S--Tree maintenance & removal for Leavenworth/Ft. Leavenworth/Ft. Scott National Cemeteries.

On behalf of the Leavenworth National Cemetery, the National Cemetery Administration, Stafford, Virginia intends to award a firm-fixed price contract for Tree Maintenance and Removal Services in accordance with the Federal Acquisition Regulations (FAR) Part 12 - Acquisition of Commercial Items and FAR Part 13 - Simplified Acquisition Procedures.. This notice does not constitute a request for proposal, request for quote, or invitation for bid. The Request for Quote, VA786-15-Q-0206 will be issued on or about May 4, 2015 for services which include the following: CLIN DESCRIPTION 0001 Informational CLIN: Leavenworth National Cemetery 0001A Large Trees (over 40 feet in height) - Removal, Stump Removal, Cleanup and Disposal of Waste and Debris, see Attachment A and Site Plan. 0001B Medium Trees (40 feet and under in height) - Removal, Stump Removal, Cleanup and Disposal of Waste and Debris, see Attachment A and Site Plan. 0001C Stump Removal Only - Remove stump as per specifications, Cleanup and Disposal of Waste and Debris, see Attachment A and Site Plan 0002 Informational CLIN: Fort Leavenworth National Cemetery 0002A Large Trees (over 40 feet in height) - Removal, Stump Removal, Cleanup and Disposal of Waste and Debris, see Attachment B and Site Plan. 0002B Medium Trees (40 feet and under in height) - Removal, Stump Removal, Cleanup and Disposal of Waste and Debris, see Attachment B and Site Plan. 0002C Large Trees (Over 40' in height) - Pruning, Trimming, Cleanup and Disposal of Waste and Debris, see Attachment B and Site Plan. 0002D Medium Trees (40' and under in height) - Pruning, Trimming, Cleanup and Disposal of Waste and Debris, see Attachment B and Site Plan. 0002E Remove Stump Only - Remove stump as per specifications, Cleanup and Disposal of Waste and Debris, see Attachment B and Site Plan 0003 Informational CLIN: Fort Scott National Cemetery 0003A Large Trees (over 40 feet in height) - Removal, Stump Removal, Cleanup and Disposal of Waste and Debris, see Attachment C and Site Plan. 0003B Medium Trees (40 feet and under in height) - Removal, Stump Removal, Cleanup and Disposal of Waste and Debris, see Attachment C and Site Plan. 0003C Large Trees (over 40 feet in height) - Pruning, Trimming, Cleanup and Disposal of Waste and Debris, see Attachment C and Site Plan. 0003D Medium Trees (40' and under in height) - Pruning, Trimming, Cleanup and Disposal of Waste and Debris, see Attachment C and Site Plan. 0003E Remove Stump Only - Remove stump as per specifications, Cleanup and Disposal of Waste and Debris, see Attachment C and Site Plan The following Statement of Work is provided: GENERAL INFORMATION: The Contractor shall provide all labor, supplies, supervision and transportation necessary to accomplish tree and/or stump removal, pruning, trimming, cabling, cavity repair, root pruning, and the removal and disposal of resulting waste and debris for the National Cemeteries listed below. The contractor shall provide all professional advice/guidance, parts, materials, equipment, and personnel, to provide these services. 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 these cemeteries shall reflect this nation's concern for those interred there. For this reason, the Contractor's strict adherence to the specifications shall be required and shall be essential. CEMETERY LOCATIONS: These services will be performed at three (3) separate locations: 1. Fort Leavenworth National Cemetery, 393 Biddle Boulevard, Fort Leavenworth, Kansas 2. Leavenworth National Cemetery, 150 Muncie Road, Leavenworth, Kansas 3. Fort Scott National Cemetery, 900 East National Avenue, Fort Scott, Kansas A pre-bid site visit inspection will be held on (Date,Time TBD). A pre-bid site visit inspection is strongly encouraged, but not mandatory. Offerors are strongly encouraged to visit the site(s) and see the actual conditions. Failure to visit the site will not be grounds for claiming different site conditions after award. LEAVENWORTH NATIONAL CEMETERY: One (1) large tree (over 40 feet in height) and One (1) medium tree (40' and under in height) are to be removed along with the requirements for grinding and removal of the stumps, as indicated on location work sheet. Three (3) existing stumps are to be removed as indicated on location work sheet. Work to be done to trees, as indicated on the accompanying list noted as Tree Work List - Leavenworth NC, shall consist of one or more of the following; tree removal, pruning, trimming, stump removal, cabling, cavity repair, root pruning, removal and disposal of resulting waste and debris. FORT LEAVENWORTH NATIONAL CEMETERY: Four (4) large tree (over 40 feet in height) and One (1) medium trees (40' and under in height) are to be removed along with the requirements for grinding and removal of the stumps as indicated on location work sheet. Forty (40) large trees (over 40 feet in height) and Three (3) medium trees (40 feet and under in height) are to be trimmed as indicated on location work sheet. Eight (8) existing stumps are to be removed as indicated