W9115125RA004 RFI Answers Part 2 as of 20250926.pdf

Question Answer With the page count for the Technical Proposal currently limited to 25 pages, and a minimum of 8 pages required for Key Personnel resumes and letters of commitment, in addition to detailed Quality Control and Phase-In Plans, would the Government please consider increasing the page count to allow writing in sufficient detail to the factors required to be addressed?

Page count will remain as described in PWS.

The Past Performance Evaluation Criteria states that the past performance assessment is a "Performance Confidence Assessment" focused on the "quality of an Offeror's past work record" to assess the government’s confidence in an offeror's ability to perform successfully. The criteria for relevancy include "the same or similar nature of work, size, magnitude, complexity and scope" of past contracts. This is a small business set-aside solicitation under NAICS code 561730.

We have extensive experience on contracts that are highly relevant in terms of complexity, scope, and contract environment, including the required planning, hiring, training, and staffing of personnel, as well as the purchase, maintenance, and replacement of equipment. We believe these factors are the most reliable indicators of a contractor's ability to successfully perform grounds maintenance services.

However, the requirement to provide a minimum of three past performance references of a similar size to the 3,700+ acres of this solicitation presents a significant challenge. We are concerned that this standard may unintentionally limit the pool of qualified small business competitors, as there are few installations that require grounds maintenance on individual contracts of this magnitude.

Therefore, we respectfully request clarification on the following:

1. Will the government consider the combined or aggregated acreage, staffing, and equipment experience from multiple, individual contracts when assessing the "size" and "magnitude" portion of the relevancy evaluation?

2. In the spirit of a performance-confidence-based evaluation, would a contract demonstrating superior performance and complexity—including a robust quality control plan and high customer satisfaction ratings—be rated as Relevant or Very Relevant , even if the acreage of that single contract is less than the acreage of the current solicitation?

Will the Government clarify if past performance relevancy will be assessed on a graduated scale of acreage thresholds, and identify the minimum size/effort acceptable as relevant?

Will FAR 52.222-41 Service Contract Labor Standards be included in the resultant contract? Yes As a multiple year contract, will FAR 52.222-43 be included in the resultant contract? Yes As a multiple year contract, will FAR 52.222-44 be included in the resultant contract? Yes The RFP provides the naming convention for files on page 32 of the RFP. However, each volume requires at least 2 separate files. Each volume must have a redacted version. The Cost Volume requires a narrative in addition to the Excel file. Will the Government clarify how the offeror should submit multiple files of the same volume?

Please include "_Redacted" in the filename for all redacted copies.

Attachment 5 does not include a price for Phase-In (CLIN 0001) or Phase -Out (CLIN 0012). Can offerors amend attachment 5 to include these prices in accordance with the RFP Volume IV instruction subparagraph 2)e) on page 35?

Each Ordering Period is contained in two CLINs. Attachment 5 does not specify which CLINs each item is applicable. It appears that the unit price is an annual amount and not a per cut amount. Is the unit price proposed in Attachment 5 applicable to both CLINs?

Since Attachment 5 does not correspond to the CLIN structure, could the Government clarify how they will use Attachment 5 to establish the Total Evaluated Price?

Attachment 5 includes 2 separate totals for each ordering period, a Grand Total and a Total with TE-E2. Could the Government clarify how they will use Attachment 5 to establish the Total Evaluated Price?

Section L&M does not specifically direct offerors to complete Schedule B. Is Schedule B a requirement for submission? If so, how will schedule B be evaluated, since it does not appear to correspond to Attachment 5?

How should unit pricing be provided in sections 19, 20, 21, 22, 23, and 24 of 1 Solicitation? Should these fields be completed by the contractor or left blank for billing purposes post-award?

Which pricing sheet provided should be used for submittal: The “Additional Information/Notes” chart in 1 Solicitation or Attachment 5?

If the chart in 1 Solicitation, please define the unit “Job” used in items 0002, 0004, 0006, and 0008.

