Landscaping Maintenance, Irrigation System Maintenance, and Irrigation System Minor Repairs

Sources Sought Notice

This Sources Sought Notice (SSN) is issued by the National Laboratory of the Rockies (NLR), a U.S. Department of Energy facility managed by The Alliance for Energy Innovation. The purpose is to identify potential subcontractors capable of providing landscape maintenance, irrigation system maintenance, and irrigation system minor repairs. This notice is for market research and does not constitute a Request for Proposals (RFP).

• Landscape and Grounds Maintenance: Preserve and maintain campus open spaces, minimize environmental impact, and maximize resource efficiency. This includes using environmentally responsible and sustainable practices such as water-efficient irrigation, integrated pest management, soil health preservation, and native/climate-adapted plants.

• Proactive Issue Identification: Continuously monitor landscape areas for issues like weed pressure, turf decline, irrigation inefficiencies, soil degradation, erosion risks, and fire hazards. Promptly submit written recommendations for corrective or preventive actions to the NLR Technical Monitor.

• Compliance: Adhere to all laws, regulations, policies, procedures, and guidelines set forth by NLR, the State of Colorado, and the Federal Government. Comply with Colorado Air Pollution Control Division (APCD) Regulation No. 29, with a preference for electric equipment.

• Site Coverage: The work covers approximately 197 total acres across three locations: South Table Mountain Campus (116 acres), Flatirons Campus (76 acres), and South Table Mountain Energy Park (5 acres).

• Personnel: One individual must be available to transport individuals and equipment around the sites at all times.

• Period of Performance: Anticipated base period of twelve (12) months, with four one-year option periods. Total potential period of performance not to exceed sixty (60) months.

• Anticipated Lead/Delivery Time: 08/01/2026.

• Process: This is a two-step process: 1) Sourcing (SSN) for capability statements, and 2) Qualifying (RFQ) where selected sources will receive the RFP. The Alliance reserves the right to add or remove sources from the list.

• Submission Deadline: Capabilities statements are due by 5:00 p.m. (MST) on 04/02/2026.

• Submission Requirements: Submit a 2-5 page response including Company Name, Address, URL, Point of Contact, completed Notice of Intent to Attend Conference Form, demonstration of local business presence in the Denver Metropolitan area, and a Capability Statement detailing expertise with similar projects, federally funded projects, challenging schedules, and stakeholder integration. Specific tables for Landscape Maintenance, Irrigation System Maintenance, and Irrigation System Minor Repairs capabilities must be completed.

• Contact: Deb Dennis at Deb.Dennis@NLR.gov.

• The Alliance intends to competitively solicit, dependent upon the volume of qualified responses.

• Responding to this SSN identifies your company as an interested candidate but does not guarantee inclusion in any forthcoming RFP.

• All inquiries must be in writing via email.

• Costs associated with developing a response are not reimbursable.

• NLR reserves the right to set aside any resultant award in total or in part.

• Interested vendors should register on the SAM website for instructions on how to register.

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

To preserve and maintain the National Laboratory of the Rockies' (NLR) campus open space areas, minimizing negative environmental impacts and maximizing resource efficiency to enhance native and naturalized vegetation communities and wildlife habitat.

This SOW details requirements for comprehensive landscape maintenance, irrigation system maintenance, and minor irrigation system repairs. Key tasks include:

• Weed Control: Utilizing hand removal, mowing, and mechanical means. Plant waste disposal is the subcontractor's responsibility.

• Mowing: For grassland and lawn grass health and weed control. Trash and debris removal is required before mowing. Specific mowing heights and distances from structures/roadways are defined. Mulching mowers are preferred.

• String Trimming, Disc Trimming, and Edging: Performed around native grass areas, lawn grass, curbs, roadways, drive lanes, and tree/shrub rings. Debris must be bagged and disposed of.

• Fertilize and Add Soil Amendments: Recommendations for products and schedules are required annually. Specifications for fertilizers and chemicals must be submitted for approval.

