RFIs and Responses GA Lawn Maintenance_04.09.2024.pdf

Questions and Answers Garrison Administration Building Lawn Maintenance

Solicitation #W9128F24Q0038 9 April 2024

1. Who Is the previous incumbent and how much were they awarded?

USACE Response: The previous Contract #W9128F14P0060 for this project was awarded to Straight Line Lawn Mowing, for the years 2014-2016. The total award amount was $39,492. Note- The current scope in Solicitation #W9128F24Q0038 outlines a significant increase in tasks.

2. How should the proposal be submitted?

USACE Response: See Addendum; Instructions to Offerors, starting at page 11 of the solicitation for submission instructions.

3. Is there a location to dump the grass and debris from the lawn care?

USACE Response: No. Any grass or debris will be expected to be hauled off and disposed of by the contractor.

4. Can this solicitation be subcontracted out? If so, how do they get approval?

USACE Response: This contract is not expected to exceed the simplified acquisition threshold.

However, if the awarded contract does exceed the simplified acquisition threshold, the limitations at FAR 19.505(b)(1) will apply.

5. The Training requirement that is outlined in 1.11.2 General security requirements and guidance of the solicitation - is this a requirement for this project?

The Department of Defense (DoD) and Army security training requirements specified below, if applicable, are performance requirements; all applicable contract personnel shall complete initial training within 30 days of contract award or the date new contract personnel begin performance on the contract. Within five business days from the completion of training, the Contractor shall provide written documentation (e.g., email or memorandum) to the Government representative. The documentation shall include the names of contract personnel trained and which training they completed; the Contractor shall maintain training records as part of their contract files and be prepared to provide copies of training certificates to the Government representative. Contractor personnel and vehicles are subject to search when entering federal installations. Additionally, all contract personnel shall comply with Force Protection Condition (FPCON) measures, Random Antiterrorism Measures (commonly referred to as “RAMs”), and Health Protection Condition (HPCON) measures.

USACE Response: Yes.

6. In regards to 1.11.2, does the Department of Defense (DoD) provide the training and is there any associated fee?

USACE Response: Yes, USACE provides the training in the form of a briefing with the contractor. There is no cost for the briefing.

7. Per 1.4.2 of the SF 1449, “The contractor shall not subcontract any work without written approval of the Contracting Officer. Compliance with the provisions of this contract by subcontractors shall be the responsibility of the contractor.”

Is it possible to get this written approval now so that we may identify subcontractors?

USACE Response: IAW 52.212-2, Evaluation – Commercial Products and Commercial Services, quoters may submit past performance information for qualified small business contractors for this contract.

See AM0002 dated 9 Apr 2024. Changes to a subcontractor arrangement after award shall be approved in writing by the Contracting Officer. Approval will be considered after award of the contract to a qualified small business concern. Subcontractors shall be small businesses under the specified NAICS. The intent is to prevent pass-through of these services to other than small business concerns.

8. Will there ever be a time where the contractor will need to bag the grass, is there a place in Riverdale/Pick City to dump clippings, or does it need to be hauled away completely?

USACE Response: The contractor shall haul off any clippings throughout the season. There is no area in Riverdale/Pick City where clippings can be dumped, but contractors may research that. There is a location on Corps property (about 5 minutes from the admin lawn site) where limited access to dump clippings could be available if needed. This site could be used during the spring cleanup but ideally not during the ~15 mowings. If there isn’t a significant amount of clippings created during the routine mowings (no visible clumps or rows), then the clippings could be left in place.

9. Same question as far as the spring cleanup, branches, shrub trimming, Is there a location to dump, or is it to be hauled away and disposed elsewhere?

USACE Response: The onsite location could be used during the spring cleanup. Transporting the debris about 5 minutes to this location would be required.

10. In recent years, the location as been maintained by the summer help, and not a contractor, but the last contractor bid is public knowledge?

USACE Response: Correct, the lawn was contracted out in 2016 and has been maintained by Garrison maintenance staff for the last 8 years. No historical data is available for the last contract for this location.

