S208--AWARD - LAWN CARE SERVICES AUGUSTA VA MEDICAL CENTER - UPTOWN & DOWNTOWN

Combined synopsis/solicitation General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24720Q0658 Posted Date: 05/27/2020 Original Response Date: 06/15/2020 11:00 AM EST Product of Service Code: S208 NAICS Code: 561730 Contracting Office Address NCO 7 ATTN: Chaz D. Bowling Department of Veterans Affairs 501 Greene Street Hatcher Building - Suite 2 Augusta, GA 30901 Description This is a combined synopsis/solicitation for commercial items 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; quotations are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-06 / 05-06-2020. The associated North American Industrial Classification System (NAICS) code for this procurement is 561730, with a small business size standard of $7.5 Million. The Network Contracting Office 7 is seeking to landscaping and grounds maintenance for the Augusta VA Medical Center (Charlie Norwood). All questions regarding this RFQ must be in writing and may be sent by e?mail to contact@example.gov. Questions must be received no later than June 05, 2020 at 9:30 AM EST. No further questions will be accepted after that date and time. You are reminded that representatives from your company SHALL NOT contact any VA Medical Center employees to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer. All interested companies shall provide quotation(s) for the following: **Note** You shall add the major storm damage to your total final cost, the amount and line item has already been filled out for your convenience. CLIN(s) Description QTY MEasure Unit $ Total $ 0001 Base Year of Mobile Imaging Service (1 year of performance outlined in the SOW) 12 MO 0002 Major Storm Damage Repair (See 1.1.5. Repair Damaged Areas) 4 QTR $10,000.00 $40,000.00 1001 Option One of Mobile Imaging Service (1 year of performance outlined in the SOW) 12 MO 1002 Major Storm Damage Repair (See 1.1.5. Repair Damaged Areas) 4 QTR $10,000.00 $40,000.00 2001 Option Two of Mobile Imaging Service (1 year of performance outlined in the SOW) 12 MO 2002 Major Storm Damage Repair (See 1.1.5. Repair Damaged Areas) 4 QTR $10,000.00 $40,000.00 3001 Option Three of Mobile Imaging Service (1 year of performance outlined in the SOW) 12 MO 3002 Major Storm Damage Repair (See 1.1.5. Repair Damaged Areas) 4 QTR $10,000.00 $40,000.00 4001 Option Four of Mobile Imaging Service (1 year of performance outlined in the SOW) 12 MO 4002 Major Storm Damage Repair (See 1.1.5. Repair Damaged Areas) 4 QTR $10,000.00 $40,000.00 Total Contract Pricing $ PERFORMANCE WORK STATEMENT FOR GROUNDS MAINTENANCE SERVICES 1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, labor, supervision, and other items and services necessary to ensure that grounds maintenance is performed at the Charlie Norwood Veterans Affairs Medical Center (VAMC) Uptown Division (UD) and Downtown Division (DD) to included Solar Panel area and all adjacent surrounding areas in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. Services shall include: Cut grass weekly March thru September and Bi-weekly October thru February Edge walkways, driveways and bed lines with a steel blade edger Weed eat entire property as needed Blow curb areas Keep weeds out of beds, curb, and parking lot areas with round-up Prune shrubbery as needed to maintain a uniform shape Pick up trash in common areas Leaf removal from property in fall/winter seasons Remove dead diseased and fallen trees and grind stumps Trim all trees in parking lots and adjacent surrounding areas, leaving a buffer along fence lines adjacent to residential properties Weed and trim shrubs, by hand in interior courtyards install weed barrier and mulch in all interior courtyards Remove all shrubbery and live trees that obstruct sidewalk and parking lot from parking lot islands, stumps to be ground down, work required to be done after normal business hours or on the weekends, parking lot can be section off during this time upon request Sweeper truck to be used Bi-weekly in all parking lots at both the Uptown and Downtown Facilities. Work to be accomplished after normal work hours or on weekends. All debris created by maintenance contract will be removed from property in a timely manner Mulch or interior courtyard shall be applied twice a year, Contractor will be responsible for purchase of mulch and quantity Contractor will be allowed a 20 feet trailer for storage of items, all items not able to fit will be stored off premise Solar Panel area needs to be mowed and maintain as needed. 1.1. MAINTAIN GROUNDS. 1.1.1. Mow Grounds. Grass shall be cut on an estimated amount of 110 acres at the UD location and 10 acres at the DD location. Grass clippings shall be removed or mulched when visible after mowing. Contractor shall maintain the growth of grass height on improved grounds between 1 to 4 inches depending upon the type of grass. The height is a guideline for a neat and professional appearance. All improved grounds shall always look well-manicured. Kentucky Blue Grass, St. Augustine - 2 to 3 in. Tall Fescue - 2.5 to 3.5 in. Bermuda Grass - 1 to 1.5 in. Zoysia Grass - 1 to 1.5 in. The contractor shall: Remove all trash and debris from lawns prior to each mowing. Maintain lawns to give a neat, uniform appearance and frequently enough to prevent visible accumulation of grass clippings. Remove any visible accumulation of clippings by