REGIONAL ELECTRIC UTILITY TREE TRIMMING AND GROUND CLEANING SERVICES

Amendment / Modification

This amendment (0001) to Solicitation N4008524R2861 for Regional Electric Utility Tree Trimming and Ground Cleaning Services makes the following changes:

• Extends Proposal Due Date: The proposal due date is extended from June 12, 2025, to June 17, 2025.

• Incorporates Clauses: Clauses 52.219-17 and 252.219-7009 are incorporated.

• Revises Sections: Section J, J-0200000 Table of Contents, Section L, and L.6 Site Visit are revised.

• Adds Attachment: Section J, J-0200000-12 Site Visit Access Form is attached.

• Includes Pre-Proposal Inquiries and Responses: Provides answers to vendor questions regarding the current contract number and value, herbicide application, and the site visit date.

• Section J, J-0200000 Table of Contents

• Section L, L.6 Site Visit

• Section J, J-0200000-12 Site Visit Access Form (new attachment)

• Clauses 52.219-17 and 252.219-7009

• The proposal due date has been extended to June 17, 2025.

• Offerors should review the revised sections and incorporated clauses for any impact on their proposals.

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

This document outlines the requirements for Grounds Maintenance and Landscaping services, specifically focusing on electric utility tree trimming and ground clearing.

• Tree Maintenance and Removal: Includes tree trimming and removal.

• Ground Clearing: Services for clearing ground vegetation.

• Vegetation Control: Application of herbicides to manage vegetation growth.

• Debris Removal: Removal of vegetation and debris.

• Tree and debris are removed and properly disposed of.

• Performance of work meets the requirements of the ordered services.

Services are to be provided at various locations including Norfolk Naval Shipyard, Portsmouth Naval Hospital, St. Julians Annex, Little Creek Naval Amphibious Base, Oceana Naval Air Station, Dam Neck Annex, Yorktown Weapons Station (Cheatham Annex), and sites within a 50-mile radius of these locations.

• Herbicide Application: Requires compliance with federal, state, and local regulations, and a valid state license or certification. Specific application rates, methods, and chemical make-up must be approved. All herbicides must be EPA registered.
• Equipment: All equipment must be in good operating condition and maintained. Specific requirements for tanks, hoses, pumps, filters, and spray nozzles are detailed.
• Personal Protective Equipment (PPE): Required for pest/vegetation control applicators, including minimum requirements based on pesticide labels and SDS.
• Safety: Grounds maintenance and landscaping equipment must be approved for use around ammunition bunkers.
• Vehicles: Must be equipped for emergency wash water, spill containment, and first aid. Pesticides/herbicides must be stored in locked compartments. Vehicles must be marked and maintained. Cleaning on Government property is prohibited.
• Disposal: Pesticides/herbicides, rinse water, and containers must be disposed of per label directions at an authorized off-site disposal area.
• On-Site Mixing: Prohibited unless authorized by COR and conducted at an approved facility with proper back-flow prevention devices.
• On-Site Materials Storage: Herbicides are not to be stored on Government property.
• Line Clearance-Tree Trimming: Requires specific clearance distances from power lines and adherence to OSHA regulations. Employees must be trained and certified.
• Ground Level Clearing: Includes cutting saplings, bushes, and tall grass. Removal of vines growing up power line poles is included. Equipment must not damage Government property.
• Tree Removal: Undesirable trees are to be cut down, with stumps no greater than 6 inches from ground level unless stump removal is ordered. Waste must be removed and disposed of.
• Stump and Surface Root Removal: Includes filling voids with topsoil and seeding lawn areas if applicable. Large stumps (caliper >= 4 inches) and small stumps (< 4 inches) require removal to at least 18 inches below grade. Surface ground roots require removal to 6 inches below grade.
• Permits: Contractor must obtain all necessary permits.
• Water Management: Requires adherence to Navy water conservation requirements and submission of a Water Conservation Plan.
• Non-Recurring Work: May be ordered via FedMall or task order, with specific locations and types of work defined per order.

Solicitation / RFP / RFQ

This solicitation is for Regional Electric Utility Tree Trimming and Ground Cleaning Services for various Naval facilities in the Hampton Roads Area of Responsibility (AOR), including Norfolk Naval Shipyard, Portsmouth, Virginia Beach, and Williamsburg, Virginia.

