S--Riverside Tree Pruning

This acquisition is a Prospective 100% set aside for Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB). If Two or more interested (SDVOSB) and/or (VOSB) respond, then the solicitation to acquire services described below, shall be 100% Set-aside to the appropriate VOSB or SDVOSB. If there are less than 2 interested veteran certified companies, this requirement shall be set aside to all small businesses. The NAICS Code is 561730 (Landscape Services) $7.5 Million size standard. Please note: That this is not a request for quotes or proposals; this is a requested for information (RFI) notice to inform all interested Small Businesses that the VA National Cemetery Administration, Pacific District as directed by the VA Riverside National Cemetery, is preparing to solicit the appropriate Set-Aside proposal Depending on the interested Reponses on this Request for Information. A solicitation is currently not available. The intent of an awarded contract shall be to Clean and prune 218 palm trees throughout Riverside National Cemetery. Subject to all terms, conditions, provisions, and schedules of the contract; contractor shall furnish all equipment, parts, materials, supplies, labor, and supervision necessary and incidental to the work required. The evaluation factors are as follows Lowest Price Technically Acceptable (LPTA). BACKGROUND: The VA National Cemeteries are a resting place for our nation's heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the VA National Cemetery Administration (NCA) to reflect this nation's concern and respect for those interred there. NCA mission is to honor veterans with a final resting place and lasting memorials that commemorate their service to our nation. National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries shall reflect this nation's concern for those interred. Participation in this effort is strictly voluntary. All costs associated with responding to this RFI Notice will be solely at the interested respondent s expense. The objective of this RFI Notice is to allow industry the opportunity to provide comments to the VA NCA Pacific District. Review of the responses to the RFI Notice will focus on the offeror s technical input and clarification of requirements. RFI Notice Response Due Date: The VA NCA Pacific District will only entertain written communication; no verbal communions will be accepted. Please submit written information via e-mail to Joseph Mendoza, Contracting Officer, at contact@example.gov no later than March 27, 2017 4:00 p.m. Pacific time. RFI Response Contact: Respondents to this RFI Notice shall designate a primary and one alternate point of contact within the company (Name, Address, Email, and Telephone). Clarification of RFI Notice Responses: To fully comprehend the information contained within a response to this RFI Notice, there may be a need to seek further clarification from those responding. This clarification may be requested in the form of brief verbal communication by telephone; written communication; electronic communication; or a request for a presentation of the response to a specific VA NCA Pacific District group or groups. The VA NCA Pacific District reserves the right to seek additional information from those respondents identified with unique solutions that are determined to be beneficial to the VA NCA Pacific District. SECTION C DESCRIPTION/SPECIFICATIONS/WORK STATEMENT C.1. GENERAL INFORMATION: The Department of Veteran Affairs, National Cemetery Administration intends to award a contract for tree maintenance services such as: tree pruning, tree and/or stump removal, and removal and disposal of resulting waste and debris at the Riverside National Cemetery. *Clean and prune 218 palm trees throughout Riverside National Cemetery.* 22495 Van Buren Blvd. Riverside, CA 92518 C.2. THE NCA MISSION: The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the Contractor at the cemeteries shall reflect this nation s concern for those interred and their families and friends. For this reason, the Contractor s strict adherence to the specifications shall be required and shall be essential. C.4.2. Deadwood Pruning: C.4.2.a Deadwood Pruning 1: Trees in this category require pruning to remove deadwood and/or broken branches that pose a potential risk that could result in personal injury or property damage. This category is used for any tree with broken, hanging, dead, or otherwise potentially dangerous limbs generally greater than four (4) inches in diameter or those trees with a significant number of dead branches (that can even be less than four inches in diameter) that require removal. C.4.2.b Deadwood Pruning 2: Trees in this category require pruning to remove deadwood and broken branches or living branches to improve the structural integrity of the tree. This category is also used for any tree with broken, hanging, dead, or otherwise potentially dangerous limbs generally greater than two (2) inches, but less than four (4) inches in diameter. C.4.3. Routine Pruning: Trees in this category would benefit from regular maintenance to reduce the development of future problems or correct minor problems that could increase if not corrected. This primarily includes larger trees (over 20 feet in height) with