S208--BHH - Sources Sought Notice Grounds Fert & Weed Control Services

The Black Hills HCS requires grounds fertilization and weed landscaping services in accordance with the draft Statement of Work (SOW) below. This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a description of proof of capability to: contact@example.gov on or before February 28th, 2025. Only emailed responses will be considered. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. 1. Identify your organization's socio-economic category. 2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3. State if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks. - *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* Statement of Work Grounds and Maintenance Contract Black Hills VA Health Care System, Fort Meade and Hot Springs, South Dakota General Intention: Contractor shall provide all supervision, tools, labor, materials, equipment, transportation, and incidentals necessary for the following services: weed control, grass fertilization, tree insect control, tree fertilization, and soil sterilization. Primary applications will be; Spring-April and May, Summer- June thru August, and Fall- September. Contractor will provide monthly fallow up spot spraying during June, July, and August to maintain weeds as needed. Background: The Black Hills VA Health Care System, Fort Meade Campus: is roughly 200 acres made up of parade grounds, grass/lawn, a variety of trees, landscaping flowers, and shrubs to include the adjacent SD Highway right-of-way. The Black Hills VA Health Care System, Hot Springs Campus: is roughly 22 acres made up of parade grounds, grass/lawn, a variety of trees, landscaping flowers, and bushes. Past performance requirement: The contractor must have at least three (3) years of experience and possess the proper State/Federal License and Certifications to handle and apply the chemicals and materials as required by the manufacturer s application specifications. Contractor shall comply with all Local, State, and Federal regulations during the performance of this contract. All materials, equipment, chemicals and MSD sheets used on VA property will need to be submitted for approval to the COR prior starting work onsite. 2-4 D products are not permitted for use on VA property. Herbicides used for general weed and noxious weed control (i.e. 5 gal/25 gal Dicamba to MCPA mix) will be safe to use around trees and ornamental vegetation on the properties. General Requirements: Contractor shall provide all supervision, labor, materials, equipment, and incidentals necessary to accomplish work elements and requirements outlined in this Statement of Work (SOW). Contractor Awareness- Special care must be taken around areas where air intakes, patient and staff entrances/exits are located around the VA facilities. Any damage to station flowers, trees, shrubs, and physical plants will not be allowed without prior approval by COR. Any damage caused by the contractor will be corrected at the contractor s expense. Tobacco use of any kind is not permitted on the campus grounds of VA Black Hills Health Care System (BHHCS) by Veterans, family and visitors, volunteers, contractors, and sub-contractors. Where equipment, temporary installations, ingress/egress restrictions or any other consideration is necessary, signage in such areas shall be provided by Contractor. The Contractor shall store all chemicals off site and confine all staging activities within the anticipated application area with the COR for approval, at each location. It is up to the Contractor to field verify all existing conditions, dimensions, and quantities prior to contract award. Time and date for site visits need to be coordinated with COR, prior to visit. Change Orders: Any work that is not addressed by the contract and is considered a change order shall be immediately brought to the attention of the Contracting Officer. No out-of-scope or additional work shall be executed prior to negotiation with the Black Hills VA Medical Center and approval by the Contracting Officer. Contractor shall remove all rubbish from Ft Meade property and dispose off site at an approved disposal location. Contractor shall record all quantities of materials removed from the Ft Meade property and turn into the COR on a Quarterly basis. This includes all chemicals used for each application, the ratio of chemicals and dilution percentage, and total gallons of product used for each site. Contractor to perform all work during normal work hours, Monday through Friday 7:00 a.m. to 4:30 p.m. Unless the application area requires an afterhours, on nights or weekends, application to prevent harm or risk to patients or staff. Contractor shall read, sign, and date the TMS Training 20939, for each employee