• The contract will involve performing Indefinite Delivery/Indefinite Quantity (IDIQ) work, including labor, materials, equipment, transportation, and supervision for tree trimming services.

• Services are described in the Performance Work Statement (PWS), which is incorporated by reference.

• Non-recurring work orders may be issued via FEDMALL or Government Purchase Card (GPC).

• Type of Contract: Facilities Support, Firm-Fixed Price, IDIQ with Non-Recurring Services.

• Contract Term: Base Period plus four (4) Option Periods and one (1) 6-month Option Period, not to exceed 66 months total.

• Minimum Guarantee: A minimum of $5,000 is guaranteed to be ordered during the contract term.

• Estimated Value: Not explicitly stated, but the NAICS code is 561730 with a small business size standard of $9,500,000.

• Proposal Due Date: June 12, 2025, by 2:00 PM local time.

• Submission Method: Electronic copy only, via PIEE Solicitation Module. Other methods will not be accepted.

• Proposal Size Limit: 1.9 GB per file.

• Evaluation Criteria: Lowest priced, technically acceptable proposal. An "ACCEPTABLE" rating in all non-price factors is required for award.

• Key Deadlines: Questions due at least 10 days before proposal due date.

• This is an 8(a) Competitive Set-Aside Procurement.

• Bid Guarantee/Bonding Requirements: Not Required.

• Service Contract Labor Standards (SCA) apply. Wage determination for the base year is included; option periods will use the latest available wage determination.

• Offerors must be registered in the System for Award Management (SAM).

Forms / Attachments / Pricing Sheets

This document, "24R2861 Section F Annexes.pdf", details the deliverables and performance requirements for the "Grounds Maintenance and Landscaping" opportunity (1503050). It outlines specific items that must be submitted by the contractor, including their titles, submission dates, distribution requirements, and frequency.

• Deliverables: A comprehensive list of items such as reports (e.g., Safety Inspection, Spill Notification, Labor Reports), plans (e.g., Accident Prevention, Environmental Protection, Quality Management), certifications, and lists (e.g., Employee List, Key Personnel).
• Submission Timelines: Specific deadlines are provided for each deliverable, ranging from "upon request" to "within 15 calendar days prior to contract start" or "within 48 hours of discovery."
• Distribution: Specifies the recipients of each deliverable, primarily the KO (Contracting Officer) and COR (Contracting Officer's Representative), with some requiring additional distribution to a Security Manager or Regional Dispatch Center.
• Copies & Frequency: Indicates the number of copies required and how often each deliverable must be submitted (e.g., "As required," "Monthly," "Annually").

This document is critical for bidders as it defines the specific reporting and documentation obligations expected under the contract. Understanding these requirements is essential for accurately estimating resources, developing a compliant proposal, and successfully executing the contract if awarded. Bidders should pay close attention to the types of deliverables, their submission deadlines, and the required distribution to ensure they can meet all contractual obligations.

Forms / Attachments / Pricing Sheets

This document provides the Exhibit Line Item Numbers (ELINs) for non-recurring work related to electric utility tree trimming and ground clearing services. It details the specific services, units of issue, estimated quantities, and unit/extended prices for the base period and five option periods.

• Services: Includes electric utility line tree pruning (standard and special), tree and stump removal (categorized by caliper size), underbrushing, vine cutting/removal/herbicide application, and general herbicide application.
• Units of Issue: Linear Foot (LF), Each (EA), Square Foot (SF), Hour (HR).
• Quantities: Estimated quantities are provided for each ELIN across the base and option periods.
• Pricing: Unit prices and extended prices are listed as 0.0 for all items in the base and option periods, with specific notes that 'Composite Hour Labor Rate' and 'Materials and Equipment' (ELINs A718/B718/C718/D718/E718/F718 and A719/B719/C719/D719/E719/F719) MUST BE NEGOTIATED BY THE KO (Contracting Officer).
• Special Items: Includes 'Emergency Response' (ELINs A717-F717) requiring a two-hour response time, and 'Composite Hour Labor Rate' and 'Materials and Equipment' which are explicitly stated as requiring negotiation.

This attachment is crucial for bidders as it outlines the specific services required, the units of measure, and the estimated quantities for each contract period. Bidders must use this information to understand the scope of work and to prepare their pricing, particularly for the items that require negotiation with the Contracting Officer. The detailed breakdown of tree removal by caliper size and the specific requirements for line clearance and herbicide application are key components for bid preparation.

