S208--NAD-849 FY22 New Grounds Maint Contract Richmond-Grounds Maintenance Contract for the Richmond complex to include Tree & Turf Maintenance. "Subject to the Availability of FY22 Funds.

RFQ 36C78621Q0267 Q & A Richmond National Cemetery Complex Grounds Maintenance Requirement Questions and Answers: Government Response in RED. Question 1: Can I ask if there is an incumbent on this contract? If so, what is the # for the last award? Can you tell me the name of the company? Answer 1: There was an incumbent. The contract number was VA-786-17-C-0011. The company was Byrd Enterprises Unlimited, Inc. Question 2: Under section A.4.4.C.4 it states headstones will be scrubbed with soft bristle brush while paragraph 6 says scrubbing will be on an as-needed basis. Will all headstones be required to be scrubbed or will it be on an as-needed basis only? If scrubbing is on an as-needed basis, who will make the determination on if hand scrubbing is required in each circumstance? Answer 2: Headstone procedure in section A.4 C describes an approved procedure to maintain National Cemetery Headstones in a clean and respectable appearance. The procedure must be strictly followed to ensure damage to the headstones are not incurred. Heavy debris from bird droppings, algae and mold will require additional brush agitation. The COR will inspect and determine if procedures are followed and that quality standards are satisfactory. Question 3: Paragraph A.4.14.C.4 it states all grass mowing, trimming and edging work shall be completed no later than close of business on the Thursday prior Memorial Day. The same paragraph also states mowing, edging and trimming shall be accomplished one week prior to Veterans Day or any other holiday, including days of special observance or ceremonies as identified by the COR. Paragraph A.4.14.C.5 states the week before Memorial day the cemetery shall be mowed/trimmed twice and edged once. What is the deadline to complete the 2 mowing and trimming cycles and the 1 edging cycle required before Memorial Day, one week prior too, or the Thursday prior to Memorial day? Answer 3: A.4.14 C.4 COR will communicate any change in the weekly mowing cycle to accommodate special events. NCA does accommodate volunteers to lay flags at the veteran headstones that requires the mowing cycle to not interfere with these important events. The intent of completing edging prior to both Veteran s Day and Memorial Day is to ensure the two-week edging cycle does not exceed a one-week period in order to present our National Shrines at their best appearance. Question 4: Paragraph A.4.18 directs the type of equipment to be used for leaf removal. Please confirm a stand on leaf blower is also acceptable for use in addition to the other equipment listed. Answer 4: A.4.18 A.5 specifies that large tractor drawn leaf blowing equipment will not be utilized on the turf as this may damage those areas. Any equipment not listed must be approved by the COR based on potential damage to turf areas due to size and weight. Question 5: Paragraph A.4.1B.5 references a 9-point verification document, this was not provided in the attachments to the solicitation. Will this be provided to the bidders in advance of the bid date? Answer 5: The Contracting Officer may provide the HNCC SOP-1 to bidders to better understand cemetery requirements for the accountability of remains at National Cemeteries. Cemetery reserves the right to update this procedure with any future NCA requirements related to chain of custody and burial procedures. Question 6: Regarding paragraph A.4.1.A, will the Contractor be expected to provide accelerated grave excavation and backfilling of casketed remains if notified of an internment after noon the preceding workday? Answer 6: A.4.1 Scope states: The COR or representative will notify the Contractor by noon working day prior to interment of the gravesite to be opened. Question 7: What cemeteries included in the solicitation have working irrigation systems? Answer 7: There are no installed irrigation systems at any of the listed Richmond area National Cemeteries. A site visit is recommended for bidders to fully assess the listed CLINs and SOW specifications. Question 8: The solicitation notes The quantities given are only estimates of work to be performed. The Contractor shall be paid only for services approved by the COR and rendered or performed . Paragraph A.4.20.D.3.e states One tree per each 6 Richmond area national cemeteries is included annually. Please confirm any tree removals over one tree per each cemetery is at additional cost. Answer 8: A.4.20.D.3 states: One tree per each 6 Richmond area national cemeteries is included annually. Question 9: Per paragraph A.4.20.C.3 it states pruning will not commence later than March 15 of each contract year. The unit of measure for the CLIN associated with tree pruning is 12 jobs for each cemetery which, combined with the related scope of work, seems to indicate a monthly item. Please confirm this CLIN is to be performed each month and covers any and all work tree work and any/all emergency storm damage that may result in that month if any. Answer 9: A.4.20 is associated with 12 CLINs that require regular monthly maintenance to ensure trees and shrubs are