S208--Repair Miniature Golf Course - Franklin R. Sousley VAMC Lexington, KY

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice *= Required Field Combined Synopsis/Solicitation Notice Page 1 of 15 COMBINED SYNOPSIS/SOLOCITATION FOR COMMERICAL ITEM GENERAL INFORMATION Document Type: Combined Synopsis/Solicitation Posted Date: 08/26/2025 Response Date: 09/03/2025 11:00 AM CT Product or Service Code: S208 Housekeeping Landscaping/ Groundskeeping NAICS Code: 561730 Landscaping Services Small Business Size Standard: $9.5M Period of Performance: 09/10/2025 through 12/10/2025 Contracting Office Address Network Contracting Office 9 ATTN: Scott Dickey Department of Veterans Affairs Contracting Office, Suite 204 1639 Medical Center Parkway Murfreesboro, TN 37129 DESCRIPTION This is a combined synopsis/solicitation for a quote for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, quotes are being requested, and a written solicitation will not be issued. This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. This solicitation is a request for quotations (RFQ). This solicitation document incorporates clauses and provisions that are in effect through Federal Acquisition Circular FAC 2025-03 (eff. 1/17/2025), FAR Supplement needs updating to (Commercial Checklist thru FAR DEVIATION FEB 2025, VAAR DEVIATION APR 2025, VAAM Alert 24-10 eff 04-09-2024 and Policy Flash 23-15) and include FAR 52.212-5 (52.212-5 DEVIATION FEB 2025, eff. Feb 18 2025) and VAAR Update 2008-37 (eff. 02/24/2023). This offer is a set aside for 100% Service-Disabled Veteran Owned Small Business entities. The acquisition will be made pursuant to the authority in FAR Part 13, Simplified Acquisition Procedures. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the FAR and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.acquisition.gov/far/ (FAR) and http://www.va.gov/oal/library/vaar/ (VAAR). This is a service contract to repair the nine-hole miniature golf course in the courtyard of the Franklin R Sousley Campus. Contractors may provide their own pricing document, but it must be broken down to allow for price reasonableness determination. PLACE OF DELIVERY: Department of Veterans Affairs Franklin R. Sousley VA Medical Center 2250 Leestown Road Lexington, KY 40511 The following solicitation provisions apply to this acquisition: The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. 52.25-2 Clauses Incorporated by Reference FEB 1998 52.252-1 Solicitation Provisions Incorporated by Reference FEB 1998 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (NOV 2023) 52.204-7 System for Award Management (NVO 2024) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.204-7, System for Award Management (OCT 2016) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) 52.204-29 Federal Acquisition supply Chain Security Act Orders-Representation and Disclosures (DEC 2023) 52.209-7 Information Regarding Responsibility Matters (OCT 2018) 52.216-1 Type of Contract (APR 1984) 52.216-18 Ordering (AUG 2020) 52.216-19 Order Limitations (OCT 1995) 52.216-22 Indefinite Quantity (OCT 1995) 52.228-5 Insurance-Work on a Government Installation (APR 1984) 52.229-11 Tax on Certain Foreign Procurements-Notice and Representation (JUN 2020) 52.233-2 Service of Protest (SEPT 2006) 852.20-70 Contracting Officer s Representative (DEC 2022) 852.203-70 Commercial Advertising (MAY 2018) 852.204.70 Personal Identity Verification of Contractor Personnel (MAY 2020) 852.222-71 Compliance with Executive Order 13899 (Deviation (APR 2025) 852.219-73, VA Notice of Total Set-Aside For Certified Service-Disabled Veteran-Owned small business (Deviation) (JAN 2023) 852.228-71 Indemnification and Insurance (MAR 2018) 852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018) 852.237-75 Information and Communication Technology Accessibility Notice (FEB 2023) 852.242-71 Administrative Contracting Officer (OCT 2020) 852.252-70 Solicitation Previsions Or Clause Incorporated By Reference (JAN 2008) 852.270-1 Representative Of Contracting Officer (JAN 2008) 852.273-7 Award Without Exchange (JAN 2003) The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Nov 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655). 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) (31 U.S.C. 6101 note). 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (PUB. L. 111-117, section 743 OF DIV. C). 52.204-27 Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of Division R of pub. L. 117-328) 52.204-30 Federal Acquisition Supply Chain Security Act Orders-Prohibition. (DEC 2023) (Pub. L. 115-390,title II) 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JAN 2025) (31 U.S.C. 6101 note). 