minor amounts of deadwood less than two (2) inches in diameter or with correctable structural problems. Large trees with growth patterns that will eventually obstruct or interfere with turf growth and health, pedestrian or vehicular traffic clearance, lines of sight, and view corridors are also included in this category. Examples of Routine Pruning include the following: Crown Thinning: The selective removal of dead, diseased, broken or weakly attached branches (Crown Cleaning); and the removal of branches to increase light penetration and air movement through the crown; thinning towards the branch tip to reduce the wind-sail effect of foliar clumps in the crown; and thinning to relieve the weight of heavy limbs. Only 25% of a tree s leaf area can be removed at any one time. Crown Cleaning: The selective removal of dead, diseased, broken or weakly attached branches. This constitutes regular landscape maintenance pruning that will correct small growth problems before they become larger, more costly problems. Crown Reduction: Pruning to reduce the size of the tree and to provide a symmetrical shape to the tree crown. Crown Raising: The removal of the lower branch of a tree to provide clearance for buildings, signs, vehicles, pedestrians and vistas. Palm Pruning: The removal of dead or living palm fronds hanging below the horizontal plane, and dead or living palm seed and flower heads. C.4.4. Training Pruning: This includes young or small trees less than 20 feet in height that are recommended for training pruning in order to reduce the development of future structural problems. Trees with growth patterns that will eventually obstruct or interfere with turf growth and health, pedestrian or vehicular traffic clearance, and, lines of sight are also included in this category. C.4.5 Stump Grinding: Work to remove stumps that were previously left on site from prior tree work. Stump grinding is not to be considered separate work for new tree removals. Stump and roots are to be removed to a depth of 18 inches below grade throughout the entire dripline of the tree. C.4.6 Root Pruning: Work to remove roots at or near the ground surface that are in conflict with existing or future structures or are girdling the tree. Roots are to be removed to 18 inches below grade in the designated areas unless noted otherwise. Roots shall be exposed using a combination of mechanical excavation, air tool excavation and hand excavation under the direction of the Arborist. C.4.7 Snag Felling: Work to cut down dead trees still standing or hung-up in the branches of adjacent trees. Trees are to be felled, cut up into sections such that the surface of the tree trunk and limbs makes full contact with the ground, and is left in place to decay. C.6. CONTRACTOR DUTIES AND RESPONSIBILITIES: C.6.1. Arborist: The Arborist must be certified by International Society of Arboriculture, and this certificate must be current. The Arborist shall serve as the Contractor s Site Manager for this contract and will be provided by the Contractor for not less than eight (8) hours a day whenever work is being performed, other than trash and debris pick-up. The Arborist must have not less than five (5) years experience as a direct supervisor of a commercial tree maintenance operation that included removal, trimming, and stump removal in industrial, commercial or public sites. The Arborist will ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained. C.6.2 Documentation: The Arborist shall submit photo-documentation of the condition of each tree prior to work on the tree and after the work has been completed. The electronic images shall be copied onto electronic media and delivered to the MSN V Agronomist within 14 (fourteen) days of completion of the work. C.6.3. Period of Performance and Payment: The time of completion of the performance of this contract and the complete removal of all Contractor material and equipment will be determined for each task order by agreement between the COR and the Contractor, but will be no greater than sixty (60) working days from start to finish, with no exceptions. Payment will be made only after inspection and approval of the work by the COR. C.6.4. Work Hours: All work shall be performed during the normal working hours (8:00 a.m. to 4:30 p.m.), Monday through Friday, except with the written permission of the COR(s). When emergency situations are caused by the Contractor, then he/she shall make arrangements with the COR(s) to work on weekends to correct/eliminate the emergency in order to meet the period of performance. The Government shall not compensate the Contractor for emergency situations caused by the Contractor. C.6.5. After Normal Hours On-Call/Emergency Situations: The Contractor shall establish and maintain a point-of-contact to receive emergency calls from the COR(s). The point-of-contact shall be available on a 24-hour basis during weekends, Federal Holidays and after normal hours of operation. The Contractor is to provide phone, pager and cell phone numbers for emergency and/or after hours situations. C.6.5.2. The Contractor shall coordinate with the COR(s) daily for the purpose of establishing a work schedule and to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony. These daily meetings