regularly maintained. Contract does specify a start of March which is typical for this geographic region which may require a heavier attention to detail to address suckers and new growth to ensure canopies have at least 15 clearance. The SOW must be followed with further details of procedures listed. Question 10: In the description General Requirements (page 16 of 144) there is a table listing cemeteries included in the scope of work as well as addresses and historical information. It appears that not all the historical information is shown, specifically wall lengths. Can the whole table, with all information shown, be provided to bidders? Answer 10: There are no wall maintenance jobs listed in this contract and historical information is provided to provide relevant grounds maintenance contracted work related information. Question 11: Topic: Mowing, Trimming, and Edging Quantity. Ref: Mowing and Trimming, and Edging CLINs. The mowing and trimming and edging quantities are considerably high. To accomplish 42 mowing cycles, the contractor would have to mow weekly from mid-February through mid-December which is unlikely to occur in Richmond, Virginia. The grass goes dormant from November through most of March. We believe the CLIN quantities should be 36 for all mowing and trimming CLINs and 18 for all edging CLINs. Answer 11: Government concurs that although perennial rye is seeded at our Richmond Area National Cemeteries, that 36 mowing cycles and 18 edging cycles are appropriate modifications for the regional climate. A modification to the RFQ will be issued. Question 12: Topic: Certified Arborist. Ref: Solicitation Page 48, Section A.4.20 states that the Site Manager must be a Certified Arborist. Considering tree pruning will not take place every day, would the government consider allowing our Corporate Arborist to be onsite whenever tree pruning takes place and omitting the requirement that the Site Manager be a Certified Arborist and onsite 8 hours per day. Answer 12: The government will allow omitting this specification of the contract but encourages the Site Manager to acquire this certification. Any work associated with monthly pruning or Tree removal will require an onsite Arborist. An onsite Arborist is not required for small branch (2 diameter or less) pruning and sucker removal. A modification to the RFQ will be issued. Question 13: Topic: Vertebrate Pest Control. Ref: Solicitation Page 40-41, Section A.4.16. The PWS, Section A.4.16 references vertebrate pest control however there is no CLIN associated with this service. Should this service be omitted from our pricing or included in a specific CLIN? Answer 13: Omit section regarding vertebrate pest control from the RFQ. Cemeteries currently do not have a need. Any vertebrate pest damage must be reported immediately to the COR. Question 14: Under section A.4.4.C.4 it states headstones will be scrubbed with soft bristle brush while paragraph 6 says scrubbing will be on an as-needed basis. Will all headstones be required to be scrubbed or will it be on an as-needed basis only? If scrubbing is on an as-needed basis, who will make the determination on if hand scrubbing is required in each circumstance? Answer 14: Headstone procedure in section A.4 C describes an approved procedure to maintain National Cemetery Headstones in a clean and respectable appearance. The procedure must be strictly followed to ensure damage to the headstones are not incurred. Heavy debris from bird droppings, algae and mold will require additional brush agitation. The COR will inspect and determine if procedures are followed and that quality standards are satisfactory. Question 14: Paragraph A.4.14.C.4 it states all grass mowing, trimming and edging work shall be completed no later than close of business on the Thursday prior Memorial Day. The same paragraph also states mowing, edging and trimming shall be accomplished one week prior to Veterans Day or any other holiday, including days of special observance or ceremonies as identified by the COR. Paragraph A.4.14.C.5 states the week before Memorial day the cemetery shall be mowed/trimmed twice and edged once. What is the deadline to complete the 2 mowing and trimming cycles and the 1 edging cycle required before Memorial day, one week prior too, or the Thursday prior to Memorial day? Answer 14: A.4.14 C.4 COR will communicate any change in the weekly mowing cycle to accommodate special events. NCA does accommodate volunteers to lay flags at the veteran headstones that requires the mowing cycle to not interfere with these important events. The intent of completing edging prior to both Veteran s Day and Memorial Day is to ensure the two-week edging cycle does not exceed a one-week period in order to present our National Shrines at their best appearance. Question 15: Paragraph A.4.18 directs the type of equipment to be used for leaf removal. Please confirm a stand on leaf blower is also acceptable for use in addition to the other equipment listed. Answer 15: A.4.18 A.5 specifies that large tractor drawn leaf blowing equipment will not be utilized on the turf as this may damage those areas. Any equipment not listed must be approved by the COR based on potential damage to turf areas due to size and weight.