Changed: 9/13/2021

RFQ 36C78621Q0266 Q & A Hampton National Cemetery Grounds Maintenance Requirement

Questions and Answers: Government Response in RED.

Question 1: The solicitation is conflicting on if the contractor needs to supply the tent and chairs for internments or if the Government will supply these. Is the contractor required to furnish these items?
Answer 1: Hampton National Cemetery has recently set up a chapel tent in the courtyard of the main lodge/office. The tent will remain up for services. The government will supply the committal tent and chairs with covers. There will be events throughout the year that will require the tent to be moved from the courtyard to the flag circle of Hampton National Cemetery.
Question 2: Can you please give the number of upright headstones? Can you also give the number of flat markers?
Answer 2: Clin XX06: Clean Upright Headstones & Flat Markers (26,000) before Memorial Day & (26,000) before Veterans Day. There are various monuments, and flat markers. A site visit is encouraged. Flat markers are used at Hampton and VAMC National Cemeteries when an obstruction exists (i.e.: tree). Current project at Hampton National Cemetery Complex is to set all upright headstones that have been laid as flats to the upright position; Until completion of this project, all headstones that are flat require edging weekly.
Question 3: Is the maintenance building restroom available for contractor use?
Answer 3:
USE OF CEMETERY FACILITIES

1. A portion of the Hampton NC Maintenance building will be provided to the contractor. Failure to clean and prevent damage to the government may result in removal of facility access by the Cemetery Director.
2. Contractor will not use public restrooms on-site. Contractor breakroom/restroom/changing room is located in the Hampton Maintenance building and the Contractor is responsible for maintaining cleanliness and replacement of any broken fixtures or items. In the event the Maintenance building restroom is unavailable, Contractor must supply and maintain own mobile restroom, i.e. porta-potty, and COR will identify location. Contractor shall be responsible for acceptable standards of housekeeping.
3. Prior to making any modifications or alterations to the space provided, Contractor shall obtain written approval from the Cemetery Director. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.
4. Contractor is responsible for maintaining cleanliness and replacement of any broken fixtures or items they occupy.
5. Contractor will provide approved metal cabinets in fuel storage building. Storage must follow OSHA requirements. If available, electric and gas utilities at the designated work and storage areas shall be provided for purposes of contract performance only. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, and unsanitary conditions.
6. The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides, and cleaning solutions.
7. Only the Contractor s equipment, supplies and property necessary to perform work under this contract shall be stored at the Contractor’s designated storage area. No maintenance or repair of shall be done on cemetery property without the COR s approval.
8. Contractor employees may park privately owned vehicles in the area designated for parking by the COR. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor s employees under any conditions. Parking in front of the Lodge is designated for veterans and family members and/or visitors only and Contractors shall not park in this area.
9. The lodge is off limits except for necessary work such as snow, ice, and other debris removal.
Question 4: Is there adequate storage available for contractor use for the equipment required for this contract? Is this space lockable? If so, who will be given access to this area?
Answer 4: The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the COR or designee. The Contractor shall hold and save the Government, its officers, and agents, free and harmless from liability of any nature resulting from the Contractor’s performance and/or negligence. It is understood that the VA shall not be held responsible for any damage to the Contractor’s equipment, materials, supplies or the like which may result from vandalism, theft etc. while on site.
Question 5: Is there an area available to leave a work truck/dump truck?
Answer 5: The Hampton National Cemetery will designate a small lay down area behind the maintenance building (Hampton side) for storage. The government does not assume responsibility for any loss or damaged equipment, tools or supplies stored on government property. Site visit recommended.
Question 6: Is there a spoils area available for backfill?
Answer 6: There is not a spoils area available. There is a small temporary location located on the Hampton side of the Cemeteries that will be made available. Contractor is expected to dispose of spoils offsite to avoid an unkept appearance to the National Cemeteries. A.4.22/16. Contractor will monitor, keep neat/clean, accessible, and remove excess spoils from designated spoils area from cemetery.
Question 7: Under CLIN 30 – Is there a requirement for 1 or more employee(s) to be available for 40 hours per week dedicated to ONLY work under this CLIN? Is it correct that CLIN 30 includes leaf removal, snow and ice removal, admin work, floral removal, and other miscellaneous work for the entire cemetery?
Answer 7: Government Response: Clin 30 is A.4.22 Grounds, Facilities and Administrative Service. Review scope and procedures of this section for task requirements. A site manager is expected to allocate resources to accomplish contractual obligations.
Question 8: Can you give the quantities of snow and ice removal that have been needed historically over the past 5 years per year?
Answer 8: Snow removals are dependent on the local climate and varies in this region. In the mid-Atlantic region, snow and ice accumulation can vary greatly from year to year, from less than 6 inches one year, to several feet the next.
Question 9: Can you give the quantities of leaf removal that have been needed historically over the past 5 years per year?
Answer 9: There are a variety of trees at the National Cemetery and recommend a site visit to assess quantities.
Question 10: What is the square footage for mulch needed?
Answer 10: Planting beds and tree circles (all trees unless COR specifies exemption) require mulch. A site visit is encouraged for specific square footage of mulch requirements.
Question 11: Are there any trees that currently need removal? If so, how many?
Answer 11: There are two trees on the Phoebus side that have been assessed for removal in the next 12 months.
Question 12: What is the average size of trees that will need removing?
Answer 12: Trees vary in size and site visit is encouraged to assess various sizes.
Question 13: Under B Flag Maintenance – Contractors will provide and replace The United States of America and Prisoner of War flags when weathered, faded, torn, or become unsightly and retire flags off Cemetery property. The material shall be reinforced polyester or nylon. NOT COTTON. What CLIN should the price go under for replacement flags? How often historically are these replaced?
Answer 13: Government Response: Flag Maintenance falls under clin XX30 General ongoing and recurring cemetery grounds maintenance services. Flag replacement is dependent on weather and damage from wind and sun.

