SERVICES: GROUNDS MAINTENANCE FISHER HOUSE / WALK OF COURAGE - GAINESVILLE, FLORIDA
VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 8 of 8
Original Date: 10/12/17
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
36C24818Q9256
Posted Date:
06-18-2018
Original Response Date:
07-18-2018
Current Response Date:
07-18-2018
Product or Service Code:
S208
Set Aside (SDVOSB/VOSB):
SDVOSB
NAICS Code:
561730
Contracting Office Address
Network Contracting Office 8, 300 E. University Ave, Ste 180, Gainesville, FL 32601
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-98.
The associated North American Industrial Classification System (NAICS) code for this procurement is 561730, with a small business size standard of $7.5 million.
The North Florida/South Georgia Contracting Office is seeking to purchase grounds maintenance services. All interested companies shall provide quotations for the following:
Services
Line Item
Description
Quantity
Total Price
CLIN 0001
Fisher House/Walk of Courage Grounds Maintenance, 10-01-2018 09-30-2019
12 months
CLIN 0002
Option Year 1:
Fisher House/Walk of Courage Grounds Maintenance, 10-01-2019 09-30-2020
12 months
CLIN 0003
Option Year 2:
Fisher House/Walk of Courage Grounds Maintenance, 10-01-2020 09-30-2021
12 months
CLIN 0004
Option Year 3:
Fisher House/Walk of Courage Grounds Maintenance, 10-01-2021 09-30-2022
12 months
CLIN 0005
Option Year 4:
Fisher House/Walk of Courage Grounds Maintenance, 10-01-2022 09-30-2023
12 months
Statement of Work
Grounds Maintenance at Fisher House & Walk of Courage
Period of Performance: 10-1-18 to 9-30-19 with four (4) option years.
DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, supervision, and other items as necessary to ensure that grounds maintenance is performed at the Fisher House and at the Walk of Courage in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance.
1.0 OBJECTIVE. To maintain the Grounds at Fisher House and The Walk of Courage.
1.1. MAINTAIN IMPROVED GROUNDS.
1.1.1. Mow Improved Grounds. Grass shall be cut on approximately 33,000 sq. ft. of improved grounds. Grass clippings shall be removed or mulched when visible after mowing. Contractor shall maintain the growth of grass height on improved grounds between 3 to 4 inches. The height is a guideline for a neat and professional appearance. All improved grounds shall look well manicured at all times.
Grass Type at Fisher House and Walk of Courage: St. Augustine - 3 to 4 in.
1.1.2. Edging. Sidewalks, driveways, curbs, and other concrete or asphalt edges located in the improved grounds areas shall be edged at least every other mowing. Edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs within .5 inch of the edged surface and to a depth of 2.0 inches.
1.1.3. Trimming. Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles. Trimming height shall match surrounding area grass heights. All areas shall be trimmed concurrent with mowing. Damage to trees and shrubs from trimming shall be repaired by the contractor. If a plant should die or become unhealthy the contractor s activities, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days of noticed damage.
1.1.4. Irrigation. All improved areas shall receive sufficient amounts of water, as necessary to present a uniform green color without browning or barren areas resulting from lack of water. The contractor shall provide watering hoses and portable watering devices for irrigating areas that are not being irrigated by sprinkler systems properly until such areas of the irrigation system are properly repaired. The irrigation system will be checked monthly by the contractor: each zone shall be run manually to ensure proper coverage is being maintained in each zone. Contractor will ensure all sprinkler heads operate properly, and there are no obstructions such as overgrown grass or landscape debris preventing sprinkler heads from watering each zone properly. If any part of the irrigation system breaks down due to contractor negligence, it will be the contractor s responsibility to replace said irrigation components. If normal wear and tear on any irrigation components occurs, it will be the responsibility of the VAMC.
1.1.5. Remove Debris/Police Grounds. The contractor concurrent with each visit shall perform general litter patrol on the Fisher House grounds and the Walk of Courage grounds. Responsibilities shall include, but not be limited to, the removal and disposal of all-natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris. During the spring and fall months, fallen leaves shall be removed weekly. At other times leaves shall be removed as necessary. Dispose of all debris at an off-site location in accordance with existing local, state, and federal regulations.
1.1.6. Repair Damaged Areas. Areas damaged by contractor vehicles, erosion, drought or insect/diseases shall be seeded, sprigged, or sodded as needed to match the lawn type of surrounding areas. Other damaged areas will be replaced to match the surrounding areas plant type.
