S--Provide sevice to mow the Natchez Slopes

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; quotes are being requested and a written solicitation will not be issued. Solicitation number VA-256-09-RQ-0464 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-36. This RFQ solicitation is set aside for small businesses; the NAICS is 561730 and the small business size standard is $7M. Simplified Acquisition Procedures will be used for this requirement. Line Item 0001: Base Period, October 1, 2009 to September 30, 2010, Furnish all labor, equipment, materials and supervision to mow the eight (8) deepest slopes (identified by cemetery director and/or designee) located at Natchez National Cemetery, 41 Cemetery Road, Natchez, MS 39120, Work shall comply with the Statement of Work at the end of this solicitation, Quantity of 12 months. Line Item 0002: Option Period 1, October 1, 2010 to September 30, 2011, Furnish all labor, equipment, materials and supervision to mow the eight (8) deepest slopes (identified by cemetery director and/or designee) located at Natchez National Cemetery, 41 Cemetery Road, Natchez, MS 39120, Work shall comply with the Statement of Work at the end of this solicitation, Quantity of 12 months. 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, considering price. The provision at 52.212-1, Instructions to Offerors-Commercial Items (JUN 2008) applies to this acquisition. The provision at 52.212-3, Offeror Representations and Certifications-Commercial Items (AUG 2009), applies to this acquisition and a completed copy of this provision shall be submitted with any quote. Offerors may elect to complete this provision online at https://orca.bpn.gov, in which case the offeror is required to prepare and submit paragraph (l)(2) of this provision with the offer. If the offeror elects to complete the provision manually, paragraphs (b) through (j) of the provision must be submitted with the offer. The clause at 52.212-4, Contract Terms and Conditions-Commercial Items (MAR 2009) applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (AUG 2009) applies to this acquisition, and the following clauses cited in this clause are applicable: 52.219-6, Notice of Total Small Business Set-Aside; 52.219-28, Post-Award Small Business Program Representation; 52.222-3, Convict Labor; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-36, Affirmative Action for Workers With Disabilities; 52.222-41, Service Contract Act of 1965; 52.222-42, Statement of Equivalent Rates for Federal Hires; 52.222-50, Combating Trafficking in Persons; 52.232-34, Payment by Electronic Funds Transfer--Other Than Central Contractor Registration; 52.233-3, Protest After Award; 52.233-4, Applicable Law for Breach of Contract Claim. The following clauses are applicable: 52.216-18, Ordering; 52.216-19, Order Limitations; 52.216-21, Requirements; 52.217-5, Evaluation of Options; 52.217-8, Option to Extend Services; 52.217-9, Option to Extend the Term of the Contract; 52.237-3, Continuity of Services; 852.203-70, Commercial Advertising; 852.216-70, Estimated Quantities; 852.237-70, Contractor Responsibilities; 852.270-1, Representatives of Contracting Officers; 852.273-76, Electronic Invoice Submission (Interim-October 2008). Quotes are due no later than 10:00 AM CDT on Thursday, September 24, 2009, by email to contact@example.gov or fax (+1 (555) 000-0000). Point of Contact is Rose Mary Briggs, G.V. (Sonny) Montgomery VA Medical Center, 1500 E. Woodrow Wilson Dr., Jackson MS 39216-5116; phone +1 (555) 000-0000; fax +1 (555) 000-0000; email contact@example.gov. STATEMENT OF WORK: The contractor will mow the eight (8) of the deepest slopes three times a month and in winter or dormant periods as needed. The period of performance shall be for the period October 1, 2009 through September 30, 2010 with a one (1) year renewable option, if exercised by the government. All work shall be performed in accordance with Part II, specifications/work statement, of this contract. Contractor shall be paid only for the actual number of mowings performed. The estimated quantities are based on the estimated number of mowing during the respective contract periods, and multiplied by the estimated number of mowing cycles the Government anticipates will be required. The Government does not guarantee a minimum or maximum quantity under the contract. PART II - SPECIFICATIONS/WORK STATEMENT, SLOPE MOWING CONTRACT.II-1. Requirements: Furnish all labor, equipment, materials and supervision to mow the eight (8) deepest slopes (identified by cemetery director and/or designee) located at Natchez National Cemetery, 41 Cemetery Road, Natchez, MS 39120. Director and/or designee will indicate proper method of mowing to coincide with NCA Standards of Appearance. Contractor will adhere to the Standards for Grounds, APPENDIX A of this contract (Maintenance Operations, 2.1, 2.3, 2.6, 2.8, 2.9, and 2.10.). Grass must be mowed at a height of 6.35 cm (2 - 3 inches) on the slopes. The normal mowing season is March through November. All eight (8) slopes will be mowed three (3) times a month, WITH EXCEPTIONS MADE TO QUANTITIES OF MOWING CYCLE IF WEATHER CONDITIONS MERIT THEM. CEMETERY PERSONNEL WILL ADVISE CONTRACTOR WHEN THIS OCCURS. CONTRACTOR WILL CEASE ALL WORK IMMEDIATELY IF SLOPE SLIDES OR OTHER UNNATURAL CONDITIONS EXISTS AND WILL INFORM THE CEMETERY DIRECTOR. II-2. Flowers, temporary markers, and permanent vases shall not be damaged. The Contractor shall use mulching mowers to eliminate the need for raking and to reduce the build up of thatch. Natchez National Cemetery is a National Shrine, contractor personnel appearance and conduct shall be professional and unobtrusive at all times. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel. II-3. Contractor's employees shall wear all required safety equipment such as goggles or face shield, hearing protection, hard hats, respirators, if required, and uniforms identifying them as an employee of the contractor. The contractor shall be responsible for training and safety precautions prescribed by OSHA standards. II-4. The contracting Officer will delegate one or more representatives to serve as the Contracting Officer's Technical Representative(s) (COTR). II-5. All work shall be performed between the hours of 7:00am to 3:30pm, local time, Monday through Friday, excluding Federal Holidays. II-6. The contractor shall phase all work in such a manner as not to impact on or interfere with cemetery operations. Contractor shall cease work within 100 yards of any committal service in progress while performing under the contract. The COTR may direct and arrange the contractor's performance in specific areas of the cemetery to coordinate with the cemetery's mowing operations. The contractor will advise the Cemetery Director and/or his designees of work accomplished at the end of each workday and coordinate the following day's schedule of mowing prior to his departure. CONTRACTOR SHALL SIGN IN AND OUT AT THE ADMINISTRATION OFFICE UPON HIS ARRIVAL AND WILL LEAVE A SERVICE TICKET OF JOB COMPLETED WHICH WILL BE SIGNED BY CEMETERY DIRECTOR AND/OR HIS DESIGNEE. II-7. The contractor shall observe all traffic, parking, directional signs, and regulations when using the cemetery's roadways. Contractor shall park only in designated areas. II-8. The contractor shall leave all work areas free of debris and in the same condition as before the work commenced. The contractor shall take all necessary precautions to protect vegetation, as appropriate, in the immediate work area (s). II-9. The contractor shall be liable for any damage to headstones, markers and permanent vases caused by contractor personnel arising out of, or resulting from performance under the contract. II-10. Contractor employees shall be fully clothed at all times, to include an upper garment to cover the body from the waist to neck and long pants. Garments that have a message, slogan other than the contractors' business attire are prohibited. Other clothing in question shall require the Director's written approval. II-11. Contractor personnel shall not engage in loud or boisterous behavior, use profane or abusive language, or use personal radios. Due to the sensitive mission of the Cemetery, contractor employees must exercise courtesy and respect while within the cemetery. If inquiries are received from visitors they are to be referred to cemetery employees in the field or the administration office. II-12. The cemetery shall provide the Contractor personnel restroom facilities designated by the Director. II-13. Breaks and lunch periods shall be taken at areas designated by the Director, not in the Field. II-14. Invoices shall reference the appropriate purchase order number and be sent to the COTR for certification and payment processing at the Natchez National Cemetery. APPENDIX A Grounds Maintenance Operations Standards and Draft Indicators of Success This document incorporates existing NCA standards and Indicators of Success drafted by the NCA Workgroup of cemetery directors, foremen, and headquarters staff in 1999 - 2000. The Office of Field Programs approved the standards in June 2000. The standards will be published as part of NCA Directive 7520.2 (Turf Management) when that Directive is completed in final form. These standards also incorporate the December 17, 2002 NCA review of appearance standards recommended by Logistics Management Institute in fulfilling the requirements of the Millennium Act study to assess the feasibility of establishing cemetery standards of appearance commensurate with cemeteries considered to be the finest in the world (Vol.3 Cemetery Standards of Appearance). Scope and Purpose: The purpose of these standards is to promote general grounds appearance that is aesthetically pleasing, is generally consistent throughout all the national cemeteries, and allows us to fulfill our national shrine commitment. Grounds maintenance standards have been developed and include all actions from the initial establishment of turf on a gravesite, to the perpetual maintenance of a cemetery's gravesites, ceremonial areas, facility areas, and field and wooded areas. Each standard is supported by Indicators of Success that are used to gauge success at meeting the established standards. Several standards may have geographically defined Indicators of Success to account for variances throughout the system. General: Generally, turf should be healthy, trees and shrubs should be properly maintained, roadways, curbs, and walkways should be edged and have appropriate drainage. Perpetual care requires regular and consistent maintenance procedures. Levels of Maintenance: To establish maintenance priorities, areas of the cemetery are designated high, medium and low. High Maintenance Areas - Interment areas; Public information building; Committal service shelters; Visitor entrance to the administration building; Columbaria; Entrance gate; Areas adjacent to the main entrance road; Primary roads and routes to the committal service shelters; Turf, trees and planting areas adjacent to flagpole/assembly area. Medium Maintenance Areas - Non-burial areas adjacent to secondary roads; Areas adjacent to the maintenance building and yard; Areas adjoining the memorial path. Low Maintenance Areas - Non-use areas; Areas viewed at considerable distance; Soil spoils areas. 