The excel pricing sheet does not list the phase in and phase out periods nor the special cuts line items listed in the 1+Solicitation+-+Grounds+Maintenance+W9115125RA004 document. Is the excel spreadsheet to be used specifically for the Ordering Phase pricing line items only?

CLINs 0002, 0004, 0006, 0008, and 0010 have a quantity of 100 and a unit of "Job". Please provide the definition of Job.

Should per-acre pricing be provided an a per-visit or per-year basis?

SF 1449, Item 0002 has an estimated quantity of 100 jobs for a period of performance of 11 months. Items 0004,0006,0008 and 0010 have and estimated quantity of 100 jobs for a period of performance for 12 months each.

Please clarify the discrepancy. In addition the term “job” is undefined. Please clarify the definition of “job”.

For areas with TE-E2 performance standards, how will this price differ from the total cost? Should TE-E2 pricing be excluded from the total cost for high-profile areas with both TE-E2 and TE-E1 performance standard pricing requested?

Section B & Attachment 5 are completely different. How do the prices we enter in Attachment 5 line items equate to the line items in Section B?

Could the Government clarify that the Price per Unit (column F &G) in Attachment 5 is an annual amount? Price per unit is the price to maintain the listed area to the listed standard for one year.

Historic Service Counts (14-/21-day cycles) What are the historic mowing frequencies actually performed under the incumbent (i.e., total completed services per year for areas maintained on a 14-day High Visibility and a 21-day Common area)?

The Historical Crew Composition (TE-U) lists 63 “Mowing Operators” but lists no hand tool operators such as trimming, blowing, and edging. Please clarify the number of hand tool operators and their relationship to a mowing crew. Also clarify if the existing crew sizes are based on the IMCOM standards listed in this solicitation or on a different standard.

Special Events Acreage (09 TE F – Special Services/Events) The “Special Services–Events (Example)” document lists additional areas/acreage for event preparation/detailing.

Should those acres/services be included in Attachment 5 (Pricing Sheet), or are they separate, on-call services outside the base mowing CLINs?

The Special Services-Events document outlines historical special events held at Fort Hood. In preparation for these events, contractors may be required to perform out-of-frequency grounds maintenance cuts to ensure the appearance and condition of the grounds meet event standards.

Offerors shall provide a per-acre rate for performing these special event cuts by ordering period

(CLINS0003, 0005, 0007, 0009, 0011)

Chemical Use Outside TE-C Sterilant Zones Outside the TE-C Chemical Sterilant mapped areas, are contractors permitted to treat turf/beds with herbicides (with appropriate approvals)? The specification does not appear to specify any chemical requirement or frequencies outside TE-C; please confirm.

Offerors shall reference Line 202: "Sterilant Spray" on the pricing sheet. The contractor is required to apply chemical sterilant spray twice annually to the designated areas outlined in Technical Exhibit C (TE-C). (1 each=chemical spray for all 87.93 acres). Additional use of herbicide outside TE-C must be approved before use in other areas.

Weed-Free Expectation vs. 14/21-Day Cycles Maintaining a weed-free appearance on strict 14-/21-day mowing cycles can be challenging without some chemical support. What is the Government’s inspection expectation for weed control in High Visibility and Common areas?

How is the incumbent currently achieving the standard (mechanical vs. chemical mix), and has the Government found the approach satisfactory?

Contractors shall refer to Technical Exhibits E1, E2, and P for detailed expectations regarding grounds maintenance and weed control. Upon completion of mowing activities, the Government will conduct inspections based on these exhibits to ensure that weeds have been properly trimmed and maintained in accordance with established standards. Currently a combination of mechanical and chemical methods to manage weed growth across the installation.

1. The Government will consider all provided performance records. There is no minimum size requirement to be considered past performance.

2. Evaluations will be made based on the content of individual proposals. The Government will not make relevancy determinations prior to review of proposals.

Vendors shall complete DA 1449 CLIN Pricing, and Attachment 5.

Phase-In / Phase-Out (CLIN0001 and CLIN0012) and "Special Cuts" CLINS (0003, 0005, 0007, 0009, 0011) shall be priced on the DA1449 only.

