Sources Sought: On-Call Lawn Care Services at the Area Office West – Rapid City (Leased Space in Rapid City, South Dakota

Sources Sought Notice Number: IHS-SS-26-1527661

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation, an obligation or commitment by the Indian Health Service.

This notice is intended strictly for market research to determine the availability of Indian Small Businesses Economic Enterprise (ISBEE), Indian Economic Enterprises (IEE), or Other Small Businesses.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition is 561730, Landscaping Services NAICS codes will be considered based on responses received.

1.0 BACKGROUND

The Great Plains Area Office West – Rapid City operated by the Indian Health Service (IHS) occupies a government-leased facility located at 3625 5th Street, Rapid City, SD. The property includes 3 separate grassy areas (East, South & West) that need to be maintained for accessibility, appearance and compliance with lease and property city ordinances. In total there is approximately 0.55 acres of lawn to be serviced along with 1600 LF of edging and trimming around trees. Services shall be available year-round to ensure readiness for early, late, or unexpected weather events, with primary operations anticipated during the spring through fall months.

2.0 OBJECTIVE

The objective of this acquisition is to establish a Purchase Order for lawn care services at the Area Office West – Rapid City, that maintain the property in a safe, compliant, and aesthetically acceptable condition.

The Contractor shall achieve defined performance outcomes, with services ordered via phone on-call orders as needed.

3.0 SCOPE

The Contractor agrees to furnish all labor, supervision, equipment, transportation, and materials necessary to maintain the lawn and landscaped areas at 3625 5th Street, Rapid City, SD – IHS Great Plains Area Office West in a healthy, safe, and aesthetically pleasing condition.

The total area of service includes approximately:

- 23,958 square feet (0.55 acres) of ground; and

- 1600 linear feet of edging along the east, south, and west sides of the building.

All lawn maintenance activities shall be conducted safely and efficiently to avoid property damage and ensure continuous accessibility.

4.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS (IF

APPLICABLE)

4.1 Task 1 – Routine Lawn Maintenance

Performance Objective: Maintain turf and grounds in a neat, uniform, and professional condition, including proper mowing, edging, and trimming.

Performance Standards:

1. Turf maintained at 2.5”–4” height, appropriate to season

2. Edges remain sharp and clearly defined

3. String trimming performed around all obstacles and structures, including trees, poles, fences, curbs, HVAC units, and building perimeters

4. No visible overgrowth or untrimmed vegetation around obstacles or structures

5. Hard surfaces (sidewalks, parking areas, entrances) are free of clippings and debris

6. Grounds appearance meets commercial landscaping standards

Service Frequency:

1. Approximately 20 mowing cycles, adjusted based on growth and weather conditions

2. Trimming shall be performed during each mowing service

Acceptable Quality Level (AQL):

1. ≥ 95% of turf evenly cut with no scalping or missed areas

2. 100% of designated areas properly trimmed with no visible overgrowth around obstacles

3. 100% of hard surfaces clean after service

4. No visible debris remaining

Task 2 – Lawn Health & Turf Management Performance Objective: Promote healthy turf and minimize weed presence.

Performance Standards:

1. Fertilizer applied to support seasonal growth cycles

2. Weed presence controlled using pre- and post-emergent treatments

3. Turf exhibits consistent color and density appropriate for region

AQL:

1. Weed presence does not exceed 10% of total turf area

2. No damage to turf from improper chemical application

Task 3 – Debris Cleaning & Removal Performance Objective: Maintain all grounds, landscaped areas, and hard surfaces free of debris to ensure a safe, clean, and professional appearance at all times.

