Lawn Maintenance Services for the National Weather

COMBINED SYNOPSIS/SOLICITATION Lawn Maintenance and Groundskeeping Services for the National Weather Service located in West Paducah, Kentucky (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice and in accordance with the simplified acquisition procedures authorized in FAR Part 13. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. (ii) This solicitation is issued as a request for quotation (RFQ). Submit written quotes on RFQ Number 1305M325Q0082. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03 (Jan 2025). (iv) This solicitation is being issued as a total Small Business Set-Aside. The associated NAICS code is 561730. The small business size standard is $9.5M. (v) This combined solicitation/synopsis is for purchase of the following commercial item(s)/services: CLIN 0001 - Base Year Services, non-personal, to provide all labor, equipment and materials (unless otherwise provided herein) necessary for lawn maintenance and groundskeeping services at the National Weather Service (NWS) in West Paducah, Kentucky, in accordance with the Statement of Work. Period of Performance 12 months. CLIN 1001 - Option Year 1 Services, non-personal, to provide all labor, equipment and materials (unless otherwise provided herein) necessary for lawn maintenance and groundskeeping services at the National Weather Service (NWS) in West Paducah, Kentucky, in accordance with the Statement of Work. Period of Performance 12 months. CLIN 2001 - Option Year 2 Services, non-personal, to provide all labor, equipment and materials (unless otherwise provided herein) necessary for lawn maintenance and groundskeeping services at the National Weather Service (NWS) in West Paducah, Kentucky, in accordance with the Statement of Work. Period of Performance 12 months. CLIN 3001 - Option Year 3 Services, non-personal, to provide all labor, equipment and materials (unless otherwise provided herein) necessary for lawn maintenance and groundskeeping services at the National Weather Service (NWS) in West Paducah, Kentucky, in accordance with the Statement of Work. Period of Performance 12 months. CLIN 4001 - Option Year 4 Services, non-personal, to provide all labor, equipment and materials (unless otherwise provided herein) necessary for lawn maintenance and groundskeeping services at the National Weather Service (NWS) in West Paducah, Kentucky, in accordance with the Statement of Work. Period of Performance 12 months. (vi) Description of requirements is as follows: See attached Statement of Need/Work which applies to Base Year and all Option Years 1 - 4, and Department of Labor Wage Rates: WD 2015-4691, Revision No. 28, dated 12/23/2024, which can be found on: https://sam.gov/content/wage-determinations INVOICES TO BE BILLED MONTHLY IN ARREARS. PROVIDE MONTHLY AND ANNUAL PRICING FOR EACH BASE AND OPTION YEAR. QUOTE PRICING MAY BE PROVIDED ON ATTACHED SF18 FORM OR ON COMPANY LETTERHEAD. (vii) Date(s) and place(s) of delivery and acceptance: Period of performance shall be: Base Year for a twelve month period. Option Period 1 for a twelve month period. Option Period 2 for a twelve month period. Option Period 3 for a twelve month period. Option Period 4 for a twelve month period. Place of Performance is NWS Forecast Office 8250 Kentucky Highway 3520 West Paducah, KY 42086. (viii) FAR provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (Sept 2023), applies to this acquisition and can be found on the Request for Quote form SF18 attachment. (ix) FAR provision 52.212-2, Evaluation-Commercial Products and Commercial Services (Nov 2021), applies to this acquisition and can be found on the Request for Quote form SF18 attachment. (x) FAR provision 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services (May 2024)(Deviation 2025-02)(Feb 2025)(Deviation 2025-03)(Feb 2025), applies to this acquisition and can be found on the Request for Quote form SF18 attachment. Offerors are advised to include a completed copy of the provision with its offer. Per Deviation 2025-02/03: System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals'Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications'Commercial Products and Commercial Services. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications'Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM. (xi) FAR clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023), applies to this acquisition and can be found on the Request for Quote form SF18 attachment. (xii) FAR clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services (Jan 2025)(Deviation 2025-02)(Feb 2025)(Deviation 2024-03)(Oct 2023)(Deviation 2023-03)(Dec 2022)(Deviation 2021-06)(Sept 2021) , applies to this acquisition and can be found in full text on the Request for Quote form SF18 attachment. (xiii) Any additional contract requirement(s) or terms and conditions that apply can be found on the Request for Quote form SF18 attachment. (xiv) Defense Priorities and Allocations System (DPAS) and assigned rating does not apply. (xv) Quotes are required to be received in the