on location work sheet. Work to be done to trees, as indicated on the accompanying list noted as Tree Work List - Fort Leavenworth NC, shall consist of one or more of the following; tree removal, pruning, trimming, stump removal, cabling, cavity repair, root pruning, removal and disposal of resulting waste and debris. FORT SCOTT NATIONAL CEMETERY One (1) large tree (over 40 feet in height) and Two (2) medium trees (40 feet and under in height) are to be removed along with the requirements for grinding and removal of the stumps, as indicated on location work sheet. Six (6) large trees (over 40 feet in height and One (1) medium trees (40 feet and under in height) are to be trimmed as indicated on location work sheet. One (1) existing stump is to be removed as indicated on location work sheet. Work to be done to trees, as indicated on the accompanying list noted as Tree Work List - Fort Scott NC, shall consist of one or more of the following; tree removal, pruning, trimming, stump removal, cabling, cavity repair, root pruning, removal and disposal of resulting waste and debris. GENERAL REQUIREMENTS AND STATEMENT OF WORK: A.9.1 SITE MANAGER/CERTIFIED ARBORIST: A "Certified Arborist" shall serve as the "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 Certified Arborist must have not less than three (3) 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 Certified 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. The certified arborist must be certified by International Society of Arboriculture, or other acceptable national or state certifying agency, society, or association. A.9.2 TREE REMOVAL/STUMP GRINDING: Existing trees indicated on the lists for removal shall be cut down under the instruction/guidance of a Contractor provided Certified Arborist. All trees shall be topped prior to falling and all limbs over 3 ½" in diameter must be lowered to the ground by ropes. The stumps are to be ground to a minimum of 4" and maximum of 8" below soil level, or to the lateral roots, if reached before the specific depth. The Contractor shall never grind the stumps to the depth that would interfere with the roots of any adjacent tree(s) that the Government will retain. The cavity of the stump is to be filled with topsoil and tamped to meet the existing grade. All wood chip particles and debris from the tree removal shall be cleaned up thoroughly and removed from the cemetery grounds. The Contractor shall take every precaution to prevent any falling branches or trees from damaging any headstones, adjacent plant material or structures. Any damage or breakage during the performance of these services by the Contractor shall be repaired, replaced, given remedial and/or corrective treatment and cleaned up by the Contractor at the Government's satisfaction and at no additional cost to the Government. A.9.3 PRUNING/TRIMMING STANDARDS: A.9.3.1 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. A.9.3.2 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. A.9.3.3 The Contractor is responsible to ensure that all limbs one inch in diameter or over must be precut to prevent splitting. All branches and/or tree material 3 1/2" in diameter shall be lowered by proper lowering methods, such as using ropes. A.9.3.4 The Contractor is responsible to ensure that all trees shall be pruned and shaped to retain the trees natural crown characteristics and patterns. A.9.3.5 The Contractor is responsible to ensure that all trees shall have the live branches removed to permit penetration of sunlight and circulation of air through the canopy in conjunction to the esthetic appearance, natural crown characteristics and growth patterns, also known as thinning. A.9.3.6 The Contractor is responsible to ensure care when removing living and/or dead crossed or rubbing branches, where practicable, so the removal will not leave large holes in the esthetic appearance, natural crown characteristics and growth patterns of the tree. A.9.3.7 The Contractor is responsible to ensure that, when pruning trees known to be diseased or susceptible to diseases, tools are disinfected with alcohol after each cut and between trees, where there is known to be danger of transmitting the disease on the tools. A.9.3.8 The Contractor is responsible for reporting to the COTR 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 weaknesses; decayed trunk or branches; and split crotches, or branch exists. A.9.3.9 The following methods of pruning are NOT acceptable therefore, the contractor is responsible to ensure that these methods are never performed: topping, stubbing, de-horning, and pollarding. A.9.3.10 The Contractor is responsible to ensure that in lifting the bottom branches of the trees for under clearance, care shall be given to symmetrical appearance, esthetic appearance, natural crown characteristics and growth patterns of the trees. A.9.3.11 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 area shall be reduced at a single operation. A.9.3.12 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. A.9.3.13 The contractor will take all necessary precautions to prevent damage to trees while