S--Grounds Maintenance

This is a combined synopsis/solicitation for a Grounds Maintenance and Service Contract for a period from April 1, 2010 through October 31, 2010 and four option years, prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued through FedBizOpps. The Louis A. Johnson VA Medical Center intends to award a firm fixed price commercial services contract in response to the Request for Proposal (RFP) VA-244-10-RPQ-0090. Copies of the complete RFQ are available upon request. The solicitation documents and incorporated provision and clauses are those in effect through Federal Acquisition Circular 2005-30. It is the contractor's responsibility to be familiar with the applicable clauses and provisions. The clause may be accessed in full text at this address www.acqnet.gov/far. The NAICS code is 561730. Proposed price should not expire before October 31, 2010. Award of this contract is expected to be made sometime after the close of this RFQ and before September 30, 2010. All Preventative Maintenance Service must be delivered before October 31, 2010. PRICE SCHEDULE Base Period: April 1, 2010 through October 31, 2010 Quantity Unit Price Period Total 7 Month $ $ Option Period 1: April 1, 2011 through October 31, 2011 Quantity Unit Price Period Total 7 Month $ $ Option Period 2: April 1, 2012 through October 31, 2012 Quantity Unit Price Period Total 7 Month $ $ Option Period 3: April 1, 2013 through October 31, 2013 Quantity Unit Price Period Total 7 Month $ $ Option Period 4: April 1, 2014 through October 31, 2014 Quantity Unit Price Period Total 7 Month $ $ STATEMENT OF WORK FOR GROUNDS MAINTENANCE SERVICES 1. DESCRIPTION OF SERVICES. The contractor shall provide grounds maintenance services Louis A. Johnson, VAMC, Clarksburg, West Virginia in a manner that will maintain healthy grass, trees, shrubs, plants and present a clean, neat, and professional appearance. The contractor shall comply with grounds maintenance standards established by the Professional Grounds Management Society (PGMS), National Arborist Association (NAA), ANSI A300, ANSI Z133.1, and the local county extension office. NOTE: Current conditions of the facility: some areas have NOT been maintained in accordance with the PGMS and NAA standards. During the first thirty-(30) days of this contract, all areas will be brought to standard by the new contractor. The contractor shall provide grounds maintenance to facility locations designated in Appendix A, titled Maps/Work Areas, and comply with all federal, state, and local laws/regulations. The types of services that shall be provided include the following: 1.1. Mow/Trim Grass and Remove Grass Clippings. Grass, including seed heads, shall be mowed/trimmed in the areas specified in Appendix A, Part I using commercial methods on an as-required basis to meet the standards in the Service Delivery Summary (SDS). No visible clipping to remain on grounds after mowing. The contractor shall mow/trim up to and around buildings, trees, sidewalks, curbs, gutters, fence lines, fire hydrants, standpipes, sign posts, utility poles, control valves and other obstacles in designated grounds areas. Damage to trees and shrubs from trimming shall be repaired or replaced by the contractor at no additional cost to the Government. Contractor is responsible for the removal and disposal of all debris. 1.1.1. Prior to application, herbicides used at Louis A. Johnson, VAMC shall be requested in writing by the contractor and approved by the Contracting Officer Technical Representative (COTR). Soil sterilants shall not be used at this facility. The contractor shall comply with all applicable federal, state, and local environmental regulations, policies, and guidance. The contractor shall submit a monthly report to the COTR no later than the third workday of the month after application listing the type and amount of chemical used per location. The contractor may apply herbicides. 1.1.2. The contractor shall ensure vegetation growth in ditches does not exceed the height of the surrounding grass using standard commercial methods. Concrete ditches and storm drains on the facility grounds shall be free of vegetation growth, silt, debris, and shall be free flowing using standard commercial methods. 1.2. Edging. Sidewalks, driveways, curbs, and other asphalt or concrete edges shall be edged within .5 inch of the edged surface and to a depth of 2.0 inches. 1.3. Remove Crack Grass. The contractor shall eliminate crack grass/vegetation in all facility asphalt and concrete pavements, sidewalks, curbs and parking lots at the Louis A. Johnson, VAMC. It is suggested the weeding process be accomplished after 4:30 PM to maximize access of parking areas. The contractor may apply herbicides for crack grass/vegetation elimination. The contractor shall comply with the application requirements as cited in paragraph 1.1.1 of this Statement of Work (SOW). 