Fargo National Cemetery Janitorial Services

Amendment / Modification

This amendment (0001) to solicitation 36C78626Q50112 serves to answer solicitation questions.

• Item 14: Description of Amendment/Modification - The purpose is to answer solicitation questions.

• Item 14 (1): Answer Solicitation questions.

• Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended.

• Failure to acknowledge receipt may result in rejection of the offer.

• Changes to an offer already submitted can be made via letter or electronic communication, referencing the solicitation and amendment numbers, provided it is received prior to the opening hour and date specified.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide daily janitorial cleaning services for restrooms and as-needed pumping of a flushing septic vault at Fargo National Cemetery.

• Daily Janitorial Cleaning: Includes cleaning and disinfecting a 70 sqft public bathroom with one toilet, one sink, and one mirror. Tasks include cleaning all surfaces, stocking supplies (toilet tissue, paper towels, hand soap), and emptying trash receptacles. Supplies must be replenished within two hours of notification if depleted.

• Septic Vault Pumping: As needed, the contractor will pump a 1000-gallon septic vault, refill it with a minimum of 6" of clean water and deodorizer, and ensure proper disposal of effluent at an approved facility in accordance with all regulations. The contractor must secure the vault with padlocks after service.

• Weekend/Holiday Janitorial: Services may be required on Memorial weekend (Saturday, Sunday, Monday) with prior approval. Other holidays are not anticipated.

• Restrooms must be free of spots, water spots, scale buildup, soap scum, odors, and other deposits. Mirrors must be clean and streak-free.

• Supplies must be adequately stocked to prevent depletion.

• Trash receptacles must be emptied, cleaned, and relined.

• The septic vault must not overflow at any time.

• A weekly inspection will be performed, and any deficiencies noted must be corrected by the end of the next duty day.

• A Quality Assurance Surveillance Plan (QASP) is in place, allowing for no more than one unsatisfactory inspection result per twelve-month period of performance. Further unsatisfactory inspections may lead to progressive documentation procedures up to contract termination.

• Period: Indefinite-quantity, indefinite-delivery contract, effective from award through 365 calendar days, with one (1) 1-year option.

• Place: Fargo National Cemetery, 8709 40th Ave N, Harwood ND 58042. Sites are accessible via paved or graded dirt roads.

• Contractor must provide all necessary equipment, labor, supplies, vehicles, and any required licensing or permits.

• Contractor employees must adhere to OSHA standards and use appropriate safety equipment.

• Contractor must maintain satisfactory standards of personnel conduct and work performance.

• Contractor must provide a Contract Manager or alternate available during work hours and within one hour of the Cemetery for problem resolution.

• Contractor must provide COR telephone numbers for reporting and surveillance results.

• Contractor must submit weekly inspection reports and work accomplished to the COR.

• Services are generally Monday through Friday, 0730 to 1600, unless otherwise agreed upon.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for janitorial services at the Fargo National Cemetery. The government is procuring these services under an Indefinite Delivery Indefinite Quantity (IDIQ) contract with a base year and four one-year option periods. This announcement serves as the only solicitation; no written solicitation will be issued.

• Janitorial services for Fargo National Cemetery.

• Detailed requirements are outlined in the Statement of Work (Attachment A) and Cemetery Operational Standards (Attachment B).

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ)

• Period of Performance: One (1) base year and four (4) one-year option periods, starting from the date of award.

• Estimated Value: The guaranteed minimum amount for the life of the contract is $1,000. The maximum aggregate value, including options, is $150,000.

• Proposal Submission Deadline: February 26, 2026, at 4:00 PM EST.

• Submission Method: Email to April.Graves@va.gov.

• Evaluation Basis: Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Factor 1: Price (Lowest Price), Factor 2: Technical Acceptability (Pass/Fail).

• Questions Due Date: February 19, 2026, at 4:00 PM EST. Submit questions via email to April.Graves@va.gov.

• Set Aside Type: Service-Disabled Veteran-Owned Small Business (SDVOSB) Set Aside.

• Offerors must be VIP-listed SDVOSBs at the time of offer and award.

• Attachments include: Statement of Work, Cemetery Operational Standards, Dignity Clause, SCA Wage Determination, Past Performance Questionnaire, and Pricing Schedule.

• Prospective Quoters must be registered with the System for Award Management (SAM.gov).

• No pre-bid site visits are scheduled; however, bidders may tour the cemetery during operating hours at their own leisure.

• The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-06.

