S208--Grounds Maintenance and Landscape BPA for Lexington VAMC

Page 1 of THIS IS A PRESOLICITATION NOTICE The Department of Veterans Affairs, Network Contracting Office 9, located at 1639 Medical Center Parkway, Suite 400, Murfreesboro, TN, 37129, anticipates issuing a solicitation Request for Quotation (RFQ) on or about 04/01/2022 to request quotes for a five (5) year Blanket Purchase Agreement (BPA) consisting of five (5) ordering periods beginning upon anticipated award date of 05/01/2022 through 09/30/2026 for a Grounds Maintenance and Landscape Services BPA . SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) NAICS Code: 561730 Landscaping Services SBA SIZE STANDARD: $8.0 Million PSC: S208 Housekeeping Landscaping/Groundskeeping DESCRIPTION: This requirement is for the Lexington, KY Veterans Affairs Medical Center to include both campuses which are located at the addresses listed below: Franklin R. Sousley Campus (Leestown) Troy Bowling Campus (Cooper) 2250 Leestown Rd. 1101 Veterans Drive Lexington, KY 40511-1052 Lexington, KY 40502-2235 **Please Note throughout the statement of work the Franklin R. Sousley Campus may also be referred to as the Leestown Division and likewise the Troy Bowling Campus may be referred to as the Cooper Division. PERIOD OF PERFORMANCE: This BPA will consist of one guaranteed base ordering period, with four (4) optional one-year ordering periods as outlined below. Exercising optional ordering periods will be at the sole discretion of the VA and may include evaluation of contractor s performance as a determination factor. Base Ordering Period: 05/1/2022 through 09/30/2022 Ordering Period 1: 10/01/2022 through 09/30/2023 Ordering Period 2: 10/01/2023 through 09/30/2024 Ordering Period 3: 10/01/2024 through 09/30/2025 Ordering Period 4: 10/01/2025 through 09/30/2026 IMPORTANT NOTICE: VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (NOV 2020) (DEVIATION) (a) Definition. For the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVOSB : (1) Means a small business concern (i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition); (ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; (iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA s Vendor Information Pages (VIP) database; and (v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR part 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB unless otherwise stated in this clause. (2) Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (3) The term small business concern has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632). (4) The term small business concern owned and controlled by Veterans with service-connected disabilities has the meaning given the term small business concern owned and controlled by service-disabled Veterans under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) above). (b) General. (1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered. (2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award. (3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences. (c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70. (d) Agreement. When awarded a contract action, including orders under multiple award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR part 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to the following: (1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP listed SDVOSBs. (2) Supplies or products. (i) In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (ii) In the case of a contract for supplies from a non-manufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. (3) General construction. In the case of a contract for general construction, it will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime may be paid to firms that are not VIP-listed SDVOSBs. (5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For contracts referenced in (d)(2), (3), and (4) the cost of materials is excluded and are not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small businesses do not provide them. For additional information and more specific requirements on the limitations on subcontracting, refer to 13 CFR 125.6. (e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows: ____By the end of the base term of the contract or order, and then by the end of each subsequent option period; or ____By the end of the performance period for each order issued under the contract. (f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants. (g) Precedence. Any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program, as defined in VAAR subpart 819.70 and this clause, the VA Veterans First Contracting Program takes precedence. (h) Misrepresentation. Pursuant to 38 USC 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406, Debarment). Point of Contact: Jennifer Harper, Contract Specialist see contact information on notice. END OF PRESOLICITATION NOTICE STATEMENT OF WORK LEXINGTON VAMC GROUNDS MAINTENANCE, ICE, CONTROL, AND SNOW REMOVAL SERVICES DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at the Cooper and Leestown Division of the two divisions VA Medical Center, Lexington, KY 40511, in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. The contractor shall provide all management, tools, supplies, equipment, and labor necessary to ensure that grounds maintenance to include, but not limited to, edging, mowing, pre-emergent for weeds and crabgrass control, fertilizing, leaf police and removal, tree and shrub pruning, pre- treatment for snow/ice, and snow and ice removal services