S205--Sources Sought Marion National Cemetery Trash Services

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).
This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service- Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses interested and capable of providing the services described below. Documentation of your companies technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition.
The North American Classification System (NAICS) code for this acquisition is NAICS Code  562111 Solid Waste Collection (47 million)
**Responses to this notice shall include the Sources Sought number 36C78626Q108 Marion National Cemetery in the subject line of the email no later than 8/31/2026 @ 4:00pm EST sent to April.Graves@va.gov
**The following shall be provided in the capabilities statement or in body of email: Company name Address Point of contact Phone, fax, and email DUNS number/ UIE number Type of Large or small business, e.g. Services Disabled Veteran Owned Small Business, Veteran-owned Small Business? Must provide a capability statement that addresses the organization s qualifications, years of experience and ability to perform as a contractor for the work described below. Provide any relevant FSS, NAC, GSA Contract vehicles the company holds if applicable. If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solutions you are providing information for available on your schedule/contract? Please review salient characteristics/ and provide feedback or suggestions. If none, please reply as N/A. List any available options to meet needs as outlined in the statement of work. Please include any questions about the statement of work below. Please provide sample pricing for each deliverable if available. Please advise whether you can offer this service for Crown Hill National Cemetery under the same contract vehicle.
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SOLID WASTE REMOVAL SERVICES MARION NATIONAL CEMETERY Performance of Work Statement General Scope Marion National Cemetery has a requirement for solid waste removal services, to be provided in accordance with the terms and conditions outlined in this Performance Work Statement (PWS). The work-site address is: 1700 E 38th St, Marion, IN 46953. Goals The primary objective of this contract is to obtain the services of a qualified and experienced Contractor to perform the required services, which include the collection, transportation, and disposal of solid waste in accordance with the requirements set forth in this Statement of Work (SOW). The Contractor shall perform all services in a safe, timely, environmentally responsible, and compliant manner, ensuring adherence to all applicable federal, state, and local regulations. Work Hours and Federal Government Holidays All delivery and pick-up work will be done during the normal Federal workdays between the hours of 7:30 am and 4:00 pm. A repeating day-of-the-week is expected. A consistent time of day is highly preferred. These specifics require agreement between Contractor and COR prior to initiation of service. (see paragraph 7c below)
No service shall be performed on the following federal holidays, or on days designated by the Government as observed holidays in lieu thereof: New Year s Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth 19th day of June Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December
When a designated pickup date falls on a holiday, the service shall be performed on either the preceding or following business day, as coordinated with the Contracting Officer (CO) or the Contracting Officer s Representative (COR), unless otherwise specified in writing by the Government. General Requirements The Contractor shall furnish, deliver, maintain, and remove solid waste containers as requested by the Government. Delivery and removal shall be performed at the direction of the Contracting Officer (CO) or the Contracting Officer s Representative (COR). The Contractor shall provide all management, labor, equipment, tools, supplies, vehicles, transportation, and any required licenses or permits necessary to ensure the proper pickup, removal, and disposal of solid waste at all designated active sites at the requested hours.
SPECIFICATIONS
This is an indefinite-quantity indefinite-delivery contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are intended to allow flexibility when ordering. The container type and size ordered will be dependent on the needs of the cemetery and are subject to change during the life of the contract.
The following list, with subsequent corresponding descriptions of services, covers the types and delivery frequencies of solid waste containers that may be required for fulfillment of this contract. The Contractor shall coordinate with the CO or COR as appropriate to determine site-specific container requirements, delivery schedules, and container placement locations.
Base Year Line-Item Number Section Description **Pricing is to be all inclusive** 0001 A.1.1 6-yard General waste containers emptied weekly. 0002 A.1.2 20-yard general waste, headstones, and construction materials container emptied monthly. 0003 A.1.3 The overage fee per ton is beyond 2 tons for general waste, headstones, and construction materials containers.