Other / Unclassified

This document is NCA Directive 3000, a transmittal sheet and directive establishing operational standards and measures for VA national cemeteries. It updates policy and procedures, incorporates the current organizational structure, and revises roles and responsibilities. The directive establishes operational standards and performance measures for key areas within VA national cemeteries and is accessible via the "NCA Operational Standards and Measures Guidebook" online.

This directive outlines the framework and policies governing the operations and performance of VA national cemeteries. While not a solicitation, it provides critical context for any potential vendor involved in providing services or products related to cemetery operations, maintenance, or compliance. Understanding these standards is essential for ensuring proposed solutions align with government requirements and performance expectations.

Form / Attachment / Pricing Sheet

This document, titled "DIGNITY CLAUSE," outlines specific requirements for handling headstones and markers in National Cemeteries. It emphasizes the need for contractor personnel to perform all actions with special care, reverence, dignity, and respect for the service members, Veterans, and their families interred there.

• General Conduct: Contractors must not walk, stand, lean, sit, or jump on headstones or markers, nor drive over them.
• Equipment Handling: No tools, equipment, or other items are to be placed or leaned on headstones or markers.
• Damage Prevention: Extreme care must be taken to avoid scratching or damaging markers in any manner.
• Responsibility for Damage: The contractor is responsible for replacing any damaged headstones and markers, as well as restoring any turf damaged during the performance of the work.
• Exposure/Damage to Remains: Should any activity result in the exposure and/or damage to remains, containers (casket or urn), or outer burial containers, the contractor must immediately contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance.
• Guidance and Resolution: Any doubts regarding proper procedures must be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.
• Employee Discussion: Contractors are required to discuss this guidance with their employees and subcontractors.

This clause highlights critical operational requirements and responsibilities related to cemetery grounds. Bidders should carefully review these stipulations to understand the level of care and respect required, potential liabilities for damage, and the procedures for handling sensitive situations involving remains or grave markers. Compliance with this clause is essential for successful contract performance.

Other / Unclassified

This document is a "REGISTER OF WAGE DETERMINATIONS UNDER THE SERVICE CONTRACT ACT" for the County of Cass, North Dakota. It lists various occupations with their corresponding wage determination numbers, revision numbers, and rates. It also includes information on fringe benefits, paid sick leave, vacation, and holidays.

This document is crucial for potential bidders as it establishes the minimum wage rates and fringe benefits that must be paid to service employees working under a contract in the specified geographic area. Bidders must ensure their proposals account for these labor costs to comply with the Service Contract Act. It details specific rates for numerous job classifications, including administrative, automotive, food service, health, IT, and technical occupations, among others. The document also outlines requirements for paid sick leave, vacation, and holidays, which are essential components of total compensation for employees.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT B: PAST PERFORMANCE," is a questionnaire designed for contractors to provide information on their past performance. It is used to evaluate the contractor's experience and capability relevant to the opportunity being bid.

• Instructions: Contractors must list at least three (3) comparable federal, state, local government, or private contracts completed or current within the last five (5) years. National Cemetery Administration (NCA) contracts should be listed first, followed by non-NCA contracts.
• Questionnaire Fields: The form requires detailed information for each past contract, including:
  • Contract Number
  • Contractor Name, Address, Zip Code
  • Telephone Number
  • Email Address
  • Type of Contract
  • Contract Dollar Value
  • Date of Award (or status if not completed)
  • Type/Extent of Subcontracting
  • Percentage of Work completed by the Contractor
  • Description of Supply/Services provided, location & relevancy of work
  • Contact Person's Name, Address, Telephone Number, Email, and Position

Bidders must complete this form accurately and thoroughly to demonstrate their relevant past performance. This information is crucial for the government's evaluation of the contractor's ability to successfully perform the work required by the opportunity.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing pricing information for the opportunity. It is provided in response to a government request for pricing to be returned in this format. Potential contractors are responsible for ensuring the accuracy of their best and final pricing prior to the solicitation closing.

• The spreadsheet contains multiple sheets: BASE, OY1, OY2, OY3, and OY4, representing the base year and four option years.
• Each sheet details services, including 'Daily Janitorial (Monday through Friday)', 'Pump 1000-gallon septic vault (as needed)', and 'Weekend/Holiday Janitorial'.
• Columns include Line Item, Description (Job, Labor Category), Est. Qty, Unit, Unit Price, and Extended Price.
• All listed 'Unit Price' and 'Extended Price' values are currently set to 0.0 across all sheets and line items.

Bidders must use this template to submit their pricing. They need to accurately populate the 'Unit Price' and 'Extended Price' fields for each line item and year, ensuring the figures reflect their best and final offer. The provided template currently shows zero values, indicating that all pricing must be entered by the bidder.