Ground maintenance services at Jefferson Barracks National Cemetery, Base year plus 4 year option. Subject to availability of FY19 funds.

36C78619Q0117 Amendment 0002 Questions & Answers
1. Discussion: Since there is very limited irrigation at the cemetery, and even with the expected double cuts in the late spring and early summer, it is very unlikely that there will be 44 mowing and trimming cuts per season.
Question: Will the yearly number of 44 mowing cuts be guaranteed by double cuts in the early spring/summer and by leaf mulching in the fall and winter?
Answer: No guarantee will be offered by JBNC forecasting precise CLIN utilization. All services will be driven by site conditions aligning with proper financial stewardship.
2. Discussion: Given the significant number of large deciduous trees on the cemetery and the fact there were still a significant amount of leaves on the ground, and leaves on still on the trees, during the February 12th Site Visit, it seems unlikely that 6 weeks of leaf removal will be enough.
Question: Will the VA utilize mowing cuts (CLIN 0001) to make up for leaf drop before and after the 6 weeks on CLIN 007?
Answer: Historically speaking this option has been exercised, specifically this is depending upon environmental conditions and site conditions.
3. Discussion: The Contractor Laydown area that was shown to the contractor was in a small warehouse area measuring approximately 15 x 40 square feet. For a contract of this size and scope this is not enough space for the equipment required for the job and to be stored. It is estimated that a contractor would require space for 4 standard conex boxes measuring 20 x 40 sf each. Plus, room for fuel storage.
Question: Will the cemetery provide additional space for the contractor to store their equipment? If so, how much space?
Answer: JBNC has limited space available due to its age and ergonomic/architectural design elements.
4. Discussion: Per the SOW, the contractor is responsible for the sweeping of roads and sidewalks, and trash removal however there does not seem to be a CLIN definitively associated with these tasks?
Question: Will the VA add a specific CLIN for these tasks or should the contractor price these tasks under a current CLIN, and if so, which CLIN?
Answer: Considered interrelated with CLIN 0001.
5. Discussion: Per the SOW, the contractor is responsible for the sweeping of roads and sidewalks, and trash removal however there does not seem to be enough information provided in the solicitation for the contractor to concisely price this.
Question: Would the government provide more information on these tasks to include square footage or acreage of roads and sidewalk and number of trash receptacles along with the associated service frequencies?
Answer: Please see data in SOW
6. Discussion: Per the SOW, the contractor is responsible for the sweeping of roads and sidewalks, trash, and significantly, leaf removal.
Question: Will the cemetery provide the dumpsters, and will the cemetery be emptying the dumpsters or should the contract price in this cost?
Answer: Contractor to supply dumpsters, Ref page 9 of SOW
7. Topic: Trimming of Headstones and Edging of Flat Markers Ref: SOW Section E.b.
Question: Per the SOW, trimming and edging of flat markers are to be accomplished weekly. When twice weekly mowing of the turf should be performed between May and August, will the trimming of headstones and edging of flat markers also be required twice weekly as well?
Answer: Aesthetics and site conditions will be drivers for this requirement.
8. Topic: Edging Ref: Attachment B C.3.5
Question: Per attachment B, there are 9,900 grave markers. However, page 10 of the solicitation states there are 9,160. Can the Government provide the accurate total of markers to be edged? Additionally, the SOW states that 20 new flat markers are added each year however there is not an associated increase in the Cemetery Data section of the SOW.
Answer: 8033. Government has no ability to forecast additional or removal of flat makers sites due to disinterment activity and/or additional gravesite requests.
9. Topic: Artificial Turf Ref: Solicitation pg. 9
Question: Can the Government provide total square footage for the artificial turf areas including the two flag pole circles, Columbarium A, B, C, Chapel area, WWI Memorial and Memorial Section C?
Answer: 239,580 SF
10. Topic: Headstone Areas Ref: Cemetery Acreage
Question: Can the Government provide acreage of gravesites and acreage of areas without gravesites?
