S208--Request for Information (RFI) Nationwide IDIQ Grounds Maintenance National Cemetery Administration (NCA)

REQUEST FOR INFORMATION

Nationwide Indefinite-Delivery/Indefinite-Quantity Contract for Grounds Maintenance Services

Agency:

Department of Veterans Affairs, National Cemetery Administration (NCA)

Notice ID:

36C78627Q0031

NAICS Code:

561730 Landscaping Services (anticipated) (size standard of $9.5 Million)

PSC:

S208 Housekeeping Landscaping/Groundskeeping (anticipated)

Responses Due:

November 13, 2026 4:30PM EST

Contracting Contact:

Joselito Roman, Contracting Officer; Joselito.Roman@va.gov

Antionette Collins, Contract Specialist; Antionette.Collins@va.gov

1. Special Notice and Disclaimer

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This Request for Information (RFI) is issued solely for market research and acquisition-planning purposes. It does not constitute a solicitation, request for proposal, invitation for bid, or promise to issue a future solicitation. IAW FAR 15.201(e), responses are not offers and cannot be accepted by the Government to form a binding contract. The Government will not reimburse respondents for costs incurred in preparing or submitting information, participating in discussions, or otherwise responding to this notice.

Submission of a response is voluntary and is not required to compete for any future acquisition. Failure to respond will not prevent an entity from participating in a future solicitation. The Government may use submitted information to refine its requirements, acquisition strategy, socioeconomic approach, pricing structure, ordering procedures, and performance standards. Respondents should clearly mark proprietary, confidential, or competition-sensitive material; however, respondents should avoid submitting classified information or unnecessary personally identifiable information.

PLEASE READ THE REQUEST FOR INFORMATION IN ITS ENTIREITY.

2. Purpose

Department of Veterans Affairs, National Cemetery Administration is conducting market research to determine the availability, capability, capacity, geographic reach, and interest of businesses able to provide recurring and nonrecurring grounds maintenance services at NCA National Cemeteries throughout the United States and its territories. The Government is considering a nationwide, multiple-award indefinite-delivery/indefinite-quantity (IDIQ) contract under which specific requirements would be ordered through task orders.

The Government seeks industry input for the following:

Feasibility of a nationwide acquisition: Determine whether a single nationwide contract or acquisition approach is practical, including whether vendors have geographic reach, staffing, infrastructure, and operational capacity to support requirements across the country.

Competition and small-business participation: Assess the number and types of potential offerors, as well as opportunities for small businesses to compete as prime contractors, subcontractors, or teaming partners. For example, respondents may identify whether requirements should be set aside or divided to encourage meaningful small-business participation.

Regional structures: Identify effective ways to divide the requirement, such as national, state, district, or regional. See Addendum A. Respondents can describe which division is more effective in enhancing services, reducing travel or logistics costs, increasing competition, improving performance outcomes and increasing quality standards. Respondents should recommend measurable performance objectives, service-level requirements, quality standards, and methods for evaluating results.

Pricing method and economic price adjustment: This will be a firm fixed price contract. Respondents should also address factors that may justify economic price adjustments, such as changes in labor rates, material costs, fuel prices, inflation, or applicable wage requirements.

Mobilization, surge, subcontracting, and reporting capabilities: Describe the ability to begin performance within the required timeframe, increase capacity during periods of unusually high demand, manage subcontractors, and provide accurate and timely reports. Examples include transition staffing plans, emergency-response capacity, subcontractor oversight, performance dashboards, and standardized monthly reports.

Barriers to competition, cost, or successful performance: Identify conditions that could limit competition, increase prices, delay implementation, or create performance risks. Examples may include overly restrictive experience requirements, insufficient lead time, geographic coverage challenges, workforce shortages, unclear requirements, data limitations, security or facility-access constraints, and burdensome contract terms.

3. Background and Anticipated Acquisition

The contemplated vehicle would support a diverse portfolio of Government-owned or Government-operated National Cemeteries/Soldier s Lots. Site characteristics, acreage, climate, terrain, security conditions, service frequency, and local requirements may vary substantially.

Contract Type

Multiple-award IDIQ, subject to market research and acquisition approval

Ordering

Task orders using firm-fixed price, unit-priced, or other authorized arrangements appropriate to each requirement

Potential Period

Base and Five, One Year Option Periods

Geographic Coverage

Nationwide United States, District of Columbia, and potentially U.S. territories and possessions

Potential Award Structure

National, State, District, or Regional

Estimated Ceiling

To Be Determined

Guaranteed Minimum

To be established in any resulting solicitation and contract

4. Anticipated Scope of Services

Task orders may require some or all of the following services. The final scope, frequencies, standards, quantities, and site-specific conditions would be identified in the applicable task-order performance statement.

