S208--Landscaping and Grounds Maintenance Services
Awarded
36C26226Q0050FederalContract Overview
Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.
AI Contract Overview
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The solicitation is a firm-fixed-price contract for comprehensive landscaping and grounds maintenance services at the VA Greater Los Angeles Healthcare System, including the Sepulveda Ambulatory Care Center and Nursing Home. It is set aside exclusively for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and encompasses a base period plus four optional years, with performance requirements detailed across multiple service areas such as lawn mowing, shrub and tree care, fertilization, weed and pest control, trash collection, street sweeping, irrigation installation and repair, hydroseeding, and emergency repairs. The scope mandates adherence to federal, state, and local regulations, including OSHA and EPA standards, with specific attention to chemical handling, safety, and environmental compliance. Contractors must provide all labor, materials, equipment, and supervision, with staffing during normal weekday hours and no overtime provisions. Performance standards specify minimum service levels and customer satisfaction thresholds, with ongoing monitoring by the Contracting Officer’s Representative (COR). The contract emphasizes responsibility, safety, and quality assurance, requiring contractors to possess appropriate licenses, certifications, and equipment, including compliance with California’s AB 1346 law on emissions. Submissions are to be made via email using the designated Enclosure 1 form, with all supporting documentation sent as separate attachments before the deadline of November 17, 2025, at 10 a.m. PST. The evaluation will be based solely on price, with responsibility and responsibility standards verified prior to award, and the process will proceed without discussions unless deemed necessary by the government. The contract clauses incorporate FAR and VAAR provisions covering responsibility, responsibility standards, responsibility certifications, and compliance, ensuring adherence to federal acquisition policies and veteran-specific set-aside requirements.
General Info
Contract Value
$504,000Place of Performance
Los Angeles, CA, 90073, USASet-Aside
SDVOSBC
Award Issued Date
Timeline
3 updates
PhaseAwarded
Organization & Contact Information
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AgencyDepartment Of Veterans Affairs → 262-NETWORK Contract Office 22 (36C262)
Contacts1 person available
OfficeGilbert, AZ, 85297, USA
Organization / AgencyDepartment Of Veterans Affairs → 262-NETWORK Contract Office 22 (36C262)
Office AddressGilbert, AZ, 85297, USA
Contacts
Full Description
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1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued.
1.a. Project Title: Landscaping and Grounds Maintenance Services 1.b. Description: VA Greater Los Angeles Healthcare System is seeking a contractor to provide all landscape maintenance and irrigation repair services for VA Greater Los Angeles VA Healthcare System, Sepulveda Ambulatory Care Center & Nursing Home located at 16111 Plummer St. North Hills, CA 91343. 1.c. Project Location: VA Greater Los Angeles Healthcare System 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26226Q0050. 1.e. Set Aside: This solicitation is issued as an SDVOSB set aside. 1.f. Applicable NAICS code: 561730 Landscaping Services. 1.g. Small Business Size Standard: $9.5 million 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: Base year plus 4 option years 1.j. Wage Determination applicable to this project: SCA WD 2015-5613 revision 30 1.k. Questions regarding the solicitation should be submitted via email no later than 2pm PST Monday, November 10th, 2025, to contact@example.gov 1.l. Company info and quote should be on the attached Enclosure 1 form. All other forms of offers will not be accepted. Your enclosure form and capabilities statement/experience should be sent in one email with 2 separate email attachments, or it will not be accepted 1.m. Job Walk will be conducted at 10am on Tuesday, November 4, 2025. Participants will meet with Donte Davis, Ed Hunt and Ross Manoukian at Building 1, Conference room B-125, of the Sepulveda VA Medical Center located at 16111 Plummer St. North Hills, CA 91343. Please reach out to Donte Davis at +1 (555) 000-0000 if you need to locate the meeting point. The Sepulveda Campus site map is attached to the solicitation. Please email contact@example.gov to indicate intent to participate.
2. Statement of Work
2.1. OBJECTIVE. VA Greater Los Angeles Healthcare System is seeking a contractor to provide all landscape maintenance and irrigation repair services for VA Greater Los Angeles VA Healthcare System, Sepulveda Ambulatory Care Center & Nursing Home located at 16111 Plummer St. North Hills, CA 91343.
2.2. SCOPE. Contractor to furnish all labor, materials, supplies and equipment to perform all landscape and grounds maintenance services and provide installation of irrigation systems and repair of irrigation lines, sprinkler heads, timers, and control valves. All work shall comply with acceptable horticultural and landscape practices for VHAGLAHS, Local, California State and Federal Regulations.
Service(s) to be performed: Lawn Maintenance (26 mowings per year minimum) Shrub Bed Maintenance (2 x per week as needed) Tree Care & Pruning (1 x per week as needed) Fertilization & Aeration (3 fertilizations & 3 Aerations per year) Environmental Weed Control (1 x per week and as needed) Trash pick-up (3 x per week outside receptacles at buildings entrances and parking lots. For Buildings 200 and 99 provide trash pickup 5 days a week. Estimated number of receptacles 58). Street and Parking Lot Cleaning (Bi-weekly) Solar field weeding and erosion care (1 x per week and as needed) Irrigation Installation, Repair, and Operations (Daily) Hydro Seeding of existing lawn areas Emergency Repair - Repairs associated with discoveries of preventive maintenance inspections and findings.
The Contractor shall provide daily adequate staffing to take care of the requirements of this SOW during normal business hours for grounds landscape maintenance. Contractors staff are required work 8-hour duty tour between the hours of 7:00am 3:30 pm Monday through Friday. Overtime is not allowed by Contractor.
The Contractor shall establish and provide a copy of the schedule of routine work to the Contracting Officer s Representative (COR) at the end of each routine performance. The schedule shall include but not limited to lawn mowing, edging, pruning, weeding, fertilizing, and weed abatement (for ground maintenance).
Additionally, the Contractor shall provide a schedule of irrigation installations and routine maintenance work to the COR. The schedule shall include but not limited to irrigation systems, sprinkler repairs, control valve repairs, and weeding. The Contractor shall be expected to work along with Los Angeles County Department of Water and Power and VA for an ongoing project of installing zero landscapes on facility grounds as needed. Work shall be performed to prevent interference with patient care activities, vehicle and pedestrian traffic. All repair maintenance parts will be provided by the contractor.
Contractor shall provide a team leader or supervisor capable of speaking English and having knowledge of all aspects of horticulture care and shall be available during normal business hours and be available to the COR to handle problems, concerns or questions. The Contractor shall have the supervisor or team leader inspect all areas under the contract to ensure compliance and quality of work weekly.
Contractor will be responsible for his/her equipment maintenance and storage. Some storage will be provided to the Contractor by the VA.
Lawn Maintenance
Lawn Mowing
The lawn area shall be inspected and cleaned for litter and debris prior to each mowing.
The lawn shall be mowed once per week during active growing periods and as often as required during slow periods of growth to maintain a neat and manicured appearance, weather permitting.
Mowing height for all irrigated lawn areas shall be no less than 1 ½ inches and no more than 3 inches for a finished cut height unless otherwise requested. Lawn shall be cut at a uniform height. Mowing equipment is to be kept sufficiently sharp and properly adjusted through daily servicing to provide a cleanly cut grass blade. Grass blade bruising, tearing, and shredding are to be prevented. Mowing patterns shall be varied where possible to reduce rutting and compaction of grade. Any excess clippings shall be dispersed and/or collected to prevent damage and unsightly appearance of lawns.