are also an opportunity for the Contractor to ask questions and ensure he/she understands the off-limit areas, which may vary, depending on the event. The Contractor s site manager can thus assign tasks accordingly 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(s) may then do so. C.7. RECORD KEEPING AND REPORTING: C.7.1. The Contractor's site manager or his designee shall provide the COR(s) with weekly written accurate reports identifying the following: All trees, per species and exact location (ID Number, Section, and Headstone) that have been pruned, have been removed and have had the stump removed. The Contractor shall markup a copy of the tree inventory list for this purpose. Trees that have been removed but are still on the list as a priority tree removal shall be striked-through with a line. These lists will be provided on not less than a weekly basis, and shall identify all of the above work that took place within the previous seven days. The Contractor s site manager will also provide upon request a plan of action for the upcoming week, regarding what pruning, removal and stump grinding shall occur for specific areas. C.7.2 Final Report: At the completion of the work, the Contractor s site manager shall provide the COR with an updated tree inventory listing the trees that were worked on and the type of tree work that was performed. The update shall be provided on a copy of the tree inventory with the tree identification number and type of work executed clearly evident on the sheet. C.8. REQUIRED DOCUMENTATION: The Contractor shall be responsible for obtaining all necessary and current licenses, permits, vehicular insurance and registration, Workman s Compensatory Liability Insurance, and property liability insurance prior to the start date of this contract. The Contractor shall provide the Contracting Officer copies of these required documents with his/her proposal. C.9. UTILITY LINES COMPLIANCE: Where pruning or stump grinding and tree removal conflicts with existing above-ground and below-ground utility lines, the corresponding utilities company and cemetery staff shall be notified and the Contractor shall obtain any necessary permits and utility locates prior to executing the work in that area. Contractor shall cooperate with the utilities company and cemetery staff to avoid any damage or liability, and provide a safe work environment for his/her employees. C.10. PRUNING STANDARDS: All tree pruning shall comply with: Best Management Practices: Tree Pruning (2008 ISA) companion publication to the ANSI A300 (Part 1): Tree, Shrub, and Other Woody Plant Maintenance Standard Practices, Pruning. C.10.1. The Contractor is responsible to ensure that all pruning cuts shall be made just outside the collar or shoulder ring (branch bark ridge/swollen trunk collar) close to parent stem so that healing can readily start under normal conditions. C.10.2. The Contractor is responsible to ensure that when reducing the tree height and spread, he/she shall retain the natural shape of the tree by removing the entire lateral branches back to their point of origin also known as drop crotching or thinning. C.10.3. The Contractor is responsible to ensure that all limbs one inch in diameter and greater must be precut to prevent splitting. All branches and/or tree material 3-1/2 inches in diameter and greater shall be lowered by proper lowering methods such as using slings and ropes. C.10.4. The Contractor is responsible to ensure that all trees shall be pruned and shaped to retain the trees natural crown characteristics and patterns. C.10.5. The Contractor is responsible to ensure that for trees that are thinned, live branches are removed to permit penetration of sunlight and circulation of air through the canopy while maintaining the proper aesthetic appearance, natural crown characteristics and growth pattern for that species. C. 10.6. The Contractor is responsible to ensure that when trees known to be diseased or susceptible to diseases are worked, tools are to be disinfected with alcohol after each cut and before moving to the next tree, to prevent the transmission of disease. C. 10.7. The Contractor is responsible for reporting to the COR all of the following conditions: when old scars are not healing properly; where callus growth is not already established; visible girdling roots, and when there are any structural weakness; decayed trunk or branches; and split crotches, or branches. C. 10.9. The following methods of pruning are NOT acceptable: topping, heading-back, stubbing, de-horning, and pollarding. C. 10.10. The Contractor is responsible to ensure that when crown raising, care shall be given to create a symmetrical, aesthetic appearance, conforming to the natural crown characteristics and growth patterns of the tree species. C. 10.11. In general, the Contractor shall ensure when reducing the size of a tree and with respect to retaining the tree s natural crown characteristics and patterns, not more than 1/4 of the total leaf area shall be removed in a single operation. C.11. GENERAL PARAMETERS: C.11.1. The Contractor is responsible to ensure that all work shall be done in a manner that safeguards all visitors, employees, and general public. The Contractor shall be solely responsible for