RFIs and Responses GA Lawn Maintenance 4.3.24.pdf

Questions and Answers

Garrison Administration Building Lawn Maintenance

Solicitation #W9128F24Q0038

28 March 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: No. Approval will be considered after award of the contract to a qualified small business concern. 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

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?

USACE Response: IAW FAR, “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. The contractor may invoice for completed work after each occurrence.

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

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.