1.1.7. Apply Fertilizer. The contractor shall perform an effective commercial fertilizer/lime application program for all improved grounds. Approved fertilizers shall be applied in accordance with the manufacturer s instructions. A complete fertilizer shall be applied to the grass, trees and shrubs 3 times per year. A potassium fertilizer shall be applied in the wintertime to the grass for good root growth as per Industry standards.
1.1.8. Perform Pest Identification and Control. During performance of grounds maintenance services, identify pests and perform pest control. The contractor shall develop an Integrated Pest Management Plan (IPM) for approval by the COR. The IPM plan will require the COR S approval. The contractor s IPM plan shall establish the strategy and methods for conducting a safe, effective, and environmentally sound pest management program. Treatment of pests that may damage any portion of grounds shall be in accordance with federal, state regulations. Contractor shall have all the proper licensing for all pesticides applied. An application of pesticide will be performed at the same time as the application of fertilizer. Herbicide will be applied to the turf grass bimonthly.
1.1.9. Aerate Soil. At least annually, aerate soil on improved grounds to maintain grounds in a healthy state.
1.2. EMERGENCY AND SPECIAL EVENT SERVICES. Upon notification by the contracting officer through the issuance of a delivery order, the contractor shall perform emergency or special event grounds maintenance required in areas covered under this contract. Upon notification of an emergency, the contract manager shall respond as soon as possible to meet with the Contracting Officer and COR and initiate emergency services. Upon receiving direction by the Contracting Officer, contractor personnel shall begin emergency work within two hours. The Contracting Officer will notify the Contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event.
1.3 MAINTAIN TREES/SHRUBS/HEDGES.
1.3.1. Trimming/Pruning. Contractor shall prune trees as needed in accordance with OSHA safety standards. Tree branches that conflict with normal traffic or safety in the vicinity of the trees shall be cut back to clear the obstructed pathway. Minimum safety clearance is 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, and 4 feet from buildings. Other trees shall be pruned on an as needed basis to provide safety, clearances and/or to prevent structural damage. Topping and de-horning shall not be permitted. Trimming/pruning of trees around utility poles/power lines is the responsibility of the contractor. Notify the COR when trimming/pruning around utility poles/power lines is needed. Shrubs, small trees, and other plants shall be maintained according to the American Society of Landscape Architect's standards. They shall be pruned as required to maintain their natural growth characteristics. Shrubs and small trees shall be trimmed and pruned to enhance the beauty and health of the plant. Hedges shall be maintained to their natural mature height and shape. Broadleaf evergreens and flowers beds shall be pruned annually or as required maintaining clearances of minimum of 3 inches from buildings, sidewalks, or other obstructions.
1.3.2. Maintain Bedding and Planted Areas. Fertilize, water, edge, eliminate weeds, maintain mulch, and repair or replace damaged plants in shrub and plant beds. All weeds shall be removed or eradicated manually or mechanically. Herbicide applications shall be made as necessary in conjunction with manual or mechanical control to maintain a weed free landscape.
1.4. MAINTAIN IRRIGATION SYSTEM: The contractor shall be responsible for the complete management, operation and maintenance of all water control devices and irrigation systems. The contractor shall ensure that the systems are in good working order and in operating condition at all times.
2. SERVICE DELIVERY SUMMARY. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.
Performance Objective
SOW Para
Performance Standard
AQL
Maintain Improved Grounds
1.1 and 1.3
Grass is maintained within proper height for its area. Sod does not need to be replaced. Sod is healthy and looks well maintained
Customer complaints shall not exceed 1 per month
Maintain Trees, Shrubs, Broadleaf Evergreens, Hedges, and Perennial Flowers
1.4
Trees, plants, hedges, flowers, flourish and do not need to be replaced. They have adequate drainage and mulch. They do not show any sign of disease or pests and appear healthy. They are pruned properly and in a timely manner. They are trimmed properly. Bedding is mulched and free of weeds, grass, and debris. Fertilizer and soil amendments are applied. Soil is aerated;
Customer complaints shall not exceed 1 per month.
Maintain Irrigation System and Replace Parts
1.4
Irrigation system functions properly.
System Functions 95% of time.
Police Grounds of Trash and Litter
1.1.5
Grounds are free of trash and litter.
Customer complaints shall not exceed 3 per month.
Pest Control
.
1.1.8
Pest control plan is reviewed and pests are controlled. Pesticide usage is reported to the COR.
Customer complaints shall not exceed 2 per quarter.