1.4. Maintain/ Shrubs, Broadleaf Evergreens and Hedges. Pruning shall be accomplished IAW the National Arborist Association (NAA) industry standards. Maintenance and hazard reduction pruning shall be used in and shrubs shall be free of sucker growth at all times. Topping and de-horning shall not be permitted. Evergreens shall be pruned and maintained to their natural growth characteristics. Shrubs and hedges shall be pruned and maintained to their natural growth characteristics and shape. Fertilizers shall be applied at appropriate intervals and to maintain healthy plants IAW industry standards. 1.5. Remove and Maintain Trees and Shrubs. The contractor shall remove shrubs that become diseased and die or pose a threat to the facility, structures, or utilities IAW the National Arborist Association (NAA) industry standards. The contractor shall remove all stumps, root heaves and resultant work debris and backfill hole and sod or seed as required too match the surrounding grass. The contractor shall maintain these areas by watering, fertilizing, weeding, mowing, and trimming as necessary. The contractor shall dispose of all debris off campus on a daily basis in accordance with local, state, and federal regulations. 1.6. Maintain Existing Planter/Shrub Beds Planter/shrub beds will be maintained free of grass, weeds, leaves, trash or other debris using mechanical, manual, or chemical commercial methods. The contractor shall comply with the herbicide application requirements as cited in paragraph 1.1.1 of this SOW. All beds shall maintain an adequate layer of ground cover at all times IAW standards established by the Professional Grounds Management Society (PGMS). Fertilizers shall be applied at appropriate intervals to maintain healthy plants in accordance with commercial standards. 1.7. Maintain a Healthy Lawn. To include but not limited to irrigation, aeration, dethatching or verti-cutting, erosion control, weed control and fertilizer/lime application for all grounds. All other barren areas shall be the responsibility of the contractor at no additional cost to the government. The contractor shall provide watering hoses and portable watering devices for irrigating areas. Erosion-damaged areas shall be stabilized and repaired on an as-required basis so that the area meets the appearance of the surrounding areas. Contractor shall employ commercial lawn maintenance methods described to ensure lawns appear green and healthy in the appropriate seasons, IAW standards established by the Professional Grounds Management Society (PGMS). 1.7.1. The contractor shall have an effective commercial weed control and fertilizer/lime application program for all grounds IAW PGMS guidelines. The type and amount of fertilizer or lime applied shall be based on soil type. 1.7.2. The contractor shall be required to repair and maintain areas damaged by vehicles, equipment, utility system repair, personnel, fire, chemicals, or any other cause to meet the standards of the surrounding area IAW industry standards. 1.8. Police Grounds. The contractor shall police all grounds to ensure the campus is free of debris prior to mowing; this shall include fence line areas. 1.9. Removal of Leaf and Tree Debris. Leaves, limbs, pinecones, pine straw, or other loose tree debris shall be removed from all grounds to maintain a neat, clean appearance year-round. Debris creating a safety hazard shall be removed within one hour after identification. The contractor shall dispose of all debris off campus in accordance with local, state, and federal regulations. 1.10. Performance during Emergencies and Special Events. Upon verbal or written notification by the Contracting Officer or COTR, the contractor shall perform emergency or special event grounds maintenance (i.e. mowing, trimming, edging, policing, etc.) required in areas covered under this contract. If notification is done verbally then written confirmation will follow. Upon notification of an emergency, the contract manager shall respond within one (1) hour to meet with the Contracting Officer or COTR and initiate emergency services. Upon receiving direction by the Contracting Officer or COTR, contractor personnel shall begin emergency work within two hours. The Contracting Officer or COTR will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event. Special events include but are not limited to ribbon cutting ceremonies, open house activities and special clean-up periods for distinguished visitors. Emergency or special event services will be priced separately from routine services. 