are performed at both Leestown and Cooper Division for the Lexington VA Medical Center in a manner that will maintain a safe and satisfactory environment in a reasonable amount of time to exemplify a well maintained and manicured site. MAINTAIN GROUNDS. Mow Grounds. Lot A (Leestown & Cooper) - Grass shall be cut on approximately 80 acres of grounds in Leestown Division. Grass clippings shall be removed or mulched when visible after mowing. Contractor shall maintain the growth of grass height between 2.5 to 4 inches. The height is a guideline for a neat and professional appearance. Grass clippings are to be blown off sidewalks and parking areas. Curbs, sidewalks and buildings shall be maintained by weed eating and proper edging. The grounds shall look well-manicured at all times. See Attachment A - Leestown Division and Attachment 3 - Cooper Site Plan. Lot B (Leestown only) - Grass shall be cut on approximately 50 acres of grounds in Leestown Division. Contractor shall maintain the growth of grass height between 6-8 inches. The height is a guideline for a neat and professional appearance. Grass clippings are to be blown off sidewalks. See Attachment A - Leestown Division. Edging. Contractor shall perform edging of walkways monthly with an edger. Edging will also include chemical treatment of vegetation from cracks in walks, along walls, curbs, and ramps, and all other paved areas. Trimming. Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, posts, fire hydrants, parking lot bumper blocks, 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. 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. Trees shall have limbs pruned to a height of eight (8 ) feet above the sidewalks and thirteen (13 ) feet above all streets, drives and public way. Contractor shall ensure no grass, limbs or weeds are allowed to grow through the perimeter fence. Work Schedule. A work schedule for mowing, edging and trimming shall be prepared by the contractor and submitted to the Contracting Officer Technical Representative (COR) for approval. Contractor will report on site, at least once a week, year-round. Remove Debris/Leaves/Police Grounds. The contractor shall perform general litter patrol of all grounds prior to each mow. During the off-season general litter control shall be performed on a weekly basis throughout the duration of the contract. Responsibilities shall include, but not be limited to the removal of all natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.) and man-made debris. Any limbs that fall from trees or an entire fallen tree is the contractor s responsibility to remove. Contractor may dispose of these items in VAMC-LEX containers. Large debris items such as tree limbs are to be cut into 18 24 lengths and placed in location directed by the COR. During the fall months, fallen leaves shall be mulched at least weekly. The contractor shall maintain grounds maintenance to ensure that fallen leaves are policed and cleaned up daily, if needed, including parking areas and storm drains, during periods of heavy leaf fall. All fallen leaves shall be mulched and/cleaned up by November 15th. Additional cleanup, at the discretion of the COR, may be necessary if heavy leaf fall continues after November 15th. Wooded areas shall be cleaned at the end of the mowing season, and before the first snow. All leaves are to be put into containers and hauled away. Apply Pre-Emergent Weed and Crabgrass Control, Fertilizer and/or Lime. The contractor shall apply a pre-emergent weed and crabgrass control in non-wooded grounds by the end of April each year. The contractor shall perform an effective commercial fertilizer/lime application program for all non-wooded grounds. Approved fertilizers/lime shall be applied bi-annually in accordance with the manufacturer s instructions. The type and amount of fertilizer or lime applied shall be based on results of a soil test. Soil tests shall be conducted by the state land management university or equivalent commercial soil laboratory; such tests are the responsibility of the contractor. The Contractor shall submit these Test Results to VA Medical Center COR. Soil test and fertilizer by the end of May 1st time Fertilizer by the end of August 2nd time Roll & Aerate Soil. Roll and aerate soil, except wooded area, yearly to maintaining grounds in a healthy state. Aeration method shall be by plugging, not spiking, completed by the 30th of each September. Roller should be of sufficient size and weight to level uneven areas on the lawn. MAINTAIN TREES/SHRUBS/HEDGES. Trimming/Pruning. This applies to all hedges and shrubs on VA grounds. It includes all small trees within 5 feet of buildings. The Contractor will be responsible for ensuring that all shrubs, trees and other plants are cleared from building structure within 5 feet. Shrubs, small trees, and other plants shall be maintained according to the American Society of Landscape Architect s standards. They shall be trimmed and pruned as required to maintain their natural growth characteristics and to enhance the beauty and health of the plant while not allowing contact with buildings. Hedges shall be maintained to their natural mature height and shape. Trees shall have limbs pruned to a height of eight (8 ) feet above the sidewalks and thirteen (13 ) feet above all streets, drives and public ways. Maintain Bedding and Planted area. Annually fertilize, edge, and mulch plant/bush beds. Contractor shall remove or eradicate all weeds manually, mechanically, or chemically ensuring no damage