Performance Standards:

1. Remove all organic debris including leaves, grass clippings, branches, and litter from turf and landscaped areas

2. Clear all hard surfaces (sidewalks, curbs, parking areas, entrances) of debris after each service

3. Remove debris generated during mowing, trimming, edging, or storm events

4. Dispose of all debris off-site in accordance with local regulations

5. Ensure no accumulation of debris that could create safety hazards or detract from appearance

Service Frequency:

1. Routine: Performed during each scheduled service visit (e.g., mowing cycles)

2. On-Call: Additional cleanup following storms or significant weather events, as directed by the COR

Acceptable Quality Level (AQL):

1. 100% of visible debris removed from hard surfaces after each service

2. ≥ 95% of turf and landscaped areas free of visible debris

3. No debris piles or clippings left on-site

4.2 REPORTING REQUIREMENTS

The Contractor shall submit a Service Report for each service event that includes:

- Date and time of service

- Photos of Areas serviced (Task 1, Task 2, Task 3)

- Materials used and quantities

- Start and completion times Reports shall be submitted to the COR within 24 hours after completion of each service.

4.3 DELIVERABLES

Deliverable Description / Format Due Date

Service Report (per event) Summary of lawn services performed

Within 24 hours of completion

Initial Equipment & Staffing Plan

Submitted in Word or PDF format

Within 30 days of award

Incident/Accident Report (if applicable)

Report any incidents or accidents

Notify the COR immediately and submit a written report within two hours.

5.0 TYPE OF ORDER

This is a Firm Fixed Purchase Order (PO).

6.0 ANTICIPATED PERIOD OF PERFORMANCE

The period of performance shall commence on the date of award and continue through the end of the lawn maintenance season, not to exceed six (6) months. On-call services will be ordered as need during the period.

7.0PLACE OF PERFORMANCE

Area Office West – Rapid City (Leased Space) 3625 5th Street Rapid City, SD 57701 All services shall be performed on-site as directed by the Contracting Officer’s Representative (COR):

Tavis Allam email: tavis.allam@ihs.gov Phone: 605-945-5458

Additional Information:

A. Capability Statement/Information:

Interested parties are expected to review this notice to familiarize themselves with the requirements of this project. Failure to do so will be at your firm’s own risk. The following information shall be included in the capability statement:

1. A general overview of the respondents’ opinions about the difficulty and/or feasibility of the potential requirement, and any information regarding innovative ideas or concepts.

2. Information in sufficient detail of the respondent’s (a) current capability and capacity to perform the work; (b) prior completed projects or contracts of similar nature/size; (c) organizational experience and management capability; and (d) examples of prior completed Government contracts and other related information.

3. The respondents’ DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc.) Pursuant to the North American Industry Classification System (NAICS) code: 561730, landscaping services or comparable NAICS

4. Any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.

5. The capability statement shall not exceed 10 single-sided pages (including all attachments, resumes, charts, etc.) presented in single-space and using a 12-point font size minimum, in either Microsoft Word or Adobe Portable Document Format (PDF), with 8-1/2 by 11 inch paper size, and 1 inch top, bottom, left and right margins.

6. All proprietary information should be marked as such. Statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement (preferably placed under the eligible small business concern’s name and address).

Responses will be reviewed only by IHS personnel and will be held in a confidential manner.

F. Closing Statement

Point of Contact: Deloris Archambeau, Purchasing Agent at Deloris.archambeau@ihs.gov

Submission Instructions:

Interested parties shall submit capability via email to Deloris Archambeau, Purchasing Agent at Deloris.archambeau@ihs.gov; Contracting Officer William Kohl at William.kohl@ihs.gov include mailto:tavis.allam@ihs.gov mailto:Deloris.archambeau@ihs.gov mailto:Deloris.archambeau@ihs.gov mailto:William.kohl@ihs.gov

Sources Sought Number IHS-SS-26-1527661 in the Subject line. The due date for receipt of statements is August 4, 2026, 3:00 p.m. Central Time.

All responses must be received by the specified due date and time in order to be considered.

This notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of IHS.

IHS does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted. As a result of this notice, IHS may issue a Request for Quote (RFQ).

THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against IHS shall arise as a result of a response to this notice or IHS’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in SAM.gov.

However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response.