36C25820Q0361 – Sources Sought – S208–644 – Tree Trimming Services

Sep 2, 2020 | Sources Sought

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This request for information (RFI) is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

This notice is published to conduct market research to determine if there is a sufficient number of certified Service-Disabled Veteran Owned Small Businesses (SDVOSB) and/or Veteran Owned Small Businesses (VOSB), capable of performing the requirements to warrant a socio-economic set-aside or full & open competition. It is strongly recommended that interested parties register in the US Department of Veterans Affairs Vet Biz database and the Small Business Administration (SBA) database. Registration may be accomplished at http://www.vip.vetbiz.gov/ and www.sba.gov/, respectively.

Interested parties responding to this Sources Sought request shall submit the following information at a minimum:
(1) company name and address, point of contact with phone number, and DUNS number;
(2) documentation relating to capability of performance
(3) intentions of subcontracting program to include set-asides if any;
(4) proof of registration in the VA Vet Biz or SBA websites or intention of registration prior to submission of offers to a solicitation;
(5) If you are a distributor a statement from the manufacturer that your company is an authorized distributor;
(6) a statement to inform the government if you are a manufacturer or distributor;
(7) any information regarding FSS Schedule availability;
(8) SAM Registration
(9) any other pertinent company documentation.

Responses are due by September 9, 2020 at 1:00 pm PST. It is anticipated that a solicitation may be issued in September 2020. If issued, award of a subsequent contract is contemplated in October/November 2020. Electronic submissions are acceptable via Eric.Carroll@va.gov, and are highly preferred.

NO ADDITIONAL INFORMATION IS AVAILABLE OTHER THAN WHAT IS NOTED HEREIN. ALL FIRMS ARE INSTRUCTED NOT TO CALL THE INDIVIDUAL VA MEDICAL CENTERS REQUESTING MORE INFORMATION.

This procurement is for a service agreement at the Phoenix VA Health Care System (PVAHCS) to conduct tree trimming services, with all trees to be inspected quarterly, trimmed, and maintained. The service is for approximately 60 trees. Date palm and fan palm trees are included.

It is requested that responses include a rough estimate of pricing for completion of the requirements identified below.

PURPOSE:
The Phoenix VA Health Care System (PVAHCS) requires a service agreement to provide Tree Trimming Services on Phoenix VA property.

SCOPE OF WORK REQUIREMENTS:
All trees will be inspected quarterly, trimmed back and maintained. The service is for approximately 60 trees. Date palm and fan palms are included. All trees other than palm, will be inspected quarterly, trimmed back whereas branches are not rubbing or in danger of doing damage to property which includes but is not limited to all buildings and parking structures including solar panel canopies or persons. Complete clean-up and removal of all debris.

A minimum of one time per year palm tree services shall include: 1) Trim and skin all campus palm trees. 2) Trim all old fronds and seed PODs. 3) Complete clean-up and removal of all debris.

All trees other than palms, will be inspected quarterly, trimmed back whereas branches are not rubbing or in danger of doing damage to property which includes but is not limited to all buildings and parking structures including solar panel canopies or persons. Complete clean-up and removal of all debris.

Trees include but not limited to: Palm (including various versions such as Fan and Date but not limited to), Mesquite, Palo Verde, Torche, Brazil and other various and unknown trees.

The contractor shall provide all personnel, equipment, tools, supervision, transportation and other items and services necessary to ensure that all trees at the Phoenix VA are properly trimmed and debris is cleaned up and removed. At times a tree may become diseased or a danger to property or persons; when this is identified by Contractor, COR or Contracting Officer a determination may be made to remove that tree completely. Removal of Any Tree must first be in writing and approved by Contracting Officer with the determination prior to removal. Tree trimming debris should be recycled as yard waste wherever possible.

The contractor shall visit site four times per year, one visit per quarter. Months for service shall be January, April, July and October. Visits to the site shall not affect VA operations or interfere with patient visits.

The contractor’s performance shall be monitored by the COR as follows:
Timely delivery of invoices, within 30 days of services rendered
Timely scheduling and performance of tree trimming services.
Timely arrival for tree trimming services.
Failure to comply with technical requirements and scope of work shall result in failure to perform.

DELIVERABLES:
Filed Service Reports shall be provided for all service activities in relation to tree trimming including maintenance, needed removal due to disease or potential danger to VA property or persons, and inspections, and shall contain the following information:
Date(s) and time period of service.
Complete description of services including number of trees inspected, trimmed, and if necessary, removed.
A statement of the complaint if a complaint was filed that initiated a service call.
Total standard labor hours, total overtime/premium hours, and total travel hours expended.
Failure to provide documentation shall result in invoice certification delays for contractor payment and failure to perform.
PLACE OF PERFORMANCE:
VA Medical Center
650E Indian School Road
Phoenix, AZ 85012

PERIOD OF PERFORMANCE:
Base Year: 12/01/2020-09/30/2021

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