S208--Great Lakes NC Grounds Maintenance IDIQ

Amendment Two (2) 36C78620Q0150

The purpose of this amendment is to respond to questions from Industry pertaining to RFQ 36C78620Q0150 grounds maintenance services at Great Lakes National Cemetery. In addition, the deadline for submissions has been extended to April 3, 2020 at 11:59 pm.

Interested parties shall acknowledge amendments within proposals.

Please see Attachment One (1).

Attachment 1

Questions from Industry are Black

Government Responses/Answers are - Blue

I have looked through the documents and we are used to seeing the requirements for mow/trim, headstones to be set etc. before the site survey.

Specifications are addressed in the Attachments (A-Q) beginning on page 52 of 152

Also, I notice that the CLIN sheets are for a POP of 5-01 2020 ending 4-30-2025 but there are only, for example, 33 mows, 1 overseeding, etc to cover 5 years of services. How would you like us to price the out years?

Provide pricing for the base year. The government will need pricing for the option years based on the Consumer Price Index (CPI) and any wage increase mandated by the Department of Labor (DOL) Wage determination. Both the CPI and the DOL wage determination can change as a result of Market forces. Therefore, base year pricing is needed at this time. If options are exercised, the government will ask for pricing before the option is exercised.

As we read through the solicitation, when is the cutoff date for questions?

March 23, 2020 @ 11:59pm. Deadline extended to April 3, 2020 @ 11:59pm. See Amendment.

Can you clarify that solicitation #36C78620Q0150 is an actual solicitation and not a pre-solicitation? It is worded as if the current document is requesting a bid but it s also titled as a pre-solicitation. If this is an actual request for quote can I assume it is due NLT March 31st?

The correct date for submittals is March 31, 2020 @ 11:59pm

After reviewing solicitation #36C78620Q0090 I noticed that Beta. Sam has it listed as a SDVOSB but within the bid itself it is labeled as Small Business . Can you confirm which set aside this actually is?

The requirement is being issued as a set-aside using a Tiered Evaluation for SDVOSB, VOSB, and Small Business. Which means the set-aside applies to SDVOSBs, VOSBs, and small businesses.

Is there a timeframe for a Scope of Work? Yes, Refer to David Boyd.

How often do we power wash stones? Following the 2000 Headstone Raise and Realign project.

How often do we trim and cut? Weekly or as directed by the COR..

Who is the current contract with? ASW.

Do we include snow removal and salting? Not sure what this question is referencing? Need clarification.

How many grave sites or monuments are there now? There are approximately 26,000.

Do we fertilize, sprinkler start and stop? No.

Fall and Winter clean up? If Applicable or as directed by the COR.

Do we move flowers next to monuments to trim and put back? Yes.

Procedure for this? Move and then put back.

Will there be future funeral stoppage? Yes. When Applicable.

Will we have a heads up for a funeral stoppage? Yes

Each row has indents right now from mowers

Would you like us to stop this? The current condition is acceptable.

If so do you have an option on how or would you like us to provide one for you? Anything outside of the SOW is not authorized.

Do we do any spring and fall plantings around the main building? No.

What are the work hours? Normal Business hours are Monday through Friday, 0800-1630.

Is there storage for our equipment? Yes, there is 1 storage bay designated for contractor use. This bay measures 18 3 x10 7 x12 .

What is the disposal procedure for clippings or mulch?

Onsite disposal? Yes

Remove from location and dispose of? No.

Are leaves included in the disposal procedure? Yes On site.

Do we re-set head stones if out of place? As determined in the SOW and by order of COR

New veteran burial locations

Seed and water the area? NO

Do we need to trim any trees at the cemetery? NO

If we are on a 10-day cycle and it rains more than average.

Are we paid to mow/trim more often? Mowing and trimming is to be completed once weekly or as directed by the COR. Refer to CLIN.

Less rain we mow/trim less = less pay? You mow weekly we don t care if it rains or not.

Topic: Onsite Storage/Spoils Area

Reference: SOW 29.b.

Comment: Per the RFP references, The Government will not provide the Contractor with any equipment and furnishings, fuel storage, equipment, or telephones. Utilities will be provided as defined in AVAILABILITY AND USE OF UTILITY SERVICES .

Question: Can the government provide the as defined section? We are unable to locate this language within the RFQ.

There will be no as defined section added. The language in question has been removed. See amendment.