Answer: Approximately 226 acres with headstones (developed sections)
11. Topic: Incumbent Contract
Question: What is the current annual contract price? Has the Statement of Work/Solicitation significantly changed from the previous contract?
Answer: The previous contract award $3,136,330.00 Base plus 4 options if exercised. Yes the current Statement of Work has changed significantly from the previous contract.
12. Page 8 of the PWS under E. Deliverable Requirements, a) MOWING
Question: States: the Contract shall have at least 2 size wheel-based mowers that rotate weekly to prevent creating pathways in the center of the rows Are you requiring to different size wheel bases for mowers? This will require the contractor to purchase double the number of mowers to mow the grass, raising the cost of this contract.
Answer: Please refer to solicitation, requirements are addressed specifically.
13. Page 12-13 of the PWS; Section I Damage to Government Property
States: The Contractor shall be responsible for cleaning cemetery structures, headstones, monuments, and roadways that are soiled or stained because of Contractor s performance. The Contractor shall wash-down with water all soiled or stained structures, headstones, and monuments at the end of each workday. Normal string trimming activities around the headstones will often leave a stain.
Question: Are you requiring the contractor to wash all 158,000+ headstones each time there is a green stain left on them?
Answer: Contractor is responsible for removal of all objectionable accumulation due to contractor performance in/on areas outlined above.
14. Page 18 of the PWS under Trimming section b States: Grass clippings/stains will be removed from headstone bases after trimming is completed.
Question: Is the contractor required to wash all 158,000+ headstones after each of the 44 occurrences of trimming to remove stains and clippings?
Answer: Contractor is responsible for removal of all objectionable accumulation due to contractor performance in/on areas outlined above.
15. Is the Government aware of the massive task of washing all the headstones in the entire cemetery each time they are trimmed? This task is out of usual work procedures. There will be approx.. 31,600 headstone to wash daily if they are stained and possibly 63,200 to wash daily in the weeks the grass is mowed twice a week. To accomplish this will require much more manpower than the mowing and trimming operation will, at least 10-15 additional employees. Has the government factored in their estimates the huge expense for this requirement?
Question: How would the government suggest accomplishing this task?
Answer: It is not the governments positions to suggest methodology to satisfy SOW
16. Attachment C Section B 1 States: All trash, debris, contents of trash cans, dead or unsightly flowers and all fallen tree limbs and branches not attached to the tree shall be removed from the Cemetery areas a minimum of once each workday or as necessary. On page 9 section e it states: The contractor shall remove unauthorized/unsightly flowers and all grave decorations from all gravesites to include items on or attached to the headstone, not to exceed nine events at the discretion of the Cemetery Director and COR
Question: Which is correct? Is the quantity daily or nine times?
Answer: Referenced events are not mutually exclusive. Both are valid contractual requirements, COR will designate 9 iterations of cleanups throughout mowing seasons.
17. On page 9 section d Curb and Sidewalk Edging it states:
This operation should be conducted to maintain the manicured appearance desired. The required operation frequency will be determined by the COR and the Contractor shall be compensated on a per operation cost basis. On the Solicitation, Line 0004 Curb and Sidewalk Edging the estimated quantity is 9 and the unit is each. Attachment B page 19, #4 States: Edging shall be done as often as needed so no grass or growth is on hard surface.
Question: Which is correct? What are the quantities for this service? Are we to price edging a total of 9 times?
Answer: 9 iterations is part of normal SOW. Additional iterations TBD by the COR for additional compensation
18. According to page 11, section H (c) of the PWS, is it correct that the cemetery will not be providing any storage building for equipment?
Question: Will there be a fenced, locked area, that equipment can be stored in? If the government does not have a fenced area, is the contractor allowed to put up a fence for storage purposes?
Answer: Government will provide a staging area only. Any modification to staging area will be based on approval of COR at the Contractor s expense.
