Sources Sought 36C78625Q50088.pdf

Sources Sought Notice

SUBJECT* 897 Top Soil, Sand, and Gravel for Leavenworth National Cemetery

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 22172

SOLICITATION NUMBER* 36C78625Q50088

RESPONSE DATE/TIME/ZONE 01-15-2025 1:00 PM MOUNTAIN TIME, DENVER, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 5610

NAICS CODE* 212321

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172

POINT OF CONTACT*

Kim Leone Kim.Leone@va.gov

PLACE OF PERFORMANCE

ADDRESS Leavenworth National Cemetery

150 Muncie Rd Leavenworth, KS

POSTAL CODE 66048

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION Agency Website AGENCY CONTACT’S EMAIL ADDRESS Kim.Leone@va.gov EMAIL DESCRIPTION Work Email

DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND

PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER

MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN

ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation.

All information received in response to this RFI that is marked as proprietary will be handled accordingly.

IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES-SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources-sought/RFI only. The purpose of this sources-sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to

NAICS 212321 (size standard of 500 Employees). Responses to this sources-sought will be used by the

Government to make appropriate acquisition decisions. After review of the responses to this sources-sought, a solicitation announcement may be published. Responses to this sources-sought synopsis are not considered adequate responses for a solicitation announcement.

Responses to this notice shall include the following:

1. Company name

2. Address

3. Point of contact

4. Phone, fax, and email

5. DUNS number/ UIE number

6. Type of Large or small business, e.g. Services Disabled Veteran Owned Small Business, Veteran-owned small business?

a. If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).

7. Must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

8. Provide any relevant FSS, NAC, GSA Contract vehicles the company holds if applicable.

a. If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solutions you are providing information for available on your schedule/contract?

9. Please review salient characteristics/ and provide feedback or suggestions. If none, please reply as N/A.

a. List any available options to meet needs as outlined in the statement of work.

b. Please include any questions about the statement of work below.

c. Please provide sample pricing if available.

10. Are you the manufacturer, distributor, or an equivalent solution to the items being referenced?

11. Please provide general pricing of your products/solution for market research purposes.

Requirement

The Department of Veterans Affairs (VA), National Cemetery Administration, is seeking a 21 Base plus

4-year contract that meets the requirements outlined in the Statement of Need below for the

Leavenworth National Cemetery.

Important information:

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the

Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for

Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled

Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated.

Notice to potential offerors:

All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and

Certifications Application (ORCA). Additionally, all Service- Disabled Veteran-Owned Businesses or

Veteran Owned Small Businesses who respond to a solicitation on this project must be registered with the

Small Business Administration website: https://veterans.certify.sba.gov/ .

Responses to this notice shall be submitted via email to Kim.Leone@va.gov. All responses under this notice must be emailed to Kim Leone at Kim.Leone@va.gov and use the following title in the Subject

Line: 36C78625Q50088 Leavenworth National Cemetery Topsoil, sand and Gravel Materials.

Telephone responses shall not be accepted.

Responses must be received no later than Wednesday January 15, 2025 at 1:00 P.M. MST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice shall not be considered as requests to be added to a prospective bidders list or to receive a copy of the solicitation.

APPENDIX 1

National Cemetery Administration (NCA)

Leavenworth National Cemetery (LNC)

CEMETERY MATERIALS-STATEMENT DESCRIPTION OF NEED

Requirement of Topsoil, Manufactured Sand and Crushed Rock (Gravel)

GENERAL INFORMATION

Title of Project: Topsoil, Manufactured Sand and Crushed Rock (Gravel)

Leavenworth National Cemetery has a requirement for the following materials: Topsoil

(Sifted, Manufactured Sand, and Gravel

Statement of Need:

The vendor shall provide material only when requested by the cemetery Contracting

Officer Representative (COR). The transportation/delivery of material to the cemetery will be provided by the vendor and offloaded in a designated location provided by the COR at the time of delivery. The delivery price shall be included in the total price of the contract.

SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverable: The Vendor shall provide the following material upon request by the COR:

LINE: Description Unit Qty 0001 Provide Topsoil (1 qty = 1 cubic yards) Each 600

0002 Provide Sand (1 qty = 1 ton) Each 150

0003 Provide 3/4 Clean Gravel (1 qty = 1 ton) Each 100

FOB: Destination

The contractor shall deliver to Leavenworth National Cemetery located at 150 Muncie Rd, Leavenworth, KS 66048 the following: top quality Topsoil, Sand, and ¾ Clean Crushed

Rock (Gravel). See Attachment B for map of Leavenworth National Cemetery

Period of Performance: The term of this contract shall be for a period from Date of contract award through 365 calendar days plus four (4) 1-year Options, if exercised.

Contractor shall submit an invoice electronically, in arrears, at the end of each month.

Federal Holidays: (Holidays observed by the Federal Government)

Requirements:

TOPSOIL: To be used daily for interment operations, grave repairs, planting beds. The material must be top quality to meet NCA minimum technical requirements.

Quantity: Up to 43 Trips (Truckload/18m) each base and option year.

Delivery: As needed/requested by authorized cemetery staff. Topsoil is to be delivered from Monday thru Friday from 7:30 am to 2:30 pm. Material shall be delivered within three

(3) days from day requested. Topsoil will be deposited into the bin that is assigned by the

COR the day of delivery. The nutrient rich topsoil shall be pulverized with suitable ratios of clay, sand, and organic matter to be used for planting, sodding, and transplant of trees.

Minimum Technical Requirements:

See Attachment A Service Delivery Summary (SDS) for minimally acceptable levels.

If the quality of the sand is to be deviated from or changed at contractor expense, the contractor shall inform the COR and the Contracting Officer for the new product. Sand shall be delivered in one-ton batches. If the sand that is delivered is of poor or unacceptable quality, it shall be the contractors’ responsibility to coordinate with the COR to remove all substandard sand and replace it within 24 – 48 hours with the replacement of acceptable sand product as identified in the MTR.

CRUSHED ROCK (GRAVEL): To be used daily as stabilizing aggregate for interment operations (first or subsequent interments in traditional sections) to prevent sunken graves.

The material must be top quality to meet NCA minimum technical requirements.

Quantities: Up to 8Trips (Truckload/20 tons) each base and option year.

Delivery: As needed/requested by authorized cemetery staff. Crushed rock (Gravel) is to be delivered from Monday thru Friday from 7:30 am to 2:30 pm. Material shall be delivered within three (3) days from day requested.

See Attachment 1 Service Delivery Summary (SDS) for minimally acceptable levels.

New Year's Day 1st day of January

Martin Luther King's Birthday President's Day Third Monday in January

Presidents’ Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth Day 19th day of June

Independence Day 4th day in July

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day 11th day in November Thanksgiving Day Fourth Thursday in November

Christmas Day 25th day of December

If the quality of the Gravel is to be deviated from or changed, the contractor shall inform the COR and the Contracting Officer for the new product. Gravel shall be delivered in one-ton batches. If the gravel that is delivered is of poor or unacceptable quality, it shall be the contractors’ responsibility to coordinate with the COR to remove all substandard gravel and replace it within 24 – 48 hours with the replacement of acceptable gravel as identified in the MTR.

*Truckload of Crushed Rock (Gravel) fluctuates; depends on production plant.

MANUFACTURED SAND: To be used daily as stabilizing aggregate for interment operations (first or subsequent interments in traditional sections) to prevent sunken graves. The material must be top quality to meet NCA minimum technical requirements.

Quantities: Up to 5 Trips (Truckload/20 tons) each base and option year.

Delivery: As needed/requested by authorized cemetery staff. Crushed rock

(Gravel) is to be delivered from Monday thru Friday from 7:30 am to 2:30 pm.

Material shall be delivered within three (3) days from day requested.

See Attachment A Service Delivery Summary (SDS) for minimally acceptable levels.

