National Laboratory of the Rockies - Landscaping Maintenance, Irrigation System Maintenance, and Irrigation System Minor Repairs

Form / Attachment / Pricing Sheet

This document is Attachment 8, a "Notice of Intent to Attend Conference" form. It is used by potential bidders to notify the Subcontract Administrator of their intention to attend the mandatory pre-proposal site walk for Request for Proposal (RFP) No. 2026029330, concerning "Landscape Maintenance, Irrigation System Maintenance, and Irrigation System Minor Repairs" at the National Laboratory of the Rockies.

• RFP Identification: Clearly states the relevant RFP number and title.
• Conference Details: Specifies the date (May 8th) and time (8:00 AM to 4:00 PM) for the mandatory pre-proposal site walk.
• Intent Options: Bidders must choose one of two options:
  1. Indicate the number of people attending the site walk.
  2. State that they do not intend to submit a proposal.
• Organization Information: Fields are provided for the organization's name, address, city/state/zip, contact name, telephone number, email, and fax number.
• Attendee Information: A separate section is included for listing conference attendees, their citizenship, cell phone number, and email.

This form is crucial for potential bidders to formally communicate their participation in the mandatory site walk or their decision not to participate. Completing and returning this form is a necessary step for vendors interested in the RFP. It helps the government track attendance and gauge bidder interest.

Form / Attachment / Pricing Sheet

This document is the National Renewable Energy Laboratory (NREL) Environment, Safety, and Health (ESH) Offeror or Lower-Tier Subcontractor Risk Evaluation Worksheet. It is required for offerors and subcontractors performing work at an NREL site to demonstrate their ESH qualifications.

• Offeror Information: Requires company name, date of submission, policy period, and NAICS code.
• Risk Evaluation:
  • Initial Review: Acceptable criteria include a three-year average Experience Modification Rate (EMR) of <= 1.00 AND "No" responses to specific OSHA and environmental questions.
  • Additional Evaluation: If the initial criteria are not met, offerors must provide detailed responses to questions regarding OSHA citations, fatalities/hospitalizations/amputations, and environmental violations.
  • Required Data: Offerors must submit their EMR history, OSHA citations, incident reports (fatalities, hospitalizations, amputations), and environmental violations. If initial criteria are not met, detailed statistics for Occupational Total Recordable Case (TRC) Rate and Occupational Days Away/Restricted or Transfer (DART) Rate for the past three years are required, along with supporting OSHA logs.
• NREL Use Only: Section for NREL to document acceptance or rejection based on the provided information.
• Certification: A signature block for an authorized representative to certify the accuracy of the information provided.

This form is critical for any vendor intending to perform work at an NREL site. Bidders must accurately complete this worksheet to demonstrate their ESH compliance and qualifications. Failure to meet NREL's ESH criteria, as detailed in this form, may result in rejection. The required data points, such as EMR and OSHA rates, will influence proposal evaluation and the ability to be awarded a subcontract.

Form / Attachment / Pricing Sheet

This document is a Price Proposal Form, specifically an Excel spreadsheet, designed to collect detailed pricing information from bidders for a Time and Materials maintenance contract. It includes instructions for bidders on how to complete the form accurately.

• Instructions Tab: Guides bidders on providing labor rates for specific categories, updating yellow-highlighted fields, including raw salary basis, ensuring correct indirect rate calculations, and proposing indirect rates (OH and G&A). It also emphasizes aligning proposed rates with invoicing rates to avoid payment delays.
• Price Schedule Tab: Requires bidders to enter rates for various labor categories across the Base Year and Option Years. It also outlines markup percentages for materials, parts, equipment, and travel, with specific instructions for each.
• Rate Buildup Tab: A section for detailing fully burdened labor rates, inclusive of profit, for each job title across multiple years. Bidders are instructed to input hourly salary, labor overhead, and profit.
• Example Payroll Data Tab: A template for bidders to provide actual payroll data and proposed billing rates for their staff.
• Added Categories Tab: Allows for the inclusion of additional labor categories and their qualifications if not already listed.