contracting office no later than 12:00PM MST/MDT on 04/28/2025. All quotes must be submitted electronically via email to contact@example.gov. (xvi) Any questions regarding this solicitation should be submitted electronically via email to contact@example.gov. UTILIZATION OF FEDCONNECT FOR CONTRACT ADMINISTRATION The Department of Commerce will utilize the FedConnect web portal in administering this award. The contractor must be registered in FedConnect and have access to the FedConnect website located at https://www.fedconnect.net/Fedconnect/. For assistance in registering or for other FedConnect questions please call the FedConnect Help Desk at +1 (555) 000-0000 or email at contact@example.gov. There is no charge for registration in or use of FedConnect. (End) 1352.215-72 Inquiries (Apr 2010) OFFERORS MUST SUBMIT ALL QUESTIONS CONCERNING THIS SOLICITATION IN WRITING VIA EMAIL TO contact@example.gov. QUESTIONS SHOULD BE RECEIVED NO LATER THAN 04/24/2025. Any responses to questions will be made in writing, without identification of the questioner, and will be included in an amendment to the solicitation. Even if provided in other form, only the question responses included in the amendment to the solicitation will govern performance of the contract. (End of clause) 52.237-1 Site Visit (Apr 1984) Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. (End of provision) A site visit is highly recommended but not required. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. Please contact Steve Eddy email contact@example.gov or Aisha Kramer email contact@example.gov phone +1 (555) 000-0000 to set up a time to visit the site. All questions during the site visit should be submitted electronically to contact@example.gov. FAR 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sep 2023) NOTICE TO OFFERORS: Instructions for submitting quotations under this request for quote must be followed. Failure to provide all information to aid in the evaluation may be considered non-responsive. Offers that are non-responsive may be excluded from further evaluation and rejected without further notification to the offeror. 1. Submit PDF or Microsoft Word format quotations to the office specified in this solicitation at or before the time specified in the solicitation. Email quotes are required and can be sent to contact@example.gov. 2. Offeror shall have an active registration in the System for Award Management (SAM found at https://sam.gov/content/home) in order to provide a quote and be eligible for award. Must provide their UEID/CAGE CODE with their quote. 3. Offerors shall assume that the Government has no prior knowledge of them or their capability. 4. Offerors must provide all evaluation criteria in accordance with FAR 52.212-2. Offerors who do not provide all evaluation criteria may not be considered. THE GOVERNMENT DOES NOT ACCEPT RESPONSIBILITY FOR NON-RECEIPT OF QUOTES. IT IS THE CONTRACTOR'S RESPONSIBILITY TO REQUEST AND RECEIVE A CONFIRMATION OF THE QUOTE RECEIPT. FAR 52.212-2 Evaluation- Commercial Products and Commercial Services (Nov 2021) Offers will be evaluated based on price and the factors set forth in paragraph (a). The evaluation will consider the lowest price technically acceptable. The Government intends to evaluate the quotes and award a purchase order based on the Offeror's initial quote; therefore, the Offeror's initial quote should contain the Offeror's best terms. The Government reserves the right not to award a purchase order depending on the quality of the quote(s) submitted and the availability of funds. Furthermore, the Government may waive informalities and minor irregularities or omissions in quotes received. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Paragraph (a) is hereby completed as follows: Evaluation will be based on the following; 1. Technical Acceptability/Capability. Quote shall include at least two references from at least two separate contracts for similar and relevant recent services within the past two years including the name, phone number, full address, and e-mail address of the reference to demonstrate the offeror's capability to successfully perform the services listed in the Statement of Work. The offeror's past performance on related contracts will be evaluated to determine, as appropriate, successful performance of contract requirements, quality and timeliness of delivery of goods and services, cost management, communications between contracting parties, proactive management and customer satisfaction. The Government will use its discretion to determine the sources of past performance information used in the evaluation, and the information may be obtained from references provided by the Offeror, the agency's knowledge of Offeror performance, other government agencies or commercial entities, or past performance databases, and will be based on responsiveness, quality, and customer services. Offerors lacking relevant past performance history, or for whom past performance information is either not available or has not been submitted to the Government, will receive a neutral rating for past performance. 