CONTINUATION PAGE

RFQ FOR COMMERCIAL ITEMS
GENERAL INFORMATION
Document Type: Combined Synopsis Solicitation
Solicitation Number: 36C78621Q0266
Post Date: 08/30/2021
Original Response Date: 09/17/2021 at 3:00 EST
Applicable NAICS: 561730
Classification Code: S208
Set Aside Type: 100% Service-Disabled Veteran Owned Small Business (SDVOSB)
Period of Performance: October 1st, 2021 through September 30th, 2022 with (4) one-year options, if exercised

Issuing Contracting Office: Department of Veterans Affairs
National Cemetery Administration, Contract Services
18434 Joplin Road
Triangle, VA 22172

Place of Performance:
Hampton National Cemetery (Main)
Phoebus Annex
Hampton VAMC National Cemetery
1 Cemetery Road, Hampton, VA 23669
99 W County Street, Phoebus, VA
Emancipation Drive, Hampton, VA 23667

Attachments: A Statement of Work
B Wage Determination No. 2015-4341, Rev 17 Dated 7/21/2021
C Price/Cost Schedule
D Past Performance Questionnaire

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78621Q0266.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2021-01 eff 10/01/2020.

This is 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB)
The applicable North American Industrial Classification System (NAICS) code for this procurement is 561730, with a business size standard of $8 million.

This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.

The U.S. Department of Veterans Affairs, National Cemetery Administration, anticipates the award of an Indefinite Delivery/Indefinite Quantity (IDIQ) Contract.

Department of Veterans Affairs, National Cemetery Administration, Contracting Service (43C1), is the only activity authorized to issue orders under this contract.

Scope: The contractor shall be responsible for providing grounds maintenance and internment services at the Hampton National Cemetery Complex.
PRICE SCHEDULE: Contractor shall provide all labor, supervision, material, equipment, tools and supplies to complete grounds maintenance and internment services for Hampton National Cemetery Complex following National Cemetery Administration standards. Units and services to be in accordance with Statement of Work, Technical Specifications, Performance Incentives/Disincentives, terms and conditions contained in this solicitation.

The schedule price shall be all-inclusive, including all labor, equipment, materials, and supplies to complete the Contract Line Items (CLINs). Offerors shall enter unit price and total amounts for each CLIN as indicated in the schedule. In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended price and the total of the CLINs will be recomputed accordingly.