Form / Attachment / Pricing Sheet

This document, "SERVICE PROVIDER INFORMATION" (Attachment J-0200000-07), provides the required format and field definitions for service providers to submit information, likely related to work orders or service requests within the NAVFAC MAXIMO system. It outlines the structure and content expected for data exchange.

• Interface: Service Provider (BOSC1)
• Format: Pipe-delimited file.
• Tabs:
  • 1-Service Provider Info: General information and version history.
  • 2-Service Provider Field List: Detailed definitions for each field, including name, requirement status, length limits, data format, field definition, content notes, and the corresponding MAXIMO field name. This is the core of the document for data submission.
  • 3-Service Provider - Template: A visual representation of the expected Excel format for the data.
• Key Fields (from Sheet 2): Includes fields such as 'Approved Date', 'Work Type', 'Customer Reference Number', 'Description', 'Location', 'Status', 'Priority', 'Labor Hours (Actual)', 'Labor Cost (Actual)', 'Material Cost (Actual)', and 'Asset', among others. Many fields have specific format requirements (e.g., MM/DD/YYYY hh:mm:ss) and must match values within the MAXIMO system or provided crosswalks.

Bidders must use this document to understand the exact data fields, formats, and requirements for submitting service provider information. Adherence to the specified structure and content (especially for required fields and value list matching) is critical for successful data integration with the NAVFAC MAXIMO system and for proper contract performance tracking and billing. Failure to comply may result in rejection of submitted data.

Forms / Attachments / Pricing Sheets

This document, "Section J-0200000 Attachments.pdf", serves as a comprehensive list of all attachments and forms referenced within the solicitation. It provides bidders with a consolidated view of all supporting documents required for proposal preparation and submission.

The document is organized into a table with two columns: "Attachment Number" and "Attachment Title". It lists various forms and documents, including:

• Definitions and Acronyms (J-0200000-01)
• Wage Determinations (J-0200000-02)
• Invoice Form (J-0200000-04)
• Various other forms related to service interruptions, incident reports, crane operations, material logs, emission data, and spill control plans.
• Instructions for PIEE vendor registration, corporate experience data sheets, and past performance questionnaires.

This attachment is crucial for bidders as it directs them to all necessary forms and supporting documentation. Bidders must review each listed attachment to understand its content and determine its relevance to their proposal. Failure to review and address all required attachments could lead to a non-responsive bid. It also provides a clear reference for all forms that need to be completed and submitted as part of their offer.

Forms / Attachments / Pricing Sheets

This document, Section J-1503050, lists and describes various attachments related to Grounds Maintenance and Landscaping. These attachments provide detailed information crucial for potential bidders to understand the scope and requirements of the opportunity.

• Attachment J-1503050-01: Definitions and Acronyms: Provides definitions for terms and acronyms used in the solicitation, ensuring clarity for bidders.
• Attachment J-1503050-02: Site Maps: To be provided to the awardee, these maps will likely detail the specific locations requiring grounds maintenance.
• Attachment J-1503050-03: References and Technical Documents: Lists various standards and documents (e.g., ANSI, NAVFAC, OPNAV) relevant to tree care operations, irrigation, and pest management.
• Attachment J-1503050-04: Pest Group Sheets: Outlines pest groups, general requirements for control, and performance standards including time periods for response, obtaining control, and maintenance, along with levels of control and specific notes.
• Attachment J-1503050-05: Planned Pest Use Sheets: Provides a user guide and list of acceptable terms for completing planned pesticide use sheets, detailing target pests, purposes, and application sites.
• Attachment J-1503050-06: Pest Management Operations Report: A sample form for recording pesticide management operations, including details on installation, pest, pesticide, application, and quantities.
• Attachment J-1503050-07: Historical Tree Trimming Task Order Information: Presents historical data for tree trimming services over three years, including quantities for various services like herbicide application, vine removal, electric utility line clearing, emergency response, and different types of tree and stump removals.

These attachments are essential for bidders to fully comprehend the technical requirements, operational procedures, historical performance data, and specific definitions related to grounds maintenance and landscaping. They inform proposal preparation, resource allocation, and understanding of performance expectations.