19. According to section page 11, section H (e) of the PWS, will electricity and water be provided by the cemetery?
Question: If not, will there be a hookup for electricity and water in the area provided for the contractor to store equipment?
Answer: See question #18 and solicitation.
20. Will each task order for CLIN 0007 Leaf mulching/removal be one week?
Answer: Leaf mulching and/or pickup will be in fall season driven by seasonal conditions and COR discretion.
21. Is the turf acreage to be mowed 256 acres (cited on page 10 of the PWS section E(i)) or 258 acres (cited on page 1 of the PWS under General Information)?
Answer: 258 acres
22. Page 10 of the PWS says that flat markers to be trimmed is 7,360 with no increase per year, but page 19 states there will be 9,900 flat markers to be edged with about 20 added per year. Which quantity is correct?
Answer: 8033, Government has no ability to forecast additional or sites removed from flat marker section.
23. This contract is requiring rear discharge mowers with different wheelbases, correct?
Answer: Contractual necessity
24. CLIN 0008 states that Section 3A has an estimated quantity of 12 each on the Solicitation. Page 9 of the PWS, c) Procedure states Section 3A may require additional mowings.
Question: Are the 12 mowings in addition to the 44 mowing s for the cemetery each year?
Answer: Yes as directed by COR
25. Attachment C #4 states: All walkways, roads, and parking areas shall be cleaned of all debris (i.e. mud, dirt, twigs, leaves, grass clipping, etc.) at the end of each mowing.
Question: Is this statement for cleaning up of the mowing debris, or for cleaning all roads and sidewalks of all debris no matter who was at fault for the debris? I.E. mud and dirt from burial operations by the cemetery crews.
Answer: Contractor not responsible for mud deposited form other sources.
26. Attachment C #6 states: Storm Clean-Up (wind, rain, hail, snow, ice, etc.,): Cemetery shall be checked and cleaned up the next working day following a storm unless the extent of the storm prompts civil defense authorities to declare emergency movement only.
Question: Is the contractor responsible for ALL fallen tree limbs no matter what size?
Answer: Small caliber branches only following storm/environmental event.
27. On Page 10, number 10. - What are the quantities for the spring and fall power washing of the sidewalks, curbs, entrance gate, and fence? Is the entire fence to be power washed?
Per solicitation:
Answer: Once in spring, Once in fall timing will be determined by COR. Main gate only not chain link fence surrounding property
28. On Page 21, number 10 states: The contractor shall pressure wash sidewalks, curbs and entrance gate and fence of cemetery in the spring and fall. Will this pressure washing be tied into a line item or will there be a new line item made for pressure washing?
Answer: This requirement is not applicable to this solicitation and should be removed from the Statement of Work.
29. Are there any restrictions on the type of facility and restrooms that the contractor will be required to place on the property for their employees?
Answer: Porta John type restrooms. Architectural style to be approved by COR
30. How many acres of AstroTurf is included in the cemetery?
Answer: 6 acres
31. The due date for quotes is unchanged and remains March 12, 2019 Noon eastern.
32. All other terms and conditions remain unchanged..

36C78619Q0117 Amendment 0001
The offer due date is hereby extended to March 12, 2019, 12:00 pm Eastern.
Answers to all questions will be provided once received.
This extension does not allow for additional questions to be submitted.
All other terms and conditions remain unchanged.

RFQ FOR COMMERCIAL ITEMS
GENERAL INFORMATION
Document Type: Combined Synopsis Solicitation
Solicitation Number: 36C78619Q0117
Post Date: 02/06/2019
Original Response Date: 03/01/2019 at 12:00 pm
Applicable NAICS: 561730
Classification Code: S208
Set Aside Type: Service Disabled Veteran Owned Small Business
Period of Performance: Date of Award 365 calendars days with (4) one-year options if exercised
Issuing Contracting Office: Department of Veterans Affairs
National Cemetery Administration, Contract Services
75 Barrett Heights Rd., Suite 309
Stafford, VA 22556
Place of Performance: Jefferson Barracks National Cemetery
2900 Sheridan Road
St Louis, MO 63125
Attachments: A Wage Determination No. 2015-5075, Revision 11
B Performance Work Statement
C Past Performance Questionnaire
D List of References
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78619Q0117.
