S208--Snow and Ice Removal and Grounds Maintenance Services

Description

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06.

This solicitation is set-aside 100% for SDVOSB.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561730 Landscaping Services, with a small business size standard of $9.5M.

The FSC/PSC is S208 Housekeeping Landscaping / Groundskeeping.

The VAMC Providence is seeking to purchase Landscaping and Snow Removal services.

All interested companies shall provide quotations for all of the following:

Services

Line Item

Description

Quantity

Unit of Measure

Unit Price

Total Price

0001

Lawn Mowing, Trimming, and Edging

1

JB

0002

Grounds Cleanup and Debris Removal

1

JB

0003

Snow Relocation and Off-Site Hauling

100

CD

(Cubic Yard)

0004

Sidewalk, Steps, Ramps, and Entrance Ice Control

5

JB

0005

Snow Removal

(up to) 18

IN

0006

Emergency and Unanticipated Grounds Services DO NOT PROVIDE PRICING FOR THIS LINE ITEM, PRICING WILL BE REQUESTED POST AWARD AS EMERGENCIES OCCUR

1

JB

N/A

N/A

0007

Road, Parking Lot, and Parking Garage Ice Control

(Ice-Only Events)

4

JB

The period of performance is a firm two (2) months beginning on the date of contract award. There are no option years or separately priced option periods. The Contractor shall be fully mobilized and capable of immediate performance upon award, including 24/7 snow and ice coverage and arrival on site to begin required initial operations within one (1) hour of notification or an applicable triggering condition. Post-award coordination, badging, staffing, equipment acquisition, site familiarization, or mobilization shall not delay performance or excuse a missed response requirement. All necessary readiness arrangements must be completed before award to the extent permitted by the Government. No performance is authorized before award. See the attached Performance Work Statement.

Place of Performance

Address:

VAMC Providence

830 Chalkstone Avenue

Providence, RI 02908

VA Facility

500 Valley Street

Providence, RI 02908

Harwood Center

385 Niagara Street

Providence, RI 02907

Country:

UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions and clause apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services

a)Â Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include

(1)Â The solicitation number;

(2)Â The name, address, telephone number of the Offeror;

(3)Â The Offeror s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator;

(4)Â Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;

(5)Â Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6)Â A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b)Â Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(c)Â Late submissions, modifications, revisions, and withdrawals of offers.

(1)Â Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation.

(2)Â Any offer, modification, or revision received after the time specified for receipt of offers is late and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(3)Â If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(4)Â Offerors may withdraw their offers by written notice to the Government received at any time before award.

(d)Â Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror s initial offer should contain the Offeror s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

(e)Â Debriefings. If a postaward debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable:

(1)Â The agency s evaluation of the significant weak or deficient factors in the debriefed Offeror s offer.

(2)Â The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror.

(3)Â The overall ranking of all Offerors when any ranking was developed by the agency during source selection.

(4)Â A summary of the rationale for award.

(5)Â For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror.

(6)Â Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities.

FAR 52.212-2 Evaluation-Commercial Products and Commercial Services: In accordance with RFO FAR 12.201-1 and FAR 12.201-2 when appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services.

The following factors shall be used to evaluate quotations:

Technical or Quality

Past Performance

Price

Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in, where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

Immediate Performance Capability Required Quotation Submission

Quoters shall submit a written statement demonstrating their ability to commence performance immediately upon contract award without a mobilization or transition period. The statement shall identify available personnel, equipment, supervisory resources, de-icing materials, and the quoter's ability to provide 24-hour, seven-day-per-week coverage at all designated VA facilities. Quoters shall also demonstrate their ability to arrive on site and commence required snow and ice-control operations within one (1) hour of notification or an applicable triggering condition. Failure to demonstrate the ability to meet these requirements may result in the quotation being determined technically unacceptable.

Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.

Price: Price: The Government will evaluate the total price for all base-period line items in the quotation. FAR 52.217-8 is retained as a potential extension of services; the Contracting Officer shall document the evaluation of any contemplated extension pricing in accordance with applicable requirements before award. There are no separately priced option years.

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/.

FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023)

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Questions: Due to the urgent nature of this requirement and the need for immediate performance upon contract award, the Government will not establish a formal question-and-answer period for this solicitation. Offerors are expected to review the solicitation and all attachments in their entirety before submitting quotations.

The Government reserves the right to issue amendments or clarifications when determined necessary by the Contracting Officer. The Government is not obligated to respond individually to every inquiry received.

The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can apply here:Â https://www.cep.fsc.va.gov/

Submission of your response shall be received not later than 2:00 PM EST on Monday, November 16, 2026 Tyler.Kenyon@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact/ Alternate Point of Contact listed below.

Point of Contact

Contracting Officer

Tyler Kenyon

Tyler.Kenyon@va.gov