to healthy plants, shrubs, or grass occurs. SNOW REMOVAL AND ICE CONTROL for Leestown and Cooper Division. (See Attachment C & 3) Basic Services. Contractor can expect to be notified any time snowfall reaches between to or more for control of slippery conditions or complete snow removal. Snow removal shall be provided when notified by VAMC-LEX. Contractor shall typically apply ice control after completion of snow removal. Snow removal and ice control means clearing snow accumulation, piles, and drifts and/or ice control from edge to edge on all walks, steps, porches, ramps, roads, parking lots, drives, and loading dock areas. All snow in the loading dock area is to be pulled out and placed on VAMC-LEX lawn areas. All snow is to be removed from parking spaces upon completion of each removal job. To ensure a thorough and complete snow removal job, scraper blade is to have contact with the ground. Contractor shall not leave spillovers. Snow is not to be pushed off VAMC-LEX premises into streets or onto neighboring property. Contractor is to provide enough labor, equipment, and material to assure that each job is completed in six (6) hours or less. Response. During non-administrative hours, (4:30 PM 8:00 AM, Monday through Friday, and all day Saturday, Sunday and National Holidays) VAMC-LEX Police and Administrative Officer on Duty (AOD), will monitor weather conditions to determine when snow removal and ice control services are required and based on weather conditions mobilize crew to ensure snow removal and deicing of all parking lots, drives, entrances, loading dock areas, walks, steps, landings, porches, and ramps is completed prior to 8:00 AM. During administrative hours of 8:00 AM 4:30 PM Monday through Friday, not including national holidays, the COR or the designee, will contact the contractor when snow removal and/or ice control is required. Contractor will be required to be on site within sixty (60) minutes of call. The Contractor shall perform these services under the hourly flat rate of the contract. Pretreatment for Snow: Pretreatment of roadways, parking lots, and sidewalks shall be provided any time one or more inches of snow is anticipated. The Contractor will perform this work under the CLIN 0002 of the Contract. This shall be completed 8 to 12 hours prior to anticipate 1 of snow accumulation. Estimated materials based on historical use: i. Leestown: 7,000 lb. salt for roadways and parking lots ii. Leestown: 1,000 lb. de-icer for sidewalks and steps iii. Cooper: 300 lb. de-icer for sidewalks and steps Parked Vehicles. Parking lots will have vehicles parked in various locations at any time. The contractor shall maneuver around these vehicles to clear the area. The contractor shall be liable for any damages to vehicles or property in performance of this contract. See FAR 52.237-2 regarding liability. Remove Ice. The contractor shall remove ice to provide secure footing or safe driving conditions by the snow removal operation or by applying rock salt and ice melt. No Sand/Salt or Sand/Ice Melt mixtures shall be used unless directed/approved by the COR. The contractor shall provide rock salt for roads, parking lots, loading area, and drives and provide all calcium or magnesium chloride beads or pellets (No flakes or Rock Salt) for walks, steps, landings, porches, ramps and handicapped parking areas. Ice melt pellets shall be able to melt at 25 degrees Fahrenheit generating heat on contact and product shall leave little or no residue. Priority. Snow removal and deicer priority list. Leestown and Cooper shall be given same priority with work being performed simultaneously. Leestown Division (See attachment): Ambulance entrance and front steps/walks, Bldg.1 Around Bldg. 4 to Bldg. 3 and docks Around Bldg. 3 and 12, including dock Walks around Bldgs. 16, 17, 29, 25 Walks around Bldgs. 37, 22, 47 Walks in courtyard Walks around Bldgs. 27, 28 At ambulance entrance, clean flat area, and handicapped parking, also walks to Bldg.1 Parking lot in front of Bldg. 1 Walks to Bldgs. 2 and 25 Walks to Bldgs. 4, 16, 17, 29 If time permits, assist cleaning main parking areas. Walks around Bldgs. 27, 28 if necessary Gates 2 and 3 Main road Small parking areas at Bldgs. 2, 28, 25 and by flagpole Main parking lot Parking areas around Bldg. 37, 22, 47 Road to Bldg. 5 Cooper Division (See Attachment): Front entrance Loading dock, morgue ramp Front and sidewalks Parking garage entrance/exit 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 services required for each requirement. These thresholds are critical to mission success. Performance Objective SOW Para Performance Threshold Maintain Grounds. Grass is maintained within proper height of 2.5 4 . At no time will height exceed 4 for Lot A and 8 for Lot B. 1.0 Customer complaints shall not exceed 3 per month. Maintain Trees, Shrubs, Hedges, and Planted Areas. Trees, plants, and hedges, 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 trimmed and pruned properly and in a timely manner. Beds are mulched and free of weeds, grass, and debris. Fertilizer and soil amendments are applied. 2.0 Customer complaints shall not exceed 3 per month. Perform Snow/Ice Removal. Snow and ice is removed and does not accumulate. Paved areas are safe for the vehicle or pedestrian traffic intended. Areas have adequate de-icing material for the conditions. 