Ground Maintenance- USDA, ARS, SHRS, Miami, Florida

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 1232SA26Q0231.

• Appendix A Square Footage: All highlighted acreage is subject to full biweekly maintenance without exception.
• Definition of "Volunteers": Refers to unwanted seedlings or root suckers growing around or at the base of trees, including those within hedges that need removal.
• Approved Herbicides: Herbicides containing glyphosate, glufosinate-ammonium, or diquat dibromide are permissible if within USDA compliance standards. Triclopyr, paraquat, or dicamba are not permitted.
• Vegetative Debris Disposal: The disposal pit location will be formally identified prior to performance start.
• Inspection/Acceptance: USDA field staff will inform the Location Administrative Officer if measurable height requirements (6 ft. branch clearance, 5 ft. shrub height, 2 ft. pond edge standard) are not met.
• Incumbent Contract Information: Past contract details (PO number, total value) can be researched on www.fpds.gov or www.sam.gov.
• Scope Changes: Previous scope information will not be shared; vendors should quote based on the current SOW.
• Post-Award Submittals: There are currently no required post-award submittals.
• Site Visits: No additional site visits will be provided.

These clarifications address specific vendor inquiries and confirm details related to scope, herbicide use, and administrative procedures. Vendors should ensure their proposals align with these responses.

Solicitation / RFP / RFQ

This solicitation is for Grounds Maintenance services at the USDA-SHRS in Miami, Florida. The government is procuring labor and equipment to perform these services.

• Perform grounds maintenance services as detailed in Attachment 2 – Statement of Work.

• Complete Attachment 3 – Price Schedule for all listed Contracting Line Item Numbers (CLINs).

• Provide pricing for the base period and all option periods.

• Contract Type: Firm-fixed price requirements contract.

• Period of Performance: Base Year (3/16/2026 - 3/15/2027) plus four (4) one-year option periods, for a total duration not to exceed five (5) years.

• Estimated Value: Not explicitly stated, but pricing for all items is required for responsiveness.

• Submission Method: Electronic copy via email to the Contracting Officer/Contract Specialist in Adobe PDF format.

• Evaluation Criteria: Best value to the Government, evaluated based on lowest price technically acceptable criteria. This includes Price, Technical Acceptability, and Past Performance.

• Key Deadlines:

  • Questions Due: March 2, 2026, 3:00 PM Eastern Time.
  • Offer Acceptance Period: 90 calendar days from the offer receipt date.

• SAM.gov Registration: Active registration is required at the time of quote submission.

• Qualification Requirements: Offerors are not required to meet a qualification requirement to be eligible for award.

• Small Business: Notice of Total Small Business Aside is included (52.219-6).

• Technical data and supporting documentation are available via attachments (SOW, Price Schedule, Wage Determination).

• The solicitation incorporates numerous FAR clauses and provisions by reference, including those related to commercial products/services, anti-discrimination, and payment terms.

• Information regarding agency protests and the Ombudsman Program is provided.

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

To maintain the safety, genetic integrity, health, and viability of subtropical and tropical crop and ornamental plant genetic resources at the USDA-Agricultural Research Service, Subtropical Horticulture Research Station (SHRS) in Miami, Florida.

• Perform ground maintenance services, including mowing, trimming, landscaping, and the use of herbicide or weed eaters every two weeks.

• Maintain specified areas, including open areas around buildings, the East side of the main entrance up to the canal, and the area around the pond.

• Trim all tree branches to be above 6 feet.

• Remove vegetation close to building walls.

• Remove 'Suckers' (small and new branches growing from the main trunk of a tree) and volunteer plants during each visit.

• Remove all fallen coconuts, palm fronds, fallen branches, and any other debris.

• Trim shrubs in front of building 89 to 5 feet in height.

• Avoid hitting sprinklers and spraying building windows with grass.

• Do not drive lawnmowers on sidewalks.

• Do not remove fruits, coconuts, flowers, or any type of plant material from trees.

• Dispose of trimmings in a specified pit area on USDA property.

• Services to be performed every two (2) weeks.

• Monthly schedule to be sent 1 month in advance.

• Base Year: 3/16/2026 – 3/15/2027

• Option Years: 3/16/2027 – 3/15/2031 (four option years)

• Location: USDA, ARS, Subtropical Horticulture Research Service, 13601 Old Cutler Road Miami, Fl 33158.

• Seller must have necessary personnel, equipment, and skills.

• All work must comply with local, state, and federal codes and regulations.

• Seller must provide a point of contact for weekly grounds service.

• Contractor and staff are authorized to use the front gate entrance during normal duty hours (M-F, 7:00 a.m. to 4:00 p.m. except holidays).

• Contractor and staff must sign in building 89 upon arrival and sign out upon departure.

• Buyer requests an itemized proposal for the areas to be serviced (Area 1: 397,000 sq ft, Area 2: 88,500 sq ft, Area 3: 153,000 sq ft).

• Buyer will provide access during station hours (7:00 AM to 4:00 PM), closed on federal holidays. Service falling on a holiday will be made up on the next workday.

• Appendix A: Map of highlighted areas requiring maintenance.

• Appendix B-F: Pictures of plant material and examples of required services.

Form / Attachment / Pricing Sheet

This document is Attachment 3, a Price Schedule for Solicitation RFQ 1232SA26Q0231, "Grounds Maintenance for USDA-SHRS." It provides a template for bidders to submit their pricing.

• CLINs (Contract Line Item Numbers): Includes CLINs for Base Year and four Option Years, plus an Option Extension.
• Description: Specifies "Ground Maintenance" for each period.
• Quantity & Unit of Measure: Quantities are listed in Months, with a specific quantity for the Option Extension.
• Unit Price & Total Amount: These fields are to be filled in by the bidder.
• Instructions: Bidders are explicitly instructed to fill in the Unit Price for all line items, particularly those highlighted in yellow.

This is a critical document for bidders to complete and submit as part of their proposal. It requires bidders to provide their proposed pricing for the grounds maintenance services across the base year and all option periods. The "Overall Total" for the base year and all option periods should be calculated based on the submitted unit prices. Failure to complete these fields accurately may impact the evaluation of the bid.

Form / Attachment / Pricing Sheet

This document is a "REGISTER OF WAGE DETERMINATIONS UNDER THE SERVICE CONTRACT ACT" issued by the U.S. Department of Labor. It provides the minimum wage rates and fringe benefits required for various occupations when performing contract work subject to the Service Contract Act in Florida County of Dade.

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that "Fringe Benefits Required Follow the Occupational Listing."
• Details specific benefits such as Health & Welfare ($5.55 per hour or $222.00 per week) and Paid Sick Leave (EO 13706: $5.09 per hour or $203.60 per week).
• Includes notes on Executive Orders 13706 (Paid Sick Leave) and 13658 (minimum wage adjustments).
• Outlines vacation and holiday policies.
• Provides a conformance process for unlisted classifications.

This document is crucial for bidders to understand the minimum labor costs associated with the opportunity. It dictates the baseline wages and benefits that must be paid to employees performing work under the contract, directly impacting the cost proposal and overall bid competitiveness. Bidders must ensure their proposed wages and benefits meet or exceed these requirements.