This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2019-01 Effective January 22, 2019.
This is a 100% set-aside for Service Disabled Veteran Owned Small Business (SDVOSB)
The applicable North American Industrial Classification System (NAICS) code for this procurement is 561730, with a business size standard of $7.5 million.
This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.
The U.S. Department of Veterans Affairs, National Cemetery Administration, anticipates the award of a Firm Fixed Priced Requirements Contract.
Scope: The contractor shall be responsible for providing mowing and trimming services at Jefferson Barracks National Cemetery.
PRICE SCHEDULE: Contractor shall provide all labor, supervision, material, equipment, tools and supplies to complete mowing and trimming services for Jefferson Barracks National Cemetery following National Cemetery Administration standards. Units and services to be in accordance with Performance Work Statement, Technical Specifications, Performance Incentives/Disincentives, terms and conditions contained in this solicitation.
The schedule price shall be all-inclusive, including all labor, equipment, materials, and supplies to complete the Contract Line Items (CLINs). Offerors shall enter unit price and total amounts for each CLIN as indicated in the schedule. In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended bid price and the total of the CLINs will be recomputed accordingly.
Offeror is to understand the quantities stated in the schedule are estimates for pricing purposes only.
BASE PERIOD
Date of Award thru 365 calendar days
Line       Description                Est. Qty     Unit          Unit Price             Total Price          Â
0001
Mowing
44
ea.
$_________
$__________
0002
Trimming (Markers)
44
ea.
$_________
$__________
0003
Trimming (Fence)
9
ea.
$_________
$__________
0004
Curb & Sidewalk Edging
9
ea.
$_________
$__________
0005
Flower removal during mowing season
9
mo.
$_________
$__________
0006
Sweep and remove debris on Artificial Turf
44
ea.
$_________
$__________
0007
Leaf mulching/removal
6
Wks.
$_________
$__________
0008
Mowing & trimming Section 3A (7 acres)
12
Ea
$_________
$__________
                                        Base Period Total Price $______________
OPTION YEAR 1
Line       Description                   Est. Qty     Unit          Unit Price         Total Price          Â
1001
Mowing
44
ea.
$__________
$__________
1002
Trimming (Markers)
44
ea.
$__________
$__________
1003
Trimming (Fence)
9
ea.
$__________
$__________
1004
Curb & Sidewalk Edging
9
ea.
$__________
$__________
1005
Flower removal during mowing season
9
mo.
$__________
$__________
1006
Sweep and remove debris on Artificial Turf
44
ea.
$__________
$__________
1007
Leaf mulching/removal
6
Wks.
$__________
$__________
1008
Mowing & trimming Section 3A (7 acres)
12
Ea
$__________
$__________
                                       Option Period 1 Total Price $__________
OPTION YEAR 2
Line       Description                   Est. Qty     Unit         Unit Price             Total Price          Â
2001
Mowing
44
ea.
$__________
$__________
2002
Trimming (Markers)
44
ea.
$__________
$__________
2003
Trimming (Fence)
9
ea.
$__________
$__________
2004
Curb & Sidewalk Edging
9
ea.
$__________
$__________
2005
Flower removal during mowing season
9
mo.
$__________
$__________
2006
Sweep and remove debris on Artificial Turf
44
ea.
$__________
$__________
2007
Leaf mulching/removal
6
Wks.
$__________
$__________
2008
Mowing and trimming Section 3A (7 acres)
12
Ea
$__________
$__________
                                         Option Year 2 Total Price $__________
OPTION YEAR 3
Line       Description                   Est. Qty     Unit         Unit Price             Total Price          Â
3001
Mowing
44
ea.