The anticipated Scope of Services may include, but is not limited to, the following activities:

Memorial and monument services: Installation, and setting of upright headstones, flat markers, niche markers, private markers, and monuments.

Headstone services: Raising, lowering, realignment, resetting, and fine-tuned alignment of headstones and other memorial markers.

Memorial cleaning and maintenance: Cleaning, preservation, and routine maintenance of headstones, markers, monuments, and related memorial features.

Grounds maintenance: Gravesite and turf maintenance, including mowing, trimming, edging, and other routine grounds-care activities.

Pest control: Inspection, treatment, monitoring, and prevention of pests affecting the grounds, plantings, structures, and related facilities.

Landscape maintenance: Maintenance of trees, shrubs, planting beds, ornamental plantings, and associated landscape features.

Irrigation, pond, and drainage services: Inspection, operation, maintenance, repair, and related services for irrigation systems, ponds, drainage systems, and associated components.

Waste and debris removal: Removal and disposal of trash, leaves, branches, clippings, and other debris from gravesites, grounds, paved areas, and facilities.

Pavement care: Sweeping, cleaning, and routine maintenance of roads, walkways, parking areas, and other paved surfaces.

Artificial turf maintenance: Cleaning, grooming, infill maintenance, weed control, and related upkeep of artificial turf areas.

Winter services: Ice prevention and the removal of snow and ice from roads, walkways, parking areas, entrances, and other designated surfaces.

Structure and facility services: Cleaning of structures, janitorial services, and light maintenance necessary to keep facilities clean, safe, and operational.

Ceremony assistance: Setup, coordination, site preparation, and related assistance for ceremonies and scheduled events.

Winter interment preparation: Preparation and maintenance of interment areas for winter burial operations, including access, surface conditions, and related site requirements.

Supplies and materials: Supply and delivery of grass seed, pelletized limestone, pelletized gypsum, fertilizer 24-3-16, fertilizer 24-0-14, and fertilizer 16-16-16.

5. Performance and Compliance Considerations

Contractors may be required to furnish all management, supervision, qualified labor, vehicles, equipment, tools, materials, supplies, licenses, permits, transportation, and incidentals necessary for performance. Requirements may include site-specific safety plans, background screening or access credentials, traffic and pedestrian controls, protection of structures and utilities, pesticide applicator licensing, environmental compliance, wage determinations, quality-control plans, incident reporting, and coordination with facility representatives.

The Government is interested in practical approaches that reduce environmental impacts while preserving safety and service quality, including integrated pest management; native or climate-appropriate plantings; water conservation; recycled-content or recovered materials; green-waste diversion; prevention of stormwater pollution; reduced idling; and use of low- or zero-emission equipment when technically and economically feasible.

6. Information Requested

6.1 Company Profile

Company Information

Business Name

Address

UEI Number

Point(s) of Contact (name, email, phone)

Website (if applicable)

Business Size & Socioeconomic Status

Indicate whether your business is:

SDVOSB

VOSB

Small Business

WOSB / HUBZone / 8(a)

Large Business

NAICS Code Compatibility

Confirm whether your company qualifies as small under NAICS 561730.

Capabilities & Experience

Provide a narrative describing your company s capabilities, experience, staffing, geographic coverage, and pricing structure for providing nationwide, state, district, or regional, full-service grounds maintenance and cemetery support experience.

Self Performance & Subcontracting

Respondents who intend to subcontract any work on this contract, shall identify what portion of the total cost will be self-performed by your organization? Identify estimated detailed percentage breakdowns related to subcontracted work and identify anticipated percentage of work self performed. List any subcontractors or disciplines you foresee using.

Federal Contracting Information

Identify any current Federal Supply Schedule (FSS), NAC, or other federal contracts. State whether the solution/services are available on those schedules. Please provide the contract number.

Market Research Pricing

Provide general pricing ranges for planning purposes only (non binding). Pricing will be used for the purpose of market research only. It will not be used to evaluate any type of award.

Feedback on Draft Scope

Provide any recommended clarifications, additions, or concerns with the draft Performance Work Statement, if applicable.

Licenses, Certifications, Safety Programs

Identify any relevant licenses, certifications, safety programs, quality certifications, and environmental credentials that would be required in support of this requirement.

6.2 Technical, Management, and Geographic Capability

Service Coverage: Describe your ability to self-perform and manage recurring grounds maintenance at the national, state, district, or regional level. Identify the states and territories you currently serve.

Capacity: Identify the minimum and maximum practical task-order size, annual contract value, acreage, number of simultaneous sites, and mobilization period your firm can support.

Management Model: Describe your proposed national, state, district, or regional management structure.

