S--Tree Pruning - Long Island National Cemetery PROJECT 815-M&R18-03

36C78618Q0406 Page 14 of 14 RFQ FOR COMMERCIAL ITEMS GENERAL INFORMATION Document Type: Combined Synopsis Solicitation Solicitation Number: 36C78618Q0406 Post Date: 06/05/2018 Original Response Date: 06/25/2018 at 2:00 pm Applicable NAICS: 561730 Classification Code: S208 Set Aside Type: 100% Service Disabled Veterans Owned Small Business(SDVOSB) Period of Performance: Complete within 90 Days after award Delivery Requirement: Within 90 days of award Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration, Contract Services 75 Barrett Heights Rd., Suite 309 Stafford, VA 22556 Place of Performance: Long Island National Cemetery 2040 Wellwood Ave. Farmingdale, NY 11735 Attachments: A Past Performance Questionnaire Description: This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. This is a solicitation issued as a request for quotation (RFQ) for commercial items prepared in accordance with the format in FAR Subpart 12.6, Acquisition of Commercial Items and FAR Part 13, Simplified Acquisition Procedures, 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. Responses to this Request for Quotation (RFQ) are due to the Contracting Officer no later than 2:00 pm on 06/25/2018. Responses to this announcement will result in a Firm-Fixed Contract with FOB Destination and the Government intends to make award under this announcement 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 and all amendments or additional information concerning this announcement at https://fbo.gov. Prospective offerors must be registered with the System for Award Management (SAM) website and complete representations and certifications at https://www.sam.gov. All questions regarding this solicitation are to be submitted to the contracting officer, via email, no later than 06/19/2018 at 11am. Questions will not be addressed using the telephone. 001AL-11-15-A Limitations on Subcontracting Monitoring and Compliance (June 2011) This contract includes (VAAR) 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set- Aside. The Contractor shall be advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor s offices where the contractor s business records or other proprietary data are retained and to review such business records regarding the contractor s compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor s business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining Access to Proprietary Information, paragraph (b). The Contractor shall be required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor s compliance with the limitations on subcontracting or percentage of work performance requirement. SDVOSB offerors must be verified with the Center for Verification and Evaluation (CVE) to participate under the Veterans First Contracting Program at the time of the response to this announcement at the following website: https://www.vip.vetbiz.gov . See VAAR clause 852.219-10 VA Notice of Total Service-Disabled Veteran Owned Small Business Set-Aside for additional information on the Veterans First Contracting Program requirements. Offers received from companies not registered in https://www.vip.vetbiz.gov will not be considered and ineligible for award The U.S. Department of Veterans Affairs, National Cemetery Administration, and the Long Island National Cemetery anticipates a firm fixed price contract for Tree Pruning Services Provided within 90 days. The applicable North American Industrial Classification System (NAICS) code for this procurement is 561730, with a business size standard of $7.5 mill. The National Cemetery Administration is seeking quotes from Service Disabled Veterans Owned Small Business qualified to provide Tree Services per the listed specification in the SOW. Period of Performance: 90 days after award. Scope: The Contractor shall furnish all supervision, labor, equipment, materials and supplies necessary to provide deadwood tree pruning services at the Long Island National Cemetery. Performance includes safety / deadwood pruning of trees in sections 2C, 2D, 2Q, 2R, 2S, 2P, 2W, 2X, 3B & 3F and subsequent removal of all associated debris. Completion Time: Within ninety (90) working days after receipt of notice of contract award, subject to all terms, conditions, provisions and schedules of the contract. Price Schedule: CLIN DESCRIPTION QTY UNIT UNIT COST TOTAL COST 001 Furnish all supervision, labor, equipment, tools, materials and supplies necessary to deadwood / safety prune four hundred (400) large trees (16 caliper and larger) and chip / remove all associated branches & debris at the Long Island National Cemetery. Sections: 2C, 2D, 2Q, 2R, 2S, 2P, 2W, 2X, 3B & 3F 400 Ea. $ ________ $____________ Type & Term of Contract: The VA will award a single firm-fixed" price type contract pursuant to this solicitation for commercial items. All work will be completed within ninety (90) calendar days of contract award. SITE VISIT: The Long Island National Cemetery encompasses 364 acres and contains over 4,000 deciduous hardwood and coniferous trees. The cemetery tree population is comprised of over 65 different species of trees representing 42 genera. Offerors or quoters are urged and expected to inspect all sites 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 a one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection of Long Island National Cemetery, YOU MUST CONTACT one of the following personnel to make arrangements: Srey Austin, Cemetery Director . +1 (555) 000-0000 Paul White, Assistant Director +1 (555) 000-0000 Jack Novielli COR. .