1.11 Service Schedules. The contractor shall maintain and provide accurate schedules for performing all of the tasks listed on the Service Delivery Summary (SDS). All work schedules shall be coordinated with the Quality Assurance Personnel (QAP). Within 10 days after receipt of notice of award, the contractor shall submit an interim schedule for the first month. Thereafter for the remainder of the contract, the schedule shall be submitted by the 25th day of each month for the following month to the Contracting Officer and COTR. The contractor shall provide an annual schedule indicating when periodic service requirements are to be accomplished. 2. SERVICE DELIVERY SUMMARY (SDS). Performance Objective SOW Para. Performance Threshold Mow/Trim Grass and Remove Grass Clippings 1.1. 1.1.2 1.2 1.3 All areas should be maintained IAW the PGMS Management Guide except the following areas which shall be maintained at heights of: All areas 2-4" Trim to same height as surrounding grass. Valid customer complaints shall not exceed 3 per month. Maintain Concrete Ditches and storm drains 1.1.2 All concrete ditches are to be free of grass/weeds/silt/debris. Valid customer complaints shall not exceed 2 per month. Edging 1.2 Maintained IAW this SOW. Valid customer complaints shall not exceed 3 per month. Remove Crack Grass 1.3. All asphalt and concrete pavements, sidewalks, curbs and parking lots are to be free of grass/weeds. Valid customer complaints shall not exceed 2 per month. Maintain/, Shrubs, Broadleaf Evergreens and Hedges 1.4. 1.4.1 IAW National Arborist Association. Valid customer complaints shall not exceed 3 per month. Remove/ Shrubs 1.5. IAW National Arborist Association. 100% Inspection. Maintain Healthy Lawn to include Irrigation, Aeration, Dethatching or Verti-Cutting, Erosion Control, Weed Control, Fertilizer, and Lime 1.7. 1.7.1 1.7.2 Lawns appear green and healthy in appropriate season IAW PGMS guidelines. Valid customer complaints shall not exceed 2 per month. Police Grounds 1.8. Grounds are free of litter and trash. Valid customer complaints shall not exceed 3 per month. Remove Leaf and Tree Debris 1.9. Grounds are free of leaves, pine straw, pinecones and other tree debris. Customer complaints shall not exceed 3 per month. Emergency and Special Events 1.10 Work completed as required. 100% Inspection. 3. SERVICE DELIVERY SCHEDULE Performance Objective Frequency Mow/Trim Grass and Remove Grass Clippings All areas will be completed every week at a minimum when snow is not present. Attachment A-II (A's priority, B's standard) Maintain Concrete Ditches and storm drains As required minimum Monthly. Edging All areas will be completed ever week at a minimum when snow is not present. Remove Crack Grass All areas will be completed every two weeks at a minimum when snow is not present. Maintain/ Shrubs, Broadleaf Evergreens and Hedges As required minimum Quarterly. Remove/ Shrubs As required minimum Quarterly. Maintain Healthy Lawn to include Irrigation, Aeration, Dethatching or Verti-Cutting, Erosion Control, Weed Control, Fertilizer, and Lime As required minimum Monthly. Police Grounds As required minimum Weekly. Remove Leaf and Tree Debris As required minimum Weekly. Emergency and Special Events Work completed as requested. 4. GENERAL INFORMATION. 4.1. Hours of Operation. The Louis A. Johnson, VAMC normal work hours are 7:00 AM to 4:30 PM, Monday through Friday, except Federal holidays. 4.2. Security Requirements. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the government facility, shall abide by all security regulations of the facility. 4.3. Special Qualifications. The contractor shall obtain all required certifications by the state of West Virginia and federal agencies for supervision and application of herbicides. Further, the contractor shall submit to the Contracting Officer a copy of employee certification prior to application of herbicides. 4.4. Contractor Personnel. The contractor shall provide a Point of Contact (POC) and an alternate or alternates who shall be responsible for the performance of the work. The name of this person, and the alternate or alternates, who shall act for the contractor in their absence, shall be designated in writing to the Contracting Officer. The Point of Contact and alternate or alternates must be able to read, write, speak, and understand English. The contractor will insure that enough staff and proper equipment are on site to complete their task in a timely manner. 4.4.1. The designated POC or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. 4.4.2. The POC or alternate shall available within 1 hour during normal duty hours to meet at the facility with Government personnel designated by the Contracting Officer to discuss problem areas. 4.4.3. Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing clothing bearing the name of the company or by wearing an appropriate badge containing the company name and employee name. Additionally employees shall be fully attired. 