Amended Grounds Maintenance Contract for Togus National Cemetery Base + 4 Option Years36C78626Q50084 -- S208

Amendment / Modification

This amendment addresses questions submitted by vendors regarding solicitation 36C78626Q50084.

Key changes include:

• Clarification on the estimated linear feet of edging required, estimated at 1500 linear feet, based on roads and curbs.

• Provided the current contract number: 36C78621D0096.

• Clarified that there are no irrigation or water lines at the East or West locations, and vendors must supply their own water.

• The solicitation date has been changed from 02/12/2026 to 03/09/2026.

• The document indicates the Title is COR and the Date Signed is 03/09/2026.

• The solicitation date has been updated.

• Questions and Answers section is implicitly affected by the clarifications provided.

• Vendors are required to submit a signed copy of this amendment with their quote submission prior to the close of the solicitation.

• The solicitation closing date has been extended to 03/09/2026.

• All other terms and conditions remain the same.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for grounds maintenance services at Togus National Cemetery in Togus, Maine. The Department of Veterans Affairs, National Cemetery Administration, intends to award a single-award Indefinite Delivery, Indefinite Quantity (IDIQ) contract.

The contractor will be responsible for providing comprehensive grounds maintenance services, including but not limited to:

• Mowing, trimming, edging, bump and run, raising, realigning & resetting upright headstones.

• Headstone & marker cleaning.

• Grave excavation.

• Leaf and debris removal, and sweeping roads and sidewalks.

• Ensuring the health and aesthetics of turf, trees, shrubs, and plants.

• Trash removal, snow and ice removal, and flag placement and removal.

• Contract Type: Indefinite Delivery, Indefinite Quantity (IDIQ)

• Period of Performance: Base: July 1, 2026 - June 30, 2027, with four (4) one-year option periods.

• Estimated Value: Minimum guaranteed amount is $5,000. Maximum aggregate value is $2,000,000 over five ordering periods.

• Submission Deadline: March 13, 2026, 8:00 AM EST. Quotes must be submitted electronically via email.

• Submission Format: Three separate PDF files: Volume A (Company Information), Volume B (Technical Quote), and Volume C (Pricing).

• Evaluation: Award will be made on a Lowest Price Technically Acceptable (LPTA) basis.

• Site Visit: Mandatory site visit scheduled for February 24, 2026, at 9:00 AM EST. Arrangements must be made in advance.

• Questions Deadline: February 27, 2026, 10:00 AM EST, submitted via email to the Contracting Officer.

• Set-Aside: 100% Set Aside for Service-Disabled Veteran Owned Small Business (SDVOSB).

• NAICS Code: 561730 (Landscaping Services)

• Size Standard: $9.5 Million.

• Requirements: Quoters must be registered in SAM.gov and have active/current SDVOSB certification from SBA.

• Numerous attachments are provided, including the Statement of Work (SOW), Wage Determinations, and various guidance documents.

• Bidders are responsible for understanding all terms and conditions before submitting a quote.

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

This document outlines the requirements for comprehensive grounds maintenance services at Togus National Cemetery in Augusta, Maine. The primary goal is to maintain the cemetery grounds with the utmost care, reverence, dignity, and respect, acknowledging it as a national shrine and the final resting place for veterans.

The contractor shall provide all labor, materials, tools, and equipment for grounds maintenance, including:

• General Grounds Maintenance: Mowing, trimming, edging, and general cleanup throughout the year. This includes specific procedures for growing seasons (April 1st - October 31st) and non-growing seasons (November 1st - March 31st).

• Turf Maintenance: Fertilization, weed control, aeration, overseeding, and dethatching according to a detailed annual schedule. Includes specific requirements for grass height, weed-free percentages, and approved chemical applications.

• Headstone & Marker Cleaning: Pressure washing and chemical cleaning of approximately 5,372 headstones and markers twice annually (before Memorial Day and Veterans Day), as well as cleaning sidewalks, curbs, gates, and fencing.

• Grave Maintenance: Refilling sunken graves with topsoil and seed, and excavating/backfilling gravesites for cremated remains.

• Headstone Realignment: Raising, realigning, and resetting upright headstones and flat markers, with strict procedures to avoid damage.

• Snow & Ice Removal: Clearing snow and ice from driveways, walkways, steps, and surrounding areas when accumulations reach 1 inch or more.

• Storm Damage Response: Providing 24-hour availability for emergency services related to storm damage, including tree removal and debris cleanup, with a required response time of 8 hours.

• Turf must be 90% weed-free and 95% pest/disease-free in burial areas.

• Headstones and markers must be cleaned to remove objectionable material and discoloration.

• Work must be performed with special care, reverence, and respect.

• Contractor personnel must adhere to specific standards of dress and conduct.