In Non-Use Areas (Mitigation Areas), Contractor shall perform weed abatement to keep areas clean and weeds under six (6) inches in height. Methods may be mechanical or chemical using only herbicides approved by state and federal laws. Litter and debris shall be removed as needed.
Edging & String Trimming
All sidewalks curb lines, concrete slabs, tree circles, planter bed edges and the fence edges shall be edged as often as necessary to maintain a neat and manicured appearance. String trimming shall be performed around all trees, shrubs, road signs, guard posts, utility poles, and other obstacles. Debris from edging must be cleaned up immediately after edging.
Cleaning of Sidewalks, Walkways and Entry Ways
At the conclusion of area mowing, all sidewalks, walkways, and roads adjacent to work areas shall be clean of all debris.
Building Entrances: Inspect, clean and vacuum building entrances daily and dispose of trash properly.
Shrub Planter Bed Maintenance
Landscaped areas shall be inspected throughout the growing season for weeds, litter and debris. Particular attention should be paid to entryways, focal points and high traffic areas.
Planter beds shall be groomed to promote a fresh appearance.
Concrete swales (if applicable) shall be kept clear of miscellaneous dirt and debris.
Complete trimming, edging, and weeding of all shrub and ground areas shall be done on a cyclical basis. Pruning shall be done following flowering or during plant s dormant season.
Pruning shall be performed by the Contractor that has been trained and demonstrates competency in proper pruning techniques.
Prune shrubbery and hedges at the same height. The shrubbery around campus should look nice and uniform. Ensure that all walkways, sidewalks, and curbs are clear. Since the shrubbery varies in height and width, it will be up to the vendor's discretion.
Prune groundcover as required to contain perimeter growth to within bed areas where adjacent to walks, curbs, and structures. Mature groundcover shall be maintained at a consistent appearance with a beveled or rolled edge at hard surfaces.
Shearing of plants shall occur only where previous practice has been to shear, or as directed.
Removal of leaves and debris from lawns, planter beds, and walkways shall be completed throughout the year as needed to maintain a clean appearance.
Tree Care & Pruning (Including Palm Trees):
All trees shall be skirted as needed to allow for pedestrian vehicle clearance. Remove lower branches of trees when in conflict with growth of plantings beneath. On trees that are over 12 , only low hanging branches that are considered a hazard to pedestrians or vehicles shall be pruned as part of this agreement.
All trees less than 12 total height shall be pruned to remove weak, dead, damaged and diseased portions of the plant for natural growth development.
Cuts shall be flush and clean, leaving no stubs or tearing of bark. Major pruning shall be done following flowering or during plant s dormant season.
Pruning to be performed by qualified staff that have been trained and demonstrate competency in proper pruning techniques.
Monitor trees that are staked or guyed. Loosen and/or remove supports when appropriate to prevent girdling of the trunk and encourage FboNotice development for support.
The Contractor shall provide annual tree trimming for 100 large trees over Twelve Feet (12 ) per direction from COR.
The Contractor shall water and fertilize trees located in the atrium of Building 200. All trees shall be pruned on a yearly basis to maintain their appearance.
Maintenance: Tree support should always be kept in good condition and functioning and removed when no longer needed. All trees and shrubs should be fully protected. Tree stakes, tree ties, and guy wire shall be materials that are comparable to those existing on site and shall be replaced or repaired by the Contractor as needed. Supports or braces are to be repositioned as often as necessary to prevent damage to the tree or shrub trunk. Sand pans can be used for trees and shrubs to protect the plant trunk from the mower and help to avoid over-watering. Keep shrubs and trees trimmed to present an attractive appearance.
Inspect all trees and shrubs for insect infestation or disease two (2) times a year in the months of March and September. Report any insect of disease problems to the COR. If the Government decides to treat the noted problems, a separate purchase order will be issued to cover the contractor costs involved in treating or removing the insect or disease. Do not treat until separate Purchase Order is issued. Problems noted with the COR will be identified again in the Monthly Activity/Event Report submitted at the end of each month to the COR and the Contracting Officer.
Tree thinning shall reduce the density of live branches towards developing the natural branching structure. Thinning shall result in an even distribution of branches on individual limbs and throughout the crown to provide free air circulation through the remaining limbs and branches. NOTE: Not more than 25 percent of the crown should be removed within the annual growing season.
Tree maintenance shall be performed only by arborists or arborist trainees who, through related training or on-the-job experience, or both, are familiar with the practices and hazards of arboriculture and the equipment used in such operations. This standard shall not take precedence over arboricultural safe work practices. Operations shall comply with applicable Occupational Safety and Health Administration (OSHA) standards, ANSI Z133.1, as well as State and local regulations. Climbing spurs shall not be used when climbing and pruning trees. Tree branches shall be removed in such a manner so as not to cause damage to other parts of the tree or to other plants or property. Branches too large to support with one hand shall be precut to avoid splitting of the wood or tearing of the bark. Where necessary, ropes or other equipment shall be used to lower large branches or portions of branches to the ground. Prune all trees in both the developed and undeveloped areas once a year in winter months after leaves drop, and before bud emergence in springtime. Prune trees in developed areas to 15 ft. height, and all trees/shrubs encroaching upon fences/buildings, or other real property (branches should be trimmed at 2 feet from buildings). Notify COR of trees that need pruning beyond height of 15 ft. Trees in undeveloped areas that are not encroaching may be pruned to a lower height of 8 ft.
Prune/trim all decorative hedges, and ivy beds a minimum of three times per year in October, April, and July. Keep all vegetation a minimum of 12 inches from any building structures. Keep all trees clear from any building structure, no branches shall hang over the roof and/or touch the façade of the building structures.
Pruning shall be accomplished consistently with good horticultural practices and in a manner, which ensures that the size and proportions of the trees, shrubs, hedges, beds, and plants are maintained.
Remove all fallen branches, fruit, and leaves from developed grounds, and from the undeveloped areas monthly.
Refer to Attachment 3 -Tree List
Fertilization and Aeration
Contractor shall provide all labor and materials to fertilize lawn, shrubs and ground cover to maintain proper nutrient levels and provide a consistent, healthy appearance.
Turf, shrubs and ground cover areas shall be fertilized with specially formulated products that are well-balanced slow-release fertilizers.
Fertilizer products shall be selected based on plant type and season.
Contractor shall provide all labor, equipment, and materials to aerate soil in order to maintain grounds in a healthy state.
Environmental Weed Control
All applications of herbicides or pesticides shall be performed under the direction of a California Licensed & Certified Pest Control Specialist. All safety precautions shall be taken in the handling and application of chemicals as stated on manufacturers labels.
Contractor shall maintain a weed control plan for lawns, planter beds, walking paths and sidewalks. All safety precautions shall be utilized in the handling and application of herbicidal chemicals as stated on manufacturer s labels. Contractor shall utilize green products and shall maintain log documents on usage by area. All equipment and herbicides shall be supplied by the Contractor.
Broadleaf turf weeds shall be treated as needed in the spring and fall with applicable materials.
Weeds in shrubs, planter beds, ground cover areas, tree circles, and sidewalk cracks adjacent to landscaped areas shall be controlled by a manual weeding program or using selective herbicides, including pre-emergent herbicides.
Weeds in and around sprinklers or control valves shall be controlled by a manual weeding program or using selective herbicides, including pre-emergent herbicides.