This form is critical for bidders to accurately detail their proposed pricing structure. It requires careful attention to labor categories, rates, indirect costs, and markups. Following the instructions precisely, especially regarding the alignment of proposed rates with invoicing rates, is essential to ensure accurate proposal submission and timely payment. Bidders must validate all formulas for accuracy, as the government is not responsible for errors.

Form / Attachment / Pricing Sheet

This document is an Organizational Conflicts of Interest (OCI) Representation Statement form. Bidders must complete and return this form as part of their offer to represent their organization's status regarding potential conflicts of interest with NLR.

• Representation Options: Bidders must check boxes to affirm:
  • No actual or potential conflict of interest exists.
  • Any existing or potential conflict will be disclosed via a separate disclosure statement.
  • No individuals with substantial involvement were former/current U.S. Government employees.
  • No individuals with substantial involvement were NLR employees within the last year.
• Disclosure Requirement: If any of the representation boxes cannot be checked, the bidder must complete an OCI Disclosure Statement instead of this form.
• Signature Block: Requires organization name, signature, printed name and title, and date.

This form is critical for bidders to acknowledge and address potential organizational conflicts of interest. Failure to properly complete and submit this form, or the required disclosure statement if applicable, may impact the ability to submit a compliant offer. Bidders must carefully review their circumstances against the representations required.

Form / Attachment / Pricing Sheet

This document is a "Representations and Certifications" form that potential offerors must complete, sign, and return to the National Laboratory of Rockies (NLR) Acquisition Services Professional. It requires bidders to provide information about their company and certify compliance with various federal regulations and requirements.

• Offeror Information: Legal name, SAM Unique Entity ID (UEI), organization type, address, Taxpayer Identification Number (TIN), and principal place of performance.
• Solicitation Information: Solicitation number, NAICS code, size standard, and business size or type.
• Representations and Certifications: Includes clauses related to:
  • Telecommunications and Video Surveillance Services and Equipment (FAR 52.204-24, FAR 52.204-26)
  • Suspect or Counterfeit Items or Parts
  • Intellectual Property Rights (Patent Rights, Rights in Proposal Data, Confidential/Proprietary Data, Licensed Computer Software, Royalty Information)
  • Limited Rights Data and Restricted Computer Software (FAR 52.227-15)
  • Collective Bargaining Agreements
  • Small Business Program Representations (FAR 52.219-1), including various socioeconomic categories (SDB, WOSB, EDWOSB, VOSB, SDVOSB, HUBZone).
  • Buy American Certificate (FAR 52.225-2)
  • Certification Regarding Knowledge of Child Labor (FAR 52.222-18)
  • Employment Eligibility Verification (FAR 52.222-54)
  • Anti-Kickback Certification
  • Certification Regarding Payments to Influence Federal Transactions (FAR 52.203-11)
  • Certification Regarding Responsibility Matters (FAR 52.209-5)
  • Compliance with Veterans Employment Reporting Requirements (FAR 52.222-38)
  • Certification Regarding Trafficking in Persons Compliance Plan (FAR 52.222-56)
  • Export Control (ECCN, USML)
  • Cost Accounting Standards (CAS) Notices and Certification (FAR 52.230-1)

This form is critical for bidders to complete accurately as it directly impacts their eligibility and compliance status for the opportunity. Failure to provide accurate information or complete the form may render an offeror non-responsible. Bidders must carefully review each section and provide the required certifications and information based on their company's status and the nature of their proposed work.

Solicitation / RFP / RFQ

This Request for Proposals (RFP) from the National Laboratory of the Rockies (NLR), managed by the Alliance for Energy Innovation, LLC, seeks proposals for "Landscape Maintenance, Irrigation System Maintenance, and Irrigation System Minor Repairs." The subcontract will be awarded using a Best Value Selection process, prioritizing a combination of technical factors and evaluated price.