2. Offeror must provide insecticides and environmental pesticide control licenses and/or certifications for all personnel handling pesticides or herbicides in the state in which the work is to be performed. 3. Price. The Government intends to award a low priced, technically acceptable, firm fixed-price purchase order with payment terms of Net 30. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of provision) STATEMENT OF WORK Lawn Service and other grounds keeping Requirements Location: NWS Forecast Office 8250 Kentucky Highway 3520 West Paducah, KY 42086 McCracken County Technical Point of contact Steve Eddy - MIC Aisha Kramer - ASA +1 (555) 000-0000 Scope: The contractor shall provide all personnel, tools, equipment, materials and supervision for the duties required to care for all of the grounds within the boundaries of the Weather Forecast Office (WFO) as described in this statement of work. Cutting equipment blades shall be sharp to ensure a high quality cut and minimize disease. Aprx. 2 acres Description of Work The Contractor shall: 1. Mowing shall be weekly from approximately first week in April to last week in September. 2. Mowing shall be with a (reel/rotary/mulching) mower. 3. Mowing height shall be no lower than 3 inches in accordance to grass type and variety. 4. Mow, trim and/or weed all grassy areas as shown on the attached drawing. 5. Trim with a string trimmer around the fences, buildings, driveway, sidewalks, equipment and other stationary objects. Care should be exercised to prevent damage to existing trees, shrubs, bushes and other obstructions. Clippings shall be left on the lawn as long as no readily visible clumps remain on the grass surface 24 hours after moving. Otherwise, clippings shall be collected and removed by the contractor. 6. Remove weeds and grasses by hand or mechanical means in shrubbery areas or mulch-covered areas. Clean all clippings from sidewalks, curbs, and roadways immediately after mowing and/or trimming. 7. The Contractor shall check in / sign at the front administrative desk before beginning work in order to give staff members a chance to roll up windows so grass shall not be blown in vehicles and to fulfill security requirements of sign in / sign out. 8. A provided cover shall be put on the COOP evaporator pan before mowing so as not to get any grass cuttings in the pan. Cover shall be removed and put away properly once mowing is complete. Additional Requirements: The Contractor shall: 1. Prune and trim all trees and shrubbery in the Spring and Fall. Shrubs shall be pruned to ensure proper informal shape, fullness, and bloom. Tree pruning is limited to branches below ten (10) feet in height. The contractor shall remove all debris. 2. All non-grass forms of ground cover such as vines shall be trimmed two (2) times per month during the contracted period. It shall be trimmed in a manner that makes it neat in appearance and cut back from objects such as ground lights and walkways. 3. Fertilize lawn; treat for weeds, crabgrass and insects in the weekly mow area as well as the landscaped area in accordance with (IAW) industry standards. These applications shall follow a schedule of: a. Spring - Pre-emergent, broadleaf weed and crabgrass control. b. Summer insect control (including grubs) application. c. Fall - Fertilize and broadleaf weed control 4. Mulch shall be applied to all landscape area twice a year. Once in the spring, once in mid fall. These applications shall be coordinated with the Meteorologist in Charge (MIC) or Electronic System Analyst (ESA) before applying. Inspections and Acceptance: The MIC or their designee has designated authority to make a full inspection to see that the contract is completed per the statement of work. The contractor shall be notified before departure if any items are sub-standard. Local Government Contact Point The local GCP is the MIC, Steven Eddy +1 (555) 000-0000 Ext. 642 or ASA Aisha Kramer +1 (555) 000-0000 Terms of SOW: 1. The Contractor shall bill on a monthly basis in arrears for the service provided. 2. The contractor, if remotely located, shall designate a representative local to the contract with contact numbers, for the government's local representative to communicate with about the quality or work, progress, and technical details of the project. Current telephone number shall be provided. 3. The government reserves the right to waive lawn care or request lawn care to ensure the grounds keep a well-maintained appearance. 4. The Contractor shall ensure that all debris is cleaned up before they leave. 5. The Contractor shall ensure that no hoses or tools are left out or placed (used) in such a way that they become a trip hazard or impede normal access to the buildings and property. 6. The Contractor shall follow all Federal, State, and Local regulations. 7. The Contractor is responsible for the clean-up and remediation of any chemical/compound spills he made. 8. Upon arrival, the Contractor and/or employee shall sign in on the security log sheet when entering the property. -END OF SOW- DRAWING