A.1.1 General waste containers (emptied weekly): The contractor shall provide the required size and quantity of containers at each active site for the collection and disposal of general (non-hazardous) waste, as determined by the Government. The Contractor shall perform weekly pickup and servicing of each container. Service shall be provided at the same day of the week and same time for weekly pick-ups. The CO/COR, as appropriate, will determine and designate the exact locations for all containers at each site. The Contractor shall place containers in these specified areas and shall not relocate containers without prior approval. Scheduled services shall be invoiced monthly. A.1.2 Containers for general waste, headstones, and construction materials emptied monthly: The contractor shall provide delivery and pick up of the required size and quantity of containers at each active site for the collection and disposal of general waste, headstones, and construction materials on an on-call, as needed basis. Container delivery and pickup shall be within 3 business days of notification. The CO/COR, as appropriate, will determine and designate the exact locations for all containers at each site. The Contractor shall place containers in these specified areas and shall not relocate containers without prior approval. The price for on-call containers will be all inclusive (delivery, pickup, trip charges, disposal.), excluding overage charges. On-call services shall be invoiced after completion of the service. A.1.3 Overage fees for containers: In the event that there is a weight overage (beyond 2 tons) for an on-call container, the Contractor shall include documentation (e.g., weight tickets or disposal receipts) to support invoice.
Containers/Dumpsters Delivery of Containers/Dumpsters Following submission of the Contractor s proposed container delivery schedule to the Contracting Officer, the Contractor shall coordinate with the COR to finalize the schedule. If the COR is unavailable to be onsite during delivery, the COR may designate appropriate Cemetery Staff to collaborate with the Contractor on delivery logistics. The COR or designated representative shall provide the Contractor with the exact placement locations and approve all container styles and types prior to delivery. The Contractor shall promptly notify the COR or designated inspector of any issues related to container or dumpster delivery to resolve any logistical challenges or discrepancies. Contractor s Responsibility for Containers
The Contractor shall be fully responsible for the delivery, maintenance, and removal of all containers, dumpsters, and related equipment throughout the contract period. Containers shall be pre-approved by the Contracting Officer s Representative (COR) prior to use. Containers and dumpsters shall be kept in proper repair. All containers and dumpsters shall be painted in a single uniform color designating their use for solid waste disposal. The exterior surfaces, including paint, lettering, and decals, shall be maintained in good condition without fading, missing components, or damage. Containers shall be free of graffiti; any graffiti containing profanity or offensive material is unacceptable. Containers shall be washable, and maintained free of holes, vermin, or any foreign matter that could cause personal injury or damage to property. Containers must not emit unpleasant odors as determined by the Contracting Officer s Representative (COR) or designated Cemetery representative. Any such odors shall be corrected on the next scheduled trash removal service by the Contractor at the Contractor s expense. The Contractor must obtain prior written approval from the COR before applying or using any chemical or biological agents on Government land or facilities. The Contractor shall provide the COR, in advance, with a Safety Data Sheet (SDS) for any proposed agent. Failure to remedy defective container conditions upon notification may result in a determination of Contractor default and could lead to contract termination. Containers and dumpsters shall be emptied, picked up, and returned/replaced empty on the same day. All lids must be securely closed after emptying. Containers with designated landing pads shall be returned substantially on the landing pad. The service area shall be left clean and orderly after every pick-up. The Contractor shall provide substitute containers or dumpsters within one (1) business day of notification of a defective container/dumpster in critical areas, where waste accumulation presents a public health concern, including weekends and holidays. The Government shall not be held responsible for damage to the Contractor s equipment. The Contractor shall maintain all equipment to minimize mechanical failures. The Contractor is responsible for the immediate cleanup, proper disposal, and reporting of all hazardous waste spills within Cemetery service areas. All spills shall be reported promptly to the COR and Cemetery Director for documentation and action. Failure to comply may result in criminal or civil penalties, and grounds for Contractor default and possible contract termination. Upon contract expiration or termination, the Contractor shall remove all Contractor-owned containers from Government sites within 7 Days.
Contractor Requirements Contractor Qualifications The Contractor shall possess the necessary knowledge, skills, abilities, and resources to perform all work described herein in accordance with best industry standards and practices. The Contractor must have a minimum of one (1) year of prior experience in providing recycling and waste management services. The Contractor must hold all applicable Federal, State, County, municipal, environmental, transportation, and disposal licenses and permits. https://www.in.gov/idem/waste/resources/permits-registrations-approvals-and-closures/ Maintain applicable OSHA training, organization driver training, DOT certifications, vehicle inspection, and safety programs for requirements listed below. Supply all labor, supervision, vehicles, equipment, tools, containers, transportation, supplies, permits, and management needed for performance. Designate a Contractor representative with overall management responsibility and provide that person s contact information after award.
