Puerto Rico National Cemetery Grounds Maintenance Services Solicitation

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Solicitation for Grounds Maintenance Services at Puerto Rico National Cemetery.

• Pesticide Application: Blanket and spot applications of insecticide or fungicide are part of the insect and disease management program and require COR confirmation prior to application. Termite control is targeted, not broadcast. Fungicide is applied over turf and landscape areas for disease control.
• Pump Station Area: The contractor is responsible for mowing, edging, and trimming the pump station ground area, as well as maintaining the cemetery's turf and surrounding areas with proper application of fertilizers and chemicals.
• Pressure Washing Scope: Pressure washing is required for walkways, curbs around buildings, and those leading to the Maintenance Building. It also includes specific areas within the Columbarium and Shelters (sidewalk pavement, decorative stone, natural stone). Walls and columns are not included unless specified.
• Stone Cleaning: While pressure washing is mentioned, the evaluation of job performance regarding mold/mildew removal will involve communication with the COR. Specific pressure limits apply (3500 psi for concrete, 1000 psi for natural/decorative stone). Excess debris removal is to be done with plain water and a stiff brush.
• Mowing Applicability: Mowing is specified for Option Years 3 and 4 (all year), while base, 1st, and 2nd years will have mowing requested by the COR as needed (1 week per request).
• Marker Cleaning: Marker cleaning is explicitly stated as not part of this contract.
• Equipment Cleaning Area: The COR will provide a designated on-site area for equipment cleaning and decontamination.
• Storage/Staging Area: The Government will NOT provide a designated on-site area for storage or staging. Offerors must include these logistics in their pricing and technical approach.
• Chemical Mixing: Chemical mixing may occur on cemetery roadways (streets) on paved or stabilized surfaces, away from sensitive areas. Spill prevention and environmental compliance are mandatory.
• Employee Minimum: The minimum of 12 dedicated employees includes the site supervisor.

These clarifications refine the scope of work, particularly regarding pressure washing, mowing, and the provision of on-site facilities. Bidders should ensure their proposals accurately reflect these details.

Amendment / Modification

This amendment to solicitation 36C78626Q50118 serves two primary purposes:

• Answers to Vendor Questions: It provides responses to questions submitted by prospective vendors. These answers are contained in an attached document titled "Puerto Rico Ground Maintenance Services Solicitation Questions and Answers 4-10-2026."
• Additional Information: It includes an attached document titled "Pump System Information Manual 4-10-2026."

This amendment does not explicitly state which sections of the original solicitation are affected, but it introduces new information via attachments.

• The amendment indicates that no further questions will be taken at this time.
• Bidders are instructed to submit this amendment with their proposal.
• All other terms and conditions of the original solicitation remain unchanged.

Other / Unclassified

This document is a "Pump System Information Manual" for the Puerto Rico National Cemetery's Well Water Supply and Booster Pump System. It details the system's equipment, operation, maintenance, and troubleshooting.

This manual provides comprehensive technical information about the existing well water supply and booster pump system. It outlines the components, their functions, operational procedures (including during drought conditions), and detailed preventative maintenance schedules for various parts of the system (well pumps, check valves, float switches, transformers, electrical panels, booster pump, VFD, and water holding tank). This information is crucial for potential bidders to understand the current infrastructure, assess the scope of any potential work related to this system, and identify any maintenance or operational requirements that may be part of a future solicitation. It details specific flow rates, pressure requirements, and potential failure points, which are critical for developing accurate proposals and understanding system limitations.

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

To provide comprehensive grounds maintenance services for the Puerto Rico National Cemetery, ensuring a well-maintained, clean, and professional appearance that honors veterans and their families.

This SOW details the requirements for grounds maintenance, facilities maintenance, and flat marker cleanup services. Key tasks include:

• Grounds Maintenance: Regular mowing, weed eating, edging, trimming of roadways, removal of leaves and debris, turf maintenance, and irrigation maintenance.

