On-Call Lawn Care Services

Sources Sought: On-Call Lawn Care Services at the Area Office West – Rapid City (Leased Space in
Rapid City, South Dakota

Sources Sought Notice Number: IHS-SS-26-1527661
This Sources Sought Notice is for informational and planning purposes only and shall not be 
construed as a solicitation, an obligation or commitment by the Indian Health Service.
This notice is intended strictly for market research to determine the availability of Indian Small 
Businesses Economic Enterprise (ISBEE), Indian Economic Enterprises (IEE), or Other Small 
Businesses.
Your responses to the information requested will assist the Government in determining the 
appropriate acquisition method, including whether a set-aside is possible. The anticipated 
applicable NAICS code for this acquisition is 561730, Landscaping Services NAICS codes will be 
considered based on responses received.

1.0  BACKGROUND

The Great Plains Area Office West – Rapid City operated by the Indian Health Service (IHS) occupies 
a government-leased facility located at 3625 5ᵗʰ Street, Rapid City, SD. The property includes 3 
separate grassy areas (East, South & West) that need to be maintained for accessibility, appearance 
and compliance with lease and property city ordinances. In total there is approximately 0.55 acres 
of lawn to be serviced along with 1600 LF of edging and trimming around trees. Services shall be 
available year-round to ensure readiness for early, late, or unexpected weather events, with 
primary operations anticipated during the spring through fall months.
2.0  OBJECTIVE

The objective of this acquisition is to establish a Purchase Order for lawn care services at the 
Area Office West – Rapid City, that maintain the property in a safe, compliant, and aesthetically 
acceptable condition. The Contractor shall achieve defined performance outcomes, with services 
ordered via phone on-call orders as needed.
3.0   SCOPE
The Contractor agrees to furnish all labor, supervision, equipment, transportation, and materials 
necessary to maintain the lawn and landscaped areas at 3625 5th Street, Rapid City, SD – IHS Great 
Plains Area Office West in a healthy, safe, and aesthetically pleasing condition.
The total area of service includes approximately:
- 23,958 square feet (0.55 acres) of ground; and
- 1600 linear feet of edging along the east, south, and west sides of the building.
All lawn maintenance activities shall be conducted safely and efficiently to avoid property damage 
and
ensure continuous accessibility.

4.0  CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS (IF APPLICABLE)

4.1  Task 1 – Routine Lawn Maintenance

Performance Objective: Maintain turf and grounds in a neat, uniform, and professional condition, 
including proper mowing, edging, and trimming.
Performance Standards:
1. Turf maintained at 2.5”–4” height, appropriate to season
2. Edges remain sharp and clearly defined
3. String trimming performed around all obstacles and structures, including trees, poles, fences, 
curbs, HVAC units, and building perimeters
4. No visible overgrowth or untrimmed vegetation around obstacles or structures
5. Hard surfaces (sidewalks, parking areas, entrances) are free of clippings and debris
6. Grounds appearance meets commercial landscaping standards
Service Frequency:
1. Approximately 20 mowing cycles, adjusted based on growth and weather conditions
2. Trimming shall be performed during each mowing service
Acceptable Quality Level (AQL):
1. ≥ 95% of turf evenly cut with no scalping or missed areas
2. 100% of designated areas properly trimmed with no visible overgrowth around obstacles
3. 100% of hard surfaces clean after service
4. No visible debris remaining
Task 2 – Lawn Health & Turf Management
Performance Objective: Promote healthy turf and minimize weed presence. Performance Standards:
1. Fertilizer applied to support seasonal growth cycles
2. Weed presence controlled using pre- and post-emergent treatments
3. Turf exhibits consistent color and density appropriate for region

AQL:
1. Weed presence does not exceed 10% of total turf area
2. No damage to turf from improper chemical application

Task 3 – Debris Cleaning & Removal
Performance Objective: Maintain all grounds, landscaped areas, and hard surfaces free of debris to 
ensure a safe, clean, and professional appearance at all times.
Performance Standards:
1. Remove all organic debris including leaves, grass clippings, branches, and litter from turf and 
landscaped areas

