S--Tree Removal and Pruning at Camp Bulter National Cemetery, Springfield, IL

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; proposals are being requested and a written solicitation will not be issued. The solicitation number is VA-786-07-RQ-0043. This is a Request for Quote (RFQ). This is a full-and-open competition under the Small Business Competitiveness Demonstration Program. The NAICS for this acquisition is 561730. CLIN: 001 Description: Remove and Prune Trees as described in the following statement of work QTY : 1 UNIT: JOB Contractor shall provide all labor, supervision, equipment, materials and supplies to remove severely storm-damaged trees, and trim or prune out damaged, dead, and hazardous limbs and branches from other storm-damaged trees at: Camp Butler National Cemetery 5063 Camp Butler Road RR #1 Springfield, IL 62707 Site visits may be scheduled by contacting the Cemetery Director at (217) 492- 4070. C.1 GENERAL INFORMATION: The Department of Veterans Affairs, National Cemetery Administration intends to award a contract for complete removal of 48 trees and pruning of 82 trees because of extensive damage from an ice storm in December 2006. Trees requiring pruning are listed by section and nearest grave number, and those requiring removal are similarly listed and also mapped. The primary emphasis during completion of the work shall be to improve the safety and appearance of the cemetery without compromising the safety of the public or cemetery personnel. All work must be done without disturbing or damaging existing gravesites, headstones, fences, or other cemetery property. C.1.1 Detailed Scope 1. Tree Removal: The contractor shall remove all trees designated for removal. Removal shall constitute complete removal, to include grinding of the stumps and replacing the disturbed area with topsoil. 2. Pruning: The contractor shall remove broken, damaged, dead, or hazardous limbs or branches from designated trees. In many cases branches must be lowered in a controlled manner to avoid damaging existing gravesites. C.3 CEMETERY LOCATION: The services will be performed at the following location: Camp Butler National Cemetery 5063 Camp Butler Road; RR #1 Springfield, IL 62707 C.4 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 this cemetery 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. C.5 CONTRACTOR DUTIES AND RESPONSIBILITIES: C.5.1 A certified arborist or experienced tree specialist shall serve as the ?site manager? for this contract and will be provided by the Contractor whenever work is being performed - other than trash and debris pick-up. The site manager 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 or must possess a degree in Forestry with a minimum of 5 year experience. The site manager will ensure that all specifications are being met, contract work does not conflict with ceremonies and funerals, and that employees are adequately supervised and proper conduct is maintained. C.5.2 Performance Period: The contractor shall complete the work required under this statement of work in 90 calendar days or less from the date of award, unless otherwise directed by the contracting officer. Contractor is to prune three (3) typical trees in the presence of the ?Contracting Officer?s Technical Representative? or his representative, at which time a level of acceptability will be established for completion of the balance of the trees to be pruned. C.5.3 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 COTR or his representative(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. Work at the Cemetery shall not take place on Federal holidays. The Government shall not compensate the Contractor for emergency situations caused by the Contractor. C.5.4 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. C.5.4.1 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. C.5.4.2 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. C.5.4.3 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 shall meet with the COTR(s)/Grounds Foreman at the end of each day to determine work completed and ensures that work is on schedule. C.6 RECORD KEEPING AND REPORTING: C.6.1 The Contractor's site manager or his designee shall provide the COTR(s) with weekly written accurate reports identifying work completed during the previous week. The site manager will also provide upon request a plan of action for the upcoming week. C.7 UTILITY LINES COMPLIANCE Where pruning/stump grinding/tree removal conflicts with existing utility/service lines (above ground/below ground), the corresponding utility company shall be notified by the contractor. 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. C.8 TREE REMOVAL/STUMP GRINDING Existing trees indicated on the list and map for removal shall be cut down under the instruction/guidance of a Contractor provided Site Manager. 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 cost to the Government. All stumps shall be removed using stump-grinding equipment. Stumps and all surface roots shall be ground to at least 8? below the soil surface and all ground stump/root wood shall be removed. 