Attachment 5 is the detailed pricing sheet for Odering Period I (CLIN0002), Ordering Period II (CLIN0004), Ordering Period III (CLIN0006), Ordering Period IV (CLIN0008), Ordering Period V (CLIN0010). The unit price on Attachment 5 is the price to maintain the respective area (to the stated standard, TE-E1 or TE-E2) for the total ordering period of one year.

Vendors will submit one price for common area grass (TE-E1 Common Area) and two separate prices for high visibility grass: one for each maintenance standard (TE-E1 High Visibility and TE- E2 High Visibility). Proposals will be evaluated based on the total projected cost of TE-E1 Common Area combined with TE-E1 High Visibility and all other requirements, as well as TE-E1 Common Area combined with TE-E2 High Visibility and all other requirement, to assess overall value and the price differential between the two high visibility standards. Prior to issuing a task order, the government will select the applicable high visibility standard, allowing contractors to plan resources and forecast annual requirements accordingly.

Price per unit is the price to maintain the listed area to the listed standard for one year.

"Job" references "task order" for Ordering Period CLINs

Note: Ordering Period I and Ordering Period V are counted as 11 months because the Phase-In and Phase-Out represent one month in the first and fifth year.

The current contract is using a different standard than the follow-on requirement, the government does not have historical frequencies based on the new standard outlined in this requirement.

Approved Pesticides List vs. Pricing (09 TE N – USAEC Approved PUL) The “Fort Hood – USAEC Approved PUL” includes pesticides and baits, but there is no explicit requirement for these in the Pricing Sheet. Are contractors expected or required to use any of the listed products under this contract?

Contractor is not required to use these specific brands for sterilant treatment, this list includes the approved chemical sterilant for the installation. Please reference section 5.2.12 in reference to the chemical sterilant requirement. Reference line 202"Sterilant Spray" of the pricing sheet to price the use of herbicides.

Please provide previous bid tab Question lacks clarity and will not be answered at this time.

Are workers employed under visa programs permitted to participate in this contract?

Are H-2B workers authorized to perform services at Fort Hood?

If so, what are the specific requirements for obtaining base access credentials/badging?

What costs are associated with the badging process?

Only individuals capable of gaining base access are permitted to participate in the execution of this contract. Base access information is available at the visitor center or at:

https://home.army.mil/hood/my-fort/visitor-information/fort-hood-access-passes

Information not available, reference maps and other publicly available GIS for best estimate.

The spraying maps are labeled as “Sterilant”. Are areas shown to be sprayed meant to be treated with soil sterilant, or just non-selective post-emergent herbicide?

Refer to Section 5.2.12 Paragraph 2. Weed Control in PWS.

Grass cutting around markers, lights, and other aerial targets is requested at a frequency of “Min cuts rqd for safety visibility.” Please quantify the minimum cuts for this service.

No Airfields are included in this contract.

During the prebid, some areas were indicated to be performed by multiple entities simultaneously. Do firm boundaries exist for the areas not to be maintained by the contractor and, if so, could these boundaries be provided?

Fenced boundaries exist. Refer to TE Map Books.

Please provide desired frequencies and areas of fertilization, aeration, seeding, and sodding on Improved Grounds areas.

Refer to sections 5.2.6 through 5.2.11 in PWS.

Please outline services associated with cultivation on Improved Grounds areas. Refer to sections 5.2.6 through 5.2.11 in PWS.

Will all unanticipated services associated with weed control beyond scheduled spraying and hand-weeding of bed areas in Improved Grounds and Semi-Improved Grounds areas be considered an additional billable service?

Refer to section 5.2.12 in PWS. This is not an authorized additional billable service.

Will dust and erosion control, drainage, planting for landscape effect, wind and sound abatement, and other intensive practices on Improved Grounds and Semi-Improved Grounds areas be considered additional billable services, as the requirement for these services is unforeseeable and unquantifiable?

Refer to sections 5.2.6 through 5.2.11 in PWS. This is not an authorized additional billable service.