+1 (555) 000-0000 Facsimile # .. +1 (555) 000-0000 Statement of Work BACKGROUND Long Island National Cemetery grounds encompass approximately 364 acres of land and the cemetery tree population consists of over 4,000 deciduous hardwood and coniferous trees. The tree population is comprised of over 65 different species of trees representing 42 genera with several large hardwood shade trees on site. Long Island National Cemetery 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 the cemetery s special significance and attention it receives from the public, strict adherence to contract specifications is essential. GENERAL REQUIREMENTS Place of Performance: The Contractor shall furnish all supervision, labor, equipment, tools, materials and supplies necessary to provide tree pruning, removal and stump grinding services at the following VA National Cemetery: Cemetery Address Acreage Required Services Long Island National Cemetery 2040 Wellwood Ave. Farmingdale, NY 11735 364 Deadwood Tree Pruning Tree Pruning: Trees to be pruned will be identified by the COR & shall be pruned in accordance with all terms, conditions, specifications and requirements provided herein: SPECIFICATIONS Deadwood Tree Pruning Pruning of all trees shall be accomplished under the direction and guidance of an ISA Certified Arborist provided by the Contractor. At no time should any branches or tree limbs be dropped to the ground or on any headstones. The Contractor will be responsible for any damage to the turf, roads or headstones caused by dropping parts of the tree. Deadwood pruning is the removal of broken, hanging, dead or otherwise potentially dangerous limbs from the tree. Trees may also be designated for deadwood pruning if they have an abundance of deadwood less than four inches in diameter in their crowns. All wood chip particles and debris from the tree removal / pruning shall be cleaned up thoroughly and removed from the cemetery daily. The Contractor shall take every precaution to prevent any falling branches or trees from damaging any headstones, roadways, adjacent plant material or structures. The Contractor shall be responsible for repair and or replacement to any damaged turf, headstones or other property. All work will be completed within ninety (90) days of commencement of work. Utility Lines Compliance: Where pruning / stump grinding / tree removal conflicts with existing utility service lines (above or below ground), cemetery personnel and the appropriate utility company shall be notified by the Contractor. The Contractor shall obtain all necessary permits and cooperate with the utility company to avoid any damage or liability. Debris & Waste Removal: Removal of debris and waste away from the cemetery grounds shall be the responsibility of the Contractor. At the end of each day, the Contractor will remove all pruning / trimming cuts, tree limbs, dead branches, bush / shrub / hedge clippings and other debris from the cemetery site resulting from the work. The Contractor shall ensure at all times that debris and waste 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. 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. Cemetery Activities: 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. 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 manner, the COR may then do so. 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. CONTRACT MANAGEMENT Site Manager: 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 has included large shade tree removal, tree pruning and stump grinding/removal in industrial, commercial or public sites and must be certified by International Society of Arboriculture. 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. Representatives of the Contracting Officer: The VA Contracting Officer will designate one (or more) representatives to serve as the Contracting Officer s Representative (COR). Such designation will be in writing and will define the scope and limitations of the designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award. The COR is responsible for furnishing technical guidance and advice or generally supervises the work to be performed under this contract. 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, but are not limited to, the following: Provides contract oversight and technical guidance to the Contractor. Acts as technical liaison between the Long Island National Cemetery and the Contractor and between the cemetery and the Contracting Officer. (Note: The COR may not modify the intent or the terms and conditions of the contract.) Placing orders for services. Determining whether contract deliverables meet functional, technical and performance specifications. 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. Contracting Officer: Contract Administration and administrative functions are the responsibility of 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. Payment: Upon completion of all tree removals, stump grinding and soil and seeding of stump cavities the Contractor shall submit an invoice in arrears for services rendered. Prior to certification of payment, invoices will be verified for accuracy by the COR. The COR shall verify the services provided and authorize payment. VA reserves the right to reject any work that does not meet contract specifications. Federal Holidays: All work required under this contract will be performed during normal business days and daylight hours between 8:00 am and 4:30 pm, local time, Monday through Friday, excluding Federal holidays. Deviations from the work schedule shall require prior written authorization from the COR. The following is a list of the Federal holidays: New Year's Day Martin Luther King's Birthday President's Day Memorial Day Fourth of July Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day RESPONSIBILITIES & STANDARDS OF CONDUCT