• Facilities Maintenance: Cleaning and pressure washing of columbarium and committal shelter floors, and buildings and surrounding concrete surfaces.

• Flat Marker Maintenance: Cleaning and trimming around headstones, and alignment and washing of headstones.

• Pest and Disease Control: Application of chemicals to control weeds, diseases, insects (including fire ants, mole crickets, termites, white grubs, army worms), and invasive plant species.

• Fertilization and Gypsum Application: Based on soil test results and recommendations.

• Pressure Washing: Cleaning of natural stone, decorative stone, and concrete surfaces in various areas including flag assembly area, columbarium, memorial walk, committal shelters, and buildings.

• Maintain a "National Shrine Standard" appearance.

• Turf areas to be 95% weed, pest, and disease-free.

• Adherence to specific cutting heights for turfgrass (Zoysia Manila and Native Turf).

• Regular inspections and reporting to the Contracting Officer's Representative (COR).

• Damage to headstones, fixtures, or grounds must be reported and repaired at the contractor's expense.

• Location: Puerto Rico National Cemetery, Bayamon, Puerto Rico.

• Period of Performance: Base Period of 12 months (June 1, 2026 - May 31, 2027) with four (4) one-year Option Periods (June 1, 2027 - May 31, 2031).

• All work to be performed during normal workdays (Monday-Friday, 7:00 AM - 3:30 PM local time), excluding Federal Holidays, unless otherwise approved.

• Contractor must provide a qualified and experienced "Site Manager" (English and Spanish-speaking).

• All personnel must wear required safety equipment and identify themselves as contractor employees.

• Contractor must obtain all necessary licenses, permits, and insurance.

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

• Equipment used must be clean and meet OSHA standards.

• No disruption to cemetery operations, including ceremonies and funerals.

• Specific requirements for chemical application, including signage and record-keeping.

• Contractor must provide all labor, equipment, materials, and supplies.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services, prepared in accordance with FAR part 12. It serves as the only solicitation, and quotes are being requested. The acquisition is set-aside for Services Disabled Veteran Owned Small Business (SDVOSB) under NAICS code 561730, with a Business Size Standard of $9.5 Million. The government is procuring Complete Grounds Maintenance Services, which include General Grounds Maintenance, Headstone and Marker Services, Interment Services, and Irrigation and Repair Services.

• Complete Grounds Maintenance Services

• Statement of Work (SOW) is attached (Document A)

• Price Schedule is attached (Document B)

• Past Performance Questionnaire is attached (Document C)

• Wage Determination Services (SCA) is attached (Document D)

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

• Period of Performance: Base Plus 4 Option Years if Exercised

• Issuing Contracting Office: Department of Veterans Affairs, National Cemetery Administration, Contract Services

• Place of Performance: Puerto Rico National Cemetery, 50 Ave. Cementerio Nacional, Bayamón PR 00961-3887

• Submission Deadline: April 20, 2026, at 10:00 AM EST

• Submission Method: Electronically via email to Janice Brooks (Contracting Officer) at janice.brooks@va.gov and cc larry.curtis@va.gov (Contracting Specialist).

• Submission Volumes:

  • Volume A: Company Information
  • Volume B: Relevant Experience (Complete Grounds Maintenance Services)
  • Volume C: Past Performance
  • Volume D: Pricing (Excel Spreadsheet)

• Evaluation Criteria: Technical and Past Performance (combined) are more important than price. The government will award to the responsible offeror whose quote is most advantageous.

• Set-Aside Type: Service-Disabled Veteran Owned Small Business (SDVOSB)

• Requirements: Quoters must be registered in SAM.gov, have an active/current SDVOSB registration with the SBA, and certify in writing that their firm performs 50 percent of the work.