1. Cemetery Grounds Management Plan Standard 1.1: All maintenance activities and a cemetery site plan are included in a current Cemetery Grounds Management Plan. Indicators of Success: The Plan describes High, Medium and Low Maintenance Areas. The Plan describes the schedule for seasonal grounds maintenance including leaf collection and removal. The Plan describes the snow and ice removal plan, where appropriate. The Plan includes site-specific guidance from the county agricultural extension agent or arborist. The Plan includes a water feature maintenance plan, where appropriate. 2. Turf Standard 2.1: High maintenance areas have a well-established, healthy stand of turf. Indicators of Success: Turf in burial and other public areas is 90 percent weed free. Pest and disease free turf covers at least 95 percent of the area. Turf in burial and other public areas is maintained at a height within a one inch range of that which is professionally recommended for the recommended grass type for that geographic region. Optimally, the height is no more than half an inch above that range. For example, the height of Bermuda grass should be between 1.0" and 2.0- 2.5". Grass is trimmed on borders. Standard 2.2: The turf used is compatible with the geographic region and adheres to the Cemetery Master Plan, where applicable. Indicators of Success: Turf is used in those areas specified in the Cemetery Master Plan, where these Plans are available Guidance from expert sources (e.g. local county agricultural extension agent or arborist, agronomists in Memorial Service Network Offices or landscape architects in NCACO) is adhered to regarding turf selection. Standard 2.3: All turf is free of debris, i.e., leaves, fallen branches and trash. Indicators of Success: Turf is free of leaves. Turf is free of fallen branches. Turf is free of all trash. Standard 2.4: The grading of every gravesite blends in with adjacent grade levels. Indicators of Success: Interment areas have no standing water. There are no signs of the turf being "scalped" by mowers. Grading adheres to grading defined in the Cemetery Master Plan, where available. Sunken graves are identified and measures taken to reestablish the ground level and cover. Standard 2.5: Turf areas have adequate drainage. Indicators of Success: Gravesites and memorial areas have no standing water. Standard 2.6: The turf surrounding a headstone or marker is trimmed to its recommended height. Indicators of Success: The readability of the headstone or marker is not obstructed and turf does not encroach on flat grave markers. There are no signs of turf being "scalped" by string trimmers. Standard 2.7: Gravesite re-openers avoid damage and ensure continuation of a well-established, healthy stand of turf. Indicators of Success: Healthy turf is re-established within thirty days on all grave re-openers during growing season. An action plan is clearly identified for watering and maintenance activities on all re-openers. Standard 2.8: Turf is maintained in a manner that avoids safety hazards for visitors, staff and cemetery equipment. Indicators of Success: There are no holes. There is no evidence of "wash boarding." There are no sunken graves. Standard 2.9: High maintenance areas in which turf is not a part of the cemetery design are maintained in a manner that is appropriate for the medium in place. Cemeteries Using Natural Vegetation for Ground Cover Indicators of Success: Natural vegetation in burial and other public areas is trimmed to maintain a neat appearance. Natural vegetation is trimmed around the base of headstones and other monuments. Natural vegetation is trimmed so that it does not encroach on flat markers. Natural vegetation is trimmed at borders. Natural vegetation is free of debris such as leaves, fallen branches, and trash. Sunken graves are identified and measures taken to reestablish the ground level and cover. Vegetation in areas other than public areas is controlled to maintain a good appearance and reduce danger from fire. Cemeteries Using Sand or Gravel Surfaces Indicators of Success: Sand and gravel surfaces in burial and other public areas are kept smooth and even. Sand and gravel surfaces in burial and other public areas are kept free from "volunteer" vegetation. Surfaces are free of debris such as leaves, fallen branches, and trash. Sunken graves are identified and measures taken to reestablish the ground level and cover. Surfaces in areas other than burial and other public areas are controlled to maintain a good appearance and reduce the danger from fire. Standard 2.10: Developed, unused interment areas are maintained so they enhance and do not detract from the appearance of the cemetery. Indicators of Success: A ground cover is in place to prevent erosion of soil by dust or run-off. Chosen ground covering requires low maintenance. Grass in areas other than burial and other public areas is kept cut and trimmed to maintain a neat appearance and reduce danger from fire.