52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters (OCT 2018) (41 U.S.C. 2313) 52.219-8 Utilization of Small Business Concerns (JAN 2025) (15 U.S.C/ 637(d)(2) and (3)) 52.219-27 Notice of Set-Aside for, or Sole-Source Award to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (FEB 2024) (15 U.S.C. 657f) 52.219-14 Limitations on Subcontracting (OCT 2022) 52.219-28 Postaward Small Business Program Representation (JAN 2025) 52.219-33 Nonmanufacturer Rule (SEP 2021) 52.222-3 Convict Labor (JUNE 2003) 52.222.35 Equal Opportunity for Veterans (JUN 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-37 Employment Reports on Veterans (JUN 2020) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496) 52.222-54 Employment Eligibility Verification (Jan 2025). (E.O. 12989) 52.225-3 Buy American-Free Trade Agreements-Israeli Trade Action (NOV 2023) 52.225-13 Restrictions On Certain Foreign Purchases (JUNE 2008) 52.223-18 Encouraging Contractor Policies To Ban Text Messaging While Driving (AUG 2011) 52.229-12 Tax on Certain Foreign Procurements (FEB 2021) 52.232-33. Payment By Electronic Funds Transfer System For Award Management (JUL 2013) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standers-Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-50 Combating Trafficking In Persons (MAR 2015) 52.222-42 Statement Of Equivalent Rates For Federal Hires (MAY 2014) 52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2022) FAR 52.222-42 STATEMENT OF EQUIVIALENT RATES FOR FEDERAL HIRES (MAY 2014) In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of Labor (29 CFR part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332. Note: Employee occupation code and wages rate selection is not a decision of the agency, that is a contractor responsibility. Contractors should consult with a DOL representative or www.dol.gov for guidance. The SCA DOL WD is required to attach in solicitations that the Service Contract Labor Standards are applicable. See clause @ FAR 52.222-41. FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. - - - - (End of Clause) FAR 52.232.-18 AVAILABILITY OF FUNDS Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. (End of Clause) VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) SEE ATTACHED DOCUMENT VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUEST (NOV 2018) (a) Definitions. As used in this clause (1) Contract financing payment has the meaning given in FAR 32.001; (2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment; (3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests; (4) Invoice payment has the meaning given in FAR 32.001; and (5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract. (b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required. (c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following: (1) VA s Electronic Invoice Presentment and Payment System at the current website address provided in the contract. (2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). (d) Invoice requirements. Invoices shall comply with FAR 32.905. (e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for (1) Awards made to foreign vendors for work performed outside the United States; (2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information; (3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies; (4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or (5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above. (End of Clause) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (SEP 2018) Any protest filed by an interested party shall (1) Include the name, address, fax number, email and telephone number of the protester; (2) Identify the solicitation and/or contract number; (3) Include an original signed by the protester or the protester s representative and at least one copy; (4) Set forth a detailed statement of the legal and factual grounds of the protest, including a description of resulting prejudice to the protester, and provide copies of relevant documents; (5) Specifically request a ruling of the individual upon whom the protest is served; (6) State the form of relief requested; and (7) Provide all information establishing the timeliness of the protest. Failure to comply with the above may result in dismissal of the protest without further consideration. Bidders/offerors and Contracting Officers are encouraged to use alternative dispute resolution (ADR) procedures to resolve protests at any stage in the protest process. If ADR is used, the Department of Veterans Affairs will not furnish any documentation in an ADR proceeding. (End of Clause) VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (MAY 2010) NOTE Deputy Assistant Secretary for Acquisition and Logistics, Risk Management Team, Department of Veterans Affairs 810 Vermont Avenue, N.W. Washington, DC 20420 Or for solicitations issued by the Office of Construction and Facilities Management: Director, Office of Construction and Facilities Management 811 Vermont Avenue, N.W. Washington, DC 