• Place: Togus National Cemetery, Togus VA Medical Center, Togus, Maine 04330.

• Period: Services are required year-round, with specific seasonal tasks outlined.

• Work is to be performed during normal cemetery business hours (8:00 AM - 4:30 PM, Monday-Friday), unless otherwise approved by the COR.

• Contractor must provide a Site Manager on-site at all times during performance.

• Strict adherence to safety protocols and environmental regulations is required.

• Contractor must coordinate work to avoid interference with interment services and ceremonies.

• All personnel must be properly trained and licensed where applicable (e.g., pesticide application).

• Contractor is responsible for all necessary insurance, licenses, and permits.

Form / Attachment / Pricing Sheet

This document is NCA Handbook 3420, "Turfgrass Maintenance in VA National Cemeteries," dated February 29, 2012. It provides detailed procedures and guidelines for the establishment and maintenance of turfgrass in Department of Veterans Affairs (VA) national cemeteries. It serves as a reference for cemetery staff and contractors.

• Purpose and Scope: Outlines the objective of maintaining healthy, vigorous, and visually attractive turfgrass.
• Responsibilities: Details the roles of various VA officials and personnel in turfgrass management.
• Definitions: Provides definitions for key terms related to turfgrass maintenance.
• Turfgrass Establishment: Covers seed selection, initial seeding/sodding of gravesites, and renovation of turfgrass areas.
• Turfgrass Maintenance: Details procedures for mowing, trimming, edging, fertilization, irrigation, aerification, thatch removal, and pest control.
• Appendices: Includes operational flow charts for cool and warm season turfgrass areas, estimated cost information, and specific protocols for insect, animal, and weed control.

This handbook provides comprehensive technical specifications and operational procedures for turfgrass maintenance. Bidders responding to opportunities involving grounds maintenance, landscaping, or turf management at VA national cemeteries should review this document to understand the expected standards, methods, and materials required for successful contract performance. It details specific requirements for seed types, fertilization schedules, pest control measures, and acceptable maintenance practices.

Form / Attachment / Pricing Sheet

This document, the "National Cemetery Administration Operational Standards and Measures Guidebook" (December 2023), outlines the standards and measures for key operational areas within national cemeteries. It serves as a guide for maintaining national cemeteries as shrines, ensuring a high level of service and appearance.

The guidebook is structured into eight main categories:

• Customer Satisfaction: Covers surveys, complaints, and overall visitor experience.
• Equipment Maintenance: Details standards for records, documentation, and the condition of equipment and tools.
• Facilities Maintenance: Addresses the upkeep of buildings, structures, access features, water features, signage, and restrooms.
• Gravesite Assessment Review (GAR): Focuses on the maintenance of gravesites, headstones, markers, and niche covers.
• Grounds Maintenance: Encompasses cemetery grounds management, turf, trees, shrubs, planting beds, and general maintenance.
• Headstone, Marker and Niche Cover Operations: Covers ordering, delivery, inspection, storage, installation, and ensuring visibility and legibility.
• Interment Operations: Details site preparation, committal services, handling of remains, and the appearance of gravesites.
• Safety: Outlines standards for operations, personnel, administrative applications, and general safety measures. Each section includes specific standards, measures, priority levels, and targets for performance.

This document is crucial for any bidder seeking to provide services related to the operation, maintenance, or management of national cemeteries. It clearly defines the expected standards, performance metrics, and quality requirements that must be met. Understanding these operational standards is essential for developing accurate proposals, pricing services correctly, and ensuring compliance with government expectations for cemetery upkeep and services.

Form / Attachment / Pricing Sheet

This document, "Attachment F-ANSI 300- Pruning Standards.pdf", is an attachment to a SAM.gov opportunity record. It provides the American National Standard (ANSI) A300 Part 1 for Pruning Standards, which serves as a performance standard for the care and maintenance of trees, shrubs, and other woody plants. It is intended as a guide for drafting maintenance specifications.

• Scope and Purpose: Defines the applicability and intent of the ANSI A300 standards for tree care and maintenance.
• Pruning Standards: Details specific standards for pruning practices, including reasons for pruning, safety requirements, and types of pruning (e.g., cleaning, thinning, raising, reduction, specialty pruning).
• Definitions: Provides definitions for key terms related to arboriculture and pruning.
• Normative References: Lists other standards that are referenced within this document.
• Pruning Practices: Outlines detailed procedures for tree inspection, tools and equipment, pruning cuts, wound treatment, and pruning objectives.
• Specialty Pruning Types: Includes sections on young trees, espalier, pollarding, restoration, vista pruning, palm pruning, and utility pruning.

This document is crucial for any bidder whose opportunity involves tree care, maintenance, or related services. It establishes the industry-accepted standards and best practices that are likely to be incorporated into the Statement of Work (SOW) or Performance Work Statement (PWS) for such contracts. Understanding these standards will help bidders to accurately scope their services, prepare compliant proposals, and understand performance expectations.