performing pruning. The use of climbing spikes is prohibited, unless prior permission is obtained from the COTR on a tree by tree basis. This permission will only be granted in cases where there are no other means to access the work to be performed, as determined by the COTR. A.10 PERIOD OF PERFORMANCE: The Contractor shall complete these services within a period of 45 calendar days from award and/or notice to proceed with work to completion. A.11 WORK HOURS AND MEETINGS: 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 COTR(s). When emergency situations are caused by the Contractor, then he/she shall make arrangements with the COTR(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. A.11.1 After Normal Hours On-Call/Emergency Situations: The Contractor shall establish and maintain a point-of-contact to receive emergency calls from the COTR(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. A.11.2 The Contractor shall respond to all emergency requests within one (1) hour of the initial emergency call. Repairs shall be made as expeditiously as circumstances allow and/or within (24) hours upon initial emergency call. Emergency requests warrant more rapid than routine response in order to safeguard the situation and secure the parameters to ensure a safe condition. The Contractor shall keep the COTR(s) fully informed of the situation and what action will be taken to secure and correct the situation. A.11.3 The Contractor shall coordinate with the COTR(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 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 COTR(s) may then do so. A.11.4 A list of scheduled ceremonies will be provided the week prior to the event, and a list of scheduled funerals will be provided the day prior to the service. The Contractor is solely responsible for ensuring that no contract work causes any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity or security of the event is compromised. The Contractor is solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR(s). The Contractor shall meet with the COR(s)/Grounds Foreman at the end of each day to determine work completed and ensure that work is on schedule. A.11.5 In the absence of the COR, the Contractor shall meet with the Alternate COR and/or Grounds Foreman of this contract. The Contracting Officer's Representative (COR) for this contract shall be Ms. Rebecca Ballard for Leavenworth NC and Fort Leavenworth NC at (*); and Mr. Brett Geneva for Fort Scott NC at (*). (*) Telephone numbers will be provided upon award of contract. A.11.6 The Contractor may be required when deemed necessary by the COR(s) to attend a meeting with the COR(s) or other Government personnel. A.12 RECORD KEEPING AND REPORTING: A.12.1 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 location that have been removed and the stump removed (stump grinding), and/or all trees per species and location that have been trimmed/pruned to completion. 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 site manager will also provide upon request a plan of action for the upcoming week, regarding what removal and stump grinding shall occur for specific areas. A.12.2 REQUIRED DOCUMENTATION: The Contractor shall be responsible for obtaining all necessary and current licenses, permits, vehicular insurance and registration, Workman's Compensatory Liability Insurance, property liability insurance etc., prior to the start date of these services. The Contractor gaining award shall provide the Contracting Officer copies of these required documents immediately after award of contract. A.12.3 UTILITY LINES COMPLIANCE: Where pruning/stump grinding/tree removal conflicts with existing utility/service lines (above ground/below ground), the corresponding utilities company/cemetery staff shall be notified and the Contractor shall obtain any necessary permits/ blue prints and cooperate with the utilities company/cemetery staff to avoid any damage or liability, and provide a safe work environment for his/her employees. A.13 GENERAL PARAMETERS: A.13.1 The Contractor is responsible to ensure that all work shall be done in a manner that safeguards all VA visitors, employees, and 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, etc., and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations. A.13.2 The Contractor shall be responsible for cleaning any cemetery structures 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 workday. No hazardous chemicals are to be used at anytime 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 COR prior to washing/cleaning. A.13.3 At the end of each day the Contractor shall remove all debris and waste material from the cemetery site resulting from the work, 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. A.13.4 Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be provided by the Contractor for the protection, safety, and warning of all pedestrians and vehicular traffic within the area. A.13.5 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. A.13.6 The Contractor shall not operate trucks, tractors, and other heavy equipment on any turf area except when