Responsibilities The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged snow cover or unusual amounts of rain will not be considered an excusable delay in 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. All portions of the trunk and any tree limbs or branches over 3 ½ inches in diameter must be lowered to the ground by crane or ropes and may not be dropped. At no time may the contractor drop any branches onto cemetery headstones or turf. If there are any headstones that may have to be removed in order to obtain access to a particular tree the Contractor will be responsible for alerting the COR and cemetery staff before doing any work in this location. The cemetery staff will be responsible for pulling and resetting the headstone or stones in question. The Contractor shall be aware of performance requirements necessary to meet contract specifications and deadlines. If the Contractor's work force is unionized, the Contractor will ensure the labor agreement has a no-strike provision to ensure Government contract requirements are met. The Contractor shall obtain all necessary licenses and permits necessary to perform the work involved and will take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor is responsible for any injury or damage during the performance of this contract including injury to himself/herself, his/her employees, or others. The Contractor shall be liable for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees' fault or negligence. The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of New York. Cooperation with other Contractors: 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 other Contractors and with Government employees and shall carefully adapt scheduling and performance of work, adhering to any direction provided by the COR. More than one Contractor may have access to storage areas designated by the COR. The Government will not be liable to the Contractor for costs associated with claims, damages, loss or replacement of equipment or personal property while on Cemetery property. The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf area except as provided in this contract or as authorized by the COR. The Contractor will be responsible for repairing turf damage caused by the Contractor during all weather conditions that is deemed excessive by the COR at no additional cost to the government. The Contractor shall provide adequate safety warning devices, barricades and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government. At the end of each day, the Contractor shall remove all debris from the cemetery site. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract. 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. Standards of Employee Conduct: Contractor and contractor personnel are required to adhere to the following standards of dress and conduct while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor and Contractor Personnel -- Shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes will be required in accordance with OSHA. Contractor employees will maintain personal hygiene. Shall not engage in loud or boisterous behavior or use profane or abusive language. Will show proper reverence during committal service. Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited. Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments. SMOKING is not permitted within the Long Island National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area. It will be the discretion of the COR to implement immediate removal of Contractor and/or Contractor personnel from cemetery grounds if these standards are not adhered to during the performance of the contract. Contractor shall administer disciplinary action immediately as required to Contractor employees. NCA DIGNITY CLAUSE: Every action by Contractor personnel at a National Cemetery must be performed with special care, reverence, dignity, and respect that acknowledge 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. Supervision & Training The Contractor is responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the Government's best interests. The Contractor shall also be responsible for training and safety precautions for contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. Use Of Cemetery Facilities The Government will not be responsible for any loss, damage, or theft of contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair s facilities used by contractor's employees. The Government will provide limited storage, housing and shop area. Space offered will be in as-is" condition. Prior to making any modifications or alterations to the space, Contractor shall obtain written approval from the COR. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear. The Government will not provide the Contractor with any fuel storage, equipment or telephones. If available, electric and gas utilities at the designated work and storage areas will be provided for purposes of contract performance only. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors and unsanitary conditions. The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions. Only the Contractor s equipment, supplies and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area at the end of each workday. No maintenance or repair of Contractor equipment shall be conducted on cemetery property without the COR s written approval. Contractor employees may park privately owned vehicles in the area designated for parking by the COR. Liability & Indemnification 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 shall take all necessary precautions to prevent damage to headstones, markers, monuments, flower vases and other cemetery structures during execution of this contract. The Contractor shall be charged current replacement costs for headstones or other property damaged because of actions by Contractor personnel. It is agreed and understood that there is no limitation on the Contractor s liability. In no event shall the Government indemnify and hold harmless the Contractor from all damages, expenses or harm incurred by the Contractor, or from all damages, expenses, or claims, which may arise from third party claims. The Department of Veterans Affairs, shall indemnify and hold harmless the Contractor from and against any and all claims, demands, damages, liabilities or causes of action resulting from the negligent acts or omissions of the Department, its agents, and employees, acting within the scope of their Federal employment, arising from the performance of this contract. Contractors shall provide proof of insurance, licenses and permits required for contract performance within ten (10) days of receipt of notification of contract award. 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. (End of Statement of Work / Specifications) Proposal Format and Submission Information: Offers must be submitted on company letterhead. Commercial format is encouraged. All offerors shall include the following information as part of their quote: Legal Business/Company Name (as listed in www.sam.gov) DUNS Number Point of Contact Name Telephone number Email Address -Pricing shall be submitted as requested in the Price Schedule of Services -Technical Package for Evaluation NOTE: Service offered must meet the requirement or better. Proposals shall be submitted via email to the following email addresses: Email: contact@example.gov Questions pertaining to this announcement shall be sent by email to: contact@example.gov by 06/19/2018 at 11am. No questions will be answered afterward. Telephone inquiries will not be accepted. End of Addenda Evaluation Process: Quotes will be evaluated in accordance with FAR 13.106-2(b) Evaluation of Quotations or Offers -Pricing shall be submitted as requested in the Schedule of Services. -Technical Package for Evaluation Proposals will receive either an ACCEPTABLE or an UNACCEPTABLE rating for each of the rating factors. Technical acceptable/unacceptable ratings - Rating Description Acceptable Proposal clearly meets the minimum requirements of the solicitation Unacceptable Proposal does not clearly meet the minimum requirements of the solicitation Technical capability will be evaluated to determine the extent to which it demonstrates a clear understanding of all features involved in performance of the requirements identified in the SOW. The proposal should not simply restate the Government s requirements, but it should describe, in detail, how the Offeror intends to meet the requirements. In particular, offerors must provide information for the following sub-factors: Experience of company and / or subcontractors in performing this type of work as stated in the SOW? Managerial Qualifications of Key personnel Sufficient Personnel / equipment to include proposed man hours, methodology, licenses (if needed), permits (if needed). Contractor must have a certified arborist on site. Performance Plan: submit a detailed performance plan to indicate how the contractor plans to meet the goals of the cemetery. (i.e. required tasks, performance schedule) The contractor s offer will be evaluated on how well it meets the performance goals of the SOW. If using a subcontractor, list the type and percent of work you will perform and that they will perform along with your subcontractor s social economic status (i.e. Disable/Veteran owned, Woman owned, Small, Large Business). -Past Performance. The offeror is responsible for providing at least one (1) reference of their choosing. Send a copy of the attached Past Performance Questionnaire (Attachment A) for their completion. The completed questionnaire is to be returned to the Contracting Officer for review. The completed questionnaires shall be sent to: contact@example.gov no later than the solicitation s closing date and time. The references chosen by the offer should be selected based on past projects of the same or similar work. The source selection authority shall determine the relevance of similar past performance information. Basis for Award: The Government intends to award a firm fixed price resulting from this solicitation whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Offers will be evaluated on the factors set forth below. Price. Quotations shall be evaluated, for award purposes, based upon the total price proposed. The sum of all the CLINs will represent the total evaluated price. Proposed price must be determined to be fair and reasonable in order to be eligible for award. Technical Acceptability. Each offeror s technical package will be evaluated to determine if the offeror provides a products or products compliant with the product description and delivery time. An evaluation rating of Technically Acceptable / Non-Acceptable will be assigned upon completion of the technical package evaluation. If an offeror receives a technical rating of Non-Acceptable they will not be considered for award. Past Performance: Past performance will be evaluated for quality, schedule, cost/price control, management, regulatory compliance. Past performance experience will be evaluated as well (i.e. experience in providing services similar in size, scope, and complexity as described in the scoop of work and statement of need). If no past performance information is readily available, the Offeror s past performance will be evaluated as Neutral. A database check in PPIRS for CPARS reports will be conducted as well. A Responsibility Dete...