4. GENERAL INFORMATION.
4.1. QUALITY CONTROL. The contractor shall develop, submit for contracting officer approval, and maintain a quality program to ensure grounds maintenance services are performed in accordance with established good industry standards of Professional Grounds Management Society (PGMS), National Arborist Association, American Society of Landscape Architects, and the local county extension office. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas of concern.
4.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor s performance at regular intervals to ensure that the contract is complied with.
4.4. HOURS OF OPERATION. Facilities Maintenance Services hours are from 0800-1630 Monday- Friday. Contractor may work weekends to maintain the Fisher House Grounds and the Walk of Courage.
4.5. SECURITY REQUIREMENTS. All contractor personnel must obtain a contractor ID badge from Police Services located in T-7.
Qualifications/Certifications:
The contractor shall be qualified and have the required levels of professional and technical experience to perform the work required by this statement of work.
Safety Regulations:
All OSHA safety regulations shall be observed during the performance of this contract.
The VA Safety Officer shall have full authority over this contract regarding safety issues.
Provide the necessary PPE, barricades/signage where required.
Scheduling and Hours of Work
All work in areas involved shall be scheduled with the Grounds Supervisor.
This work will commence immediately following contract approval and notice to proceed.
The 10 holidays observed by the Federal Government, are New Year s Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas or any other day specifically declared by the President of the United States to be a national holiday.
Place of Performance
Address:
1601 SW Archer Road, Gainesville, FL
Postal Code:
32608
Country:
UNITED STATES
Award shall be made to the offeror whose quotation offers the best value to the government. The government will evaluate information based on the following evaluation criteria: Lowest Price Technically Acceptable.B B
Evaluation Criteria: A firm-fixed price contract will be awarded to the Lowest Priced Technically Acceptable (LPTA) offer.
The following factors will be considered in the evaluation of quotes received under this solicitation. To be considered technically acceptable, the quote must include all items as described in Factors 1 & 2, and in the requirements of the solicitation.
FACTOR 1: TECHNICAL & MANAGEMENT APPROACH- The Offeror's quote shall disclose the technical ability in as much detail as possible, including, but not limited to, the requirements in this section of the RFQ. The technical ability should be specific, detailed and complete enough to clearly and fully demonstrate that the offeror thoroughly understands the intent of the Statement of Work (SOW). Stating that, the offeror understands and shall comply with the SOW, or paraphrasing the SOW, or parts thereof, is considered inadequate.
a. Provide information on your company s ability to perform the services as described in the SOW.
b. Submit a copy of liability insurance.
c. Provide organizational chart, resumes of key personnel, and certification and/or licenses required to perform the services.
d. If a subcontractor is utilized, include with your quote a letter identifying a full understanding of the following clauses, to include percentages for the prime contractor and any anticipated subcontractor(s):
FAR 52.219-27 Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Nov 2011)
VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
FACTOR 2: TOTAL EVALUATED PRICE - All pricing will be evaluated on a total price basis.
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items - January 2017
FAR 52.212-3, Offerors Representations and Certifications Commercial Items January 2017
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 contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items January 2017
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders November 2017
The following subparagraphs of FAR 52.212-5 are applicable:
52.204 10, Reporting Executive Compensation and First-Tier Subcontract Awards (OCT 2016)
52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2011)
52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013)
52.222-3, Convict Labor (June 2003)
52.222-21, Prohibition of Segregated Facilities (APR 2015)
52.222 26, Equal Opportunity (SEP 2016)
52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014)
52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008)
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
52.232-33, Payment by Electronic Funds Transfer System for Award Management (Jul 2013)
52.222-41, Service Contract Labor Standards (MAY 2014)
52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014)
52.222-44, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (MAY 2014)
52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015)
52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017)
52.237-11, Accepting and Dispensing of $1 Coin (SEP 2008)
All offers shall be sent to the North Florida/South Georgia Contracting Office 8 via email to Brian Werner, brian.werner1@va.gov , Contract Specialist.
This is an open-market combined synopsis/solicitation for services as defined herein.B B The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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:"
Offeror shall list exception(s) and rationale for the exception(s).
Submission shall be received not later than 16:00 EST on 18 July 2018 at brian.werner1@va.gov, to Brian Werner, Contract Specialist, NF/SG Contracting Office, 300 E. University Ave, Ste 180, Gainesville, FL 32601. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only e-mail, mail, or hand-delivery is acceptable, faxed offers will not be considered.
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist, Brian Werner, brian.werner1@va.gov .
BRIAN WERNER
BRIAN.WERNER1@VA.GOV
brian.werner1@va.gov