• The core requirements are detailed in the Statement of Work (SOW) titled "Landscape Maintenance, Irrigation System Maintenance, and Irrigation System Minor Repairs" (Appendix A).

• Offerors must comply with Service Contract Act Wage Determination 2015-5419.

• Environment, Safety, and Health (ESH) requirements must be met, including providing an ESH Worksheet and insurance carrier letters.

• Organizational Conflicts of Interest must be disclosed.

• The subcontract will be a Time and Materials type with option periods.

• The anticipated period of performance is a base year plus 4 option years, totaling 60 months.

• Annual funding is expected to be approximately $750,000.00, with a total potential of $3,750,000.00 if all options are exercised.

• Notice of Intent Due: 5/1/2026

• Proposal Due Date: 6/3/2026, 5:00 PM Mountain Time

• Site Walk: 5/8/2026 (Time TBD)

• Technical Questions Due: In writing, no later than 5/15/2026

• Evaluation: Best Value Selection, with qualitative merit criteria considered substantially more important than price.

• Proposal Submission: Electronically via email (25GB limit). Specific content requirements include a title page, cover letter, technical proposal (max 30 pages), acceptance of sample subcontract schedule or exceptions, and a completed cost proposal form.

• NAICS Code: 561730 (Landscaping Services) with a Size Standard of $10 Million.

• Offerors must certify current and accurate size and socioeconomic status representations in SAM.gov.

• Small business offerors are subject to lower-tier subcontracting plan requirements if awarded.

• Electronic copies of forms and appendices can be found at: http://www.nrel.gov/workingwithus/standard-terms.html

• NLR requires SAM.gov registration prior to award.

Form / Attachment / Pricing Sheet

This document is a subcontract agreement between Alliance for Energy Innovation, LLC (as the Management and Operating Contractor for the National Laboratory of the Rockies) and a "Subcontractor" (Company Name). It outlines the terms and conditions for services to be performed under a Time and Materials basis, as part of the larger DOE Prime Contract DE-AC36-08GO28308.

• Agreement Details: Includes Agreement Number (SUB-2023-*****), Modification Number (0), and Period of Performance (start and end dates to be determined).
• Contracting Parties: Alliance for Energy Innovation, LLC and the Subcontractor (Company Name).
• Work to be Performed: As detailed in Appendix A, Statement of Work.
• Period of Performance: Basic Period of twelve (12) months, with four (4) option periods.
• Price and Payment: Time and Materials basis. Includes labor hour rates (Standard, Overtime time and a half, Overtime double time) and provisions for reimbursement of direct materials, indirect costs, and travel.
• Government Property: Outlines responsibilities for managing, accounting for, and insuring government-furnished and subcontractor-acquired property.
• Invoices: Submission requirements and payment terms (Net 30, or Net 15 for small businesses).
• Applicable Documentation: Lists several appendices and standard terms and conditions that are incorporated by reference.

This document defines the contractual framework for a potential subcontract. Bidders can use this to understand:

• The payment structure (Time and Materials, hourly rates).
• The expected period of performance and potential for option periods.
• Requirements for invoicing, property management, and compliance (e.g., Service Contract Labor Standards, Drug-Free Workplace).
• Key appendices and terms that will govern the subcontracted work.

Solicitation / RFP / RFQ

This solicitation is for "Landscaping Maintenance, Irrigation System Maintenance, and Irrigation System Minor Repairs" at the National Laboratory of the Rockies (NLR) facilities. NLR is a U.S. Department of Energy national laboratory focused on research, development, and deployment of energy efficiency technologies.

• Maintain and preserve campus open space areas to minimize environmental impact and maximize resource efficiency.

• Cultivate established and improvement project landscape areas using environmentally responsible and sustainable practices (e.g., water-efficient irrigation, integrated pest management, soil health, native plants).