sweeping or blowing. Adjust mowing frequency to the growth rate of the turf. Do not remove more than one-quarter to one-third of the total leaf area at anyone mowing. Vary the direction of mowing each time lawns are mowed. Mow lawns when grass reaches a height of 2 - inches and cut to a minimum height of 1 - inches. Mowing height may be increased 2 inches during the summer. Keep mowers sharp and properly adjusted during cutting operations. After each mowing, trim lawn edges to the same height as adjacent turf. Where adjacent to sidewalks, curbs, etc., neatly edge lawns weekly as needed. Do not line trim within 2 inches of tree trunks, plant foliage or other non-durable surfaces; hand trim areas where power trimmers are not to be operated. After completion blow off all sidewalks, roadways and parking lot and patios. Spring Reconditing: Rake all lawns prior to initiation of active spring growth to remove dead grass, twigs, leaves, and other debris. Roll lawns, if required, to smooth uneven areas. If that exceeds one-half inch depth or soil compaction is evident, aerate lawns after soil thaws and turf enters the active growing period. Aerate using a spoon or core method. If core type operation is employed, use a drag or other approved method to break up cores. 1.1.2. Edging. Sidewalks, driveways, curbs, and other concrete or asphalt edges located in the improved grounds areas shall be edged at least every other mowing. Edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs within .5 inch of the edged surface and to a depth of 2.0 inches. Edging shall be done bi-weekly during growing season. 1.1.3. Trimming. Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles. Trimming height shall match surrounding area grass heights. All areas shall be trimmed concurrent with mowing. Damage to trees and shrubs from trimming shall be repaired by the contractor. If a plant should die or become unhealthy due to damage, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days of noticed damage. 1.1.4. Remove Debris/Police Grounds. The contractor shall perform general litter patrol in all areas on the grounds. Responsibilities shall include, but not be limited to, the removal and disposal of all-natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris. Contractor shall police areas five days per week. During the fall months, fallen leaves shall be removed weekly from the areas. At other times leaves shall be removed as necessary. Dispose of all debris at an off-base location in accordance with existing local, state, and federal regulations. Trash shall be removed from all areas prior to mowing. Street Sweeper: A street sweeper shall be utilized to remove all debris and trash from the roads bi-weekly at the approved hours in section 4.4. 1.1.5. Repair Damaged Areas. Areas damaged by contractor vehicles, erosion, drought or insect/diseases shall be seeded, sprigged, or sodded to meet the standards of surrounding areas. Other than lawn areas will be repaired to match the surrounding area. Major Storm Damage: Major storm damage repair is part of this contract; contractor shall include $10,000.00 quarterly or $40,000.00 a year in the price of their contract. Any overages in cost will be executed by a bi-lateral modification when needed. If the entire amount is not utilized, it will be decreased out at the end of each period of performance (one year). 1.1.6. Aerate Soil. Aerate soil on 110 acres at the UD location and 10 acres at the DD location improved grounds to maintain grounds in a healthy state. 1.2. EMERGENCY AND SPECIAL EVENT SERVICES. Upon notification by the contracting officer through the issuance of a delivery order, the contractor shall perform emergency or special event grounds maintenance required in areas covered under this contract. Upon notification of an emergency, the contract manager shall respond within one (1) hour to meet with the contracting officer and COR and initiate emergency services. Upon receiving direction by the contracting officer, contractor personnel shall begin emergency work within two hours. The contracting officer will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event. This is to included major storm damage as stated in section 1.1.5. 1.3. MAINTAIN TREES/SHRUBS/HEDGES. 1.3.1. Trimming/Pruning. Contractor shall prune trees in improved and semi-improved areas on a 3 to 5-year pruning cycle. Pruning shall be accomplished in accordance with industry (ANSI Z133.1 - 1994) standards. Class II medium pruning shall be used in general on all trees. Class IV pruning shall be used only for lifting, removal, and/or cutback of branches that conflict with normal traffic or safety in the vicinity of the trees. Minimum safety clearance is 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, and 4 feet from buildings. Other trees shall be pruned on an as-required basis to provide safety, clearances and/or to prevent structural damage. Topping and de-horning shall not be permitted. Trimming/pruning of trees around utility poles/power lines is the responsibility of the contractor. Notify the COR when trimming/pruning around utility poles/power lines is needed. Shrubs, small trees, and other plants shall be maintained according to the American Society of Landscape Architect's standards. They shall be pruned as required to maintain their natural growth characteristics. Shrubs and small trees shall be trimmed and pruned to