PERIOD OF PERFORMANCE:

Base Period 10/01/2021 through 9/30/2022
Option Year One- 10/1/2022 through 9/30/2023 (if exercised)
Option Year Two 10/1/2023 through 9/30/2024 (if exercised)
Option Year Three 10/1/2024 through 9/30/2025 (if exercised)
Option Year Four 10/1/2025 through 9/30/2026 (if exercised)
CLIN
No.
Supplies/Services
Est. Qty
Unit
Unit Price
Total Price
0001
Description

$_________
$___________

SEE ATTACHMENT C

Total
$___________

Total Estimated Price Base and all Option periods

$______________

Services to be Provided: See Attachment A STATEMENT OF WORK

SITE VISIT: Quoters are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection of the Hampton National Cemetery Complex, YOU MUST contact Michael Faust at Michael.Faust@va.gov or by phone at 757-723-7104.

Site Visits are by appointment only. All site visits must be scheduled and completed prior to September 10th, 3:00 PM, EST.

Hampton National Cemetery Complex POC: Mr. Michael Faust, (757) 723-7104; Email: Michael.Faust@va.gov (Please reference in subject line: Site Visit Appointment Request for Hampton NC GMS).

All questions regarding this solicitation are to be submitted to the contracting officer, via email, Paul.Zagaruyka@va.gov no later 10 September 2021 at 3:00PM, (EST). (Please reference in subject line: HNC GMS and Headstone Maintenance Services 36C78621Q0266 Q&A). Questions will not be addressed using the telephone.

REGISTRATION WITH VENDOR PORTAL: All Interested Offerors must be registered with the Department of Veterans Affairs eCMS Vendor Portal at https://www.vendorportal.ecms.va.gov . Offerors who require registration shall proceed to the Vendor Portal s Login section and shall click on Request a user account to register. In the event an Offeror is unable to submit a Quote/Proposal through the vendor portal domain, prior to the Quote/Proposal closing date, contact the VAAS helpdesk at 1-877-634-3739, or via email at VA.Acquisition.Systems@va.gov If an Offeror is still having difficulties in submitting a proposal via the Vendor Portal the contracting officer/Specialist may accept an Offeror s Quote/Proposal via email under the following circumstances:
1. Offeror must provide evidence that an email discussions or verbal discussion (include representative name, date and time of phone call) with the VAAS helpdesk could not resolve registration issues.
2. Offerors must meet the time constraints as set forth in the solicitation.
Submitted Quotes/proposals via email without set requirements may be considered nonresponsive. All Quote/Proposals transmissions and uploads submitted via the Vendor Portal or via email are due as specified in this solicitation. Late or incomplete Quotes may also be considered nonresponsive. Additionally, prospective offerors must also be registered with the System for Award Management (SAM) website and complete representations and certifications at https://www.beta.sam.gov.

Responses to this Request for Quotation (RFQ) are due no later than 17 September 2021 at 3:00PM, EST Responses to this announcement will result in an Indefinite Delivery/Indefinite Quantity (IDIQ) Contract and the Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Quoters are responsible for obtaining any and all amendments or additional information concerning this announcement at https://beta.sam.gov/

QUOTATION PREPARATION INSTRUCTIONS:

Quote Format and Submission Information:

Quotations and all supporting documentation shall be submitted via email in Adobe .pdf format, to the following: All quotes must be submitted through the Department of Veterans Affairs Electronic Management System (eCMS) Vendor Portal website https//www.vendorportal.ecms@va.gov to be considered.

Offer packages that do not contain all the below materials may be rejected as non-responsive.
Offeror will be responsible for ensuring that their complete proposal and all Volumes have been received by the designated deadline.