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 hole shall be filled with topsoil and compacted and leveled. All chips and debris from stump removal shall be taken offsite the same day of the work and shall be properly disposed of. C.9 PRUNING STANDARDS: C.9.1 Existing trees to be pruned are designated in the attached list. C.9.2 All pruning work will be perform under the supervision of a certified Arborist or experience tree specialist in accordance with these specifications and ANSI A300. C.9.3 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 growth to cover the wound can readily start under normal conditions. C.9.5 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. C.9.6 The Contractor is responsible to ensure that all trees shall be pruned and shaped to retain the trees natural crown characteristics and patterns as much as possible. C.9.8 The use of climbing spurs or spiked shoes shall not be permitted except on trees to be totally removed. C.9.10 Do not use equipment or practices that would damage bark or cambium beyond the scope of the work. This includes the use of wound paint (except to prevent spread of oak wilt). C.9.11 Do not leave cut limbs in the crown of a tree upon completion of pruning, at times when the tree would be left unattended, or at the end of the workday. C.9.12 Remove dead wood 13 mm (1/2 inch) or more in diameter, branches interfering with or hindering the healthy growth of the trees, and diseased branches with a clean cut. Cut back or remove branches as necessary to give the trees proper shape and balance. C.9.13 The Contractor is responsible to ensure that 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. C.13 GENERAL PARAMETERS: C.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. C.13.2 Damage to Government property: 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. Contractor shall obtain guidance from contracting officer or their representative on the use of heavy equipment that will be used to prune the trees throughout the cemetery. C.13.2.1 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). C.13.2.2 Contractors shall be responsible for cleaning any cemetery structure that are soiled or stained as a result of contractor?s performance. C.13.2.3 At the end of each day the Contractor shall remove all debris from the cemetery site resulting from the work on a daily basis. 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.13.2.4 Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be provided by the Contractor for the protection, safety, and warnings all pedestrians and vehicular traffic within the area. C.13.2.5 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 COTR(s). C.13.2.6 The Contractor shall not operate trucks, tractors, and other heavy equipment on any turf or interment area except when authorized in writing by the COTR(s). Of particular concern is damage to turf during wet periods when the ground is soft. Work may need to be discontinued, at the discretion of the COTR, when soil is wet, and then continued when conditions are again suitable. C.14 WORK ENVIRONMENT: 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. C.15 CONTRACTOR-FURNISHED ITEMS: C.15.1 The contractor is responsible for supplying all equipment, personnel, tools, supplies and materials to perform these services (including portable restroom facilities if these facilities are C.15.2 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 if available 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 or water hoses. C.15.3 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. TREE LIST: Section Grave Species Work Needed Trunk Diameter Admin North Oak Prune Admin North Oak Prune Admin North Oak Prune Admin South Oak Prune Admin South Elm Removal 34" Admin South Oak Prune 1 89 Hemlock Prune 1 33 Hemlock Prune 1 58 Dogwood Removal 10" 1 88 Dogwood Prune 1 26 Fir Prune 2 240 Pine Prune 3 1126 Pine Prune 3 1106 Pine Removal 13" 3 1106 Elm Removal 38" 3 767 Hemlock Prune 3 728-K Cedar Removal 18" 3 583-A Fir Prune 3 525 Fir Removal 24" POW 1 Elm Removal 32" Confed Pine Prune Confed Pine Prune Confed 775 Dogwood Prune Confed 381 Ash Removal 28" 4 174 Elm Removal 40" 4 186-C Elm Removal 48" 4 112-B Pine Removal 32" 4 23 Maple Removal 22" A 124 Oak Prune A 211 Pine Prune A 217 Oak Prune A 221 Oak Prune A 72 Oak Removal 30" A 9 Locust Removal 31" A 14-D Maple Removal 23" A 1-G Oak Prune B 241 Oak Prune B 77-G Oak Prune B 75 Locust Prune B 385 Oak Prune B 548 Oak Prune B 615 Pine Removal 19" B 815 Oak Prune B 806 Oak Prune B 603 Pine Removal 25" B 737 Pine Removal 18" B 68 Locust Prune B 44 Oak Prune B 329 Oak Prune B 860 Oak Removal 44" B 870 Pine Removal 17" B 165 Oak Removal 22" B 934 Pine Removal 24" B 938-A Maple Prune B 1099 Oak Prune B 1074 Oak Prune B 1146 Ash Removal 21" B 1080 Birch Prune B 1154 Birch Prune C 367 Dogwood Prune C 768 Oak Prune C 765 Pine Removal 14" C 762 Pine Removal 18" C 656 Pine Removal 26" C 236 Holly Prune C 303 Hemlock Removal 12" C 547 Hemlock Prune D 869-B Locust Removal 22" D 645 Holly Prune D 28-D Locust Removal 26" D 