• Site Visits: Quoters are urged to inspect the site. Visits are scheduled for 04/03/2026 and 04/06/2026 from 9:00 AM to 11:00 AM EST and will not be rescheduled. Contact information for scheduling is provided.

• Questions: Submit questions via email to Janice.brooks@va.gov by 04/08/2026 at 10:00 AM EST. Answers will be provided via amendment.

• No Award without Discussions: The government intends to make award without discussions.

• Funds Availability: Funds are not presently available for performance beyond September 30, 2026.

Form / Attachment / Pricing Sheet

This document provides a detailed breakdown of the CLINs (Contract Line Item Numbers) and associated estimated quantities for ground maintenance services at the Puerto Rico National Cemetery. It outlines the services required for the base period and four option years, serving as a cost schedule for potential bidders.

• CLINs: Specific line items detailing individual services (e.g., Edging, Mowing, Fertilization, Weed Control, Pest Control, Pressure Washing).
• Descriptions: Detailed explanations of each service, often referencing specific sections of a Statement of Work (SOW).
• Unit of Issue: The unit in which the service is measured (e.g., Bi-Weekly, Monthly, Quarterly, Annually, EA).
• Estimated Quantity: The projected number of units for each CLIN per period.
• Service Type: All listed items are categorized as 'Service'.
• Period of Performance: The schedule covers a Base Period (June 1, 2026 - May 31, 2027) and four Option Years (June 1, 2027 - May 31, 2031).
• Cost Schedule: While costs are not detailed (indicated as 0.0), the structure provides the framework for pricing.

This attachment is crucial for bidders as it defines the specific scope of work and the anticipated volume of services required. Bidders will use this information to develop their pricing proposals, understand the frequency and nature of tasks, and assess the overall requirements for performing ground maintenance at the specified national cemetery.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire. Offerors are instructed to use this form to provide details on previous federal, state, local government, and private contracts that are similar in size and scope to the contract being evaluated. It is intended to gather information for past performance evaluation.

• Instructions: Requires listing at least three (3) but no more than five (5) contracts performed within the last three (3) years. National Cemetery Administration (NCA) contracts should be listed first, followed by Non-NCA contracts.
• Contractor Information: Fields for Name, Address, Telephone Number, and E-mail.
• Contract Information: Details required include the name of the company/agency serviced, Contract Number, Type of Contract, Contract Dollar Value, Date of Award, Status (Completed/Not Completed), reason if not completed, and whether the offeror was the Prime or Subcontractor.
• Point of Contact Information: For the company/agency serviced, including Name, Position, Address, Telephone Number, and E-mail.
• Description of Work: Details on the Supply/Service(s) provided, location, and relevancy of work.
• Complexity: Assessment of the complexity of the Product/Service.
• Percentage of Work: Breakdown of work completed by the company versus subcontractors, with an explanation of tasks performed if less than 100%.

This questionnaire is a critical component for bidders to demonstrate their relevant past performance. Completing this form accurately and thoroughly will directly impact the evaluation of their proposal. Bidders must select and detail contracts that align with the size and scope of the opportunity to effectively showcase their capabilities and experience.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (Wage Determination No.: 2015-5707, Revision No.: 28) for the Service Contract Act. It establishes the minimum wage rates and fringe benefits required for various occupations in Puerto Rico.

• Geographic Area: Puerto Rico (specific municipalities listed).
• Occupational Listings: Provides a comprehensive list of job titles, corresponding occupation codes, and their required minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing, with specific details provided for Health & Welfare.
• Special Provisions: Includes information on vacation, holidays, hazardous pay differentials, and uniform allowances.
• Conformance Process: Outlines the procedure for classifying service employees not listed in the wage determination.

This document is critical for any bidder on a federal contract in Puerto Rico that is subject to the Service Contract Act. It dictates the minimum wages and benefits that must be paid to employees performing work under the contract, directly impacting labor costs and proposal pricing. Bidders must ensure their proposed wages and benefits meet or exceed these requirements.