Quotes must be submitted on company letterhead. All quoters shall include the following information as part of their quote:

Company Information (VOLUME A)

The following information shall be included in Volume A:

Legal Business/Company Name (as listed in https://beta.sam.gov/ )
DUNS Number
Point of Contact Name
Telephone number
Email Address
Company Capability Statement
Proof of current System for Award Management (SAM) account
For SDVOSB concerns, proof of active/current Vendor Information Pages (VIP) certification (CVE letter is acceptable).
One (1) signed copy of Acknowledgement of any Solicitation Amendments
One (1) copy of Completed FAR Clause 52.223-3 Hazardous Material Identification Material Safety Data (if applicable)
One (1) copy of Completed FAR Provision 52.212-3 Certifications and Representations or indicate whether contractor has completed the annual representation and certifications electronically at https://beta.sam.gov/ (copy of current SAM status)

Technical Proposal (VOLUME B)

The following information shall be included in Volume B:

One (1) copy of Technical Proposal. The following shall also be included as part of the Quoter s technical submission:

Company relevant experience descriptions.
Managerial & Technical Qualifications of key personnel
Identification of all Subcontractors anticipated to perform work under this contract and percentage of work subcontractors will perform.
Relevant work qualifications of proposed sub-contractors.
Employees resumes, CV s, additional experience related information etc.,
Limitations on Subcontracting plan of compliance (see Veteran Affairs Acquisition Regulation (VAAR Clause 852.219-10).
Narrative response to the requirement.

Past Performance (VOLUME C)

The following information shall be included in Volume C:
Past Performance Questionnaire (Attachment D) for related Grounds Maintenance Services work performed.

Pricing (VOLUME D)
The following information shall be included in Volume D:

Proposed pricing shall be submitted on the Price/Cost Schedule of Services (Attachment C).

One (1) copy of Price Offer/Quote for all items in the schedule this should be a separate document in .pdf format**. Pricing shall be submitted in the Price/Cost Schedule of Supplies/Services CLINs format only as outlined in Attachment C.

**NOTE: Attachment C is provided in MS Word format for ease of Quoter completion. Finalized proposed quote costs provided in Volume D must be in .pdf format.

EVALUATION PROCESS: In accordance with FAR 52.212-2, The Government will award a contract to the responsible offeror whose offer conforms to solicitation requirements and provides the best benefit to the Government, price and other factors considered. Offers will be evaluated by performing a comparative evaluation in accordance with FAR 13.106-2(b)(3). A comparative evaluation is the act of comparing either two or more offers in response to this RFQ.
The Government reserves the right to consider a response that offers more than the minimum requirement and select that response if it provided the best benefit to the Government.
The Government has the discretion to accept other than the lowest priced offeror that provides additional benefits.
The Government has the discretion to make an award based on whether the lowest price of the quotations/offers, having the highest past performance rating possible, represents the best benefit to the Government.

Technical Approach and Understanding of the Work:
Offer shall be evaluated in accordance with the criteria contained in the Statement of Work and on how well the technical approach meets the Government requirements. Technical approach shall include the following:
A narrative that details and demonstrates the Contractor s understanding of the complexity and magnitude of the requirement. This includes:
The level of experience the offeror has in similar type of work at Federal/State or Private Cemeteries.
Magnitude (dollar range), complexity, period of performance.

Failure to provide the required narrative may result in the Contractor being considered non-responsive.
Past performance:
Past performance shall be evaluated based on the Offer s technical qualifications on projects within the last 5 years that are comparable in size, complexity, and scope. Past Performance information shall be obtained by the following methods.
The Contracting Officer s knowledge of previous experience with the supply or service being acquired;
Customer past performance questionnaire replies
The Governmentwide Past Performance Information Retrieval System (PPIRS) at www.ppirs.gov or;
Any other reasonable basis.
Price: Proposed price will be evaluated for Reasonableness and Realism.
DIGNITY CLAUSE

Respect for Headstones and Markers in National Cemeteries; Handling of Markers and Headstones

Every action by Offeror personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Offeror employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

Offerors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they drive over them.

No tools, equipment or other items will be placed or leaned on headstones or markers.

Use care not to scratch or damage markers in any manner.

Offeror shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work.

Additionally, should any activity result in the exposure and/or damage to any remains, container for remains (e.g., casket or urn), or outer burial container, the Offeror must contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance.

Any doubts as to proper procedures shall be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.

