9999--West Haven Grounds and Maintenance

Quick Summary

The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1), is conducting a Sources Sought for Grounds Maintenance Services at the West Haven VA Medical Center in West Haven, CT. This is market research to identify qualified sources for snow/ice removal, general grounds maintenance, and storm drain services. Responses are due March 26, 2026.

Scope of Work

The requirement covers comprehensive grounds maintenance, including:

• Snow and Ice Removal: Clearing sidewalks, steps, stairs, ramps, roads, and parking lots. Snow removal begins at 1 inch accumulation or within one hour after snow stops. Ice treatment using environmentally friendly products (Calcium Magnesium Acetate or Urea-based) is required. Specific attention to handicap access points, fire hydrants, and PIV pipes. Snow removal from the parking garage roof level is also included, with specific equipment and piling guidelines.
• Grounds Maintenance: Mowing approximately 30 acres of improved grounds (3-6 inch height) and 5 acres of semi-improved grounds (8-12 inch height), edging, trimming around obstacles, fall leaf and branch removal, and repair of contractor-damaged areas. Maintenance of irrigation systems (spring turn-on, fall winterization) for specific areas. Removal of downed tree limbs and fallen trees.
• Storm Drain Maintenance: Bi-annual cleaning (April and October) of storm drains, including debris removal, inspection, flushing, and reporting of deficiencies. Proper disposal of collected waste materials is mandatory, adhering to environmental regulations.

Contract & Timeline

• Type: Sources Sought / Market Research (not a request for quotes)
• NAICS: 561730 (Landscaping Services) with a $9.5 Million size standard.
• Period of Performance: Base year (May 1, 2026 – April 30, 2027) with four (4) one-year option periods.
• Response Due: March 26, 2026, by 10:00 AM EST.
• Published: March 19, 2026.

Eligibility & Submission

• Set-Aside: Based on market research, this requirement may be set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB), Veteran-Owned Small Businesses (VOSB), Small Businesses, or procured through full and open competition.
• Submission Instructions: Interested parties must email responses to sheena.carlyle@va.gov. Responses should not exceed 8 pages and must be in Microsoft Word or Adobe PDF format.
• Required Documents: Complete the attached Sources Sought Worksheet and provide a brief capability statement demonstrating the ability to meet the PWS requirements. Additional marketing materials may be submitted.
• Registration: Vendors must be registered in the System for Award Management (SAM) and VISTA.
• Mandatory Site Visit: A mandatory pre-bid site visit is scheduled for March 19, 2026, at 9:00 AM at the VA Medical Center West Haven, Building 15. Attendees must bring a valid driver's license for a temporary badge.

Additional Notes

This notice is for information and planning purposes only. No contract will be awarded from this announcement, and no reimbursement will be provided for responses. Respondents will not be notified of evaluation results.