2. Clear all hard surfaces (sidewalks, curbs, parking areas, entrances) of debris after each 
service
3. Remove debris generated during mowing, trimming, edging, or storm events
4. Dispose of all debris off-site in accordance with local regulations
5. Ensure no accumulation of debris that could create safety hazards or detract from appearance
Service Frequency:
1. Routine: Performed during each scheduled service visit (e.g., mowing cycles)
2. On-Call: Additional cleanup following storms or significant weather events, as directed by the 
COR
Acceptable Quality Level (AQL):
1. 100% of visible debris removed from hard surfaces after each service
2. ≥ 95% of turf and landscaped areas free of visible debris
3. No debris piles or clippings left on-site
4.2     REPORTING REQUIREMENTS
The Contractor shall submit a Service Report for each service event that includes:
- Date and time of service
- Photos of Areas serviced (Task 1, Task 2, Task 3)
- Materials used and quantities
- Start and completion times
Reports shall be submitted to the COR within 24 hours after completion of each service.
4.3     DELIVERABLES
Deliverable            Description / Format       Due Date

Service Report (per event)   Summary of lawn services
performed

Within 24 hours of completion

Initial Equipment & Staffing Plan

Submitted in Word or PDF format

Within 30 days of award

Incident/Accident Report (if applicable)

Report any incidents or accidents

Notify the COR immediately and submit a written report within two hours.

5.0 TYPE OF ORDER

This is a Firm Fixed Purchase Order (PO).

6.0 ANTICIPATED PERIOD OF PERFORMANCE

The period of performance shall commence on the date of award and continue through the end of the 
lawn maintenance season, not to exceed six (6) months. On-call services will be ordered as need 
during the period.

7.0PLACE OF PERFORMANCE

Area Office West – Rapid City (Leased Space) 3625 5th Street
Rapid City, SD 57701
All services shall be performed on-site as directed by the Contracting Officer’s Representative 
(COR): Tavis Allam email: contact@example.gov Phone: +1 (555) 000-0000

Additional Information:

A. Capability Statement/Information:
Interested parties are expected to review this notice to familiarize themselves with the 
requirements of this project. Failure to do so will be at your firm’s own risk. The following 
information shall be included in the capability statement:
1. A general overview of the respondents’ opinions about the difficulty and/or feasibility of the 
potential requirement, and any information regarding innovative ideas or concepts.
2. Information in sufficient detail of the respondent’s (a) current capability and capacity to 
perform the work; (b) prior completed projects or contracts of similar nature/size; (c) 
organizational experience and management capability; and (d) examples of prior completed Government 
contracts and other related information.
3. The respondents’ DUNS number, organization name, address, point of contact, and size and type of 
business (e.g., 8(a), HUBZone, etc.) Pursuant to the North American Industry Classification System 
(NAICS) code: 561730, landscaping services or comparable NAICS
4. Any other information that may be helpful in developing or finalizing the requirements of the 
potential acquisition.
5. The capability statement shall not exceed 10 single-sided pages (including all attachments, 
resumes, charts, etc.) presented in single-space and using a 12-point font size minimum, in either 
Microsoft Word or Adobe Portable Document Format (PDF), with 8-1/2 by 11 inch paper size, and 1 
inch top, bottom, left and right margins.
6. All proprietary information should be marked as such. Statements should also include an 
indication of current certified small business status; this indication should be clearly marked on 
the first page of your capability statement (preferably placed under the eligible small business 
concern’s name and address). Responses will be reviewed only by IHS personnel and will be held in a 
confidential manner.
F. Closing Statement
Point of Contact: Deloris Archambeau, Purchasing Agent at contact@example.gov
Submission Instructions:
Interested parties shall submit capability via email to Deloris Archambeau, Purchasing Agent at 
contact@example.gov; Contracting Officer William Kohl at contact@example.gov include

Sources Sought Number IHS-SS-26-1527661 in the Subject line. The due date for receipt of statements 
is
August 4, 2026, 3:00 p.m. Central Time.
All responses must be received by the specified due date and time in order to be considered.
This notice is for information and planning purposes only and shall not be construed as a 
solicitation or as an obligation on the part of IHS.
IHS does not intend to award a contract on the basis of responses nor otherwise pay for the 
preparation of any information submitted. As a result of this notice, IHS may issue a Request for 
Quote (RFQ).
THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no 
basis for claims against IHS shall arise as a result of a response to this notice or IHS’s use of 
such information as either part of our evaluation process or in developing specifications for any 
subsequent requirement.
Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or 
otherwise pay for the information provided in response. The Government reserves the right to use 
information provided by respondents for any purpose deemed necessary and legally appropriate. Any 
organization responding to this notice should ensure that its response is complete and sufficiently 
detailed to allow the Government to determine the organization’s qualifications to perform the 
work. Respondents are advised that the Government is under no obligation to acknowledge receipt of 
the information received or provide feedback to respondents with respect to any information 
submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation 
may be published in SAM.gov.
However, responses to this notice will not be considered adequate responses to a solicitation.
Confidentiality. No proprietary, classified, confidential, or sensitive information should be 
included in
your response.