• Continuously monitor landscape areas for issues like weed pressure, turf stress, irrigation inefficiencies, soil degradation, erosion, and fire hazards.

• Proactively identify issues and submit recommendations for corrective or preventive actions to the Technical Monitor.

• Comply with all applicable laws, regulations, policies, and guidelines from NLR, the State of Colorado, and the Federal Government.

• Comply with Colorado Air Pollution Control Division (APCD) Regulation No. 29, with a strong preference for electric equipment.

• Ensure at least one individual is available to transport personnel and equipment.

• Subcontract Type: Time and Materials – Competitive Procurement.

• Total Acreage: Over 476 acres, with approximately 197 acres requiring landscape maintenance (116 acres at STM Campus, 76 acres at Flatirons Campus, 5 acres at STEP Campus).

• Notice of Intent to Attend Conference Due: 05/01/2026

• Site Walk: Scheduled for 05/08/2026 (Mandatory attendance; Notice of Intent to Attend Conference required).

• Technical Questions Due: 05/15/2026

• Proposal Due: 06/03/2026

• Proposal submission requires a title page, cover letter, technical proposal, price proposal, ES&H Risk Evaluation Form, Representations & Certifications, and other specified documents.

• Open to both Small and Large businesses.

• No Small Business Set-Aside.

• Offerors must have a bona-fide office within 50 miles of NLR's South Table Mountain (STM) Campus or demonstrate capability to perform in the area.

• A bidders list will not be shared publicly.

• Access to project specification documents is granted upon submission of the "Notice of Intent to Attend Conference" directly to the Subcontract Administrator.

• Applicable NLR Appendices: Appendix B-8H; Appendix C-3.

• Applicable Wage Determination: 2015-5419 Revision 31 12/03/2025.

Solicitation / RFP / RFQ

This document, Exhibit A to RFP 2026029330, outlines the Project Overview and Selection Details for landscaping services. The services are essential for maintaining the safety, functionality, and appearance of NLR's grounds, supporting wildfire risk reduction, promoting healthy vegetation, preventing property damage, minimizing environmental hazards, and ensuring proper stormwater control.

• Comprehensive landscape and irrigation maintenance.

• Includes irrigation management, pruning, debris removal, smart irrigation systems, soil and plant amendments.

• Work must be performed by the offeror's personnel; subcontracting requires prior written authorization.

• Offeror must have readily available resources (personnel, equipment, expertise, capacity) aligned with the scope of work.

• Offeror must be located within 50 miles of NLR South Table Mountain Campus.

• The period of performance includes a Basic Period of twelve (12) months, with four (4) Option Periods, each of twelve (12) months.

• Mandatory Qualifications (Pass/Fail):

  • Completion of Environmental, Safety and Health Subcontract Risk Evaluation Worksheet.
  • Submission of any EPA or CDPHE violations within the past three years, or indication of none.
  • Demonstration of positive or neutral past performance on comparable projects.
  • Demonstration of established resources and capacity.

• Qualitative Merit Criteria (20% Weighting for Technical Approach):

  • Technical Approach (20%): Project management plan, management structure, staffing, team qualifications, work coordination, self-performance/subcontracting, multi-site experience, licensing, performance approach, and additional relevant information.
  • Key Personnel (5%): Identification and resumes of required personnel (Project Manager, On-Site Manager, Landscape Architect), demonstrating experience, qualifications, and availability.
  • Experience (20%): Demonstrated experience in comprehensive landscaping and irrigation services, including turf management, irrigation repair, tree/shrub care, seasonal planting, erosion control, and work at comparable facilities.
  • Capability (20%): Structured task execution plan for each task in the SOW, detailing assigned personnel, crew composition, equipment, self-performance/subcontracting, integrated management approach, quality control, safety, administrative processes, and response to unforeseen requirements.
  • Organizational History (10%): Years in business, types of services, experience with government/research facilities, and risk mitigation for capability gaps.
  • Past Performance (10%): Three to five contracts within the past five years, similar in size and scope, including customer details, contract information, service description, relevance, demonstrated results, and innovative practices.
  • References (5%): At least three letters of reference with company name, contract number, and point of contact.
  • Materials and Equipment (10%): List of all necessary landscaping equipment, tools, and vehicles, including ownership, acquisition plan, storage, and compliance with Colorado APCD Regulation No. 29.