If the quality of the sand is to be deviated from or changed at contractor expense, the contractor shall inform the COR and the Contracting Officer for the new product. Sand shall be delivered in one-ton batches. If the sand that is delivered is of poor or unacceptable quality, it shall be the contractors’ responsibility to coordinate with the

COR to remove all substandard sand and replace it within 24 – 48 hours with the replacement of acceptable sand product as identified in the MTR.

ROLES AND RESPONSIBILITIES

All personnel delivering material must be trained in NCA rules of behavior and aware of their surroundings at all times to prevent any damage to Government property. Any material that does not meet the minimum technical requirements will not be accepted.

The contractor shall submit electronic invoices through Tungsten network within ten (10) calendar days after the material is delivered. The contractor and the

Leavenworth National Cemetery POC shall jointly review the dispatch tickets to proceed accordingly with the correct invoice processing.

ATTACHMENT - A - SDS

SERVICE DELIVERY SUMMARY (SDS)

The contract service requirements are summarized in performance objectives that relate directly to requirements. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SDS and the Contractor’s

Quality Control Plan provide information on contract requirements, the expected level of

Contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success.

During the initial 30 days of the contract, two additional errors on each performance objective shall be allowed to identify normal “phase-in” problems.

Performance Standard Minimum Acceptable Level

(MAL)

Desired Level (DL) Method of Assessment

Remedy Disincentive Incentive

1) PROVIDE TOPSOIL &

DELIVERY OF TOPSOIL

Soluble salts (dS/m or mmho/cm) < 4 pH 5.5 to 8.2 Sand (%) < 70 Silt (%) < 70 Clay (%) < 30 Texture class L, SiL Organic Matter (%) > 1.0 % Course fragments (> 2 mm in diameter) 2.1 to 5.0 Sodium Adsorption Ratio (SAR) < 3 to 7 (SiL, SiCL, CL) 3 to 10 (SCL, SL, L)

3 days time of delivery

Soluble salts (dS/m or mmho/cm) < 2 pH 5.5 to 7.5 Sand (%) < 70 Silt (%) < 70 Clay (%) < 30 Texture class L, SiL Organic Matter (%) > 2.0 % Course fragments (> 2 mm in diameter) < 2 Sodium Adsorption Ratio (SAR) < 3 for any texture

3 days time of delivery

Periodic surveillance of quality of Topsoil as described in description upon arrival

Timeliness of delivery and redelivery

Re-performance within 1 workday of notification by COR.

Document performance in CPARS.

20% of invoice deduction of the associated CLIN for failing to meet

MAL

Full payment of invoice

2) PROVIDE SAND &

DELIVERY OF SAND

Entirely inert and no chemical action, sharp, and angular grains, no hygroscopic salts, with 3-4 percent clay and silt allowable, and no organic materials

3 days time of delivery

Entirely inert and no chemical action, sharp, and angular grains, no hygroscopic salts, with no clay and silt, and no organic materials

Chemical Properties Mn 77.3 ppm, Fe

2406.8 ppm, Cu 1.4 ppm, Zn 0.9 ppm, Cd >0.5 ppb, Pb 11.3 ppm, Si 1.3 ppm Physical Properties Density 2.63 g/cm3, Porosity 0.42 D50 0.33, and Cu 2.23

3 days time of delivery

Periodic surveillance of quality of sand as described in description upon arrival

Timeliness of delivery and redelivery

Re-performance within 1 workday of notification by COR.

Document performance in CPARS.

20% of invoice deduction of the associated CLIN for failing to meet

MAL

Full payment of invoice

3)PROVIDE ¾ CLEAN

GRAVEL & DELIVERY OF ¾

CLEAN GRAVEL

1/2 to Less than ¾ clean gravel ranging from ½ to ¾ -compactible gravel

3 days time of delivery

¾ gravel or ¾ to 1 inch clean gravel of crushed limestone

3 days time of delivery

Periodic surveillance of quality of sand as described in description upon arrival.

Timeliness of delivery and redelivery

Re-performance within 1 workday of notification by COR.

Document performance in CPARS.

20% of invoice deduction of the associated CLIN for failing to meet

MAL

Full payment of invoice

ATTACHMENT – B Leavenworth National Cemetery Map