Please provide a legend for attachments TE A1and TE A2 indicating the meaning of all colored locations.

On the legends of the provided maps, please confirm the whether the contractor will be responsible to maintain the following areas:

The only areas of responsibility are located in the TE map books.

Will billing be determined on a per-acre basis? If so, will the awarded contractor be beholden to the overall pricing determined via the per-acreage price extended by the acreage estimated by the base or by the acreage determined by the bidder?

Work will be issued at the task order level based on pricing provided on DA1449 and Attachment

5. Pricing is agreed to based on Attachment 5 and the mow areas outlined in TE-B1 and TE-B2.

Is there a maximum escalation between base years of the contract? 6. There is no maximum escalation between ordering periods on the contract (FAR 15.404-1 Unbalanced Pricing)

The historical data document refers to having 63 trained equipment operators. Is there historical data regarding equipment quantities? The number of mowers? Trimmers? Edgers?

Historical data varies by season. No specific information regarding equipment or proficiencies exists.

Tree Service Scope The PWS (§5.2.14–5.2.21) marks tree pruning, fertilization, mulching, and removal as “N/A,” but §5.2.13 requires trimming grass around trees and §1.4 references tree preservation in TE-S. Please confirm whether the contractor’s responsibility is limited to grass trimming around tree bases and debris policing, or whether there are any tree height clearance requirements over roads and sidewalks that we should include in our scope.

In the event that it is determined that damage to any tree located on the post is the fault of the grounds maintenance contractor the replacement and intial care of the damgaed tree will be folowed as stated in TE-S

3. Airfield Mowing Scope TE-E1 refers to mowing around airfield markers, lights, and aerial navigation aids. However, the mowing maps (TE- A1/TE-A2) do not show any airfield areas assigned. Please confirm whether any airfield mowing is included in this contract. If yes, please provide the area numbers and acreage so we can price accordingly .

There are no air fields included in this contract.

4. Current Conditions at Phase-In During the Site Visit, some areas showed higher grass than the listed standards. The PWS (§1.3) requires that “at no time shall grounds areas be out of compliance.” Please clarify whether the Government intends to deliver the installation in full compliance at Notice to Proceed, or whether the incoming contractor is expected to perform initial corrective cutting during phase-in to bring all areas into compliance at no additional cost.

How long will the contractor have to get areas that have been neglected to contract standards?

5. Herbicide/Sterilant Usage Expectations

The PWS (§5.2.12) specifies that chemical spraying is limited to parade fields and athletic fields and must use a combination of approved soil sterilant, glyphosate, and surfactant, rotated to prevent resistance. The contract also requires monthly herbicide application records and usage reports after each application.

To ensure accurate cost estimating, please confirm whether the Government can provide any historical data on quantities and frequencies of spraying (e.g., number of applications per year, acreage treated, or volumes used) or whether we should base pricing solely on the prescribed chemical combination and TE-C map areas.

Refer to 5.2.12 Weed control in the PWS

Is the government going to stick to the dates in the solicitation and have the phase in start 11/1/25? Phase in will begin as early as 01NOV2025, pending negotiations/reviews/approvals.

Will the Contractor be able to stage a storage/conex box at the BLORA recreational area? There is an unsecured/unmonitored area available at BLORA. The current contractor is using an enclosed trailor that they can sesure.

Emergencies clean up, will this be in addition to the FFP or will this be something that the contractor can bill separately?

Emergencies Clean up is not a part of this contract. All areas are to be maintained to the standards in the PWS / TE's at all times.

Will the government please post any photos that were taken during the Site Visit? No Will the government please post the sign-in sheet from the site visit? No Will the contractor have to put in new pea gravel in front of the Motor pools and inside fence lines? No

Will the contractor have to mow inside restricted areas at West Ft. Hood? Such as SCIFs? A sensitive compartmented information facility (SCIF), in United States military, national security/national defense and intelligence parlance, is an enclosed area within a building that is used to process sensitive compartmented information (SCI) types of classified information.

There are no special security requirements, restricted sites will have an escort.