Topic: Proposal (RFQ Response) Submittals

Reference: SOW 23. j. Fire/Safety Plan

Question: Please confirm the intent; whether offerors are to submit a complete Fire/Safety Plan (ours is 43 pages) with the quotation or if the Government prefers to accept initial plans for review immediately following award.

The government will accept initial plans for review immediately following award but prior to the kick-off meeting.

Topic: Proposal (RFQ Response) Submittals

Reference: SOW 11. Quality Control Plan (QCP) and SOW 23j Submittals

Comment: SOW 11 includes the following: This QCP will be forwarded to the Contracting Officer along with the requested initial proposal and may be revised as necessary during the life of the contract, with concurrence of the COR and Contracting Officer. A QCP is not listed under Submittals .

Question: Please confirm the intent; whether offerors are to submit a complete QCP (ours is 65 pages) with the quotation or if the Government prefers to accept initial plans for review immediately following award.

The government will accept initial plans for review immediately following award but prior to the kick-off meeting.

Topic: Leaf and Debris Removal

Reference: Attachment E

Questions: The references state the contractor is responsible for removal of leaves and debris. However, there is no associated CLIN for these services. Is debris removal required for all 76.08 acres on a recurring and continuous basis and leaf-removal throughout the leaf-drop season? Under which CLIN would the government like this pricing to be included? For invoicing purposes, there is no applicable unit of a CLIN that would suffice in the non-growing season when leaf drop is heaviest. Furthermore, during periods of no mowing or trimming, how is the contractor compensated for trash and leaf removal?

*Again, Debris removal is required for all 76.08 acres on a recurring and continuous basis as well as, leaf removal throughout the leaf drop and mowing season. These tasks are not to be construed as a CLIN that needs to be performed and invoiced separately as they are a normal part of the mowing/trimming duties and fall under said CLIN.

Topic: Sweeping or blowing off roads

Reference: SOW

Questions: The SOW states the contractor is responsible for sweeping or blowing off roads and sidewalks. However, there is no associated CLIN for these services. Can the government provide total square footage for these services? Under which CLIN would the government like this pricing to be included?

Again, sweeping and blowing off roads is referencing any debris that finds its way onto any concrete or asphalt surface, as a result of contractor operations. These tasks are not to be construed as a CLIN that needs to be performed or invoiced separately as they are a normal part of the mowing/trimming duties and fall under said CLINS.

Topic: Grave Decorations

Reference: Attachment E

Question: The reference guidance states the contractor is responsible for grave decoration removals. However, there is no associated CLIN for these services.

Under which CLIN would the government like this pricing to be included?

*Again, The Contractor is not authorized to remove anything from a gravesite. However, the Contractor will have to temporarily move any items that are impeding the mowing/trimming operations and return said items back to their original location.

Topic: Snow and Ice Removal

Reference: CLINs 6 through 9; Attachment F.

Questions:

a. Can the government provide total square footage of all streets, parking lots, and walkways to be cleared of snow and treated with ice melt?

*No we provided times for potential bidders to come and get those during the walk around.

b. Can the government clarify how an event is defined: each time the snow is cleared and treated with ice melt or the entire snow fall regardless of the number of times the snow is cleared and treated with ice melt? To elaborate further, if the contractor must remove snow and apply ice melt multiple times throughout a snowfall, will the contractor be compensated for each snow removal and ice melt application?

*An event is each time the snow is cleared and or treated with Ice Melt. An event does not happen without concurrence from the COR.

Topic: Mowing Frequence

Reference: Attachment D. Para C.2.

Questions:

Can the government provide historical data regarding how many weeks require double cuts?

*4 Weeks. Only when called for by the COR

Are there any no-cut weeks?

*Yes only when called for by the COR.

In the event that two mowings are required in one week, is the contractor permitted to invoice two each of CLIN 0001 and 0002?

*Yes. Each event is considered one.

Topic: Mowing Equipment

Reference: Attachment D

Questions:

Is the contractor permitted to use wide area flex wing groom mowers in open areas or are zero turn riding mowers required throughout the cemetery?

*Flex wing groom mowers are authorized in open areas. The use of Zero Turn riding mowers is not a requirement as long as equipment meets the SOW requirements.

b. Is the contractor responsible for mowing the ditch canal slopes that feed the pond?

*No.

Topic: Flat Markers

Reference: Section 2.3.2.

Comment: This section mentions flat markers.

Question: Can the government provide the quantity of flat markers, annual frequency of service, and which CLIN this service should be included under?

*N/A. Cemetery does not have any flat markers.