$__________
$__________
3002
Trimming (Markers)
44
ea.
$__________
$__________
3003
Trimming (Fence)
9
ea.
$__________
$__________
3004
Curb & Sidewalk Edging
9
ea.
$__________
$__________
3005
Flower removal during mowing season
9
mo.
$__________
$__________
3006
Sweep and remove debris on Artificial Turf
44
ea.
$__________
$__________
3007
Leaf mulching/removal
6
Wks.
$__________
$__________
3008
Mowing and trimming Section 3A (7 acres)
12
Ea
$__________
$__________
                                         Option Year 3 Total Price $__________
OPTION YEAR 4
Line       Description                   Est. Qty     Unit        Unit Price             Total Price          Â
4001
Mowing
44
ea.
$__________
$__________
4002
Trimming (Markers)
44
ea.
$__________
$__________
4003
Trimming (Fence)
9
ea.
$__________
$__________
4004
Curb & Sidewalk Edging
9
ea.
$__________
$__________
4005
Flower removal during mowing season
9
mo.
$__________
$__________
4006
Sweep and remove debris on Artificial Turf
44
ea.
$__________
$__________
4007
Leaf mulching/removal
3 additional weeks
6
Wks.
$__________
$__________
4008
Mowing and trimming Section 3A (7 acres)
12
ea
$_________
$__________
                                         Option Year 4 Total Price $__________
Base Year: $_________
First Year: $_________
Second Year: $_________
Third Year: $_________
Fourth Year: $_________
GRAND TOTAL: $__________
SITE VISIT: Offerors are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect a one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection of the Jefferson Barracks National Cemetery, YOU MUST CONTACT one of the following personnel to make arrangements:
Russel McKenzie, Phone:314-487-7669
Responses to this Request for Quotation (RFQ) are due to the Contracting Officer no later than 12:00 pm on 03/01/2019. Responses to this announcement will result in a Firm-Fixed Price Requirements Contract and the Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at https://fbo.gov.
All questions regarding this solicitation are to be submitted to the contracting officer, via email, no later than (5) calendar days before the closing date of the solicitation. Questions will not be addressed using the telephone.
Quote Format and Submission Information:
Quotes must be submitted on company letterhead. Commercial format is encouraged. All quoters shall include the following information as part of their quote:
Legal Business/Company Name (as listed in www.sam.gov)
DUNS Number
Point of Contact Name
Telephone number
Email Address
-Pricing shall be submitted as requested in the Schedule of Supplies/Services
-Technical Package for Evaluation
-Past Performance Questionnaire (Attachment C)
-List of References (Attachment D)
Quotes shall be submitted via email or via mail to the following addresses:
Email: john.carlock@va.gov
Mail: 575 N. Pennsylvania Street
Midwest District, Suite 495
Indianapolis, IN 46204
For quotes mailed, quotes shall be submitted on compact disk (CD) and files shall be in either Microsoft Word or Adobe pdf formats. DVDs are not acceptable as the Government computer is unable to read this media type. Any DVDs received in response to this announcement will be rated as technically unacceptable and removed from consideration.
Questions pertaining to this announcement shall be sent by email to: john.carlock@va.gov . Telephone inquiries will not be accepted.
Evaluation Process:
The Government intends to award a firm fixed price, Requirements contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation that provides the best benefit to the Government, price and other factors considered. Quotes will be evaluated by performing a comparative evaluation in accordance with FAR 13.106-2(b)(3) to determine which response represents the best as a whole.
Quotes will be evaluated by performing a direct comparison of one offer with another in a uniform manner to determine which quote provides the government with its needs, as identified in the RFQ. The government reserves the right to consider a response that offers more than the minimum and select that response if it provides a benefit to the government. The government has the discretion to accept other than the lowest priced offeror that provides additional benefits. The government also has the has the discretion to make an award based on whether the lowest priced of the quotations having the highest past performance rating possible represents the best benefit to the government.