any and all actions initiated and/or completed by his/her employees. Furthermore, the Contractor and his/her employees shall have a clear understanding of, and be sensitive to, such environmental issues as ground water contamination, wetlands, containment of pollutants from entering storm drains, and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations. C.11.2. Damage to Government property: The Contractor shall be responsible for replacement of any cemetery structure within 30 days of the damage, to include: turf, plant material, curbs, road pavement, headstones or markers, valve boxes, control markers, sprinkler heads, which are cracked, chipped, marred, damaged and/or ruined at the fault of the Contractor. Contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed COR prior to repair/replacement/installation. C.11.2.1. At the Government's discretion, the Contractor shall either repair or replace the property, or reimburse the Government the full replacement value for all property damage. The Contractor shall be aware that Government property beyond structures and equipment includes headstones, monuments, trees, plant beds, and turf, (i.e., damaged trees, plants, turf, and headstones shall be repaired or replaced.) C.11.2.2. The Contractor shall be responsible for cleaning any cemetery structure that are soiled or stained as a result of Contractor s performance. The Contractor shall wash-down with water all soiled or stained structures and grounds at the end of each work day. No chemicals are to be used at any time on Government property. The Contractor shall bear all costs associated with washing and cleaning. Any such washing/cleaning shall be brought to the immediate attention of the Contracting Officer Representative (COR) prior to washing/cleaning. C.11.2.3. At the end of each day the Contractor shall remove all debris from the cemetery site resulting from the work and taken to an area designated by the COR, unless otherwise specified by the COR(s). The Contractor shall ensure at all times that rubbish and trash generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site. NOTE: The Government shall not provide receptacle(s) for disposal of debris related to this contract. C.11.2.4. The Contractor shall provide adequate warning devices, barricades, guards, flagmen and other necessary precautions for the protection, safety, and warning of pedestrians and vehicular traffic within the work area. C.11.2.5. 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 any other contractors and with Government employees and shall carefully adapt scheduling and performance of work, needing any direction, it shall be provided by the COR(s). The Contractor is responsible for reporting to the COR(s) any problems or questions that may arise with any other personnel on site during the period of performance of this contract. The Contractor shall not take it upon him or herself to resolve any problems or issues with other on-site contractors or employees, but rather will leave it to the COR(s) to resolve the issue. C.11.2.6. The Contractor shall not operate trucks, tractors, and other heavy equipment on any turf area except when authorized in writing by the COR(s). C.12. WORK ENVIRONMENT: All work under this service contract will be performed primarily out-of-doors and personnel performing these services will be exposed to wind, sun, cold, dampness, frost, fog, rain and snow. These conditions may at times be extreme. The Contractor shall take all necessary precautions to protect his/her employees from the elements to the maximum practicable extent. Inclement weather will not be considered an excusable delay in meeting specifications. The Contractor shall work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines, at no additional cost to the Government. C.12.1. 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, respect, composure and stability at all times. C.13. CONTRACTOR-FURNISHED ITEMS: C.13.1. The Contractor is responsible for supplying all equipment, personnel, tools, supplies and materials to perform these services. C.13.1.2. Contractor-furnished items necessary to perform work as required under this contract shall be furnished, maintained and operated by the Contractor and shall be consistent and fully compliant with all applicable Federal, State, County, City laws, and ordinances and regulations. C.13.1.3. Materials and supplies procured for the performance of the contract by the Contractor shall be consistent and fully compliant with all applicable Federal, State, County, and City laws, ordinances and regulations. C.13.1.4. The Contractor is responsible for the supply, maintenance and repair of all Contractor-owned equipment. This includes, minor maintenance/repair and minor operating parts for equipment such as lubrication, oil changes, spark plugs, gaskets, cotter pins/keys, electric extension cords, etc., to keep all equipment in good operational condition throughout the period of performance of this contract. C.13.1.5. The Contractor is responsible for ensuring that all of his/her motor vehicles and equipment meet inspection, safety, licensing, registration, and insurance requirements in the State where the work is being provided. C.13.1.6. In case the Contractor requires