Site Conditions: Describe your ability to support rural, remote, high-security, high-visibility, environmentally sensitive, and geographically dispersed locations.

Performance Management: Identify customary performance metrics, acceptable quality levels, remedies, and inspection methods for this type of work.

Safety: Describe your safety program.

6.3 Acquisition Strategy and Competition

Award and geographic structure: What award structure best supports mission requirements single or multiple award, national or geographically grouped, and organized by region, state, district, service category, task order, or special location? How should coverage address Alaska, Hawaii, Puerto Rico, U.S. territories, and remote areas?

Geographic pool model: What are the comparative benefits, risks, and administrative implications of national, regional, state, district, and specialized pools? Which model best balances coverage, contractor capability, oversight, and ordering flexibility?

Pool design and awardee count: How many awardees should be selected for each pool to preserve meaningful competition, provide adequate geographic and technical coverage, limit proposal and administration costs, and maintain sufficient ordering capacity?

Subcontracting: What subcontracting structures will expand small-business participation without weakening accountability?

Competition and contract terms: Which requirements could unnecessarily restrict competition, including organizational conflict-of-interest provisions, exclusivity, bonding, insurance, minimum-order commitments, financial standards, geographic limitations, and other qualification or performance requirements? What alternatives would protect the government s interests while broadening competition?

Ordering and transition periods: What ordering period, including option periods, best supports program continuity and competition? What transition period is needed for mobilization, incumbent knowledge transfer, staffing, systems access, and performance continuity?

Task-order schedule: What proposal-response period is reasonable for task orders based on complexity and expected effort? What minimum task-order duration is necessary to support performance, pricing stability, meaningful small-business participation, and efficient administration?

6.4 Pricing and Cost Drivers

Recommend pricing units for recurring and nonrecurring work, such as per acre, square foot, linear foot, tree, application, labor hour, equipment hour, event, visit, or monthly site price.

Describe the principal cost drivers and regional variables, including labor, fuel, equipment transport, and wage determinations.

Recommend an approach for IDIQ-level pricing versus task-order competition.

Explain how mobilization, demobilization, minimum service calls, equipment staging, travel, lodging, subcontractor markups, and green-waste disposal are customarily priced.

Provide nonbinding rough-order-of-magnitude price ranges or sample unit prices, if available, with assumptions clearly stated. Do not submit a formal proposal.

6.5 Sustainability and Innovation

Describe approaches to integrated pest management, pesticide and fertilizer reduction, native and pollinator-supporting plantings, invasive-species control, water conservation, and soil health.

Describe available low- or zero-emission equipment, charging or fueling needs, operational limitations, cost impacts, and a practical transition schedule.

Describe methods to divert green waste from landfills and to document recycling, composting, reuse, and disposal.

Identify sustainability metrics that can be measured without creating disproportionate administrative cost.

Describe innovative technologies or practices that could improve safety, service quality, resilience, transparency, or lifecycle cost.

6.6 Recommendations and Risks

Identify ambiguities, impractical requirements, or missing information in this RFI.

Recommend changes that would improve competition, reduce proposal and administrative burden, support small-business participation, or improve performance outcomes.

Identify the most significant technical, schedule, supply-chain, labor, weather, environmental, or contractual risks and recommend mitigations.

Provide any additional comments to Attachment 1- NCA Standard Grounds Maintenance Acquisition Package PWS DRAFT VERSION. Please write comments in the comment bubble and provide revisions through track changes of Attachment 1- NCA Standard Grounds Maintenance Acquisition Package PWS DRAFT VERSION.

Provide any additional comments to Attachment 2 NCA Standard Grounds Maintenance Acquisition Package CLIN Schedule DRAFT. Please write comments in the comment bubble and provide revisions through track changes of Attachment 2 NCA Standard Grounds Maintenance Acquisition Package CLIN Schedule DRAFT.

6.7 Additional Contractor Response Questions

1. Business Structure and Geographic Capability

What role or combination of roles would your firm consider prime contractor, subcontractor, teaming partner, or joint venture and what geographic areas, states, territories, regions, and service categories could your firm support?

What percentage of the work would your firm self-perform, which functions would it subcontract, and what barriers could limit participation by small businesses or new entrants?

2. Experience, Capacity, and Commercial Viability

What is the largest number of sites, total acreage, or annual service value your firm has managed concurrently under a single contract, and what minimum annual contract value or task-order volume would make participation commercially viable?

What staffing model, qualifications, licenses, certifications, training, and compliance-verification processes should be required for program managers, regional staff, supervisors, field personnel, and subcontractors?