Planting areas shall be monitored for insect and disease infestations. Moles, field mice, ground squirrels, gophers and other rodent activity shall be monitored. Notification of problems and recommendations for timely and appropriate, control measures shall be sent to the COR and/or Environmental Management Service.
Safety Data Sheets (SDS) for all chemicals used on site(s) shall be made available and maintained on site in accordance with EPA and OSHA regulations. Copies of all SDS sheets shall be given to the COR and VHAGLAHS Fire and Safety Service prior to application of product.
NOTE: Contractor shall be in compliance with state and federal requirements for hazardous communications programs when using chemicals or disposing of chemical containers.
Trash Pick-Up
Contractor shall remove trash from all outside trash receptacles located throughout the work areas and parking lots for this SOW. All outside waste receptacles shall be relined with a new plastic liner when trash is removed, leaving no trash/fluids around the receptacle on the ground and trash receptacles cleaned as required. Trash removal includes keeping the grounds and streets in the work areas clean and free of trash/debris VA Facility will provide a green waste and general trash dumpster and general waste dumpster at Building 20 Waste Recycling Facility. Green waste shall be segregated from general waste. Contractor shall provide replacement liners. Contractor must check the trash twice a day for Buildings 200, 10, and 99, during the first half of their shift, followed by an hour before the shift ends. Example if work starts at 7a trash pick should start at 715 and if the end of the day is at 330p trash should be picked up at 230p.
Solar Field Weeding Plummer entrance and parking lot X:
The Contractor shall provide continuous weed control as needed for the Solar fields located at the Plummer entrance. The catch basin parallel to Plummer Street shall be kept clean of debris, weeded, erosion repair, and run off dirt shall be removed to not clog drains at least twice annually. Solar field located adjacent to parking lot X shall have continuous weed control as needed.
Contractor must ensure no damages to the solar panels during weed control. As the solar maintenance contractor has informed that weed whacker and other equipment have damaged solar panels previously, throwing rocks and cracking the solar panels.
Contractor shall provide and fill greater than ¾ inch rocks in locations where the storm water has caused erosion at the solar field and at the catch basin on Plummer Street.
Refer to Attachment 1 VA Sepulveda Campus and Attachment 2 - Ground Mount Solar Systems
Street and Parking Lot Sweeping
Cleaning: Areas shall be cleaned and free of dirt, water, stains, excrement, trash, debris, and oil spill(s). Spill residue and clean-up materials shall be disposed in accordance with the Environmental Protection Agency (EPA), and State and local regulatory agency requirements.
The Contractor shall provide weekly outdoor sweeping service for all streets and parking lots. Sweeping trucks shall be used for maximum efficiency to thoroughly sweep and vacuum streets and parking lots. For smaller spaces (i.e. corners, sidewalks, walkways, dumpster areas, etc.) backpack blowers are used. All debris shall be blown out of these hard to sweep areas for the truck to come by and sweep it up.
All pedestrian areas, including sidewalks, walkways, building entrances, shall be kept clean and free from litter per the Contractor s schedule established for the work and approved by the Contracting Officer s Representative.
Contractor shall use effective and appropriate means to clean and remove stains, such as soda, coffee, food pet droppings and bird droppings, from these areas.
Sweep and vacuum with mechanical sweeper all paved roads, driveways, gutters, and parking lots, and parking structures weekly on before 8 A.M. This work is to be done at all locations covered by this contract.
Irrigation Equipment and Operations
Contractor shall perform a full facility survey of all irrigation lines and provide a full report to the COR. Install/repair irrigation systems in the area requested by COR upon approval. NOTE: Equipment and supplies will be provided by the Contractor. The Contractor shall schedule all irrigation controllers on project to maximize existing irrigation systems efficiency. Controller programs shall be adjusted as determined by weather and plant requirements. Controllers shall be shut off during periods of rain. Watering shall be scheduled for night or early mornings during the week (Monday Friday) unless instructed differently by the COR or Facilities Management representative.
Clean and adjust the sprinkler system, turn on each zone, monitor for leaks or malfunctioning parts, and adjust for proper spray arc, and maximum system efficiency.
All watering cycles shall be conducted at times that minimize inconvenience to the building occupants and visitors and maximize percolation. Entrances and exits shall not be wet during the arrival and departure of occupants and visitors. Watering shall be accomplished using a drip, soaker hose, or other water-saving irrigation system devices. The Contractor shall operate watering systems that use automatic timers coupled with rain/freeze sensors, in an efficient manner that considers local weather and local mandates. During periods of water restrictions, watering guidelines by the local water district shall apply. The Contractor shall not be responsible for the replacement of landscaping materials that expire due to lack of proper access to water during these periods of water restrictions by municipalities.
Contractor shall be responsible for VA Facility wide repairs to the sprinkler system. Repairs include replacing (no larger than 2.5 ) pipe, broken sprinkler heads, risers, and fittings from the lateral to riser, and irrigation controller(s) utilizing hand tools. Contractor shall be responsible for any sprinkler system repairs for up to 12 inches underground. Damage, vandalism, or malfunctioning components shall be reported to the COR. Damage to the irrigation system by the Contractor shall be repaired immediately at no additional charge to the Government. Sidewalks/walkways and roads adjacent to work areas shall be blown clean after repair.
The Contractor shall clean twice a month the outdoor decorative fountain located in courtyard of Building 99.
Hydroseeding
Contractor shall provide annual hydroseeding for approximately 5000 square ft of turf areas per the recommendation of the VA COR. Triple Crown Tall Fescue Blend.
Emergency Repair
Repairs associated with discoveries of preventive maintenance inspections and findings. If required, the cost of these repairs will be negotiated with the contractor and may be included as part of this contract depending on availability of funds. For parts that are required outside of routine maintenance or repair services that are outside the scope, the Contractor shall notify the COR when a repair is required and provide a quote for the needed parts for the repair. The Contractor shall not order any parts prior to receiving approval from the COR. Once approved by the COR, the Contractor shall order the part, install the part, and invoice utilizing an emergency line item specified within the contract. Payment will be made by modification to the contract.
Responsibility
Unless the weather makes it impossible to finish the task, there is no make-up for weekly assignments. Any issues that arise limiting the ability to perform the tasks must be communicated with the COR prior.
The contractor is responsible for reporting to the CORÂ any equipment failures that impede them from completing the required tasks outlined in the SOW.
At the end of each week, the contractor will submit reports to the COR on completed and uncompleted tasks.
Prior to submitting an invoice to Tungsten, the invoice must first be reviewed by the COR. If the invoice is sent to Tungsten before the COR approves the invoice, it will be refused, resulting in delayed payments.
VA Policy
Possession of weapons, smoking/vaping is prohibited on all VA Facility Grounds. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court.
Hours Of Service
Monday thru Friday from 7:00 a.m. to 3:30 p.m. (normal business hours) excluding holidays.
NATIONAL HOLIDAYS: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25
Period Of Performance/Location
Base year: 12/01/2025-11/30/2026 Option year 1: 12/01/2026-11/30/2027 Option year 2: 12/01/2027-11/30/2028 Option year 3: 12/01/2028-11/30/2029 Option year 4: 12/01/2029-11/30/2030
Location:
Department of Veterans Affairs Greater Los Angeles VA Healthcare System Sepulveda VA Medical Center 16111 Plummer St. North Hills, CA 91343
Safety And Fire Prevention
In the performance of this contact, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all, or any part, of the work.
The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract.
The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.
Contractor Employees:
The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).
Badge. Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented.
PARKING: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.
Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices, and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas.
Changes
Only those services specified herein are authorized. Before performing any service of a non-contract nature, the Contractor shall advise the Contracting Officer of the reasons for the additional work. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer.
Service Delivery Summary
The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum Acceptable Quality Levels (AQL) of service required for each requirement. These thresholds are critical to mission success.
Performance Objective SOW Para Performance Standard AQL Lawn Maintenance
2.2, a Grass is maintained within proper height for its area. Sod does not need to be replaced. Sod is healthy and looks well maintained. Customer complaints shall not exceed 3 per month Shrub Planter Bed Maintenance
2.2, b Plants, hedges, flowers, flourishing do not need to be replaced. They have adequate drainage and mulch. They do not show any sign of disease or pests and appear healthy. They are pruned properly and in a timely manner. They are trimmed properly. Bedding is mulched and free of weeds, grass, and debris. Customer complaints shall not exceed 2 per month. Tree Care & Pruning
2.2, c Trees do not show any sign of disease or pests and appear healthy. They are pruned properly and in a timely manner. Customer complaints shall not exceed 2 per month. Fertilization and Aeration
2.2, d Fertilization and Aeration are performed on schedule. Customer complaints shall not exceed 2 per month. Environmental Weed Control
. 2.2, e Pesticide/Herbicide usage is reported to COR. Customer complaints shall not exceed 4 per month. Trash Pick-Up 2.2, f Trash receptacles picked up. Grounds are free of trash and litter. Customer complaints shall not exceed 2 per month. Solar Field Weeding 2.2, g Solar fields cleared from weeds. Erosion filled up with rocks. Customer complaints shall not exceed 1 per month. Street and Parking Lot Sweeping 2.2, h Streets and Parking lot swept clean Customer complaints shall not exceed 1 per month. Irrigation Equipment and Operations 2.2, i Irrigation is properly maintained and controlled. Customer complaints shall not exceed 4 per month.
Quality Assurance
The Government will periodically evaluate the contractor s performance in accordance with the Service Delivery Summary detailed in section s.
PERFORMANCE MONITORING.
The Contracting Officer Representative (COR) will monitor contractor performance and certify the work was done in accordance with the SOW.
2.4. INSURANCE COVERAGE
a. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.
b. The Government shall be held liable against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.
c. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.
d. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued.
e. 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 employer s liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. 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 occurrence. (c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage. (d) The successful bidder must present to the Contracting Officer, prior to the award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.
E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES
GENERAL INSTRUCTIONS TO OFFERORS:
Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1 via email no later than 10am PST Monday, November 17th, 2025, to contact@example.gov. Ensure the following are completed and/or included in the quote packet:
Vendor Information with UEI number (Company info and quote should be on Enclosure 1 form pg. 1) Acknowledgement of amendments (Enclosure 1 form pg. 1) Concurrence/non-concurrence with solicitation terms, conditions, and provisions (Enclosure 1 form pg. 1) Schedule of services (Enclosure 1 form pg. 2) FAR 52.212-3, Offeror Representations and Certifications -- Commercial Products and Commercial Services (Enclosure 1 form pg. 4) VAAR 852.219-75, VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (Enclosure 1 form pg. 2) Company info and quote should be on the attached Enclosure 1 form. All other forms of offer will not be accepted. Your enclosure form, capabilities statement/experience and any certifications/Training should be sent in one email on separate email attachments, or it will not be accepted.
SPECIAL STANDARDS OF RESPONSIBILITY To assist the contracting officer in determining if the special standards of responsibility applicable to this procurement are met, offerors are asked to provide the following information with their [offers]. Failure to include this information could result in a contracting officer s determination that an otherwise successful offeror is not eligible for the contract award.
SP1: Special Licensure. Offeror or proposed subcontractor shall submit evidence that they hold a C-49 Tree and Palm Contractor license issued by California Contractors State License Board
SP2: Specialized Training. Offerors or proposed subcontractor shall submit evidence that they hold a Qualified Applicator Certificate issued by the State of California  SP3: Specialized Experience. Offeror shall provide references from at least 3 VA Medical facilities or other government, federal, state, or local agencies for which the contractor has performed services as described in the scope. If (3) or less has not been contracted, submit commercial customers within the last three years, making a total of (3) references. The narrative must include contract numbers and reference point of contact to include  telephone numbers and e-mail addresses. References will be contacted to verify technical capability to fulfil the requirements listed in the Scope of work. If Offeror intends to satisfy this requirement through use of a proposed subcontractor(s), Offeror must provide this information for each proposed subcontractor and Offeror must identify what work will be performed by each proposed subcontractor and what work will be performed by Offeror.Â
SP4: Equipment Requirement: Offeror shall provide evidence that their firm has and is able to have on site all the equipment listed to maintain the 144-acre site to include, or equivalent Toro Ground Master 5900 or Equivalent: This equipment can mow a maximum of 20.7 acres per hour. The cut width is 16 feet, 57 inches, 4-wheel drive. EX MarkLazer 72 or Equivalent: This equipment is capable of mowing a up to 10 acres per hour. Skip Loader Ford Model 545 or Equivalent This is an industrial tractor bucket loader with grater attachment. Large Roll off rectangular dumpster bin approx. 18 feet, 40 yards. This is for lawn, weed and tree trimming disposal. MV Multi-Surface Industrial/ Commercial duty vacuum or equal to adequately maintain the cleanliness of the VA Sepulveda Campus. 2 vehicles on site, (1) Stake bed. International 4300 Tymco 600 Street Sweeper or Equivalent The vendor shall purchase equipment based off California's Assembly Bill 1346 (AB 1346) which bans the sale of most new gas-powered landscaping tools, including leaf blowers, lawn mowers, and chainsaws. The law took effect on July 1, 2024. (End of provision)Â
ADDENDUM to 52.212-2 Evaluation Commercial Products and Commercial Services (NOV 2021)Â
(a) Basis of Award. This procurement is being conducted pursuant to FAR Part [13] procedures. The Government intends to award a contract resulting from this solicitation to the responsible offeror whose [offer], conforming to the solicitation, [offers] the lowest price, whose [offered] price does not exceed the amount of funding available for the procurement, and whose [offered] price is found to be reasonable. Price alone is the sole evaluation factor. In addition to the general standards of responsibility found at FAR § 9.104-1, in accordance with FAR § 9.104-2, the special standards of responsibility described below apply to this procurement. Offerors who fail to meet any special standard of responsibility will not be eligible to receive a contract award.  (b) Evaluation Process. Quotes will be evaluated in the following manner. The lowest-priced quote will be identified. The lowest-priced quote will be evaluated to determine if the quoted price exceeds the amount of funding available for the procurement. If the quoted price does not exceed the amount of funding available for the procurement, the quoted price will be evaluated to determine if it is reasonable. If the quoted price is found to be reasonable, the offeror who submitted this quote will be identified as the successful offeror. The contracting officer will then determine if the successful offeror is responsible using the general standards of responsibility and the special standards of responsibility applicable to this procurement. If a contract award cannot be made to the successful offeror, the contracting officer will evaluate the next lowest-priced quote following the procedures described above. This process will continue until a contract award can be made, or the contracting officer determines that no contract award can be made. The contracting officer may find all quotes not acceptable and cancel the solicitation if the lowest-priced quote exceeds the amount of funding available for the procurement. The contracting officer may likewise find a quote under evaluation, as well as all remaining quotes, not acceptable and cancel the solicitation if the quote currently under evaluation exceeds the amount of funding available for the procurement. The Government intends to evaluate quotes and award a contract without discussions with offerors. However, the Government reserves the right to conduct discussions at any time if determined by the contracting officer to be in the Government s interest.   (c) Options. The Government will evaluate [offers / quotes] for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an [offer] is unacceptable if the option prices are significantly unbalanced or if the [offered] price for the basic requirement or any option exceeds the amount of funding available for any of those requirements. Evaluation of options should not obligate the Government to exercise the option(s).  Â