on site (contracted or subcontracted) and send to the COR prior to the start of work. The contractor shall provide the required forms, completed, by each contracted or subcontracted individual on site to the COR to complete the required background check and application for the Tier 1 background checks before the start of work. Work Elements: Contractor shall submit all chemicals, equipment, and materials to be used in this process to the COR for approval. Contractor shall provide a schedule for the work and plan each application with the COR at least 2 weeks before the actual application. Fort Meade Campus: Weed Control: Roughly 200 acres of parade grounds, grass/lawn, a variety of trees, landscaping flowers, and shrubs to include the adjacent SD Highway right-of-way will need to be maintained. Primary applications will be 2 times per year; Spring-April and May, and Fall- September. Contractor will provide monthly follow up spot spraying during the Summer (June, July, and August) to maintain weeds as needed. Grass/Lawn Fertilization: The contractor shall provide lawn fertilization for irrigated areas around the Hospital complex. This includes roughly 6 acres of lawns, interior courtyards, islands, and areas adjacent to the main hospital and outer buildings. Applications will be in the Spring (April and May), Summer (June, July, and August), and Fall (September). Tree Insect Control: Contractor shall provide insect control for all trees on site, roughly 525 trees. (Pine, Spruce, Cedar, Juniper, and Honey Locust) This should be a 1-time treatment in the Spring application to control Pine Beetles, IPPS Beetles, Spider Mites, Honey Locust bugs, and others as needed. Tree Fertilization: Contractor shall provide deep FboNotice fertilization methods to all trees at Fort Meade. Application will be 2 times a year, once in the Spring (April/May) and once in the Fall (September). Soil Sterilization: Contractor shall treat cracks in roads, parking lots, sidewalks, and foundation transitions around the campus for weed control and prevention for roughly 3 miles of cracks or joints. Contractor shall treat roughly 4 acres of equipment storages areas, rock landscaped areas, and other areas for weed control. This is a 1-time application during Summer (June, July, August) as directed by COR. Hot Springs Campus: Weed Control: Roughly 22 acres of parade grounds, grass/lawn, a variety of trees, landscaping flowers, and shrubs. Primary applications will be 2 times per year; Spring-April and May, and Fall- September. Contractor will provide monthly follow up spot spraying during June, July, and August to maintain weeds as needed. Grass/Lawn Fertilization: The contractor shall provide lawn fertilization for irrigated areas around the Hospital complex. This includes roughly 22 acres of lawns, interior courtyards, islands, and areas adjacent to the main hospital and outer buildings. Applications will be in the Spring (April and May), Summer (June, July, and August), and Fall (September). Tree Insect Control: Contractor shall provide insect control for all trees on site, roughly 30 trees. (Pine, Spruce, Cedar, Juniper, and Honey Locust) This should be a 1-time treatment in the Spring application to control Pine Beetles, IPPS Beetles, Spider Mites, Honey Locust bugs, and others as needed. Trees will be chosen by recommendations from the Contractor and approved by the COR. Tree Fertilization: Contractor shall provide deep FboNotice fertilization methods to all trees at Hot Springs. Application will be 2 times a year, once in the Spring (April/May) and once in the Fall (September). Trees will be chosen by recommendations from the Contractor and approved by the COR. Soil Sterilization: Contractor shall treat cracks in roads, parking lots, sidewalks, and foundation transitions around the campus for weed control and prevention for roughly 2 miles of cracks or joints. Contractor shall treat roughly 2 acres of equipment storages areas, rock landscaped areas, and other areas for weed control. This is a 1-time application during Summer (June, July, August) as directed by COR. References: References for policies to adhere to during duration of project, available at http://www.cfm.va.gov/til/spec.asp. VA Specifications NFPA and Life Safety Code OSHA Standards Proposed Schedule (Calendar Days): Notice to Proceed D-Day Period of Performance D + 365 Calander Days Option year 1 Option year 2 Option year 3 Option year 4 Post Award Requirements: Project kick-off meeting: The Contractor shall plan for an on-site project kick-off meeting with VA staff to walk the site and review the schedule. National Archives and Records Administration (NARA) - Records Management Obligations Requirements In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.