The following factors shall be used to evaluate quotes:
Pricing: The sum of all the CLINs, to include options, will represent the total evaluated price. Proposed price must be determined to be fair and reasonable in order to be eligible for award.
Technical Acceptability
Qualification of all Personnel (training, experience, certifications)
Sufficient Personnel/Equipment- list of all equipment to be utilized in this contract as well as staffing and the tasks they will perform, number of total persons to be on the ground working
Equipment List shall have the models, horse power and ages of the motorized equipment
List of proposed supplies
List of Subcontractors business names (if being used) and the tasks and/or CLINS they will perform
Write up detailing the technical methods and management of completing a cycle
Number of hours you believe each CLIN requires per cycle
Number of employees you expect a cycle requires
What is the plan to cover/correct employee absences, vacations and low staffing levels?
3. Past Performance
4. SDVOSB Status verification in CVE
Proposal Contents:
-Pricing shall be submitted as requested in the Schedule of Supplies/Services.
-Technical Package for Evaluation (a redacted copy of the technical quote removing ALL company names and identifiable information is REQUIRED) ..a quote may be considered non-responsive if a redacted copy of the technical quote is not received and therefore may be removed from further consideration for award.
The following shall be included as part of the quoters submission (See Technical Acceptability Above):
Experience of company and subcontractors anticipated to perform work under this contract
Managerial & Technical Qualifications of key personnel
Qualifications of any proposed sub-contractors and the percentage of work they will be performing identify the exact work to be done.
-Past Performance. The offeror is responsible for providing three (3) references of their choosing. Send a copy of the attached Past Performance Questionnaire (Attachment C) for their completion. The completed questionnaire is to be returned to the Contracting Officer for review. The completed questionnaires shall be sent to: john.carlock@va.gov no later than the solicitation s closing date and time. The references chosen by the offer should be selected based on past projects of the same or similar work.
In addition to the past performance questionnaires, the offeror is responsible for providing a completed copy of the List of References (Attachment D) to the contracting officer. The completed list of references shall be included with the offeror s proposal submission.
Solicitation Provisions and Contract Clauses
The full text of FAR/VAAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
https://www.va.gov/oal/library/vaar/
The following solicitation provisions apply to this acquisition:
FAR 52.212-1 Instructions to Offerors Commercial Items (OCT 2018)
VAAR 852.270-1 Representatives of Contracting Officers (Jan 2008)
VAAR 852.215-70 VA Notice of Total Service-Disabled Veteran-Owned Small Business Evaluation Factors
Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
The following solicitation clauses apply to this acquisition:
The clause at 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) applies to this acquisition.
Addendum to FAR clause 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018):
FAR 52.216-18 Ordering (Oct 1995) (date of award through September 30, 2019)
FAR 52.216-19 Order Limitations (Oct 1995) ($250.00 | $25,000.00 | $25,000.00| 30 days)
FAR 52.216-21 Requirements (Oct 1995) (September 30, 2019)
FAR 52.217-8 Option to Extend Services (Nov 1999) (15 days)
FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013)
FAR 52.237-3 Continuity of Services (Jan 1991)
VAAR 852.203-70 Commercial Advertising (Jan 2008)
VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business (Jul 2016) (DEVIATION)
VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance (Jul 2018)
VAAR 852.232-72 Electronic Submission of Payments Requests (Nov 2012)
VAAR 852.237-70 Contractor Responsibilities (Apr 1984)
The clause at 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders (OCT 2018) applies to this acquisition. The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (b)(18), (b)(22), (b)(25), (b)(26), (b)(27), (b)(28), (b)(30), (b)(33)(i), (b)(42), (b)(49), (b)(55), (c)(2), (c)(8), and (c)(9).
(c)(3) 52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)
Employee Class
Monetary Wage Fringe Benefits
WG-3 LABORER, GROUNDS MAINTENANCE
$14.91 + $4.48
End of Addenda
End of Document.