(d) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before the award.  (End of provision)Â
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04, dated 6/11/2025. Full versions of the following provisions and clauses for this solicitation can be found in enclosure 2. 3.a. FAR 52.212-1, Instructions to Offerors Commercial Items 3.b. FAR 52.212-2, Evaluation -- Commercial Items 3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items 3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items 3.e. VAAR 852.219-73, VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses 3.f. VAAR 852.219-75, VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction. 3.g. FAR 52.233-2, Service of Protest 3.h. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.i. VAAR 852.233-71, Alternative Protest Procedure 3.j VAAR 852.222-71 Compliance with Executive Order 13899
1.a. Project Title: Landscaping and Grounds Maintenance Services 1.b. Description: VA Greater Los Angeles Healthcare System is seeking a contractor to provide all landscape maintenance and irrigation repair services for VA Greater Los Angeles VA Healthcare System, Sepulveda Ambulatory Care Center & Nursing Home located at 16111 Plummer St. North Hills, CA 91343. 1.c. Project Location: VA Greater Los Angeles Healthcare System 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26226Q0050. 1.e. Set Aside: This solicitation is issued as an SDVOSB set aside. 1.f. Applicable NAICS code: 561730 Landscaping Services. 1.g. Small Business Size Standard: $9.5 million 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: Base year plus 4 option years 1.j. Wage Determination applicable to this project: SCA WD 2015-5613 revision 30 1.k. Questions regarding the solicitation should be submitted via email no later than 2pm PST Monday, November 10th, 2025, to contact@example.gov 1.l. Company info and quote should be on the attached Enclosure 1 form. All other forms of offers will not be accepted. Your enclosure form and capabilities statement/experience should be sent in one email with 2 separate email attachments, or it will not be accepted 1.m. Job Walk will be conducted at 10am on Tuesday, November 4, 2025. Participants will meet with Donte Davis, Ed Hunt and Ross Manoukian at Building 1, Conference room B-125, of the Sepulveda VA Medical Center located at 16111 Plummer St. North Hills, CA 91343. Please reach out to Donte Davis at +1 (555) 000-0000 if you need to locate the meeting point. The Sepulveda Campus site map is attached to the solicitation. Please email contact@example.gov to indicate intent to participate.
2. Statement of Work
2.1. OBJECTIVE. VA Greater Los Angeles Healthcare System is seeking a contractor to provide all landscape maintenance and irrigation repair services for VA Greater Los Angeles VA Healthcare System, Sepulveda Ambulatory Care Center & Nursing Home located at 16111 Plummer St. North Hills, CA 91343.
2.2. SCOPE. Contractor to furnish all labor, materials, supplies and equipment to perform all landscape and grounds maintenance services and provide installation of irrigation systems and repair of irrigation lines, sprinkler heads, timers, and control valves. All work shall comply with acceptable horticultural and landscape practices for VHAGLAHS, Local, California State and Federal Regulations.
Service(s) to be performed: Lawn Maintenance (26 mowings per year minimum) Shrub Bed Maintenance (2 x per week as needed) Tree Care & Pruning (1 x per week as needed) Fertilization & Aeration (3 fertilizations & 3 Aerations per year) Environmental Weed Control (1 x per week and as needed) Trash pick-up (3 x per week outside receptacles at buildings entrances and parking lots. For Buildings 200 and 99 provide trash pickup 5 days a week. Estimated number of receptacles 58). Street and Parking Lot Cleaning (Bi-weekly) Solar field weeding and erosion care (1 x per week and as needed) Irrigation Installation, Repair, and Operations (Daily) Hydro Seeding of existing lawn areas Emergency Repair - Repairs associated with discoveries of preventive maintenance inspections and findings.
The Contractor shall provide daily adequate staffing to take care of the requirements of this SOW during normal business hours for grounds landscape maintenance. Contractors staff are required work 8-hour duty tour between the hours of 7:00am 3:30 pm Monday through Friday. Overtime is not allowed by Contractor.
The Contractor shall establish and provide a copy of the schedule of routine work to the Contracting Officer s Representative (COR) at the end of each routine performance. The schedule shall include but not limited to lawn mowing, edging, pruning, weeding, fertilizing, and weed abatement (for ground maintenance).
Additionally, the Contractor shall provide a schedule of irrigation installations and routine maintenance work to the COR. The schedule shall include but not limited to irrigation systems, sprinkler repairs, control valve repairs, and weeding. The Contractor shall be expected to work along with Los Angeles County Department of Water and Power and VA for an ongoing project of installing zero landscapes on facility grounds as needed. Work shall be performed to prevent interference with patient care activities, vehicle and pedestrian traffic. All repair maintenance parts will be provided by the contractor.
Contractor shall provide a team leader or supervisor capable of speaking English and having knowledge of all aspects of horticulture care and shall be available during normal business hours and be available to the COR to handle problems, concerns or questions. The Contractor shall have the supervisor or team leader inspect all areas under the contract to ensure compliance and quality of work weekly.
Contractor will be responsible for his/her equipment maintenance and storage. Some storage will be provided to the Contractor by the VA.
Lawn Maintenance
Lawn Mowing
The lawn area shall be inspected and cleaned for litter and debris prior to each mowing.
The lawn shall be mowed once per week during active growing periods and as often as required during slow periods of growth to maintain a neat and manicured appearance, weather permitting.
Mowing height for all irrigated lawn areas shall be no less than 1 ½ inches and no more than 3 inches for a finished cut height unless otherwise requested. Lawn shall be cut at a uniform height. Mowing equipment is to be kept sufficiently sharp and properly adjusted through daily servicing to provide a cleanly cut grass blade. Grass blade bruising, tearing, and shredding are to be prevented. Mowing patterns shall be varied where possible to reduce rutting and compaction of grade. Any excess clippings shall be dispersed and/or collected to prevent damage and unsightly appearance of lawns.
In Non-Use Areas (Mitigation Areas), Contractor shall perform weed abatement to keep areas clean and weeds under six (6) inches in height. Methods may be mechanical or chemical using only herbicides approved by state and federal laws. Litter and debris shall be removed as needed.
Edging & String Trimming
All sidewalks curb lines, concrete slabs, tree circles, planter bed edges and the fence edges shall be edged as often as necessary to maintain a neat and manicured appearance. String trimming shall be performed around all trees, shrubs, road signs, guard posts, utility poles, and other obstacles. Debris from edging must be cleaned up immediately after edging.
Cleaning of Sidewalks, Walkways and Entry Ways
At the conclusion of area mowing, all sidewalks, walkways, and roads adjacent to work areas shall be clean of all debris.
Building Entrances: Inspect, clean and vacuum building entrances daily and dispose of trash properly.
Shrub Planter Bed Maintenance
Landscaped areas shall be inspected throughout the growing season for weeds, litter and debris. Particular attention should be paid to entryways, focal points and high traffic areas.
Planter beds shall be groomed to promote a fresh appearance.