Who is responsible to pick up the trash from the barrels at MWR BLORA? MWR employees are responsible for all garbage cans within the BLORA facility. Debris on mow area is responsibility of contractor

Can the government please provide the site visit map In PDF? See previously uploaded: RFI Answers as of 20250919 Does the government provide waste dumpsters? No. The awardee will be advised of the process to apply for utilitiy access and access to the post landfill.

Can the government please provide the office location(s) site? Can the government please provide the contractor's address for the location of the workspace?

During the post-award conference a reasonable amount of time will be disscussed and given for any areas that are out of complinace.

Refer to TE-I. No office space is provided, however Contractors may bring their own temporary office space to the provided laydown yard.

Paragraph 3.1 (Government Furnished Property) states “N/A”, while paragraph 5.3.3 (Laydown Yard) states specific criteria for a contractor laydown yard. Please clarify this inconsistency.

What irrigation services are required? Conflicting requirements in the PWS. Refer to section 5.2.26 Irrigation. in the PWS.

Spraying for weeds, is this a requirement of the contractor or the government? Refer to section 5.2.12 Weed control in the PWS.

Please confirm that the contractor is not required to remove vegetation that has grown into the chain link fencing? If the weed eating or lack thereof is the cause of the growth in the chain link fence the government can determine the grounds maintenance contractor will have to remove the growth.

Who is tasked with major tree trimming? At what point does tree trimming fall under this contract? Refer to sections 5.2.14 through 5.2.21 in the PWS.

Replacing flowers in High viz areas, who is responsible? Refer to section 5.2.11 in the PWS.

Replacing mulch in high viz areas, who is responsible? Refer to section 5.2.11 in the PWS.

Please confirm that the contractor is not responsible for harvesting bluebonnet seeds? The contractor is not responsible for harvesting bluebonnet seeds.

Multiple documents (Attachment 5, TE-D, and TE-U) list different acreages and numbers of areas to be serviced (Attachment 5 shows 190 areas, TE-D shows 185, and each reflects different total acreages). Will the Government please confirm the correct list of service areas and acreage, with total acreage broken out by high visibility areas, common areas, and airfields.

Vendors shall price Attachment 5, All areas referenced in TE-B1 and TE-B2 are the responsibility of the contractor.

TE-D states no airfields but lists several areas with a facility type of airfield. Is this information correct? Please clarify the facility type.

Airfield adjacent areas (outside fenced airfields) may be labeled as "airfield." There are no airfields included in the contract.

States High Visibility areas will be serviced to capability 1 & common areas to capability 2 per TE-E1. TE-E1 identifies all areas as capability 4. Please identify which level each area is to be serviced at?

Capability 4. Refer to TE E1.

TE-E1 has tabs labeled "420 horizontal" and "411 vertical." They seem to have no bearing on this solicitation.

Please explain the meaning of these tabs.

Disregard sheets 420 and 411 they do not apply to this contract.

Are the current employees represented by a union? If so, please provide a copy of the CBA. Employee representation is not the responsibility of the Government Is the "Special Cut IDIQ" line item in Section B for the service described in PWS 5.2.31 "Special Services"? Yes

Will the Government provide office space for use by the contractor? No, Contractor can install temporary space in the provided laydown yard. Refer to section 5.3.3 in the PWS.

PWS 5.2.30 requires the contractor to maintain athletic fields IAW capability tables, but there are no tables for athletic fields. Please provide the work capability tables for the athletic fields.

The athletic fields are common areas

The current Due Date of October 13, 2025, is a Federal Holiday. Will the Government consider changing the due date?

No

Paragraph 5.2.31 (Special Services) states “the contractor shall plan to execute the pre-identified requirements in TE-F Special Events”) Technical Exhibit F identifies more than 2,000 acres, which exceeds the total maximum acreage specified in this paragraph. Please clarify.

TE F Provides Examples only.

Please clarify paragraph 1.6 in the PWS regarding the need to trailer grass cutting equipment. (only “zero turn mowers and tractors with implements” are specifically listed.)

The equipment listed in section 1.6 will be trailored to cutting locations.