The Offeror is required to discuss the guidance with employees and/or subcontractors and have each employee sign a statement of compliance and deliver the signed statement to the COR before work may begin.

Contracted Site Supervisor will ensure that no Offeror personnel work will cause any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

A list of scheduled ceremonies will be provided the week prior to the event, and a list of scheduled committal services will be provided on the day of the service. The Site Supervisor shall communicate not less than daily with the COR, to ask questions and ensure he/she and contracted personnel understands the off-limit areas.

Solicitation Provisions and Contract Clauses
The full text of FAR/VAAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
https://www.va.gov/oal/library/vaar/

The following solicitation provisions apply to this acquisition:
FAR 52.212-4 Contract Terms and Conditions-Commercial Items (OCT 2018)
Addendum to FAR 52.212-4
FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)

FAR Clauses
FAR 52.203-16 Preventing Personal Conflicts of Interest (JUN 2020)
FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020)
FAR 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)
FAR 52.204-13 System for Award Management Maintenance (OCT 2018)
FAR 52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016)
FAR 52.216-18 Ordering (AUG 2020)
FAR 52.216-19 Ordering Limitations (OCT 1995)
FAR 52.216-21 Requirements (OCT 1995), Alternate I (OCT 1995)
FAR 52.217-8 Option to Extend Services (NOV 1999) (30 days)
FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) (30 days) (shall not exceed 5 years and 6 months)
FAR 52.219-14 Limitations on Subcontracting (MAR 2020)
FAR 52.222-54 Eligibility Verification
FAR 52.228-5 Insurance-Work on a Government Installation (JAN 1997),
CL-120 Supplemental Insurance Requirements
FAR 52.232-18 Availability of Funds (APR 1984)
FAR 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984)
FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
FAR 52.237-3 Continuity of Services (JAN 1991)

VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020)
852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2019) (DEVIATION)
852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside (JUL 2019) (DEVIATION)
852.232-72, Electronic Submission of Payment Requests (NOV 2018)
852.233-70, Protest Content/Alternative Dispute Resolution (OCT 2018)
852.233-71, Alternate Protest Procedure (OCT 2018)
852.219-74, Limitations on Subcontracting Monitoring and Compliance (JUL 2018) (DEVIATION)
852.237-75, Key Personnel (OCT 2019)

(End of Addendum to 52.212-4)
52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (OCT 2020) (Deviation AUG 2020).

FAR Provisions

52.212-1, Instructions to Offerors-Commercial Items (JUN 2020)
Addendum to FAR 52.212-1
52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998)
http://www.acquisition.gov/far/index.html (FAR) and
http://www.va.gov/oal/library/vaar/index.asp (VAAR)

52.204-7, System for Award Management (OCT 2018)
52.209-7, Information Regarding Responsibility Matters (OCT 2018)
52.216-1, Type of Contract (APR 1984)
52.223-1, Biobased Product Certification (MAY 2012)
52.233-2, Service of Protest (SEPT 2006)

VAAR Provisions
852.215-72, Notice of Intent to Re-solicit (OCT 2019)
852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)
(End of Addendum to 52.212-1)
52.212-2, Evaluation-Commercial Items (OCT 2014)
52.212-3, Offeror Representations and Certifications-Commercial Items (AUG 2020)
The clause at 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JUL 2020) applies to this acquisition. The following subparagraphs of FAR 52.212-5 are applicable: :(b)(1),(b)(2),(b)(4),(b)(6),(b)(8),(b)(9), (b)(14)(i),(b)(16),(b)(22), (b)(27),(b)(28), (b)(29),(b)(30), (b(31),(b)(32)(i),(b)(33),(b)(34),(b)(35),(b)(36), (b)(44),(b)(49),(b)(51),(b)(57),(b)(58),(c)(2),(c)(3),(c)(4),(c)(8), and (c)(9).

End of Document

See attached document: 36C78621Q0024, SOW Grounds Maintenance
See attached document: 36C78621Q0024, PRICE/COST Schedule
See attached document: 36C78621Q0024, Wage Determination 2015-4641 Rev 11 18 Jun 2020.
See attached document: 36C78621Q0024 Past Performance Questionnaire