S--NAD - Calverton National Cemetery | Furnish, and Deliver Kentucky Bluegrass Sod.

RFQ FOR COMMERCIAL ITEMS GENERAL INFORMATION Document Type: Combined Synopsis Solicitation Solicitation Number: 36C78620Q0050 Post Date: 09/23/2019 Original Response Date: 10/07/2019 4PM EST Applicable NAICS: 561730 Classification Code: S208, Housekeeping- Landscaping/groundskeeping Set Aside Type: 100% Service Disable Owned Small Business (SDVOSB) Period of Performance: Date of Award through September 30, 2020 Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration, Contract Services 18434 Joplin Road Triangle, VA 22172 Mr. Kenneth Randle, Contracting Specialist Place of Performance: Calverton National Cemeteries 210 Princeton Boulevard Calverton, NY 11933-1031 Attachments: A - Bid Schedule B - Statement of Work C - Past Performance Questionnaire D - Wage Determination No.: 2015-4157, Revision 9, Dated 07/16/2019 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78620Q0050 This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2019-4. This is a 100% set-aside for Service Disabled Veteran Owned Small Business (SDVOSB). The applicable North American Industrial Classification System (NAICS) code for this procurement is 561730, with a business size standard of 7.5 Million. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to an acquisition approach. The Department of Veteran Affairs, National Cemetery Administration, Contracting Service (43C1), is the only activity authorized to issue orders under this contract. Interested Offerors submitting an offer for this requirement must comply with Veterans Affairs Acquisition Regulation (VAAR) Clause 852.219-10. SUPPLIES OR SERVICES & PRICES / COSTS PRICE SCHEDULE Scope: The Contractor shall Furnish & Deliver (F.O.B. Destination within Consignee s Premises) Kentucky Bluegrass Sod within established burial Sections located at Calverton National Cemetery, 210 Princeton Boulevard, Calverton, NY 11933. Site Visit: Offerors or quoters are urged and expected to inspect the site(s) where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect the site constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection at the Calverton National Cemetery, YOU MUST CONTACT the following cemetery personnel to make arrangements: James Burke, Grounds Foreman . +1 (555) 000-0000 Jeff Tavares, Assistant Director ..........................................................................+1 (555) 000-0000 FAX .....................................................................................................................+1 (555) 000-0000 Duration: The term of the contract is from October 1, 2019 or from date of award thru September 30, 2020 with four (4) one-year renewal options. Unit Price: The unit cost indicated in the Schedule is all-inclusive and covers the manufacture, supply, delivery and installation of all sod ordered. Estimated Quantities: The quantities of supplies / services specified in the Price Schedule are estimates only and are not purchased by this contract. The Government anticipates ordering, and the Contractor furnishing, approximately 240,000 square feet of sod annually. Base Year: October 1, 2019 or from date of award thru September 30, 2020 CLIN DESCRIPTION EST. QTY UNIT UNIT COST TOTAL EST COST 0001 Calverton National Cemetery: Furnish & deliver Kentucky Bluegrass Sod. All sod shall be furnished on an as-needed / as-requested basis. A minimum of 3,000 sq. ft. of sod will be provided for each order and must be delivered to the cemetery no later than 3 days after notification from the COR. 240,000 SF $ ________ $ __________ Option Year I: October 1, 2020 thru September 30, 2021 CLIN DESCRIPTION EST. QTY UNIT UNIT COST TOTAL EST COST 1001 Calverton National Cemetery: Furnish & deliver Kentucky Bluegrass Sod. All sod shall be furnished on an as-needed / as-requested basis. A minimum of 3,000 sq. ft. of sod will be provided for each order and must be delivered to the cemetery no later than 3 days after notification from the COR. 240,000 SF $ ________ $ __________ Option Year II: October 1, 2021 thru September 30, 2022 CLIN DESCRIPTION EST. QTY UNIT UNIT COST TOTAL EST COST 2001 Calverton National Cemetery: Furnish & deliver Kentucky Bluegrass Sod. All sod shall be furnished on an as-needed / as-requested basis. A minimum of 3,000 sq. ft. of sod will be provided for each order and must be delivered to the cemetery no later than 3 days after notification from the COR. 240,000 SF $ ________ $ __________ Option Year III: October 1, 2022 thru September 30, 2023 CLIN DESCRIPTION EST. QTY UNIT UNIT COST TOTAL EST COST 3001 Calverton National Cemetery: Furnish & deliver Kentucky Bluegrass Sod. All sod shall be furnished on an as-needed / as-requested basis. A minimum of 3,000 sq. ft. of sod will be provided for each order and must be delivered to the cemetery no later than 3 days after notification from the COR. 240,000 SF $ _________ $ __________ Option Year IV: October 1, 2023 thru September 30, 2024 CLIN DESCRIPTION EST. QTY UNIT UNIT COST TOTAL EST COST 4001 Calverton National Cemetery: Furnish & deliver Kentucky Bluegrass Sod. All sod shall be furnished on an as-needed / as-requested basis. A minimum of 3,000 sq. ft. of sod will be provided for each order and must be delivered to the cemetery no later than 3 days after notification from the COR. 240,000 SF $ _________ $ __________ SUMMARY GRAND TOTAL COST BASE YEAR + ALL OPTION YEARS $ _______________________ (End of Price Schedule) DESCRIPTION / SPECIFICATIONS / WORK STATEMENT BACKGROUND Calverton National Cemetery (CNC) is located at 210 Princeton Boulevard, Calverton, New York, 11933. Cemetery grounds encompass approximately 1,045 acres of land. CNC is a National Shrine that honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemetery receives visitors, holds ceremonies and conducts committal services. Because of CNC s special significance and attention, it receives from the public and media, strict adherence to the following specifications is essential. Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals. GENERAL REQUIREMENTS Placement of Orders: The estimated quantity of square feet of sod indicated in the Price Schedule will not be needed all in one delivery, but as the cemetery continues to move through a particular burial section and has a need for more turf coverage. The Government anticipates ordering, and the Contractor furnishing, approximately 240,000 square feet of sod annually. Sod orders shall be placed on an as-needed / as requested basis in approximately 3,000 square feet increments from as soon as the Contractor is able to cut sod in the spring to as far into the fall/winter. Orders for sod at Calverton National Cemetery shall be placed by the COR or designee. At the COR s discretion, orders may be placed orally or by facsimile. Sod orders shall be placed on an as-needed / as requested basis in approximately 3,000 square feet increments. The Contractor must deliver sod to the cemetery NLT 2-3 days after being notified by the COR. Additional Sod Requirements: Calverton National Cemetery anticipates ordering and the Contractor furnishing the quantities of sod stated (240,000 sq. ft. per year) in the Price Schedule. The government, at its sole discretion, reserves the right to increase the estimated quantities of sod required by 40,000 sq. ft. per year based on the cemetery s possible need to perform additional turf renovation projects. SOD REQUIREMENTS Calverton National Cemetery shall not provide any equipment, personnel or assistance to the Contractor for the delivery of sod. All work normally associated with the delivery of the sod shall be the contractor's responsibility. Sufficient manpower and equipment shall be provided by the contractor for acceptable and timely delivery of the sod. The sod shall be cut in rolls and with the width of the pieces not varying more than 0.5 inches to ensure installation ease and a uniform initial appearance and will be cut at a thickness of no more than 0.75-1-inch-thick excluding thatch and leaf length. Contractor shall make all necessary arrangements to protect delivered sod from excessive drying and wind damage. Any sod that shows signs of yellow leaves, straw color or signs of mold or mildew may indicate that the sod has remained stacked or on pallets too long, has reduced vigor and may establish poorly. This sod shall be rejected by the COR. Sod Application: Sod shall be produced from Blue Tag certified seed as classified in the TPI Guideline Specifications to Turf Grass Sod. The composition of the grass species in the sod shall be a mix of 100% Kentucky bluegrass using a blend of at least 3 regionally adapted cultivars of Kentucky bluegrass. RESPONSIBILITIES The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site, which is not to be removed and which does not interfere with the work required under this contract. The Contractor will take extreme precaution when delivering sod not to hit, damage, mark or knock any headstones out of alignment. Due to weight requirements for equipment in pre-placed crypt fields, at no time shall the Contractor drive any trucks or delivery vehicles into the crypt field to deliver the sod. The Contractor must contact the COR during adverse weather conditions as to not cause any undue tracking or rutting of turf. If these situations occur, the complete renovation of these areas will be at the expense of the Contractor. The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor. 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. Insurance, Licenses & Permits: The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of New York. The Contractor is responsible for repair and / or replacement of any damaged turf, headstones, structures and / or other property. 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 the contract. Such designation will be in writing and will define the scope and limitations of 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 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 day-to-day monitoring of the contract as follows: Providing contract oversight and technical guidance to the Contractor. Placing orders for services. 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. 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. CONTRACTOR PERSONNEL 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 interment 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. 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: Communication with the COR (or designee) is strongly encouraged. Burial activities at the National Cemetery shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period. 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. 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. Personnel Appearance Contractor personnel shall maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas. Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from the waist to neck and long pants or slacks. Contractor personnel must wear a uniform bearing the name of the Contractor, or by wearing badges bearing the Contractor s name and the employee s name in English. Other clothing, in question, shall require the COR written approval. No clothing shall be worn with inappropriate phrases, logos, words or images as determined by the COR. Personnel Conduct Due to the sensitive mission of the cemetery, the work often requires contact with, and exposure to, grieving individuals. Contractor personnel must exercise and exhibit absolute decorum, composure and stability at all times. The Contractor employees shall behave with appropriate decorum, courtesy, and respect while within the Cemetery or at its perimeter or entrances. Shouting, cursing, angry outbursts, sleeping, intoxication, and violence or criminal acts of any kind will not be tolerated - and is cause for immediate removal from the Cemetery. The Contractor personnel shall not (1) lean, sit on or against headstones markers or monuments; (2) sleep or otherwise lay, rest or be idle in a manner that reflects unfavorably on the Government or the Contractor; and (3) Perform work of any nature on privately-owned vehicles/equipment, within the cemetery s confines, to include the washing of vehicles/equipment. Food and beverages shall be consumed only within areas designated by the COR. Use or sale of intoxicating beverages and/or drugs is strictly prohibited. The Contractor s personnel shall follow the cemetery smoking policy that is available at the Cemetery s Administration Building. The Cemetery shall provide to Contractor personnel restroom facilities at areas designated by the COR. Breaks and lunch periods shall be taken at areas designated by the COR, not in the field. Any misconduct listed above shall be cause for immediate removal from the cemetery premises. WORK HOURS Hours of Operation: Trimming services shall be performed Monday through Friday, with the exception of National Holidays (see National Holiday schedule below), between the hours of 8:00 a.m. 4:30 p.m. The Contractor may work during the weekends (Saturday & Sunday) during the hours of 8:00 a.m. 4:30 p.m., with advance notice to the COR. National Holidays: Contract personnel will not be required to work on the ten holidays observed by the Federal Government. Unless otherwise specified, when a holiday falls on a Sunday, the following Monday shall be the legal holiday as observed by the Federal Government. When a holiday falls on a Saturday, the preceding Friday shall be observed as the legal holiday. The ten holidays observed by the Federal Government are as follows: Holiday Date Month New Year s Day 1st January Martin Luther King Jr. s Birthday 3rd Monday January President s Day 3rd Monday February Memorial Day Last Monday May Independence Day 4th July Labor Day 1st Monday September Columbus Day 2nd Monday October Veterans Day 11th November Thanksgiving Day 4th Thursday November Christmas Day 25th December Or any other day specifically declared by the President of the United States to be a National Holiday. MISCELLANEOUS Damage to Government Property The Contractor is responsible for safeguarding all Government property (permanent / temporary grave, markers, fences, ditches, street, signs, trees/scrubs, trash and flower containers, valve boxes etc.) on the cemetery grounds. The COR shall conduct a weekly inspection for damages and provide a written report to the Contractor and the Contracting Officer of all damages noted. The Contracting Officer shall be responsible for assessment of damages. Safety The Contractor must meet all safety requirements of Calverton National Cemetery's Safety Officer, Department of Veterans Affairs, OSHA, and the State of New York. It is incumbent upon the Contractor to be familiar with these requirements. "Safety" shall also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Officer of Calverton National Cemetery. Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be taken by the Contractor to give advice and reasonable protection, safety, and warnings to persons and vehicular traffic within the area. Contractor shall demonstrate a clear understanding of, and the sensitivity to, such environmental issues as groundwater contamination, wetlands, etc., and be consistent be and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations. Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted. Record Keeping & Reporting: The Contractor's Site Manager shall provide the COR with accurate written lists identifying all cemetery sections and areas that have been trimmed. This list will be provided daily (or as otherwise agreed upon) when work is performed and shall identify all work accomplished during the day. Upon request, the Site Manager will also provide information on what days in the upcoming week trimming will occur for specific areas. (End of Work Statement) INSTRUCTIONS TO OFFERORS: Prospective awardee MUST be registered with the System of Award Management (SAM) at http://www.sam.gov and must compete the Online Representations and Certifications Application (ORCA) at http://www.sam.gov PRIOR TO AWARD and through final payment. Contract award consideration cannot be made to companies that do not have a current/active SAM account registration. Service Disabled Veteran Owned Small Business (SDVOSB) and Veteran Owned Small Business (VOSB) socio-economic category concerns MUST have an active/current registration with the Vendor Information Pages (VIP) and the Verification Case Management System (VCMS) via www.vip.vetbiz.gov (VetBiz.Gov) Interested Offerors who do not have a current/active Sam account registration or whom are not certified in VIP will be considered non-responsive. Responses to this Request for Quote (RPQ) are due to the Contracting Officer/Specialist no later than 