• Price or Cost Evaluation: Considered substantially less important than the combined qualitative merit.

• Technical Proposal Logistical Requirements: Specific page limits for each section and a total page limit of 30 pages for the technical proposal.

• Not explicitly stated in this document, but mandatory qualifications must be met.

• This document is Exhibit A to RFP 2026029330.

• The Statement of Work (SOW) serves as baseline requirements, and qualitative merit criteria establish technical factors for evaluation.

• Offerors must meet mandatory qualifications to be considered for evaluation.

Form / Attachment / Pricing Sheet

This document is a map detailing fire management mowing areas for NLR's Flatirons Campus in 2026. It outlines specific zones requiring vegetation management, including mowing, to mitigate fire risks.

• Campus Layout: Depicts buildings, structures, solar arrays, sites, turbines, and met towers within the Flatirons Campus boundary.
• Vegetation Management Zones: Color-coded areas indicate different mowing heights (8 FT, 10 FT, 30 FT) and areas designated for "As Needed Mowing."
• Site Designations: Various "Site" locations (e.g., Site 1.1, Site 3.2, Site 4.0) are marked, along with specific equipment like solar arrays (e.g., 1-MW PV Array, AES Soltec PV Array) and turbines (e.g., DOE 1.5-MW, 2.3-MW SGRE).
• Road Network: Shows roads within the campus, with a note indicating a road continues approximately 2 miles to West Gate Rd., with mowing as needed along this route.
• Legend: Provides a key for understanding the symbols and colors used on the map.
• Notes: Clarifies that PV arrays are supplemental mowing areas, managed by special request from research partners.

This map is crucial for any bidder involved in vegetation management or grounds maintenance services at the Flatirons Campus. It visually defines the scope of work, specific areas requiring attention, and the types of vegetation management required (mowing heights). Bidders can use this to estimate labor, equipment needs, and understand the operational environment for the opportunity.

Form / Attachment / Pricing Sheet

This document is a "Mow Map" for the NLR STM Campus, dated February 2026, related to fire prevention. It visually outlines areas requiring specific vegetation management.

• STM Boundary: Delineates the overall campus area.
• Vegetation Management Zones:
  • Convenience Mowing: Areas marked in green, indicating regular mowing.
  • Wildland Fire Buffer: Areas marked in orange, requiring specific fire buffer management.
  • Bulk Gas Vegetation Control: Areas marked in blue, requiring vegetation control around bulk gas.
  • Not managed by NREL: Areas marked with diagonal lines, indicating they are not managed by NREL.
• Other Areas: Includes "Bulk Gas Area" (hatched orange), "Buildings and Parking Garages" (grey).
• Specific Locations: Identifies various buildings and areas within the campus (e.g., SIMTA, HFSF, FTLB, ESIF, Employee Parking Garage).

This map is crucial for understanding the specific areas and types of vegetation management required for fire prevention services at the NLR STM Campus. Bidders should use this map to identify the scope and location of mowing, fire buffer maintenance, and vegetation control activities.

Form / Attachment / Pricing Sheet

This document is a "Register of Wage Determinations Under the Service Contract Act" for the state of Colorado, specifically for the area including Adams, Arapahoe, Broomfield, Clear Creek, Denver, Douglas, Elbert, Gilpin, Jefferson, and Park counties. It provides the minimum wage rates and fringe benefits required for various occupations when performing contract work subject to the Service Contract Act.