196-B Locust Prune D 336-B Locust Prune D 756-C Locust Prune D 896-B Locust Prune E 62 Locust Removal 27" E 42 Locust Prune E 21 Locust Prune E 12 Locust Prune E 2 Locust Prune E 218 Maple Removal 23" E 573 Oak Prune E 684 Oak Prune E 960 Oak Prune E 1709 Oak Removal 28" E 1718 Pine Removal 20" E 1557 Pine Removal 26" E 1573 Pine Prune E 1072 Pine Removal 26" E 1124 Pine Removal 25" E 1387 Maple Prune E 1398 Maple Removal 25" E 1342 Dogwood Prune E 939 Dogwood Prune E 815 Maple Prune E 683 Oak Prune E 403 Oak Prune E 1854 Oak Prune E 2045 8 Oaks Prune F 1 Oak Prune F 23 Oak Prune H 927 Oak Prune H 762-A Ash Prune H 419 Pine Prune N Back Side Crab Apl Removal 14" I 784 Oak Prune I 4 Locust Removal 25" I 1912 Ash Removal 18" J 950 Sweet Gm Prune J 147 Pine Removal 17" J 15-C Pine Prune J 62 Pine Prune K Fence Pine Removal 15" K Fence Pine Removal 14" K Fence Pine Prune K 1479 Oak Prune K Open Area Oak Removal 36" K Open Area Oak Removal 34" L Fence Cherry Removal 24" M 704 Pine Prune M 704 Pine Prune M 704 Pine Prune M 704 Pine Prune M 704 Pine Prune M 932 Pine Removal 21" Mem B Locust Removal 30" Mem B Oak Prune Mem B Oak Prune Mem B Oak Prune Mem A Locust Prune Mem Shelter Maple Prune Offers shall be due January 26, 2007 at 2:30 PM Eastern. Offers shall be delivered to: US Department of Veterans Affairs National Cemetery Administration Centralized Contracting Division 5105 Russell Rd Quantico, VA 22134 Contact: Paul C. Daugherty, +1 (555) 000-0000. Quotes may be faxed to +1 (555) 000-0000. Provisions The provision at 52.212-1, Instructions to Offerors?Commercial, applies to this acquisition. The following are included as addenda: 52.233-2 SERVICE OF PROTEST (SEP 2006) (a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the General Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from: Contracting Officer Hand-Carried Address: Department of Veterans Affairs National Cemetery Administration Centralized Contracting Division (41D3A) 5105 Russell Road Quantico VA 22134-3903 Mailing Address: Department of Veterans Affairs National Cemetery Administration Centralized Contracting Division (41D3A) 5105 Russell Road Quantico VA 22134-3903 (b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO. 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.arnet.gov/far http://vaww1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm 52.237-1 SITE VISIT APR 1984 52.216-1 TYPE OF CONTRACT APR 1984 (FIRM ? FIXED PRICE) 52.233-3 PROTEST AFTER AWARD AUG 1996 852.233-70 PROTEST CONTENT JAN 1998 Evaluation and Award The provision at 52.212-2, Evaluation?Commercial Items, is not used. Award will be made to the low cost responsible offeror. Certifications and Representations Offerors shall include with their quote completed FAR Provision 52.212-3 ?Certifications and Representations? or indicate whether contractor has completed the annual representations and certifications electronically at http://orca.bpn.gov Contract Clauses The clause at 52.212-4, Contract Terms and Conditions?Commercial Items, applies to this acquisition. The following are included as addenda: SUPPLEMENTAL INSURANCE REQUIREMENTS In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract: (a) Workers' compensation and employers liability: Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. (b) General Liability: $500,000.00 per occurrences. (c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.arnet.gov/far http://vaww1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm 52.204-7 CENTRAL CONTRACTOR REGISTRATION JUL 2006 52.228-5 INSURANCE - WORK ON A GOVERNMENT INSTALLATION (JAN 1997) 52.237-2 PROTECTION OF GOVERNMENT BUILDINGS EQUIPMENT, AND VEGETATION, APR 1984 852.237-70 CONTRACTOR RESPONSIBILITIES APR 1984 852.270-4 COMMERCIAL ADVERTISING NOV 1984 The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders?Commercial Items, applies to this acquisition. The following are identified as applicable: 52.233-3, Protest after Award (AUG 1996) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) 52.222-3, Convict Labor (JUNE 2003) 52.222-21, Prohibition of Segregated Facilities (FEB 1999). 52.222-26, Equal Opportunity (APR 2002) ( 52.222-36, Affirmative Action for Workers with Disabilities (JUN 1998) 52.225-3, Buy American Act--Free Trade Agreements-- Israeli Trade Act (NOV 2006) 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2006) 52.232-34, Payment by Electronic Funds Transfer--Other than Central Contractor Registration (MAY 1999) 52.222-41, Service Contract Act of 1965, as Amended (JUL 2005) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 1989) Offers shall be due January 26, 2007 at 2:30 PM Eastern. Offers shall be delivered to: US Department of Veterans Affairs National Cemetery Administration Centralized Contracting Division 5105 Russell Rd Quantico, VA 22134 Contact: Paul C. Daugherty, +1 (555) 000-0000. Quotes may be faxed to +1 (555) 000-0000. The following Service Contract Act Wage Determination is applicable and may be obtained by contacting the contracting officer: Wage Determination No.:2003-0288 Revision No.:5 Date of Last Revision:09/08/2006