey existing conditions with VA Grounds Supervisor.

b. Contractor will inspect all turf and grounds area for litter and debris prior to each mowing, weed-eating, edging, and trimming.

c. Contractor shall provide lawns aeration once annually (Spring) per Grounds Supervisor.

d. Contractor shall furnish and apply Turf-grass Fertilization annually in the Spring or Fall season and provide a schedule to Grounds Supervisor.

e. Contractor shall use only battery powered charged blowers, shears, and any equipment needed to perform duties around air handlers specified by Grounds Supervisor per Safety recommendations.

f. Contractor shall NOT use any gas-powered equipment around VA Air Handlers Identified by Grounds Supervisor.

g. Contractor shall verify no leaks, and proper irrigation operation of sprinkler system and drip system prior to commencement of work with Grounds Supervisor.

h. Contractor shall be responsible for replacement of damaged, chipped, marred, and ruined sprinkler heads, drip system, valve boxes, and control markers, ruined at the fault of the contractor.

i. Contractor shall bear all cost associated with replacement of damaged sprinkler heads type (rain bird), drip system, structures and all equipment damaged by contractor.

j. Contractor shall be responsible for the disposal of all green waste per state and federal, and local regulations.

k. Contractor shall upon completion of services leave work sites in a clean condition, free of landscaping trash and debris.

l. Contractor shall be responsible to operate all equipment in a safe manner.

m. Contractor shall schedule start date with POC or designee five (5) business days in advance.

n. Contactor personnel shall have valid Loma Linda PIV badges before starting work.

o. Contractor shall coordinate energy source LOCK OUT /TAG OUT procedures with VALLHCS

Grounds Supervisor before starting work. When work is complete, Contractor shall notify the VALLHCS Grounds Supervisor that energy sources will be restored and require verification.

p. Contractor’s supervisor or lead technician are to check in with VALLHCS Grounds Supervisor, or in their absence, with Graphics Control prior to work each day.

q. Contractor shall conform to the following standards, policies, regulations, governing agency, and any other local, state, or Federal guidelines that are not listed here.

• OSHA 29CFR Regulations, www.osha.gov

• EPA Regulation, U.S. Environmental Protection Agency | US EPA

• NFPA 99, www.nfpa.org

• VHA Master Specification MASTER CONSTRUCTION SPECIFICATIONS (PG-18-1) - Office of Construction & Facilities Management (va.gov)

1. Section 32 84 00 Planting Irrigation

2. Section 32 90 00 Planting

3. Section 31 20 00 Earthwork

VIII. AUTHORIZED SERVICES:

http://www.osha.gov/ https://www.epa.gov/ http://www.nfpa.org/ https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/spec.asp

Only those services specified herein are authorized under this contract. Before permitting and/or performing any service of a non-contract nature, the Contractor shall advise the CO of the reason (s) for the additional work and/or service. The Contractor is cautioned that only the CO or his/her designee may authorize additional service that are within the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained from the CO. All changes to the contract shall be issued through a contract modification in writing from the CO to the Contractor.

IX. DELEGATION OF AUTHORITY:

No additional service shall be provided without the approval from the Contracting Officer (CO) or his/her designee of this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the CO or his/her delegated representative acting within the limits of his/her authority.

X. GOVERNMENT-FURNISHED EQUIPMENT (GFE) GOVERNMENT FURNISHED INFORMATION

(GFI):

No Government equipment will be used by the Vendor.

XI. RECOGNIZED HOLIDAYS:

The following is a list of all Government recognized holidays:

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following

National holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays”:

New Year’s Day: January 1

Martin Luther King ‘s Birthday: Third Monday in

January

President’s Day: Third Monday in February

Memorial Day: Last Monday in May

Juneteenth Independence Day: June 19

Independence Day: July 4

Labor Day: First Monday in September

Columbus Day: Second Monday in October

Veterans Day: November 11

Thanksgiving Day: Fourth Thursday in November

Christmas Day: December 25

If a holiday falls on Sunday, the following Monday shall be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.

XII. CONTRACTOR EMPLOYEES AND BADGES:

Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Examples: wearing of distinctive clothing such as uniform, badges, patches, etc.

All contractor personnel shall be required to wear VA always provided identification (I.D.)

badges above the waist while on the VA grounds. Contractor shall be required to coordinate with the COR to obtain the VA provided I.D. badges for all staff. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. Failure to wear ID badges may result in removal from any of the VA facilities and/or otherwise referred to

Government property.