• Occupational Listings: Contains a comprehensive list of job titles, corresponding occupation codes, and their associated minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific benefits like Health & Welfare and paid sick leave (EO 13706) are detailed.
• Executive Orders: References Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (minimum wage adjustments).
• Vacation and Holidays: Outlines requirements for paid vacation (based on years of service) and a minimum of eleven paid holidays per year.
• Hazardous Pay Differential: Specifies an 8% differential for positions involving ordnance/explosives and a 4% differential for positions with a lower degree of hazard.
• Uniform Allowance: Details requirements for providing or reimbursing uniform costs and maintenance.
• Conformance Process: Explains the process for requesting additional classifications and wage rates 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 Colorado area. It directly impacts the pricing strategy for proposals by establishing mandatory wage and benefit rates for covered employees. Bidders must ensure their proposed wages and benefits meet or exceed these requirements to be compliant.

Form / Attachment / Pricing Sheet

This document is a map illustrating "FC Conservation Areas and Other Sensitive Resources" as of September 13, 2021. It serves as a visual reference for identifying and delineating various environmental features within a specific geographic area, likely relevant to land management, environmental impact assessments, or construction planning.

• Conservation Areas: Includes "Western Conservation Area" and "Conservation Management Areas."
• Sensitive Resources: Identifies "Wind Fetch Area," "Ancient Soils," "Wet Meadow," "Seasonal Pond," and "Wetlands" (including "Seep Wetland" and "Emergent Wetland").
• Other Map Features: Depicts "Buildings" and "Property Boundary."
• Critical Habitat: Highlights "PMJM Critical Habitat."
• Map Scale: Provided in miles, indicating distances up to 0.4 miles.

This map is crucial for bidders to understand the environmental constraints and sensitive areas within or adjacent to the project site. It informs potential impacts on planning, design, and execution of work, particularly concerning any activities that might affect conservation areas, wetlands, ancient soils, or critical habitats. Bidders should use this information to assess potential compliance requirements and environmental mitigation strategies.

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 efficient resource use to enhance native and naturalized vegetation communities and wildlife habitat.

This SOW details requirements for landscape maintenance, irrigation system maintenance, and minor irrigation system repairs across NLR's three campuses: South Table Mountain (STM), Flatirons, and South Table Energy Park (STEP).

Key activities include:

• Landscape Maintenance: Weed control (hand removal, mowing, mechanical means), mowing (grassland and lawn areas), string trimming, disc trimming, edging, fertilizing, soil amendment application, soil aeration and overseeding, pruning of plants, shrubs, and trees, organic mulch and rock bed maintenance, flowering plant maintenance, debris removal from detention ponds, and leaf removal.

• Irrigation System Maintenance and Repairs: Monitoring irrigation delivery via WeatherTRAK system, general maintenance, winterization, spring start-up, managing ET programming, system repairs, and regulation of watering times.

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

• Use of environmentally responsible and sustainable practices, including water-efficient irrigation, integrated pest management, and native/climate-adapted plant species.

• Proactive identification and reporting of landscape issues to the NLR Technical Monitor.

• Adherence to specific mowing heights, trimming distances, and debris disposal procedures.

• Timely repair of irrigation systems (within 48 hours of detection or request).

• The SOW covers maintenance across the STM Campus (164 acres), Flatirons Campus (305 acres), and STEP Campus (7 acres).

• Approximately 197 total acres require landscape maintenance.

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

• Preference for electric-powered landscaping equipment.

• Compliance with various NLR Maintenance Plans (e.g., Weed Management Plan, Landscape Restoration Guide, Wildland/Urban Interface Plan).

• Specific requirements for personnel, including Key Personnel with at least 10 years of experience, Project Managers, and On-Site Managers.

• Strict adherence to site access, security, and safety protocols, including wearing NLR badges and following safety guidelines.

• Subcontractor must provide a Project Management Plan and Deployment Schedule.

• Reporting requirements include weekly Plans of the Week, quarterly seasonal site reports, and maintenance management system documentation.