3. Subcontractor and Workforce Management

How would your firm identify, qualify, onboard, monitor, and replace local subcontractors across multiple geographic regions while maintaining compliance with licensing, pesticide credentials, permits, insurance, and safety requirements?

How would your firm maintain continuity of service during labor shortages, equipment failures, severe weather, supply disruptions, or subcontractor default?

4. Transition, Mobilization, and Emergency Response

What information and transition activities would be required to assume an existing nationwide, state, district, or regional grounds-maintenance program? What mobilization periods would be reasonable for routine, remote, and emergency requirements?

What emergency-response capabilities could your firm provide, including after-hours dispatch, storm mobilization, debris removal, equipment staging, and response to urgent requirements? What response times would be achievable for routine, urgent, and emergency conditions?

5. Performance Management, Quality Control, and Technology

What quality-control inspections, sampling methods, documentation, corrective-action procedures, performance indicators, reporting levels, and reporting frequencies should be required?

What customer complaint, deficiency, cure, and resolution timeframes would be commercially reasonable for routine, urgent, and emergency conditions?

What technology would your firm use for work orders, geolocation, timekeeping, inspections, photographs, invoicing, customer reporting, and performance monitoring?

6. Pricing and Contract Structure

How should the Government validate acreage, landscape assets, service frequencies, and site conditions before establishing task-order pricing?

Which services would be best suited to recurring pricing, unit pricing, or separately priced emergency work?

What assumptions, exclusions, minimum charges, travel zones, disposal costs, mobilization costs, and price-adjustment indices should be included in the pricing schedule?

How frequently should prices be adjusted, and what adjustment methodology or indices would be appropriate?

7. Risk, Support, and Sustainability

What bonding, insurance, vehicle, pesticide-liability, cybersecurity, safety, and other coverage requirements are customary and reasonable for this work?

What Government-furnished information, property, storage, utilities, water access, disposal areas, site support, maps, inventories, historical workload data, sample task orders, site visits, or draft performance standards would improve performance or pricing accuracy? Please rank the most valuable items.

What sustainable practices and integrated pest-management methods could your firm implement without materially increasing prices or reducing performance?

Which sustainability or integrated pest-management practices would involve measurable cost premiums, and how should those costs be evaluated or incorporated?

8. Acquisition and Solicitation Design

What proposal preparation and task-order response periods would be reasonable for routine, complex, and emergency requirements?

What evaluation factors would best distinguish capable contractors while minimizing unnecessary proposal burden?

What changes would you recommend to the contemplated scope, geographic structure, contract terms, ordering procedures, response requirements, performance standards, or other acquisition features?

7. Response Instructions

Responses should be concise, complete, and organized in the order of Section 6. Restate each question before the response or provide a cross-reference matrix. Respondents may answer only those questions for which they have relevant information.

Due Date

November 13, 2026 at 4:30PM EST

Submission Method

Email to Joselito.Roman@va.gov AND Antionette.Collins@va.gov with subject line: 36C78627Q0031 Nationwide Grounds Maintenance RFI Response

File Format

Searchable Microsoft Word or PDF

Suggested Length

No more than 20 pages, excluding cover page and relevant attachments

Questions Due

November 13, 2026 4:30PM EST

Respondents should place the company name, notice number, and page number on each page. Clearly identify proprietary material and provide a releasable version if practicable. Marketing materials may be included only when directly relevant. Do not include classified information, export-controlled technical data, or sensitive personal information.

WE APPRECIATE THE USE OF SUPER INTELLIGENCE BUT REQUEST THOROUGH HUMAN ANALYTICAL ASSISTANCE.

8. Government Follow-Up

The Government may contact respondents for clarification, request demonstrations, conduct one-on-one market-research discussions, hold an industry day, issue additional RFIs, or publish a draft solicitation. The Government is not obligated to contact any respondent. To maintain fairness, the Government may summarize questions and answers or other nonproprietary information for the broader industry.

9. Points of Contact

Contracting Officer: Joselito Roman, Chief of Contracting, Joselito.Roman@va.gov

Contract Specialist: Antionette Collins, Contract Specialist, Antionette.Collins@va.gov

10. Attachments

Attachment 1 NCA Standard Grounds Maintenance Acquisition Package PWS DRAFT VERSION

Attachment 2 NCA Standard Grounds Maintenance Acquisition Package CLIN Schedule DRAFT

THERE IS NO PREVIOUS PROCUREMENT INFORMATION AND NO PAST AWARD INFORMATION FOR THIS ACTION. NO REQUEST FOR THIS INFORMATION WILL BE PROVIDED.

* THIS NOTICE IS FOR MARKET RESEARCH PURPOSES*

Addendum A

National Cemetery Administration is divided into 4 Districts:

Northeast District

Southeast District

Central District

West District