S--Establish new contract with 4 option years for "Turf Fertilization & Herbicide Application Services" for Bath and Woodlawn National Cemeteries. Subject to the Availability of FY18 Funding.

SUBJECT: Request for information (RFI), Synopsis for Turf Fertilization, Pre-Emergent Crabgrass / Broadleaf Weed Control. The Department of Veterans Affairs, in conjunction with the National Cemetery Administration (NCA). is seeking a better understanding of the market capability for the proposed equipment above. The purpose of this Request for information (RFI) is to obtain information on the capability of vendors to provide Turf Fertilization, Pre-Emergent Crabgrass / Broadleaf Weed Control for the National Cemetery Administration (NCA). This RFI allows potential contractor to submit a non-binding statement of interest and documentation demonstrating their capabilities, and suggestions that will allow the Government to refine its potential course of action. The RFI effort is intended to assess available sources capabilities, and solicit feedback for acquisition planning purposes. The National Cemetery Administration (NCA) is requesting responses from qualified suppliers and/or businesses concerns. The NAICS code for this effort is 561730. SEE BELOW FOR SALIENTCHARACTERISTICS Cemeteries: BATH AND WOODLAWN NATIONAL CEMETERIES INSTRUCTIONS: NCA is looking for interested Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Businesses (VOSB), or Small Businesses (SB) for a possible set-aside. Submit a brief description, four (4) pages or less (including cover letter) that demonstrates your company s ability to provide Turf Fertilization, Pre-Emergent Crabgrass / Broadleaf Weed Control. You should also demonstrate your company s ability to provide these products. Demonstrate your past experience in performing these services for the past two years to include your contract number and your socioeconomic status. Responses should include business size, business type, socio-economic status. All interested parties must be registered SAM and verified in VETBIZ. Please provide a copy of your FSS or GSA schedule, if applicable. Please submit your responses to the Contracting Specialist, Auvorie Benson at contact@example.gov. Responses are due by 12:00 PM EST October 4, 2017. DESCRIPTION / SPECIFICATIONS / WORK STATEMENT BACKGROUND The Bath National Cemetery is located on the grounds of the Bath VA Medical Center in the village of Bath, New York. The cemetery grounds encompass approximately twenty nine (29) developed acres of land. The Woodlawn National Cemetery which is a satellite cemetery under the direction of Bath National Cemetery is located 30 miles south in Elmira, New York, with the cemetery grounds encompassing eleven (11) acres. Both cemeteries are National Shrine s that honor veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemeteries receive visitors; hold ceremonies and conduct committal services. Because of the cemeteries special significance and attention it receives from the public, strict adherence to contract specifications is essential. Both cemeteries have undergone headstone raise / realignment and major turf renovation projects within the last two years, which have included removal of the existing cemetery turf and establishing new turf through both the use of grass seed and sod. The purpose of this contract is to insure that a full seasonal turf maintenance program is implemented to maintain the newly renovated turf at both cemeteries to reflect their National Shrine Status. The Bath & Woodlawn National Cemeteries must maintain NCA National Shrine Standards for turf. These standards state that the cemetery must maintain the turf in an overall healthy condition, being generally weed free with no visible bare areas or areas of weed infestation. Therefore, it is imperative that the Contractor make sure that all turf applications are successful in eradicating any weeds, promote healthy, vigorous turf and maintain the turf in a condition that meets NCA Shrine Standards . TYPE & TERM OF CONTRACT The VA will award a single firm-fixed price / indefinite-quantity" services contract pursuant to this solicitation for commercial items. The contract will contain one (1) base year and four (4) renewable option years. This contract is SUBJECT TO THE AVAILABILITY OF VA FUNDS. No services will be performed by the Contractor after September 30 of each year, until the Contracting Officer authorizes such services in writing. PLACE(S) OF PERFORMANCE The Contractor who shall specialize in professional turf grass maintenance services including all fertilization, weed control, aeration, topdressing and seeding / sodding practices shall furnish all labor, equipment, materials and supplies necessary to provide turf fertilization and broadleaf weed / crabgrass control services to the following VA National Cemeteries: CEMETERY ADDRESS ACREAGE REQUIRED SERVICES bath national cemetery VA Medical Center, Bath, N.Y. 14810 29 Acres Turf Fertilization Broadleaf Weed & Crabgrass Control Applications woodlawn national cemetery 1825 Davis Street Elmira, N.Y. 14901 11 Acres Turf Fertilization Broadleaf Weed & Crabgrass Control Applications TURF APPLICATION SCHEDULE Contractor shall provide turf fertilization, pre-emergent crabgrass & post emergent broadleaf weed control services at the Bath & Woodlawn National Cemeteries in accordance with the following Application Schedule: Turf Application Annual Application Date Description #1 October 15 20 Post Emergent Broadleaf Weed Control: Post emergent broad leaf weed control to include dandelion, plantain, chickweed, clover & other common broadleaf weeds. Applied in liquid form to the entire turf acreage using an appropriate broadleaf herbicide. #2 November 10th 15th Granular Turf Fertilization: Fertilizer will contain a minimum 50% slow release nitrogen from sulfur coated urea with a 4:1:2 or 26-5-10 guaranteed NPK analysis. Fertilizer will be applied to all turf acreage at a rate of 5 lbs of total fertilizer per 1000 sq. ft. using a properly calibrated broadcast spreader. #3 (Applied in early spring at optimum time for pre emergent crabgrass / weed grass control) Pre