Furthermore, by submitting an offer and entering this contract, the Contractor represents and warrants that it is fully familiar with the scope and nature of the work required at all National Cemetery sites participating under this agreement and understands the operational conditions and requirements under which the services must be performed.
Personnel Qualifications The Contractor acknowledges that qualified personnel are essential to the successful performance of this contract. All Contractor personnel performing services shall communicate effectively in English to ensure prompt, responsive, and safe service delivery. The Contractor employees shall be fully trained and have completed organizational training applicable to their duties and Occupational Safety and Health Administration (OSHA) required safety programs. All drivers operating vehicles requiring a Commercial Driver s License (CDL) must possess current and valid CDL with appropriate endorsements. Operators of equipment or vehicles within any National Cemetery shall comply with all applicable traffic rules and regulations, including but not limited to posted speed limits and weight restrictions.
Contractor Uniforms All Contractor personnel performing work on-site shall be readily identifiable as employees of the Contractor. This shall be accomplished by wearing distinctive clothing clearly bearing the Contractor s company name that includes both the Contractor s company name and the employee s name. The uniform shall always be maintained in a clean and professional condition while on Government property. The Government may require removal from the property of personnel whose work attire is non-uniform and inconsistent with the dignity and mission of the national cemetery.
Contractor Vehicles The Contractor shall provide a list of vehicles intended for use in the performance of the contract. The vehicles intended for use must be designed for the container types they will be servicing. Vehicles must present a neat and clean appearance and be in a state of good repair. Vehicles and equipment must function properly and be free of damage and fluid leaks of any kind. The name or logo of the contractor providing service shall be clearly and prominently displayed on all vehicles used in performance of work under this contract. Vehicles used for transporting waste shall be designed and maintained to prevent loss or spillage of materials during transport. All vehicles shall be covered or enclosed to prevent contents from escaping. Vehicles will carry documentation to show maintaining valid inspection schedules, DOT certifications, permits, and endorsements. If any material is thrown from or falls off a vehicle, the Contractor is responsible for immediate collection and return of such material to the vehicle. Any property damage resulting from unsecured loads or material spillage shall be the sole responsibility of the Contractor and must be reported promptly to the Contracting Officer s Representative (COR). The COR reserves the right to inspect Contractor vehicles, containers, and adjacent areas to verify compliance with quality and performance standards outlined in this contract. All vehicles shall be equipped with required standard safety equipment, spill containment kits, and maintain current and valid state inspections, Department of Transportation (DOT) certifications, and other applicable endorsements or permits.
General Conditions
Maintaining the Container/Dumpster Sites. Contracting Officer s Representative (COR) and the designated Contractor s representative shall work out the desired pick-up schedule after award. Service shall be provided at the same day of the week and same time for weekly pick-ups. The Contractor shall leave the service/loading area clean and orderly after each pickup. All container/dumpster lids shall be closed after emptying, where applicable.
In Case of Damage. The Contractor shall be responsible for any damage to persons or property caused by its fault or negligence. The Contractor shall take all necessary safety and health precautions to protect worksites, workers, the public, and Government property. Any incidents or accidents involving Contractor vehicles or equipment must be reported immediately to the COR and Cemetery Staff. Failure to report may result in criminal or civil actions and grounds for contract default or termination. The Contractor shall repair or replace any loading docks, building structures, or landscape features damaged during contract performance. Substantial damage to historic docks or buildings may require compliance with the National Historic Preservation Act (NHPA), documentation, and repair using historic methods. All repairs shall restore damaged areas to original condition and meet the satisfaction of the Contracting Officer at no cost to the Government. The Government reserves the right to perform any historic repairs itself and charge the Contractor accordingly.
Access to Government Facilities. The Contractor shall have rights of ingress and egress to Government facilities Monday through Friday, between 7:30 a.m. and 4:00 p.m., excluding Federal Government holidays outlined in Section 3. The Government reserves the right to require Contractor employees to sign in and out upon entering and leaving Government facilities. Due to the layout plan at Marion, this is not necessary at present, but the Contractor needs to be aware that the site and its policies may change over time. The main entrance from 38th street may be used. Keys to Government facilities will not be issued to the Contractor for security reasons. The Contractor shall use only the main entrance (see red arrow on site map below) turning off 38th street to access the cemetery for performance of duties. Attempts to enter through the incorrect entrance will not be an acceptable reason for non-performance of services, and service will be rescheduled within 2 business days. To reiterate: there shall be no access to the Government facilities during Federal holidays. If a scheduled pickup happens to fall on a holiday, it is understood that the pickup must be moved to the following business day. Any question about holidays should be taken up with the COR.