Concrete swales (if applicable) shall be kept clear of miscellaneous dirt and debris.
Complete trimming, edging, and weeding of all shrub and ground areas shall be done on a cyclical basis. Pruning shall be done following flowering or during plant s dormant season.
Pruning shall be performed by the Contractor that has been trained and demonstrates competency in proper pruning techniques.
Prune shrubbery and hedges at the same height. The shrubbery around campus should look nice and uniform. Ensure that all walkways, sidewalks, and curbs are clear. Since the shrubbery varies in height and width, it will be up to the vendor's discretion.
Prune groundcover as required to contain perimeter growth to within bed areas where adjacent to walks, curbs, and structures. Mature groundcover shall be maintained at a consistent appearance with a beveled or rolled edge at hard surfaces.
Shearing of plants shall occur only where previous practice has been to shear, or as directed.
Removal of leaves and debris from lawns, planter beds, and walkways shall be completed throughout the year as needed to maintain a clean appearance.
Tree Care & Pruning (Including Palm Trees):
All trees shall be skirted as needed to allow for pedestrian vehicle clearance. Remove lower branches of trees when in conflict with growth of plantings beneath. On trees that are over 12 , only low hanging branches that are considered a hazard to pedestrians or vehicles shall be pruned as part of this agreement.
All trees less than 12 total height shall be pruned to remove weak, dead, damaged and diseased portions of the plant for natural growth development.
Cuts shall be flush and clean, leaving no stubs or tearing of bark. Major pruning shall be done following flowering or during plant s dormant season.
Pruning to be performed by qualified staff that have been trained and demonstrate competency in proper pruning techniques.
Monitor trees that are staked or guyed. Loosen and/or remove supports when appropriate to prevent girdling of the trunk and encourage FboNotice development for support.
The Contractor shall provide annual tree trimming for 100 large trees over Twelve Feet (12 ) per direction from COR.
The Contractor shall water and fertilize trees located in the atrium of Building 200. All trees shall be pruned on a yearly basis to maintain their appearance.
Maintenance: Tree support should always be kept in good condition and functioning and removed when no longer needed. All trees and shrubs should be fully protected. Tree stakes, tree ties, and guy wire shall be materials that are comparable to those existing on site and shall be replaced or repaired by the Contractor as needed. Supports or braces are to be repositioned as often as necessary to prevent damage to the tree or shrub trunk. Sand pans can be used for trees and shrubs to protect the plant trunk from the mower and help to avoid over-watering. Keep shrubs and trees trimmed to present an attractive appearance.
Inspect all trees and shrubs for insect infestation or disease two (2) times a year in the months of March and September. Report any insect of disease problems to the COR. If the Government decides to treat the noted problems, a separate purchase order will be issued to cover the contractor costs involved in treating or removing the insect or disease. Do not treat until separate Purchase Order is issued. Problems noted with the COR will be identified again in the Monthly Activity/Event Report submitted at the end of each month to the COR and the Contracting Officer.
Tree thinning shall reduce the density of live branches towards developing the natural branching structure. Thinning shall result in an even distribution of branches on individual limbs and throughout the crown to provide free air circulation through the remaining limbs and branches. NOTE: Not more than 25 percent of the crown should be removed within the annual growing season.
Tree maintenance shall be performed only by arborists or arborist trainees who, through related training or on-the-job experience, or both, are familiar with the practices and hazards of arboriculture and the equipment used in such operations. This standard shall not take precedence over arboricultural safe work practices. Operations shall comply with applicable Occupational Safety and Health Administration (OSHA) standards, ANSI Z133.1, as well as State and local regulations. Climbing spurs shall not be used when climbing and pruning trees. Tree branches shall be removed in such a manner so as not to cause damage to other parts of the tree or to other plants or property. Branches too large to support with one hand shall be precut to avoid splitting of the wood or tearing of the bark. Where necessary, ropes or other equipment shall be used to lower large branches or portions of branches to the ground. Prune all trees in both the developed and undeveloped areas once a year in winter months after leaves drop, and before bud emergence in springtime. Prune trees in developed areas to 15 ft. height, and all trees/shrubs encroaching upon fences/buildings, or other real property (branches should be trimmed at 2 feet from buildings). Notify COR of trees that need pruning beyond height of 15 ft. Trees in undeveloped areas that are not encroaching may be pruned to a lower height of 8 ft.
Prune/trim all decorative hedges, and ivy beds a minimum of three times per year in October, April, and July. Keep all vegetation a minimum of 12 inches from any building structures. Keep all trees clear from any building structure, no branches shall hang over the roof and/or touch the façade of the building structures.
Pruning shall be accomplished consistently with good horticultural practices and in a manner, which ensures that the size and proportions of the trees, shrubs, hedges, beds, and plants are maintained.
Remove all fallen branches, fruit, and leaves from developed grounds, and from the undeveloped areas monthly.
Refer to Attachment 3 -Tree List
Fertilization and Aeration
Contractor shall provide all labor and materials to fertilize lawn, shrubs and ground cover to maintain proper nutrient levels and provide a consistent, healthy appearance.
Turf, shrubs and ground cover areas shall be fertilized with specially formulated products that are well-balanced slow-release fertilizers.
Fertilizer products shall be selected based on plant type and season.
Contractor shall provide all labor, equipment, and materials to aerate soil in order to maintain grounds in a healthy state.
Environmental Weed Control
All applications of herbicides or pesticides shall be performed under the direction of a California Licensed & Certified Pest Control Specialist. All safety precautions shall be taken in the handling and application of chemicals as stated on manufacturers labels.
Contractor shall maintain a weed control plan for lawns, planter beds, walking paths and sidewalks. All safety precautions shall be utilized in the handling and application of herbicidal chemicals as stated on manufacturer s labels. Contractor shall utilize green products and shall maintain log documents on usage by area. All equipment and herbicides shall be supplied by the Contractor.
Broadleaf turf weeds shall be treated as needed in the spring and fall with applicable materials.
Weeds in shrubs, planter beds, ground cover areas, tree circles, and sidewalk cracks adjacent to landscaped areas shall be controlled by a manual weeding program or using selective herbicides, including pre-emergent herbicides.
Weeds in and around sprinklers or control valves shall be controlled by a manual weeding program or using selective herbicides, including pre-emergent herbicides.
Planting areas shall be monitored for insect and disease infestations. Moles, field mice, ground squirrels, gophers and other rodent activity shall be monitored. Notification of problems and recommendations for timely and appropriate, control measures shall be sent to the COR and/or Environmental Management Service.
Safety Data Sheets (SDS) for all chemicals used on site(s) shall be made available and maintained on site in accordance with EPA and OSHA regulations. Copies of all SDS sheets shall be given to the COR and VHAGLAHS Fire and Safety Service prior to application of product.
NOTE: Contractor shall be in compliance with state and federal requirements for hazardous communications programs when using chemicals or disposing of chemical containers.
Trash Pick-Up
Contractor shall remove trash from all outside trash receptacles located throughout the work areas and parking lots for this SOW. All outside waste receptacles shall be relined with a new plastic liner when trash is removed, leaving no trash/fluids around the receptacle on the ground and trash receptacles cleaned as required. Trash removal includes keeping the grounds and streets in the work areas clean and free of trash/debris VA Facility will provide a green waste and general trash dumpster and general waste dumpster at Building 20 Waste Recycling Facility. Green waste shall be segregated from general waste. Contractor shall provide replacement liners. Contractor must check the trash twice a day for Buildings 200, 10, and 99, during the first half of their shift, followed by an hour before the shift ends. Example if work starts at 7a trash pick should start at 715 and if the end of the day is at 330p trash should be picked up at 230p.