Emergent Crabgrass Control: Pre-emergent control for annual weed grasses such as crabgrass, goose grass and barnyard grass and broadleaf weeds such as dandelion, plantain & spurge applied in liquid form to entire turf acreage. #4 May 15th 20th Second Pre / Post Emergent Crabgrass / Weed Grasses and Broadleaf Weed Control: The product to be used for this application will be applied in liquid form to entire turf acreage. #5 June 1st 5th Granular Turf Fertilization: Fertilizer will contain a minimum 50% slow release nitrogen from sulfur coated urea with a 4:1:2 or 26-5-10 guaranteed NPK analysis. Fertilizer will be applied to all turf acreage at a rate of 4 lbs of total fertilizer per 1000 sq. ft. using a properly calibrated broadcast spreader. #6 August 5th 10th Crabgrass Post Emergent Treatment: This application will be a treatment for the post emergent control of crabgrass and other weed grasses and yellow / purple nut sedge applied in liquid form. Extra attention will be paid to areas where there may be a proliferation of crabgrass and nut sedge growth including along roadways, curb lines and around and between headstones. #7 August 10th 15th This application will be for the control of beetle larvae / grubs that damage turf roots such as Japanese or Oriental beetles. The product to be used will be Merit (Imidacloprid) or Acelypryn applied in granular form to areas of turf that show evidence of grub infestation. #8 September 10th 15th Granular Turf Fertilization: Fertilizer will contain a minimum 50% slow release from sulfur coated urea fertilizer with a 4:1:2 or 26-5-10 guaranteed NPK analysis. Fertilizer will be applied to all turf acreage at a rate of 4 lbs of total fertilizer per 1000 sq. ft. using a properly calibrated broadcast spreader. Stipulation: VA National Cemetery anticipates ordering and the Contractor furnishing the quantities & types of services stated in the Price Schedule and Turf Application Schedule. The Government, at its sole discretion, reserves the right to modify turf application dates or increase/decrease estimated quantities based on unforeseen circumstances including changes in weather and/or turf conditions. Any such changes effecting the scope or price shall require a written modification to the contract executed by the Government Contracting Officer. Except as this contract may otherwise provide, if the Government's requirements result in changes to the application schedule and/or estimated quantities stated in the contract, that fact shall not constitute the basis for an equitable price adjustment. APPLICATION REQUIREMENTS Initial Crabgrass Pre-Emergent Application: Contractor shall apply appropriate herbicide in liquid form when treating for pre emergent crabgrass control at manufactures recommended rate allowable for cool season grasses. Pre-emergent herbicide must be applied with properly calibrated spraying equipment. The contractor shall begin the application after the soil temperature has reached 55 degrees for three consecutive days. This is the time that crabgrass seeds begin active germination in the soil. Any application that is completed before this time may not be as effective in overall crabgrass control. This shall be determined by cemetery staff with the use of a soil thermometer placed at a 1-inch soil depth in various sections of the cemetery to accurately gauge soil temperature. The dates for application listed in the application schedule are only an estimated time frame and could begin earlier or later depending upon the soil temperatures. This application will also include a herbicide that is a post emergent herbicide for the prevention of broadleaf weeds such as dandelion, plantain and clover. Second (Split) Crabgrass Application: Contractor shall apply herbicide in liquid form when treating for pre emergent crabgrass control at manufactures recommended rate allowable for cool season grasses. Pre-emergent herbicide must be applied with properly calibrated spraying equipment. This application shall occur between 6 weeks after initial crabgrass application and will be meant as a post emergent control for early tiller stage crabgrass plants and a pre-emergent control for crabgrass. Broadleaf Weed Control: Broadleaf herbicides must be applied with properly calibrated spraying equipment (not a hose end sprayer). The herbicide must control various broadleaf weed species include clover and dandelions. An acceptable broadleaf herbicide to be used can be Trimec, Trimec Encore or its equivalent. Applications must be timely and at the proper dosage so that perennial weeds do not go to seed. Herbicide shall be applied according to product label specifications to all turf acreage, in burial sections and including areas between and around all headstones and along section perimeters. Ten (10) days after completion of broadleaf herbicide application, the Contractor and COR will jointly inspect and assess results. In areas where results are less than acceptable*, the Contractor will re-perform the application at no additional cost to the Government (*Acceptable is defined as 90% of actively growing broadleaf weeds are eliminated). Fertilization: Contractor shall apply a granular turf fertilizer, which is specified in the application schedule to all turf areas using a properly calibrated spreader/sprayer. The fertilizer will have a guaranteed NPK analysis of 26-5-10 and consist of a minimum 50% slow release nitrogen from sulfur coated urea. Fertilizer will be applied to all turf areas at the times and rates that are listed in the turf application schedule. Beetle Grub Application: Contractor shall apply a granular herbicide to control beetle grubs that damage turf roots such as Japanese or Oriental beetles. The COR will specify areas needing special attention. The herbicide to be used will be Merit (Imidicloprid) applied at the manufacturers recommended label rate for cool season grasses. Post Emergent Broadleaf Weed Control: Broadleaf herbicides must be applied with properly calibrated spraying equipment (not a hose end sprayer). The herbicide must address issues of various broadleaf weed species to include clover and dandelions. An acceptable