11. In the contract, it states shrub trimming/pruning is 10 hours. Is his just as needed throughout the summer, or mid season?

USACE Response: Shrub trimming/pruning are as needed tasks. These tasks were added to the contract to allow the contractor to remove any branches/shrubs that make it difficult to perform the lawn maintenance duties or any trimming that would improve the overall look of the lawn. There is not much trimming needed and the work could be done at any point during the season after clearing it with the COR.

12. Can the UEI for the contractor be used instead of the DUNS number?

USACE Response: Yes.

13. Is there a mandatory pre-bid meeting?

USACE Response: No.

14. Is any form of bonding required?

USACE Response: No.

15. Will the award be made based on lowest price and based on the vendor demonstrating he/she is the most responsible bidder?

USACE Response: See FAR 52.212-2 Evaluation- Commercial Products and Commercial Services, starting at page 13 of the solicitation for evaluation factors.

16. What is the frequency or work needed. Will this be a weekly service, bi-weekly?

USACE Response: Per Section 4.1- Basic Services of the Performance Work Statement the contractor shall complete up to 15 mowings per season. These mowings are as needed, and not guaranteed.

17. Who is the local contact to arrange a site visit?

USACE Response: Local Contact: Rachel Stein, (701) 654-7706, rachel.m.stein@usace.army.mil.

Contractors interested in a site visit should express their interest in accordance with the instructions of the RFQ. If not enough interest is shown, no formal site visit will be conducted.

18. When should the following items be submitted, after the award or with the proposal?

- Activity Hazard Analysis (AHA)

- Abbreviated Accident Prevention Plan (APP)

- List of who will preform work on this contract

- Proof of Insurance for Contractors and Subcontractors

USACE Response: These requirements at 1.9 of the PWS are required after award, but prior to the start of services.

19. For the insurance requirements, can the landscaping company carry the required insurance coverage amounts, or does my LLC have to carry the coverage?

USACE Response: The contractor who is awarded the contract must carry the insurance.

20. I don’t have my CAGE code, which I am told shouldn’t be a problem to submit the initial bid, correct?

mailto:rachel.m.stein@usace.army.mil

USACE Response: IAW FAR 4.1102, “Offerors and quoters are required to be registered in SAM at the time an offer or quotation is submitted….” Therefore you must have a CAGE code to submit your quote.

21. Is invoicing monthly? I am only finding this statement: “The contractor may invoice for completed work at the end of each task order once the lawn meets the establishment thresholds highlighted in section.”

USACE Response: Amendment forthcoming to correct this. This is not a task order contract. See Paragraph 1.13 of the PWS for payment information.

22. I’m not finding “FAR Clause 52.216-2” as it stipulated that I must complete the fill-in with “CLIN 0001”.

USACE Response: Amendment forthcoming to remove this guidance as it does not apply to this acquisition.

23. Given the clause below, what is the likelihood of approval to subcontract this job after winning the bid to another small business closer to the work site? What is the approval based on?

1.4.2 Subcontracting. The contractor shall not subcontract any work without written approval of the Contracting Officer. Compliance with the provisions of this contract by subcontractors shall be the responsibility of the contractor.

USACE Response: See response to question 7. Also see AM0002. Quotes received will be evaluated on the capability of the contractor and/or qualified subcontractor (if applicable) who is submitting the quote. After award, the awarded contractor may request to further subcontract portions of the work.

However, no adjustments to price from that negotiated at award will be granted. Approval will be based on whether the new subcontractor is a small business, the small business subcontractor is capable (i.e., has past performance meeting the same criteria as the solicitation requirements) and the performance risk associated with a non-local prime managing a local sub if applicable to that arrangement.

24. What are the specific requirements for past performance?

USACE Response: See 52.212-2, Evaluation – Commercial Products and Commercial Services, Factor 1 for this information.

25. Do you require a local vendor preference?

USACE response: See Amendment 0002. Due to the remote location and costs associated with mobilizing a non-local contractor, it is preferable to have a local contractor. However there is no prohibition for non-local contractors to quote this project. However, per AM0002, Non-local contractors subcontracting to local subcontractors will be evaluated less favorably.