Solar Field Weeding Plummer entrance and parking lot X:
The Contractor shall provide continuous weed control as needed for the Solar fields located at the Plummer entrance. The catch basin parallel to Plummer Street shall be kept clean of debris, weeded, erosion repair, and run off dirt shall be removed to not clog drains at least twice annually. Solar field located adjacent to parking lot X shall have continuous weed control as needed.
Contractor must ensure no damages to the solar panels during weed control. As the solar maintenance contractor has informed that weed whacker and other equipment have damaged solar panels previously, throwing rocks and cracking the solar panels.
Contractor shall provide and fill greater than ¾ inch rocks in locations where the storm water has caused erosion at the solar field and at the catch basin on Plummer Street.
Refer to Attachment 1 VA Sepulveda Campus and Attachment 2 - Ground Mount Solar Systems
Street and Parking Lot Sweeping
Cleaning: Areas shall be cleaned and free of dirt, water, stains, excrement, trash, debris, and oil spill(s). Spill residue and clean-up materials shall be disposed in accordance with the Environmental Protection Agency (EPA), and State and local regulatory agency requirements.
The Contractor shall provide weekly outdoor sweeping service for all streets and parking lots. Sweeping trucks shall be used for maximum efficiency to thoroughly sweep and vacuum streets and parking lots. For smaller spaces (i.e. corners, sidewalks, walkways, dumpster areas, etc.) backpack blowers are used. All debris shall be blown out of these hard to sweep areas for the truck to come by and sweep it up.
All pedestrian areas, including sidewalks, walkways, building entrances, shall be kept clean and free from litter per the Contractor s schedule established for the work and approved by the Contracting Officer s Representative.
Contractor shall use effective and appropriate means to clean and remove stains, such as soda, coffee, food pet droppings and bird droppings, from these areas.
Sweep and vacuum with mechanical sweeper all paved roads, driveways, gutters, and parking lots, and parking structures weekly on before 8 A.M. This work is to be done at all locations covered by this contract.
Irrigation Equipment and Operations
Contractor shall perform a full facility survey of all irrigation lines and provide a full report to the COR. Install/repair irrigation systems in the area requested by COR upon approval. NOTE: Equipment and supplies will be provided by the Contractor. The Contractor shall schedule all irrigation controllers on project to maximize existing irrigation systems efficiency. Controller programs shall be adjusted as determined by weather and plant requirements. Controllers shall be shut off during periods of rain. Watering shall be scheduled for night or early mornings during the week (Monday Friday) unless instructed differently by the COR or Facilities Management representative.
Clean and adjust the sprinkler system, turn on each zone, monitor for leaks or malfunctioning parts, and adjust for proper spray arc, and maximum system efficiency.
All watering cycles shall be conducted at times that minimize inconvenience to the building occupants and visitors and maximize percolation. Entrances and exits shall not be wet during the arrival and departure of occupants and visitors. Watering shall be accomplished using a drip, soaker hose, or other water-saving irrigation system devices. The Contractor shall operate watering systems that use automatic timers coupled with rain/freeze sensors, in an efficient manner that considers local weather and local mandates. During periods of water restrictions, watering guidelines by the local water district shall apply. The Contractor shall not be responsible for the replacement of landscaping materials that expire due to lack of proper access to water during these periods of water restrictions by municipalities.
Contractor shall be responsible for VA Facility wide repairs to the sprinkler system. Repairs include replacing (no larger than 2.5 ) pipe, broken sprinkler heads, risers, and fittings from the lateral to riser, and irrigation controller(s) utilizing hand tools. Contractor shall be responsible for any sprinkler system repairs for up to 12 inches underground. Damage, vandalism, or malfunctioning components shall be reported to the COR. Damage to the irrigation system by the Contractor shall be repaired immediately at no additional charge to the Government. Sidewalks/walkways and roads adjacent to work areas shall be blown clean after repair.
The Contractor shall clean twice a month the outdoor decorative fountain located in courtyard of Building 99.
Hydroseeding
Contractor shall provide annual hydroseeding for approximately 5000 square ft of turf areas per the recommendation of the VA COR. Triple Crown Tall Fescue Blend.
Emergency Repair
Repairs associated with discoveries of preventive maintenance inspections and findings. If required, the cost of these repairs will be negotiated with the contractor and may be included as part of this contract depending on availability of funds. For parts that are required outside of routine maintenance or repair services that are outside the scope, the Contractor shall notify the COR when a repair is required and provide a quote for the needed parts for the repair. The Contractor shall not order any parts prior to receiving approval from the COR. Once approved by the COR, the Contractor shall order the part, install the part, and invoice utilizing an emergency line item specified within the contract. Payment will be made by modification to the contract.
Responsibility
Unless the weather makes it impossible to finish the task, there is no make-up for weekly assignments. Any issues that arise limiting the ability to perform the tasks must be communicated with the COR prior.
The contractor is responsible for reporting to the CORÂ any equipment failures that impede them from completing the required tasks outlined in the SOW.
At the end of each week, the contractor will submit reports to the COR on completed and uncompleted tasks.
Prior to submitting an invoice to Tungsten, the invoice must first be reviewed by the COR. If the invoice is sent to Tungsten before the COR approves the invoice, it will be refused, resulting in delayed payments.
VA Policy
Possession of weapons, smoking/vaping is prohibited on all VA Facility Grounds. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court.
Hours Of Service
Monday thru Friday from 7:00 a.m. to 3:30 p.m. (normal business hours) excluding holidays.
NATIONAL HOLIDAYS: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25
Period Of Performance/Location
Base year: 12/01/2025-11/30/2026 Option year 1: 12/01/2026-11/30/2027 Option year 2: 12/01/2027-11/30/2028 Option year 3: 12/01/2028-11/30/2029 Option year 4: 12/01/2029-11/30/2030
Location:
Department of Veterans Affairs Greater Los Angeles VA Healthcare System Sepulveda VA Medical Center 16111 Plummer St. North Hills, CA 91343
Safety And Fire Prevention
In the performance of this contact, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all, or any part, of the work.
The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract.
The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.
Contractor Employees:
The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).
Badge. Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented.
PARKING: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.
Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices, and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas.
Changes
Only those services specified herein are authorized. Before performing any service of a non-contract nature, the Contractor shall advise the Contracting Officer of the reasons for the additional work. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer.
Service Delivery Summary
The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum Acceptable Quality Levels (AQL) of service required for each requirement. These thresholds are critical to mission success.
Performance Objective SOW Para Performance Standard AQL Lawn Maintenance
2.2, a Grass is maintained within proper height for its area. Sod does not need to be replaced. Sod is healthy and looks well maintained. Customer complaints shall not exceed 3 per month Shrub Planter Bed Maintenance
2.2, b Plants, hedges, flowers, flourishing do not need to be replaced. They have adequate drainage and mulch. They do not show any sign of disease or pests and appear healthy. They are pruned properly and in a timely manner. They are trimmed properly. Bedding is mulched and free of weeds, grass, and debris. Customer complaints shall not exceed 2 per month. Tree Care & Pruning
2.2, c Trees do not show any sign of disease or pests and appear healthy. They are pruned properly and in a timely manner. Customer complaints shall not exceed 2 per month. Fertilization and Aeration
2.2, d Fertilization and Aeration are performed on schedule. Customer complaints shall not exceed 2 per month. Environmental Weed Control
. 2.2, e Pesticide/Herbicide usage is reported to COR. Customer complaints shall not exceed 4 per month. Trash Pick-Up 2.2, f Trash receptacles picked up. Grounds are free of trash and litter. Customer complaints shall not exceed 2 per month. Solar Field Weeding 2.2, g Solar fields cleared from weeds. Erosion filled up with rocks. Customer complaints shall not exceed 1 per month. Street and Parking Lot Sweeping 2.2, h Streets and Parking lot swept clean Customer complaints shall not exceed 1 per month. Irrigation Equipment and Operations 2.2, i Irrigation is properly maintained and controlled. Customer complaints shall not exceed 4 per month.