broadleaf herbicide to be used can be Trimec, Speedzone, Millennium Ultra, Q4 or its equivalent. Post Emergent Crabgrass Control: Contractor will treat turf for control of post emergent crabgrass and yellow / purple nut sedge using an acceptable post emergent crabgrass herbicide and a herbicide that will control nut sedge. Treatments will concentrate on areas that tend to have proliferation of crabgrass growth such as along walkways or roadways and in any turf areas that exhibit high amounts of crabgrass. All application methods of fertilizer, herbicides and treatments of annual grasses shall be in strict accordance with manufacturer label recommendations, Department of Environmental Protection and all applicable federal, state and local laws. All applications must be made in accordance with manufactures label instructions to insure proper rate and timing of application. The contractor will apply liquid broadleaf herbicide no earlier than 6 hours before anticipated rainfall to allow herbicide sufficient time to be absorbed into plant tissue to maximize the herbicide s full potential. Any rainfall that is received within this six-hour time frame after the application will require the contractor to treat all turf areas a second time at the contractor s expense. Seven (7) days prior to any scheduled application, the Contractor shall provide to the COR, a copy of the product label for each chemical used and appropriate supporting Material Safety Data Sheets (MSDS). Contractor personnel applying herbicides shall possess a current / valid State of New York commercial pesticide/herbicide application license. The Contractor is responsible for any damage resulting from the application of any herbicide treatments. All turf applications will be applied with appropriate calibrated spreading and spraying equipment. Liquid and pellet surface applications shall be uniformly distributed within the cemetery s defined area of coverage. Surface applications shall not be made where surface run-off is likely to occur or near a water source. Appropriate flags or markers will be posted in all treated areas for a period of 24 hours after an herbicide treatment has been applied. The Contractor shall remove all flags upon expiration of the 24-hour period. Each turf application shall be completed within each Annual Application Date (weather permitting) specified in the Schedule. All applications shall be applied in accordance with manufactures label instructions to ensure proper rate and timing. Ten (10) days after completion of broadleaf herbicide application, the Contractor and COR will jointly inspect and assess results. In areas where results are less than acceptable*, the Contractor will re-perform the application at no additional cost to the Government (*Acceptable is defined as 90% of actively growing broadleaf weeds are eliminated). The contractor shall not dispose of, rinse, mix nor store any herbicide containers/bags on cemetery premises except as authorized by cemetery management. No herbicide application equipment may be kept or stored on the cemetery premises when the contractor is not working. A copy of the National Cemetery Administration s Operational Standards & Measures and Directive 3420 (Turf-grass Maintenance in VA National Cemeteries) will be provided to the Contractor at the time of contract award. CONTRACT MANAGEMENT Site Manager The Contractor shall provide a Site Manager who will be responsible for the following: Directing, overseeing and coordinating the work involved. Staying abreast of all upcoming cemetery functions including special holiday events and burial activities. Ensuring that contract work does not cause any committal service, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised. (Note: To cause the least possible interference with cemetery activities, contract personnel will stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony. The Site Manager will re-direct work throughout the rest of the Cemetery so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so.) Communication & Coordination of Work with COR: Contractor shall participate in regular meetings with Government personnel and other Contractors at the cemetery to coordinate contract work schedules and contract related issues. Communication with the COR is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workers are prohibited from passing through the service area during this period. Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as Contracting Officer's Technical Representatives. Representatives Of The Contracting Officer The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervises the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award. The VA Contracting Officer will delegate one (or more) representatives to serve as the Contracting Officer s Technical Representative (COR). The COR may direct and arrange the Contractor s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include, but are not limited to, the following: Provides contract oversight and technical guidance to the Contractor. Acts as technical liaison between the National Cemetery and the Contractor and between the cemetery and the Contracting Officer. (Note: The COR may not modify the intent or the terms and conditions of the contract.) Placing orders for services. Determining whether contract deliverables meet functional, technical and performance specifications. Verification / certification of payments to the Contractor for services rendered. Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer. VA Contracting Officer: All administrative functions remain with the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer. Federal Holidays All work required under this contract will be performed during normal business days and daylight hours between 7:45 am and 4:15 pm, local time, Monday through Friday, excluding Federal holidays. Deviations from the work schedule shall require prior written permission from the COR. The following is a list of the Federal holidays: New Year's Day Martin Luther King's Birthday President's Day Memorial Day Fourth of July Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day RESPONSIBILITIES The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged snow cover or unusual amounts of rain will not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines. The Contractor shall be aware of performance requirements necessary to meet contract specifications and deadlines. If the Contractor's work force is unionized, the Contractor will ensure the labor agreement has a no-strike provision to ensure Government contract requirements are met. Cooperation with other Contractors: The government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees and shall carefully adapt scheduling and performance of work, adhering to any direction provided by the COR. More than one Contractor may have access to storage areas designated by the COR. The Government will not be liable to the Contractor for costs associated with claims, damages, loss or replacement of equipment or personal property while on Cemetery property. The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf area except as provided in this contract or as authorized by the COR. The Contractor will be responsible for repairing turf damage caused by the Contractor during all weather conditions that is deemed excessive by the COR at no additional cost to the government. The Contractor shall provide adequate safety warning devices, barricades and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government. At the end of each day, the Contractor shall remove all debris from the cemetery site and store excess soil resulting from work to an area designated by the COR. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract. STANDARDS OF EMPLOYEE CONDUCT Contractor and contractor personnel are required to adhere to the following standards of dress and conduct while performing work in the Bath & Woodlawn National Cemeteries. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor and Contractor Personnel -- Shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes will be required in accordance with OSHA. Contractor employees will maintain personal hygiene. Shall not engage in loud or boisterous behavior or use profane or abusive language. Will show proper reverence during committal service. Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited. Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments. SMOKING is not permitted in any buildings within the Bath & Woodlawn National Cemeteries. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area. It will be the discretion of the COR to implement immediate removal of Contractor and/or Contractor personnel from cemetery grounds if these standards are not adhered to during the performance of the contract. Contractor shall administer disciplinary action immediately as required to Contractor employees. SUPERVISION & TRAINING The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. The Contractor shall also be responsible for training and safety precautions for contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. USE OF CEMETERY FACILITIES The Government shall not be responsible for any loss, damage, or theft of contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair s facilities used by contractor's employees. The Government will provide limited storage, housing and shop area. Space offered will be in as-is" condition. Prior to making any modifications or alterations to the space, Contractor shall obtain written approval from the COR. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear. The Government shall not provide the Contractor with any fuel storage, equipment or telephones. If available, electric and gas utilities at the designated work and storage areas will be provided for purposes of contract performance only. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors and unsanitary conditions. The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions. Only the Contractor s equipment, supplies and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area at the end of each workday. No maintenance or repair of Contractor equipment shall be conducted on cemetery property without the COR s written approval. Contractor employees may park privately owned vehicles in the area designated for parking by the COR. The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the COR or Contracting Officer. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature resulting from the Contractor's performance and/or negligence. It is understood that the VA shall not be held responsible for any damage to the Contractor's equipment, materials, supplies or the like which may result from vandalism, theft etc. while on site. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract. Before commencing work under this contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective- For such period as the laws of the State in which this contract is to be performed prescribe; or Until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer. (j) The Contractor shall insert the substance of this clause, including this paragraph (c), in subcontracts under this contract that require work on a Government installation and shall require sub-Contractors to provide and maintain the insurance required in the Schedule or elsewhere in the contract. The Contractor shall maintain a copy of all sub-Contractors' proofs of required insurance, and shall make copies available to the Contracting Officer upon request. INSPECTION & MONITORING PROCEDURES A record keeping system of Contractor work performance shall be established and implemented by the COR for the services involved. The COR will inspect and verify that fertilizer and herbicide applications are applied in accordance with the Turf Application Schedule and at the appropriate turf application rate. Payment: Upon completion of each turf application, the Contractor shall submit an invoice in arrears for services rendered. Prior to certification of payment, invoices will be verified for accuracy by the COR. The COR shall verify the services provided and authorize payment as indicated in the Price Schedule. VA reserves the right to reject any work that does not meet contract specifications. (End of Statement of Work / Specifications)