Form / Attachment / Pricing Sheet

This document is the Sub-Contractor Participation Document, which requires prime contractors to provide details about their own business size and socioeconomic categories, as well as information regarding their planned participation of small businesses in the subcontracting effort. It serves as a template for reporting subcontracting plans.

• Prime Contractor Size: Fields to indicate if the prime contractor is "Other than Small Business" or a "Small Business" with specific socioeconomic categorizations (SDB, WOSB, HUBZone, SDVOSB).
• Participation of Small Businesses: A table to detail the total contract value, the Minimum Quantitative Requirement (MQR), and the dollar value and percentage of the total contract value allocated to the prime contractor, total small businesses, and specific small business categories (SDB, WOSB, HUBZone, VOSB, SDVOSB).
• Sub-Contractor Participants: A detailed table to list each subcontractor, including their Company Name, Address, Employee Name, Contact Information, Business Category(ies), Product(s)/Service(s) to be Provided, NAICS Code, and the percentage of work to be performed.

This document is crucial for bidders to understand the subcontracting requirements and reporting obligations associated with the prime contract. It outlines the expected level of small business participation and requires detailed information about proposed subcontractors. Bidders, particularly those intending to subcontract, must carefully complete this form as part of their proposal submission to demonstrate compliance with small business subcontracting goals.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (ME20260001) for Heavy Dredging construction in Maine, issued by the Department of Labor. It specifies prevailing wage rates and fringe benefits applicable to various classifications of laborers and mechanics employed on federally funded or assisted construction projects in the specified geographic area.

• Dredging Rates: Lists hourly wage rates and fringe benefits for different dredging classes (A1-D).
• Classifications: Details specific job titles and their corresponding wage rates, including Deck Captain, Dredge Operator, Crane Operator, Derrick Operator, Welder, Mate, Boat Operator, Oiler, Deckhand, and others.
• Incentive Pay: Outlines additional pay for specific certifications or roles, such as NCCCO License/Certification, USCG licensed Master of Towing Vessels, and Licensed Boat Operator.
• Footnotes: Provides details on paid holidays and vacation accrual.
• Executive Orders: Includes notes on Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage for Federal Contractors), outlining contractor obligations.
• Appeals Process: Describes the procedure for appealing wage determination decisions.

This document is crucial for bidders to understand the labor costs associated with the opportunity. It establishes the minimum wage rates and fringe benefits that must be paid to workers on the project, which directly impacts the overall cost of proposals. Bidders must ensure their proposed wages meet or exceed these requirements.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (No. 2015-4009, Revision 32) that establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act. It is applicable to contracts performed in specific cities and towns within Maine.

• Lists specific counties and cities/towns in Maine where the wage determination applies.
• Provides a comprehensive list of occupations with corresponding wage rates and footnotes.
• Includes details on required fringe benefits, such as Health & Welfare and Vacation/Holiday pay.
• Outlines specific notes and conditions, including Executive Orders (EO) 13706 and 13658 regarding paid sick leave and minimum wage.
• Details the process for requesting additional classifications and wage rates (Conformance Process) if an occupation is not listed.

This document is crucial for bidders to understand the minimum labor costs associated with performing services under a government contract in the specified locations in Maine. It directly impacts the pricing of proposals by defining required wage rates and fringe benefits for various job classifications. Bidders must ensure their proposed wages meet or exceed these minimums to be compliant.

Form / Attachment / Pricing Sheet

This document is a pricing schedule (Attachment A) for grounds maintenance services at Togus National Cemetery. It outlines the specific line items (CLINs) for services required during the base year and four option years, detailing estimated quantities and units for each service.

• General Ground Maintenance: Covers seasonal maintenance (growing and non-growing seasons).
• Turf Maintenance: Includes fertilization, weed control, aeration, overseeding, dethatching, and optional grub control.
• Headstone & Marker Cleaning: Specifies power washing and chemical cleaning of headstones.
• Refill Sunken Graves: Addresses the refilling of sunken graves.
• Storm Damage: Covers services for storm damage.
• Grave Excavation & Backfilling: For cremated remains and second interments.
• Headstone Realignment: Includes raising, realigning, and resetting upright headstones, as well as "bump and run" services for shifted headstones.
• Wage Determinations: References specific wage determinations (2015-4009 Rev 32 and ME20260001) applicable to various services.

This pricing schedule is critical for bidders to understand the scope and estimated quantities of work required for grounds maintenance at Togus National Cemetery. Bidders must use this document to prepare their cost proposals, filling in the unit and total costs for each CLIN. The detailed breakdown of services across multiple years (base and four option years) allows for comprehensive cost estimation and planning.