4.5. Quality Control. The contractor shall employ a quality program to ensure grounds maintenance services are performed in accordance with established standards of Professional Grounds Management Society (PGMS), National Arborist Association, and the local county extension office. The contractor's commercial quality program shall be acceptable so long as it meets the criteria above and it contains procedures to identify, prevent and ensure non-recurrence of defective services. 4.6. Quality Assurance. The Government will periodically evaluate the contractor's performance with the Quality Assurance Plan. 4.7. Government Remedies. The Contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 1999), for contractor's failure to perform satisfactory services or failure to correct non-conforming services. 4.8. Work Clearance Request. The contractor shall obtain, initiate, complete, coordinate, and have in their possession, a written and approved Work Clearance Request from Contracting Office or COTR, prior to any excavation, driving of an object into the ground, or utility disturbances in performance of this contract. Allow up to five workdays to process. Provisions and Clauses: Provision 52.212-1 Instructions to Offerors Commercial Items; and 52.212-3 Offeror Representations and Certifications Commercial Items are incorporated by reference. The offerror's initial proposal shall contain the offeror's best terms from a price and technical standpoint. The Government intends to evaluate offers and award a contract without discussion. The government reserves the right to make no award as a result to this solicitation. 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402);52.222-19, Child Labor--Cooperation with Authorities and Remedies (FEB 2008) (E.O. 13126); 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (May 2009); FAR 52.212-4 Contract Terms and Conditions-Commercial Items; 52.217-8 Option to Extend Services (Nov 1999); VAAR 852.203-70 Commercial Advertising (Jan 2008);VAAR 852.211-70 Service Data Manuals (Nov 1984); VAAR 852.246-70 Guarantee (Jan 2008); VAAR 852.273-76 Electronic Invoice Submission (Interim - October 2008); 52.252-2 Clauses Incorporated by Reference (Feb199852.219-6, Notice of Total Small Business Set-Aside (June 2003) (15 U.S.C. 644); 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)); 52.219-28, Post Award Small Business Program Representation (June 2007) (15 U.S.C 632(a)(2)); 52.222-3, Convict Labor (June 2003) (E.O. 11755); 52.222-21, Prohibition of Segregated Facilities (Feb 1999); 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246); 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212); 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793); 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212); 52.222-50, Combating Trafficking in Persons (Aug 2007) (Applies to all contracts); 52.225-1, Buy American Act--Supplies (FEB 2009) (41 U.S.C. 10a-10d); 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury);52.232-33, Payment by Electronic Funds Transfer--Central Contractor Registration (Oct 2003) (31 U.S.C. 3332); 52.232-34, Payment by Electronic Funds Transfer--Other than Central Contractor Registration (May 1999) (31 U.S.C. 3332); 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.); 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.); 52.216-1 Type of Contracts (APR 1984); The Government contemplates award of a (Firm Fixed Price) contract resulting from this solicitation; 52.233 Service of Protest (SEP 2006);VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); 52.245-1A Government Property Alternate I (June 2007); 52.245-9 Use and Charges (June 2007); 852.246-71 Inspections (Jan 2008) 52.252-1; Solicitation Provisions Incorporated by (FEB 1998); This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html; http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm. Offers shall provide sufficient technical documentation to allow for thorough evaluation of proposal. Additionally the vendor shall fully explain their ability to meet the requirements from above. Electronic Invoice Submission: The Department of Veterans Affairs (VA Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR part 1315)). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor will be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoice submission, the vendor shall continue to submit all invoices to FSC at the following mailing address: Department of Veterans Affairs, Financial Services Center P.O. Box 149971 Austin TX 78714-8971. Offers shall be submitted to the Louis A. Johnson VA Medical Center, Attn: Timothy Russell +1 (555) 000-0000 x3895, Contracting Specialist, 1 Med Center Drive, Clarksburg, WV 26301, no later than 3:00pm EST on February 12, 2010. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company name and address. Offers will also be accepted by email at contact@example.gov.