authorized in writing by the COR(s). A.13.7 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. A.13.8 The Government shall not be responsible for any loss, damage, or theft of contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affairs facilities used by Contractor's employees. A.13.9 Electricity and water will be furnished by the Government. A.13.10 The COR may designate an area for the Contractor to use to store a limited amount of supplies or equipment, if available. A.13.11 The COR will designate an area for Contractor employees to take lunch and other breaks while on government property. A.14 DAMAGE TO GOVERNMENT PROPERTY: A.14.1 Contractors shall be responsible for replacement of any cemetery structure, to include: turf, curb, road pavement, headstone or marker, valve boxes, control markers, sprinkler heads, which is chipped, marred, damaged and/or ruined at the fault of the Contractor. The Contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed COTR prior to repair/replacement/installation. A.14.2 At the Government's discretion, the Contractor shall either repair or replace the property, or reimburse the Government the full amount for all property damage(s). The Contractor shall be aware that Government property - beyond standard structures and equipment - also includes headstones, monuments, trees, beds, and turf (i.e., wounded trees or scalped turf). A.15 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 and rain. 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. A.16 CONTRACTOR-FURNISHED ITEMS: A.16.1 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, and City laws, ordinances and regulations. A.16.3 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. A.16.4 The Contractor is responsible for ensuring that all of his/her motor vehicles and equipment meet State of Kansas inspection, safety, licensing, registration, and insurance requirements A.16.5 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/hoses. A.16.6 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 COTR(S) The Government shall not provide receptacles for disposal of debris as a result of the services provided under this contract. A.17 CONTRACTOR CONDUCT: Contractor personnel shall: A.17.1 Be required to adhere to the following standards of dress, conduct, supervision and training while performing work on Government property. It 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. A.17.2 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. A.17.3 Maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas. Uniforms are acceptable. If uniforms are used, they must be in unison among all employees. A.17.4 The Contractor/personnel shall not engage in loud or boisterous behavior, angry outbursts or use profane or abusive language at anytime on Government premises. Playing radios and/or electronic games/devices, shall only be done at lunchtime and in a designated break 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. A.17.5 Consume food and beverage only within areas designated by the COTR(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, and use of tobacco products is only allowed in specific areas designated by the COTR. A.17.6 Contractor employees shall only take breaks/rest periods and lunch breaks at the Contractor Staging Area, not in the field. Workers are to utilize contractor provided temporary chemical toilet facilities located only in the Contractor Staging Area. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery. A.17.7 Worker parking: All contractor employees are to park only in the COTR approved Contractor Staging Area identified for this project. Workers are not allowed to park throughout the cemetery grounds, and violation of this requirement shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery. A.17.8 The Contractor shall be responsible to ensure that his/her employees (including contractor's consultants, subcontractors, etc.) 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. The Government will Award a contract to the responsible offeror whose quote conforms to the requirements, as stated, in the solicitation utilizing lowest price technically acceptable source selection process. The requirement is 100% Set Aside for Small Business. The North American Classification System (NAICS) code for this acquisition is 561730, with a small business size standard of $7.5 million. The contractor shall ensure it qualifies as a small business under NAICS code and ensure the aforementioned NAICS code is incorporated into your current System for Award Management (SAM) profile at www.sam.gov. The Government will consider quotes from all responsible sources who meet the government's requirement, as set forth in the solicitation. All responsible vendors must be registered in the System for Award Management (SAM) prior to Award. The solicitation and all Amendments will be posted on the Federal Business Opportunity (FBO) website https://www.fbo.gov. No paper copies will be issued. Questions will NOT be accepted until the posting of the solicitation. The point of contact for this requirement is Anne Ditch at email: contact@example.gov.