PWS paragraph 5.2.2 and 5.2.3 reference a contract standard titled: “Capability Level 1” and “Capability Level 2” which are undefined in this solicitation. Please Clarify.

Refer to TE E1, there is only one Capability Level

Paragraph 5.2.12 of the PWS states that Herbicides are “limited to parade grounds and athletic fields.” However, the referenced Map Book (TE – C) does not show either Athletic Fields or parade grounds. Please clarify.

Additionally, para 5.2.12 states that herbicide usage shall be used in “designated areas such as trailers with medal skirting, buildings with fibrous materials and fence lines…” without specifying the dimensions or locations of these areas.

Refer to TE C. The maps contained in TE C are the pre-determined areas to be sprayed with sterilant

Paragraph 5.3.2 (Special Equipment) references “Unimproved Grounds” which are undefined in this solicitation. In addition, Para 5.2.35 (“Service Unimproved Areas” is marked: “N/A”. Please clarify.

Unimproved areas are not a requirement of this contract.

For the requirement regarding the Certified Grounds Manager (CGM) credential, could the Government clarify which specific CGM certificate is acceptable and through which organization it must be obtained? Alternatively, will the Government provide a list of acceptable certifications and equivalent certifications and the organizations that issue them? For each one of the positions required under this solicitation.

Certified Grounds Manager (CGM) Equivalents include, but are not limited to the following:

School of Grounds Management (SGM) Certificate [Professional Grounds Maintenance Society] Landscape Industry Certified (LIC) [National Association of Landscape Professionals] Certified Facility Manager (CFM) [International Facility Management Association] Certified Manager (CM) [Institute of Certified Professional Managers] Certified Irrigation Contractor (CIC) [Irrigation Association] OSHA Safety Certificate [OSHA]

Please provide the distinction between TE-E1 and TE-E2 performance standards for high visibility areas, as per acre pricing is requested for each on multiple areas.

2. High Visibility Grass Standards (TE-E1 vs TE-E2)

Please confirm:

a) Is the ≤4 inch requirement intended as a permanent standard for certain areas, or is it a temporary event standard (e.g., change-of-command, ceremonies, or other special events per TE-F)?

b) If both standards apply, please clarify which areas are held to 6" versus 4", and under what conditions.

c) If the ≤4" requirement is tied to special events, please confirm whether those conditions are priced under the FFP base requirement or under the separate Special Events CLINs.

Please provide a minimum mowing frequency for the High Visibility ALTERNATE 1 areas.

“Alternative Standards” are listed in the Pricing Sheet as (TE-E1 and TE-E2) Please clarify how often the Alternative Standard can be imposed and then returned to the prior standard? Additionally, TE-E2 (High Visibility Alternate Standard) has a cutting height of 3 inches not to exceed 4 inches, but does not state a cutting interval. As such, the cutting interval may be daily. Please clarify as this could result in excess of commercial standards.

Reference page 34-35 of the solicitation, d. Volume IV - Cost/Price, "The Cost/Price Proposal Section shall contain Attachment 5, completed by the Offeror. Attachment 5 contains detailed pricing elements for all Grounds Maintenance Areas and tasks, and separate sheets for each ordering period. *Note: PWS Attachment 5 contains two distinct standards for High Visibility Areas as described in TE-E1 IMCOM Standard, and TE-E2, Supplement to IMCOM Standard.

These standards shall be priced separately. The Government shall determine the High Visibility standard used at the Task Order level." The government is requesting pricing for all High Visibility acreage based on both standards listed in TE-E1 (≤6 inches) and TE-E2 (≤4 inches).

Prior to issuing task orders, the government will select one standard to be implemented for high visbility acerage.

Contractor will be afforded a reasonable amount of time to make necessary adjustment between standards, at the task order level.

Laydown yard is located at 991 South Range Road Spur.

LAT LONG: 31.159925, -97.781920

GPS Coordinates: 31° 9' 35.73'' N -- 97° 46' 54.912'' W

Laydown yard is approximately 23,000 Square Feet.

Sheet1