20420 (End of Clause) FAR 52.212-1 Instructions to Offerors Commercial Items Applies to This Solicitation Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far The DOL Wage Determination for the specific locality is available at https://beta.sam.gov/search?index=wd. Please note the listing below is not all-inclusive wage determination of each area of performance. It is the contractor s responsibility to obtain and evaluate each wage determination locality. ADDENDUM to FAR 52.212-1 Instructions to Quoters Commercial Items Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The following provisions are incorporated into 52.212-1 as an addendum to this solicitation: The Offeror shall submit their quote on company letterhead and include the Price/Cost Schedule. Quoter shall include unit price, total, unit quantity and item description as specified above, proposed delivery time, name, address, and telephone number of the quoter, firm s SAM Unique Entity ID (UEI) and ORCA document in SAM at www.sam.gov, terms of any express warranty, unit price, overall total price, completed copy of 52.212-3 Quoters Representations and Certifications- Commercial Items, and ORCA document. All prospective offerors must include appropriate references which must include all applicable company information. In addition, the quote shall include a separate narrative to specifically communicate the quoter s technical ability to meet the performance requirements and complete and sign VAAR 852.219-75, Limitations of Subcontracting and VHA and Local Business Associate Agreement (BAA). Submitted licensing and insurance must be in the name of the prime contractor and only the prime contractor. Questions: All questions shall be in writing. Questions shall be submitted to Scott Dickey by emails at contact@example.gov . Questions must be submitted no later than 11:00 AM CT August 31, 2025, to contact@example.gov . The subject line must specify 36C24925Q0430 Golf Course Repair . Quotes must be submitted by September 03, 2025 by 11:00 AM CT to contact@example.gov . There will be no automated email notification of receipt of quotes. Quotes shall be submitted in one email, shall not to exceed 5 attachments and a total of 25 pages using no less than 12 point font. Offerors are hereby notified that if their quotes are not received by the date and time specified in this announcement, it will not be considered. All quotes received without requested documentation will not be considered. It is the responsibility of the offeror to view the website for any changes or amendments to this RFQ. Award may be made without discussions. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at +1 (555) 000-0000 or register on-line at https://www.sam.gov. All Service Disabled Veteran Owned Small Business must be registered in Dynamic Small Business Search database prior to award. https://dsbs.sba.gov/search/dsp_dsbs.cfm Award shall be made to a single offeror. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered using a comparative analysis in accordance with FAR 13.1. Quotations will be compared to one another to determine which provides the best value to the Government. The following factors shall be used to evaluate offers: TECHNICAL Contractor to provide a detailed quote to achieve the Government s objectives identified within the Statement of Work. PRICE Offerors are requested to complete and return Price/Cost Schedule. PAST PERFORMANCE Vendors submitting a quote shall be regularly established in the business of providing the services identified in the PWS and who have experience with commercial contracts of similar demand or greater, with conditions and scope as required for this contract. Vendors submitting a quote shall provide references when submitting their quote. Emphasis will be on recent and relevant past performance. Recent is defined as work performed within the last three years. Relevant is defines as work similar in scope of the work described in the PWS. EVALUATION The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered, reference FAR 13.106-2(b)(3). The following factors shall be used to evaluate offers: Technical Price Past performance Technical review is more significant then price. Before making award, the Contracting Officer will determine whether the proposed price is fair and reasonable in accordance with FAR 13.106-3. 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 award. (End of Provision) CONTACT INFORMATION Contracting Office Address: Department of Veterans Affairs Network Contracting Office (NCO) 9 1639 Medical Center Pkwy, Suit 204 Murfreesboro, TN 37129 Primary Point of Contact: Scott Dickey Contract Specialist, NCO 9 contact@example.gov See attached document: Attachment 1 SOW Golf Course Repair. See attached document: Attachment 2 - WD 2015-4673 REV 30 08.08.2025.