• Soil Aeration & Overseeding: Core aeration and overseeding required annually for lawn grass areas (not native grasslands).

• Plants, Shrubs and Tree Maintenance: Includes pruning for general health, shape, and appearance. Diseased or dying plants require removal and replacement recommendations. Winter watering recommendations are also required.

• Organic Mulch and Rock: Annual application of organic mulch (minimum 3 inches) and refreshing of rock beds.

• Flowering Plant Maintenance: Planting annual or perennial flowers seasonally as requested, with soil amendment and delivery requirements.

• Debris Removal from Central Arroyo Detention Pond: Sediment removal every three to five years.

• Leaf Removal: Services provided as needed throughout the year.

• Irrigation System Maintenance and Repairs: Includes general maintenance, winterization, spring start-up, inspection, control and monitoring (WeatherTRAK system), and repairs. Specific procedures and standards are detailed.

• Landscape Improvements (Optional): Coordination of improvement projects, site examination, preparation, and installation of new plants.

• Work must be performed in a professional manner using quality equipment and sustainable methods.

• Compliance with Colorado Air Pollution Control Division (APCD) Regulation No. 29 regarding seasonal restrictions on equipment.

• NLR strongly prefers electric-powered landscaping equipment.

• Accurate record-keeping for gasoline-powered equipment during restricted periods.

• Prompt development and submission of written recommendations for identified issues.

• Documentation of all work and inspections performed for irrigation systems.

• Response to WeatherTRAK alerts within 48 hours.

• Visual monitoring of irrigation zones every two weeks.

• Adherence to specific repair standards for irrigation systems.

• Compliance with all state and federal regulations, NLR policies, and ESHQ requirements.

• Quality assurance through random inspections and corrective action plans.

• Services are required throughout the year, with specific seasonal tasks outlined.

• Locations include South Table Mountain (STM) Campus, Flatirons Campus, and South Table Energy Park (STEP) Campus.

• Subcontractor staff must have fire extinguishers on-hand for motorized equipment.

• Compliance with U.S. Department of Agriculture Rules and Regulations under Federal Seed Act.

• Seed certification requirements.

• Hydroseeding is not permitted without written permission.

• Key personnel requirements include specific years of experience and professional affiliations.

• Project Manager and On-Site Manager roles with defined responsibilities and experience.

• Site access requires security clearance and NLR authorized badges.

• Foreign nationals require specific advance processing.

• Subcontractor is responsible for property protection and site cleanliness.

• Unauthorized use of NLR facilities and equipment is prohibited.

• All employees must wear NLR identification badges.

• Subcontractor must comply with safety requirements at the provided website.

Form / Attachment / Pricing Sheet

This document is an "Intent to Attend Conference" form related to Request for Proposal (RFP) No. 2026029330 for "Landscape Maintenance, Irrigation System Maintenance, and Irrigation System Minor Repairs" at the National Laboratory of the Rockies. It serves as a notification to the Subcontract Administrator regarding attendance at the mandatory pre-proposal site walk.

• RFP Number: 2026029330
• Project Title: "Landscape Maintenance, Irrigation System Maintenance, and Irrigation System Minor Repairs"
• Organization: National Laboratory of the Rockies
• Contact: Deb Dennis, Subcontract Administrator
• Mandatory Site Walk Date: April 10th, from 8:00 AM to 4:00 PM.
• Intent Options: Bidders must indicate if they are sending representatives to the site walk or if they do not intend to submit a proposal.
• Attendee Information: Fields are provided to record Organization Name, Address, City/State/Zip, Contact Name, Telephone Number, Email, Fax Number, and details for Pre-Proposal Conference Attendees (Name, Citizenship, Cell Phone Number, Email).

This form is crucial for potential bidders to formally communicate their intent regarding participation in the mandatory pre-proposal site walk. It also serves as a record for the government to track interested parties and their attendance plans. Bidders must complete and submit this form as instructed to comply with the RFP process.