Ground Maintenance Services-Chicago, Aurora, Illinois 60506

Solicitation / RFP / RFQ

This document outlines the evaluation criteria for an upcoming solicitation, focusing on a Best Value/Tradeoff process. The government will evaluate quote submissions based on several factors to determine the most advantageous offer.

• Factor 1 - Technical: Furnishing all labor, tools, vehicles, insurance, management/supervision, supplies, and equipment for ground maintenance services as defined in the Statement of Work (SOW).

• Factor 2 - Management: Managing the total work effort associated with ground maintenance services to ensure adequate and timely completion.

• Factor 3 - Past Performance: Submission of a current or past performance document demonstrating the ability to meet the SOW requirements. Failure to provide this document will result in the offeror being deemed non-responsive and ineligible for award.

• Factor 4 - Price: Offers will be evaluated for awards in accordance with FAR Subpart 12.209. The Contracting Officer will determine contractor responsibility and that prices offered (inclusive of discounts) are reasonable and commensurate with the Government's need. Pricing is to be completed on the attached pricing template.

• FEMA is a federal tax-exempt agency. FEMA Tax Exempt Number: 52-1227911.

• Basis of Award: Best Value/Tradeoff Process. The best value is the most advantageous offer considering price and other non-price factors. Price is important but not the sole determining factor. This process allows for tradeoffs among price and non-price factors, meaning the government may accept an offer other than the lowest priced quote.

• Not explicitly stated in this document, but Factor 3 requires the contractor to be responsible.

• The document references an attached pricing template and a Statement of Work (SOW) which are not provided in this excerpt.

Solicitation / RFP / RFQ

This document is a solicitation for Grounds Keeping and Snow Removal services for the FEMA Region 5 Annex located in Aurora, Illinois. The acquisition is set aside for Small Business.

• Base-Year-Round Grounds Maintenance (Landscaping and Lawn Care Service)

• Base Year-Round Grounds Maintenance (Snow Removal)

• Four (4) one-year option periods for both services.

• Contract Type: Firm Fixed Price Purchase Order.

• Period of Performance: One (1) year base contract with four (4) one-year option periods.

  • Base: 07/01/2026 - 06/30/2027
  • Option 1: 07/01/2027 - 06/30/2028
  • Option 2: 07/01/2028 - 06/30/2029
  • Option 3: 07/01/2029 - 06/30/2030
  • Option 4: 07/01/2030 - 06/30/2031

• NAICS Code: 561730 (Landscaping Services)

• Size Standard: $9.5 million

• Offerors must be active in the System for Award Management (SAM.gov).

• The award will be technically evaluated by Best Value.

• Contractors must provide a detailed document and past performance documentation to show they can meet the requirements within the SOW.

• Failure to provide required documents may result in a determination of non-responsiveness and ineligibility for award.

• Offer Due Date: 06/19/2026 at 1400 CT.

• Small Business Set-Aside.

• The solicitation incorporates FAR clauses 52.212-1, 52.212-3, and 52.212-4 by reference. FAR 52.212-5 is attached.

Statement of Work (SOW)

To obtain comprehensive year-round grounds maintenance services for the FEMA Aurora Annex building located at 635 W. Indian Trail Road, Aurora, Illinois.

Services include, but are not limited to:

• Grass cutting, edging, weeding, leaf cleaning, soil aeration, lawn scarification, grading/leveling, mulching, fertilization, grounds repair, planting, seeding/over seeding, sodding, watering, vegetation cutting/trimming, pruning of trees/shrubs, stump grinding, applying arbor treatments, removal of dead plants/vegetation/under-brush, hard surface maintenance, outdoor pest control, power washing, furniture maintenance, and snow removal/deicing.

• Expert lawn services for aeration, dethatching, and over seeding twice annually (spring and early Fall).

• Use of on-site dumpsters is prohibited for disposal of residue.

• Use of herbicides, mold, and pest control requires approval from the Environmental System Support Manager (SSCM) or Contracting Officer Technical Representative (COTR).

• Grounds maintenance must ensure outdoor areas are safe, secure, functional, and appealing, prioritizing property safety, security, and building access.

• Grass must be weed-free and cut to a uniform height of 2-3 inches.

• Trimming around trees, shrubs, etc., must match the appearance of the surrounding mowed grass.

• Trees and shrubs killed or damaged by contractor work must be repaired or replaced at no cost to the Government.

• Grass clippings and trimmings must be removed from sidewalks and paved areas the same day grass is cut.

• Annually prune trees and shrubs to maintain lines of sight of the perimeter fence (approx. 10 feet from ground level).

• Snow removal services are required 24/7 when snow accumulation exceeds one inch, with a focus on driveways, sidewalks, crosswalks, parking lots, and entrances.

• Total square footage for snow/ice removal is approximately 6,000 sq ft.

• Base Year: July 1, 2022 - June 30, 2023

• Option Periods: July 1, 2026 - June 30, 2027; July 1, 2027 - June 30, 2028; July 1, 2028 - June 30, 2029; July 1, 2029 - June 30, 2030.

• Location: FEMA Aurora Annex building grounds, 635 W. Indian Trail Road, Aurora, Illinois 60506.

• Contractor must possess a licensed state agency certification for vegetation control and use EPA-registered herbicides/pesticides.

• Contractor staff must have good physical health, communication skills, attention to detail, organizational skills, lawn maintenance skills, pest management skills, planting skills, and equipment operation ability.

• All personnel entering FEMA spaces must be screened and have specific permission from the FEMA Security Officer.

• Contractor vehicles must be marked with permanent or semi-permanent/magnetic signage.

• A pre-proposal site visit is mandatory for all contractors planning to submit a proposal.

• Ice melting chemicals must be supplied by the contractor and approved by the COTR or environmental supervisor.

Form / Attachment / Pricing Sheet

This document is a Wage Determination, specifically listing the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act (SCA) for the specified geographic area (Illinois Counties of De Kalb, Kane). It serves as a reference for contractors to ensure compliance with labor laws when performing government contracts.

• Occupational Listings: Provides a comprehensive list of job titles (e.g., "Accounting Clerk I," "Automotive Electrician," "Computer Operator I," "Firefighter") along with their corresponding minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific benefits mentioned include Health & Welfare at $5.55 per hour (or $222.00 per week) and Health & Welfare under Executive Order 13706 at $5.09 per hour (or $203.60 per week).
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), outlining requirements for paid sick leave and a minimum hourly wage of $13.30 (or the applicable wage determination rate, if higher).
• Vacation and Holidays: Details vacation accrual (2 weeks after 1 year, 3 weeks after 5 years, 4 weeks after 15 years) and a minimum of eleven paid holidays per year.
• Hazardous Pay: Specifies an 8% differential for high-hazard positions involving ordnance/explosives and a 4% differential for low-hazard positions.
• Uniform Allowance: Outlines requirements for providing uniforms or reimbursing employees for their cost and maintenance ($3.35 per week).
• Conformance Process: Describes the procedure for requesting authorization of additional classifications and wage rates if a required job classification is not listed.

This document is critical for bidders to accurately estimate labor costs for their proposals. It establishes the minimum compensation (wages and benefits) that must be paid to employees working on the contract, ensuring compliance with federal labor regulations. Bidders must review the listed occupations to identify those relevant to the contract's requirements and apply the corresponding wage and benefit rates in their pricing.