water and/or electricity to perform these services, the Contractor shall provide and maintain at his/her expense, the necessary service lines from the Government outlets to the site of work in order to accomplish these services. The hook-ups to the work site may require the Contractor to run electrical cords and/or water hoses. C.13.1.7. The Contractor shall provide his/her own REFUSE FACILITIES. The Contractor is required to dispose of all debris and other waste materials generated by his/her work at a licensed off-site landfill unless otherwise directed by the COR(s). The Government shall not provide receptacles for disposal of debris as a result of the services provided under this contract. C.13.1.7. The Contractor shall operate tree limb chipping equipment in a location approved by the COR(s). The Contractor shall refrain from operating this equipment when directed by the COR(s). C.14. CONTRACTOR CONDUCT: Contractor personnel shall: C.14.1. Be required to adhere to the following standards of dress, conduct, supervision and training while performing work on Government property. They shall be subject to immediate enforcement action by the Contracting Officer if these standards are not adhered to during the period of performance of this contract. Contractor shall be responsible for training and safety precautions prescribed by OSHA regarding safety equipment and devices. C.14.1.2. Be fully clothed at all times, to include upper garment to cover body from the waist to the neck and long pants or slacks. Garments which have a message, slogan or printing of any kind other than the Contractor s business attire are prohibited. Uniforms are acceptable. C.14.1.3. Maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas. Matching uniforms for all employees are required. C.14.1.4. The Contractor shall not engage in loud or boisterous behavior, angry outbursts or use profane or abusive language at any time on Government premises. Playing radios and/or electronic games/devices, smoke or chew tobacco products, shall only be done at lunch time and in a designated work area. Due to the sensitive mission of the cemetery, Contractor employees will come into daily contact with grieving individuals, therefore Contractor employees will exercise and exhibit absolute decorum, courtesy, and respect while within the cemetery or at its perimeter or entrances. Inquiries from cemetery visitors shall be politely referred to Government cemetery staff. Gratuities of any kind are strictly prohibited. C.14.1.5. Consume food and beverage only within areas designated by the COR(s). Intoxication, and violence or criminal acts of any kind will not be tolerated - and is cause for immediate removal from Government property. Use or sale of intoxicating beverages and/or drugs is strictly prohibited. C.14.1.6. Contractor employees shall only take breaks/rest periods and lunch breaks at areas designated by the COR(s), not in the field. The Government will provide restroom facilities at areas designated by the COR(s). Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery. C.14.1.7. The Contractor shall be responsible to ensure that his/her employees are aware of all the terms and conditions set forth above in this solicitation package regarding their performance and conduct during the performance period of this contract. C.14.2. NOTE: ANY VIOLATION OF ANY OF THE ABOVE LISTED, MAY RESULT IN THE TERMINATION OF THIS CONTRACT WITH POSSIBLE REPERCUSSIONS, COSTS INCURRED, DEBARMENT, AND/OR FINE. C.15. LABOR FORCE AND EQUIPMENT. The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged rain fall is not an excuse for not 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 use any additional resources necessary to meet or return to specified work requirements after an event such as Memorial Day and Veterans Day. The Contractor shall determine the number of employees and the amount and kinds of equipment needed throughout the year. C.16. UNION: The Contractor shall be aware of the requirements needed to meet the contract specifications. If the Contractor work force is unionized the Contractor will insure the contract between his or her company has a no strike clause to insure the contract between the Contractor and the Cemetery is met. If at any time the Contractor becomes aware, anticipates or plans any changes within his/her company or personnel that might impact the performance of this contract, the Contractor shall immediately notify the Contracting Officer of record for this contract and shall follow-up in writing and provide this information by emailing the Contracting Officer. C.17. SAFETY: Matters related to safety, and any actions of the Contractor, must meet all safety requirements of National Cemetery Safety Officer, Department of Veterans Affairs, OSHA, the State and the County. 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 the National Cemetery. NOTICE TO CONTRACTORS: THE CONTRACTOR IS SOLELY RESPONSIBLE TO ENSURE THAT HIS/HER EMPLOYEES ARE FULLY AWARE OF ALL OF THE ABOVE TERMS AND CONDITIONS REQUIRED FOR THE PERFORMANCE OF THIS CONTRACT AND ABIDE BY THESE TERMS AND CONDITIONS DURING THIS PERIOD OF PERFORMANCE. FAILURE TO UPHOLD THAT RESPONSIBILITY WILL RESULT IN THE TERMINATION OF THIS CONTRACT. ~ END OF SECTION C ~