Quality Assurance
The Government will periodically evaluate the contractor s performance in accordance with the Service Delivery Summary detailed in section s.
PERFORMANCE MONITORING.
The Contracting Officer Representative (COR) will monitor contractor performance and certify the work was done in accordance with the SOW.
2.4. INSURANCE COVERAGE
a. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.
b. The Government shall be held liable against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.
c. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.
d. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued.
e. 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 employer s liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. 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 occurrence. (c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage. (d) The successful bidder must present to the Contracting Officer, prior to the award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.
E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES
GENERAL INSTRUCTIONS TO OFFERORS:
Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1 via email no later than 10am PST Monday, November 17th, 2025, to contact@example.gov. Ensure the following are completed and/or included in the quote packet:
Vendor Information with UEI number (Company info and quote should be on Enclosure 1 form pg. 1) Acknowledgement of amendments (Enclosure 1 form pg. 1) Concurrence/non-concurrence with solicitation terms, conditions, and provisions (Enclosure 1 form pg. 1) Schedule of services (Enclosure 1 form pg. 2) FAR 52.212-3, Offeror Representations and Certifications -- Commercial Products and Commercial Services (Enclosure 1 form pg. 4) VAAR 852.219-75, VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (Enclosure 1 form pg. 2) Company info and quote should be on the attached Enclosure 1 form. All other forms of offer will not be accepted. Your enclosure form, capabilities statement/experience and any certifications/Training should be sent in one email on separate email attachments, or it will not be accepted.
SPECIAL STANDARDS OF RESPONSIBILITY To assist the contracting officer in determining if the special standards of responsibility applicable to this procurement are met, offerors are asked to provide the following information with their [offers]. Failure to include this information could result in a contracting officer s determination that an otherwise successful offeror is not eligible for the contract award.
SP1: Special Licensure. Offeror or proposed subcontractor shall submit evidence that they hold a C-49 Tree and Palm Contractor license issued by California Contractors State License Board
SP2: Specialized Training. Offerors or proposed subcontractor shall submit evidence that they hold a Qualified Applicator Certificate issued by the State of California  SP3: Specialized Experience. Offeror shall provide references from at least 3 VA Medical facilities or other government, federal, state, or local agencies for which the contractor has performed services as described in the scope. If (3) or less has not been contracted, submit commercial customers within the last three years, making a total of (3) references. The narrative must include contract numbers and reference point of contact to include  telephone numbers and e-mail addresses. References will be contacted to verify technical capability to fulfil the requirements listed in the Scope of work. If Offeror intends to satisfy this requirement through use of a proposed subcontractor(s), Offeror must provide this information for each proposed subcontractor and Offeror must identify what work will be performed by each proposed subcontractor and what work will be performed by Offeror.Â
SP4: Equipment Requirement: Offeror shall provide evidence that their firm has and is able to have on site all the equipment listed to maintain the 144-acre site to include, or equivalent Toro Ground Master 5900 or Equivalent: This equipment can mow a maximum of 20.7 acres per hour. The cut width is 16 feet, 57 inches, 4-wheel drive. EX MarkLazer 72 or Equivalent: This equipment is capable of mowing a up to 10 acres per hour. Skip Loader Ford Model 545 or Equivalent This is an industrial tractor bucket loader with grater attachment. Large Roll off rectangular dumpster bin approx. 18 feet, 40 yards. This is for lawn, weed and tree trimming disposal. MV Multi-Surface Industrial/ Commercial duty vacuum or equal to adequately maintain the cleanliness of the VA Sepulveda Campus. 2 vehicles on site, (1) Stake bed. International 4300 Tymco 600 Street Sweeper or Equivalent The vendor shall purchase equipment based off California's Assembly Bill 1346 (AB 1346) which bans the sale of most new gas-powered landscaping tools, including leaf blowers, lawn mowers, and chainsaws. The law took effect on July 1, 2024. (End of provision)Â
ADDENDUM to 52.212-2 Evaluation Commercial Products and Commercial Services (NOV 2021)Â
(a) Basis of Award. This procurement is being conducted pursuant to FAR Part [13] procedures. The Government intends to award a contract resulting from this solicitation to the responsible offeror whose [offer], conforming to the solicitation, [offers] the lowest price, whose [offered] price does not exceed the amount of funding available for the procurement, and whose [offered] price is found to be reasonable. Price alone is the sole evaluation factor. In addition to the general standards of responsibility found at FAR § 9.104-1, in accordance with FAR § 9.104-2, the special standards of responsibility described below apply to this procurement. Offerors who fail to meet any special standard of responsibility will not be eligible to receive a contract award.  (b) Evaluation Process. Quotes will be evaluated in the following manner. The lowest-priced quote will be identified. The lowest-priced quote will be evaluated to determine if the quoted price exceeds the amount of funding available for the procurement. If the quoted price does not exceed the amount of funding available for the procurement, the quoted price will be evaluated to determine if it is reasonable. If the quoted price is found to be reasonable, the offeror who submitted this quote will be identified as the successful offeror. The contracting officer will then determine if the successful offeror is responsible using the general standards of responsibility and the special standards of responsibility applicable to this procurement. If a contract award cannot be made to the successful offeror, the contracting officer will evaluate the next lowest-priced quote following the procedures described above. This process will continue until a contract award can be made, or the contracting officer determines that no contract award can be made. The contracting officer may find all quotes not acceptable and cancel the solicitation if the lowest-priced quote exceeds the amount of funding available for the procurement. The contracting officer may likewise find a quote under evaluation, as well as all remaining quotes, not acceptable and cancel the solicitation if the quote currently under evaluation exceeds the amount of funding available for the procurement. The Government intends to evaluate quotes and award a contract without discussions with offerors. However, the Government reserves the right to conduct discussions at any time if determined by the contracting officer to be in the Government s interest.   (c) Options. The Government will evaluate [offers / quotes] for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an [offer] is unacceptable if the option prices are significantly unbalanced or if the [offered] price for the basic requirement or any option exceeds the amount of funding available for any of those requirements. Evaluation of options should not obligate the Government to exercise the option(s).  Â
(d) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before the award.  (End of provision)Â
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04, dated 6/11/2025. Full versions of the following provisions and clauses for this solicitation can be found in enclosure 2. 3.a. FAR 52.212-1, Instructions to Offerors Commercial Items 3.b. FAR 52.212-2, Evaluation -- Commercial Items 3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items 3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items 3.e. VAAR 852.219-73, VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses 3.f. VAAR 852.219-75, VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction. 3.g. FAR 52.233-2, Service of Protest 3.h. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.i. VAAR 852.233-71, Alternative Protest Procedure 3.j VAAR 852.222-71 Compliance with Executive Order 13899
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