XIII. SAFETY AND PPE EQUIPMENT:

Personal Protective Equipment shall be provided for each Contractor employee by the Contractor.

Possession of weapons are prohibited.

XIV. SMOKING and VAPING POLICIES:

Smoking and vaping are prohibited on Government property.

XV. PARKING:

It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Security Service. The VA shall not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances.

XVI. COMPLAINTS:

Contractor shall promptly and courteously respond to complaints within three (3) working days to the COR. Including complaints brought to the contractor’s attention by the CO.

Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and contractor’s response. Contractor shall permit the Government to inspect the written records of complaints upon reasonable notice from the CO.

The contract period of performance is 03/01/2025-02/28/2030.

Place of Performance/Place of Delivery

Address: Department of Veterans Affairs

VA Loma Linda Healthcare System

(VALLHCS)

Jerry L. Pettis VA Medical Center (VAMC)

11201 Benton Street, 1D-01

Loma Linda, CA

Postal Code: 92357-1000

Country: UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

• FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

• Addendum to FAR 52.212-1, “Instructions to Offerors—Commercial Products and Commercial Services”

• FAR 52.252-1, “Solicitation Provisions Incorporated by Reference” (FEB 1998)

• FAR 52.204-7, “System for Award Management” (OCT 2018)

• FAR 52.217-5, “Evaluation of Options” (JUL 1990)

• FAR 52.212-2, “Evaluation—Commercial Products and Commercial Services” (NOV 2021) http://acquisition.gov/comp/far/index.html

• FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial

Services” (MAY 2024)

Offerors must complete annual representations and certifications electronically via the System for

Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR

52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

• FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Services.” (Nov 2023)

• ADDENDUM to FAR 52.212-4, “Contract Terms and Conditions—Commercial Products and

Commercial Services” applies to and is included with this acquisition.

• FAR 52.252-2, “Clauses Incorporated by Reference” (FEB 1998)

• FAR 52.204-13, “System for Award Management Maintenance” (OCT 2018)

• FAR 52.217-8, “Option to Extend Services” (NOV 1999)

• FAR 52.217-9, “Option to Extend the Term of the Contract” (MAR 2000)

• VAAR 852.203-70, “Commercial Advertising” (MAY 2018)

• VAAR 852.219-73, “VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned

Small Businesses” (JAN 2023)

• VAAR 852.219-75, “VA Notice of Limitations on Subcontracting—Certificate of Compliance for

Services and Construction” (JAN2023)(Deviation)

• VAAR 852.232-72, “Electronic Submission of Payment Requests” (NOV 2018)

• VAAR 852.242-71, “Administrative Contracting Officer” (OCT 2020)

• FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive

Orders – Commercial Products and Commercial Services” (JAN 2025)

The following subparagraphs of FAR 52.212-5 are applicable:

(b)(1),(4),(5),(7),(9),(12),(25),(26),(31),(33),(34),(35),(36),(37),(38),(39),(40),(46),(51),(55),(59), (63), (c)(1)(2)(3)(7)(8)

All invoices from the contractor shall be submitted electronically in accordance with VAAR clause

852.232-72, “Electronic Submission of Payment Requests.” This is accomplished through the

Tungsten Network, located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices.

All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of

Offers. As well as all applicable licensing.

All quotes shall be sent to the Network Contracting Office (NCO) jordan.alonzo@va.gov

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified

Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

Options will be evaluated at time of award.

https://www.sam.gov/portal http://www.fsc.va.gov/einvoice.asp mailto:jordan.alonzo@va.gov

The following are the decision factors: Price, past performance and technical with price more important.

Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating. Technical will be based on technical capabilities to complete the work as described in the SOW.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

A site visit will be conducted 02/03/2025 at 9:00 am PST. Please email jordan.alonzo@va.gov to be added to the attendance list.

Submission of questions shall be received no later than Wednesday, 02/05/2024, 11:00am MDT at jordan.alonzo@va.gov only. Subject line shall include “QUESTIONS TO RFQ 36C26225Q0376.”

Submission of your response shall be received not later than Monday, 02/10/2025 11:00 MDT at jordan.alonzo@va.gov only. Subject line should include RESPONSE TO RFQ 36C26225Q0376

Submissions shall include your quote using the attached schedule as well as a capabilities statement with qualifications proving all certifications required for the work. Capabilities statements should be no more than 10 pages. Submissions not meeting all requirements of the SOW will be considered ineligible for award.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the

Point of Contact listed below.

Point of Contact

Jordan Alonzo

Contract Specialist jordan.alonzo@va.gov