3.0 Customer complaints shall not exceed 2 for each significant snow event. GENERAL INFORMATION. QUALIFICATIONS OF OFFERORS: Offers will be considered from responsible contractors who have the necessary experience, past performance and resources required to furnish services in the requested volume for all tasks listed in the SOW outlined in the solicitation. Contractor shall perform all work in a workmanlike and professional manner. All workmanship shall meet the highest standards so as to pass without objective in the trade and shall be in accordance with accepted lawn care and snow and ice removal practices. PERFORMANCE: All work shall be performed by competent personnel, experienced and qualified to perform their respective duties and all work performed shall be in accordance with commercial practice. c) CHEMICALS: Contractor shall only use chemicals which are approved by the Environmental Protection Agency and are considered to be the safest and most effective chemicals. All chemicals proposed by the contractor for use, i.e., fertilizers, soil amenities, ice pellets, etc. shall require the submission of the appropriate Safety Data Sheet (SDS) for approval by the Contracting Officer s Representative (COR) prior to use. d) Contractor shall provide, at time of proposal submission, a copy of their certification/license authorizing Contractor staff to apply the chemicals required. e) After contract award, contractor shall prepare and submit a schedule indicating which chemicals will be applied and their approximate application date. The product, timing and rate of all applications will be adjusted to meet the needs of each season. f) The contractor shall provide a listing of all current telephone numbers and points of contact for requesting service(s). These numbers must be manned (1) during administrative hours from April 16 through October 14; (2) 24 hours/7 days a week from October 15 through April 15. g) The contractor shall have one responsible person on the job site during all services performed. h) The contractor shall be responsible for any damages caused during contract performance. The COR or his/her designee will notify the contractor of any damage(s) within one working day after services have been performed or in cases of hidden damage, within one working day after damage was noted. Equipment that can damage asphalt, blacktop, or concrete (i.e., equipment with metal tracks) is prohibited. Tire chains are permitted. i) Staging space may be provided at the VAMC-LEX for lawn care and snow removal equipment or supplies at the Leestown Division. This space does not have power, or cover. j) VAMC-LEX is not responsible for maintenance or repair of contractor s equipment due to wear and tear, due to any damage incurred in the performance of this contract, or for any loss or damage to material or equipment stored at the VAMC-LEX. k) Check In: Contractor shall check in during administrative hours of Monday through Friday 8:00 AM 4:30 PM in Building 48, Leestown Division; during non-administrative hours 4:30 PM 8:00 AM Monday through Friday and all-day Saturday, Sunday, and National Holidays with the Administrative Officer on Duty (AOD) located at Cooper Drive l) HOURS OF OPERATION (1) Administrative Hours: Monday through Friday 8:00 AM 4:30 PM (2) Non-administrative Hours: Monday through Friday 4:30 PM 8:00 AM, Saturday and Sunday. (3) National Holidays: New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving, and Christmas. (4) Lawn mowing shall not take place prior to 7:00 AM or after 8:00 PM. m) SAFETY REQUIREMENTS: In the performance of this contract, the Contractor shall follow OSHA Safety Regulations. The Contractor shall, after receipt of a non-compliant notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default. All contractor employees shall attend contractor safety orientation and obtain a VA Photo Badge prior to the start of work. Mower guards shall be down at all times. n) EVIDENCE OF INSURANCE COVERAGE: Before commencing work under this contract, the Contractor shall furnish the Contracting Officer with certification from his insurance company indicating proof of proper coverage and that such coverage may not be changed or cancelled unless 30 days advance written notice is provided to the Contracting Officer. o) INTERFERENCE TO NORMAL FUNCTION: Contractor s personnel are required to interrupt their work at any time to avoid interference with patient care procedures and the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients. QUALITY 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. 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 4, Service Delivery Summary. Quality Assurance. The government will periodically evaluate the contractor s performance in accordance. See attached Quality Assurance Surveillance Plan (QASP). No snow left in parking spaces. Section 3E Contractor shall document date and hours on site; work performed; number of personnel; list equipment used; comments about grounds; and VAMC-LEX Personnel contacted at completion of work. Sufficient product applied to do the job. Fire hydrants cleared of snow. PAYMENT Contractor shall submit an invoice monthly in arrears for services performed during the month. All invoices shall include the contract number, purchase order number, dates of service, and an itemized listing of services rendered in accordance with the schedule of this contract. Payment will be made monthly by certified invoice. Attachment A - Leestown Division Ground Maintenance Plan Attachment C - Leestown Division Snow Removal Plan (Green highlighted area) Attachment #3 Cooper Division Snow Removal Plan (blue highlighted area) End of Statement of Work