Quality Assurance: The Government shall conduct surveillance activities and evaluate the Contractor s performance to ensure services are received in accordance with requirements set forth in this contract. These surveillance activities shall be accomplished in a manner which is timely to ensure no defects are initiated after Contractor has provided the services. The CO/COR as appropriate, will utilize the Contractor s work schedule to plan their inspections and surveillance activities. The CO/COR as appropriate, will record inspection and surveillance results which then become the official National Cemetery Administration record of the Contractor s performance. ACTIONS: Normally, the CO/COR as appropriate, will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made of the date and the time the deficiency was discovered and the date and time the Contractor was notified. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken. When the Contractor fails to provide acceptable levels of service quality, a Contract Discrepancy Report (CDR) will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as work performance is less than satisfactory. CDRs may result in contractual remedies, default action, or termination. When a CDR is issued for a service, the Contracting Officer and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, Inspection and Acceptance . The contractor is financially responsible for negligent damage to persons, buildings, loading docks, landscaping, historic resources, and other property. Historic resource damage may require specialized restoration under the National Historic Preservation Act.
Contractor s Representative Upon contract award, the Contractor shall promptly provide the Contracting Officer (CO) with the name and contact information of the individual designated as the Contractor s Representative for this contract. The Contractor s Representative shall have overall management responsibility for the execution of all contract requirements and shall serve as the primary point of contact for day-to-day operations, receiving technical directions, and addressing issues that arise under the contract. This individual shall also be responsible for coordinating and communicating matters of mutual concern with Government representatives. The Contractor s Representative may appoint a designated inspector or liaison to work directly with the Government on operational matters such as extra pickups or minor issues, subject to the approval of the CO.
Supervision The Contractor shall provide adequate supervision to ensure that the removal, transportation, and disposal of solid waste and recyclable materials are performed in full compliance with all terms and conditions of this contract. The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity. The Contractor is responsible for taking all necessary disciplinary actions regarding its employees to maintain these standards. The NCA Mission: The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorates their service to our Nation. The standards for management, maintenance, appearance, and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nation s elevated regard and respect for those interred there. Therefore, the Contracting Officer (CO) reserves the right to require the immediate removal from the job site of any Contractor employee who is deemed unsuitable, objectionable, or whose continued employment is contrary to the public interest or inconsistent with the best interests of the Government.
Regulatory Compliance, Permits, Licenses. The Contractor shall obtain and maintain all applicable licenses, permits, and certifications necessary to perform the work required under this contract prior to the commencement of performance. All such licenses and permits shall be current and valid throughout the contract term. Upon request, the Contractor shall provide the Contracting Officer with copies of all licenses and permits, including but not limited to a base county license, Will County operating license, state and local permits, and evidence of participation in organizational driver training and safety programs. Additionally, the Contractor shall provide proof that every driver operating any vehicle under this contract holds a current and valid Commercial Driver s License (CDL) with the appropriate endorsements, where applicable. The Contractor shall, at no expense to the Government, be responsible for obtaining and maintaining all necessary licenses and permits and for complying with all applicable Federal, State, and municipal laws, codes, and regulations governing the performance of the contract. All operations under this contract shall comply with all current Federal and State environmental protection regulations applicable to the handling, management, and disposal of recycled materials and solid waste.
Invoicing The Contractor shall submit a monthly itemized invoice (payment terms: net 30) via the Tungsten e-Invoice Network (http://www.tungsten-network.com/customer-campaigns/veterans-affairs/).
Each invoice shall include the following information: Contractor s name and address. Invoice date. Contract order number and associated line item(s). Detailed description of services performed, including quantity, unit of measure, unit price, and extended price. Pick-up date(s) and time(s) Container pick-up location(s). Name, title, phone number, and mailing address of the person to be notified in the event of a defective invoice. Weight tickets or disposal receipts for charges above the 2-ton allowance.
The Government will accept invoices only after the services have been performed. Any invoice submitted prior to the completion of services will be rejected and returned to the Contractor. Weekly scheduled service will be invoiced monthly. On-call service is invoiced after completion of service. Payment will be made only for actual services approved by the Contracting Officer and successfully performed by the Contractor.

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