4:00 pm (Eastern) on October 7, 2019. Responses to this announcement will result in an Indefinite Delivery/Indefinite Quantity (IDIQ) contract. The Government intends to make an award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any amendments or addental information concerning this announcement at https://fbo.gov . All questions regarding this solicitation are to be submitted to the Contracting Officer/Specialist, via email, no later than Close of business, September 30, 2019. Questions pertaining to this announcement shall be sent by email to contact@example.gov. Telephone inquiries will not be accepted. Questions will not be addressed after the deadline date. To maintain procurement integrity, please do not contact Baltimore National Cemetery or Loudon Park National or the North Atlantic District directly with any questions pertaining to this Solicitation. All questions must be forwarded to the Contracting Officer/Specialist by the designated Q&A deadline date. Offeror eCMS Vendor Portal Registration: All Interested Offerors must be registered with the Department of Veterans Affairs eCMS Vendor Portal at https://www.vendorportal.ecms.va.gov. Offerors who require registration shall proceed to the Vendor Portal s Login section and shall click on Request a user account to register. In the event an Offeror is unable to submit a proposal through the vendor portal domain, prior to the proposal closing date, contact the VAAS helpdesk at +1 (555) 000-0000, or via email at contact@example.gov. If an Offeror is still having difficulties in submitting a proposal via the Vendor Portal the Contracting Officer/Specialist may accept an Offeror s proposal via email under the following circumstances: Offeror must provide evidence that an email discussions or verbal discussion with the VAAS helpdesk could not resolve registration issues. Quotes submitted must meet the time constraints as set forth in the solicitation. Quotes submitted via email without set requirements will not be accepted and will be nonresponsive. All Proposal transmissions and uploads submitted via the Vendor Portal or via email are due as indicated in this combine synopsis. Late or incomplete Quotes may also be considered nonresponsive. Offeror Format and Submission Information: Offerors will be accepted and considered for award of a firm-fix price contract. Submitted quotes that do not meet the following instructions may be determined to be nonresponsive and will not be considered for award. Offers must be submitted on company letterhead. Commercial format is encouraged. All offerors documents must be submitted in SEPARATE volumes and in Adobe Acrobat (.pdf) format No MS Word document please. All offerors shall include the following information as part of their Offer in the following Volumes: Company Information (VOLUME A) Legal Business/Company Name (as listed in www.sam.gov) Complete Company Address DUNS Number Point of Contact Telephone number Email Address Capabilities Statement Proof of current System for Award Management (Sam) Account For SDVOSB and VOSB concerns, proof of current Vendor Information Pages (VIP) certification (CVE letter is also acceptable) One (1) singed copy of Acknowledgement of any Solicitation Amendments One (1) copy of Completed FAR Clause 52.223-3 Hazardous Material Identification and Material Safety Data (if applicable) One (1) copy of Completed Far Provision 52.212-3 Certification and Representations or indicate whether contractor has completed the annual presentation and certifications electronically at www.sam.gov (copy of current SAM status) One (1) copy of Technical Offer (VOLUME B) Past Performance Questionnaire (VOLUME C) Kentucky Bluegrass Sod Pricing shall be submitted as requested in the Schedule of Supplies (1) copy of proposed pricing for all items in the schedule this should be a document in MS Excel format (See Schedule). Evaluation Process: The Government intends to award an Indefinite Delivery/Indefinite Quantity (IDIQ) contract to the responsible offeror whose offer conforms to solicitation requirements and provides the best benefit to the Government, price and other factors considered. Offers will be evaluated by performing a comparative evaluation in accordance with FAR 13.106-2(b)(3). A comparative evaluation is the act of comparing either two or more offers in response to this RFQ. A comparative evaluation will be done in accordance with the following: The Government reserves the right to consider a response that offers more than the minimum requirement and select that response if it provided the best benefit to the Government. The Government has the discretion to accept other than the lowest priced offeror that provides additional benefits. The Government has the discretion to make an award based on whether the lowest price of the quotations/offers, having the highest past performance rating possible, represents the best benefit to the Government. Technical Approach and Understanding of the Work: Offer shall be evaluated in accordance with the criteria contained in the Statement of Work and on how well the technical approach meets the Government requirements. Technical approach shall include the following: A narrative that details and demonstrates the Contractor s understanding of the complexity and magnitude of the requirement. This includes: Price: Proposed price will be evaluated for Reasonableness and Realism. Experience of company and subcontractors anticipated to perform work under this contract. Qualifications of any proposed sub-contractors and the percentage of work they will be performing.