enhance the beauty and health of the plant. Hedges shall be maintained to their natural mature height and shape. Broadleaf evergreens and flowers beds shall be pruned annually or as required maintaining clearances of minimum of 3 inches from buildings, sidewalks, or other obstructions. Contractor shall use the following procedures when pruning the plant categories listed below: Shade and Ornamental Trees: Maintain natural habit and proportions. Remove dead, damaged, or dangerous branches, water sprouts, suckers, and crossing branches. Upright Confiners: Remove dead or damaged limbs and multiple leaders. Maintain compact, uniform growth by selectively removing portion of young - candles during extension in the spring. Spreading Conifers: Remove dead or damaged branches. Do not shear; prune groups or masses as a single unit, not individual plants. Deciduous Shrubs: Prune to maintain natural habit and proportions; do not shear. Periodically, thin canes to maintain vigor and new growth. Time pruning to prevent removal of flower buds. Hedges: Shear hedges at least twice annually, once after spring flush, and once in late summer. Maintain size and proportion approved by Owner. Bevel face of hedges to optimize exposure to light. Conduct rejuvenate pruning as directed. 1.3.2. Maintain Bedding and Planted Areas. Edge, eliminate weeds, maintain mulch, and repair or replace damaged plants in shrub and plant beds as identified in Appendix B. All weeds shall be removed or eradicated manually or mechanically, but not chemically. 2. 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 levels of service required for each requirement. These thresholds are critical to mission success. Performance Objective SOW Para Performance Standard AQL Maintain Trees, Shrubs, Broadleaf Evergreens, Hedges, and Perennial Flowers 1.1 Trees, plants, hedges, flowers, flourish and 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. Fertilizer and soil amendments are applied. Soil is aerated; Customer complaints shall not exceed 2 per month. Qualified laborers for lawn care and maintenance 1. and 4.7 Contractor to provide qualified workers and project manager Customer complaints shall not exceed 2 per month Police Grounds of Trash and Litter 1.1.5 Grounds are free of trash and litter. Customer complaints shall not exceed 4 per month. 3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. Government will provide a space for the contractor to store a 20-foot trailer for storage of items, all items not able to fit will be stored off premise. Government will provide water lines if needed. Government will provide electricity if needed. 4. GENERAL INFORMATION. 4.1. QUALITY CONTROL. The contractor shall develop, submit for contracting officer approval, and maintain a quality program to ensure grounds maintenance services are performed in accordance with established standards of Professional Grounds Management Society (PGMS), National Arborist Association, American Society of Landscape Architects, and the local county extension office. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Delivery Summary. 4.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor's performance in accordance with the Quality Assurance Surveillance Plan. 4.3. GOVERNMENT REMEDIES. The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 1997), for contractor's failure to perform satisfactory services or failure to correct non-conforming services. 4.4. PERFORMANCE. The period of performance (POP) for this contract is for five years, one base year and 4 option years. Place of Performance: Augusta VA Medical Center Uptown Location 1 Freedom Way Augusta, GA 30904 Augusta VA Medical Center Downtown Location 950 15th Street Augusta, GA 30901 4.5. HOURS OF OPERATION. Work is to be performed during normal duty hours, 7:00 A.M. - 3:30 P.M. Eastern Standard Time (EST) Monday thru Friday unless with prior approval from the Veterans Affairs (VA). Saturday and Sunday work will be granted due to large number of trees/shrubs in parking lot, with prior approval and arrangement. Street sweeping to be conducted between 5:00 P.M. and 6:00 A.M. or on weekends. Unless otherwise specified the Government observes the following holidays: New Year's Day January 1 Martin Luther King's Birthday Third Monday in February President's Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 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 4.6. SECURITY REQUIREMENTS. All contractor employees will wear proper identification at all times. Contractor employees shall wear uniform work attire to help easier identify. 4.7. SPECIAL QUALIFICATIONS. Project Manager: A project manager shall be utilized to plan and execute the contractors plan of action. The project manager shall have experience in managing similar services. 4.8. REPORTING. For services performed during normal working hours, the contractor's project manager will report to the Grounds Supervisor (Uptown Chuck Jones ext. 6051, Downtown Charles Davis ext. 3358), to report/sign-in and obtain an identification badge, which shall always be worn while the technician is on station. After work is completed, the contractor's technician(s) are to submit in writing, a complete report of services performed for each item of equipment. The Grounds Supervisor, or his designee, must sign the service report before the technician(s) leave the facility. (End of Performance Work Statement)