S208- Complete Grounds Maintenance Services at Fort Mitchell National Cemetery, Fort Mitchell Alabama

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

This Statement of Work (SOW) outlines the requirements for Complete Grounds Maintenance Services at Fort Mitchell National Cemetery. The primary objective is to maintain the cemetery grounds to reflect the nation's concern and respect for those interred there, ensuring an acceptable appearance in accordance with National Cemetery Administration (NCA) Operational Standards and Measures.

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

• Mowing, weed eating, edging, and trimming of all grass areas.

• Removal of leaves and debris.

• Cleaning and pressure washing of headstones and monuments.

• Storm debris clean-up.

• Turf maintenance, including chemical applications (fertilizers, herbicides, pesticides, fungicides).

• Core aeration and dethatching.

• Maintenance of plant beds, shrubs, and bushes.

• Tree trimming and maintenance.

• Irrigation system maintenance.

• Grounds and turf repair, including sunken grave repair and general repair of bare areas.

• Top dressing of grounds.

• Leaf, trash, and debris collection and removal.

• Sweeping and blowing of roadways and concrete surfaces.

• Facilities maintenance, cleaning, and pressure washing of buildings and structures.

• Headstone, monument, and niche cover cleaning.

• Cleaning of cemetery entrances, walls, curbs, sidewalks, columbarium, and flag assembly areas.

• Maintenance of benches.

• Weekend/Holiday burial support and ceremony support (set-up and take-down).

• The place of performance is Fort Mitchell National Cemetery, located at 553 Highway 165, Fort Mitchell, AL 36856.

• The cemetery encompasses approximately 56 developed irrigated acres.

• The contract period includes a Base Period of twelve (12) months and four (4), one (1) year, Option Periods.

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

• Maintenance of turfgrass height at 2 inches or as directed by the COR.

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

• Adherence to National Cemetery Administration Operational Standards and Measures.

• All work must be coordinated with the Contracting Officer's Representative (COR).

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

• OSHA-approved Personal Protective Equipment (PPE) is required.

• All equipment must be maintained and meet OSHA standards.

• Contractor personnel must adhere to a strict code of conduct, including proper dress and reverence.

• No damage to headstones, cemetery fixtures, grounds, or equipment is permitted; any damage must be reported and repaired at the contractor's expense.

• A State Certified Commercial Chemical Applicator, licensed for Alabama, must be onsite when administering restricted use products.

• A Site Supervisor with at least five (5) years of experience in grounds maintenance supervision is required.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services, issued as a Request for Quotation (RFQ) under FAR Part 12. The acquisition is set-aside for Service-Disabled Veteran Owned Small Businesses (SDVOSB) with a NAICS code of 561730 and a business size standard of $9.5 Million. The government intends to award an Indefinite Delivery/Indefinite Quantity (IDIQ) contract without discussions.

The core service required is Complete Grounds Maintenance Services, which includes General Grounds Maintenance, Headstone and Marker Services, Interment Services, and Irrigation and Repair Services. The Statement of Work (Attachment A) provides full details.

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

• Period of Performance: Base period plus 4 option years, if exercised.

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

• Submission Deadline: Quotes are due by 02/27/2026 at 4:00 PM EST.

• Submission Method: Quotes must be submitted electronically via email to larry.curtis@va.gov and cc charnell.cunningham@va.gov.

• Evaluation Factors: The award will be made to the responsible offeror whose quote is most advantageous to the Government, considering price and other factors. Technical and Past Performance, when combined, are more important than price.

• Quoter Requirements: Must be registered in SAM.gov and have an active/current registration on the SBA website for SDVOSB/VOSB status.

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

• Subcontracting: SDVOSB/VOSB firms must certify in writing that their firm is performing 50 percent of the work.

• Site Visit: Urged for all interested parties, scheduled for 02/05/2026 from 9:00 AM to 11:00 AM EST. Contact provided cemetery staff to schedule.

• Questions Deadline: No later than 02/13/2026 at 4:00 PM EST, submitted via email to larry.curtis@va.gov and cc charnell.cunningham@va.gov.

• A. Statement of Work

• B. Price Schedule

• C. Past Performance Questionnaire

• D. Wage Determination Services (SCA)

• E. Wage Determination Davis Beacon (DBA)

Forms / Attachments / Pricing Sheets

This document is a pricing schedule for grounds maintenance services at Fort Mitchell National Cemetery and Alabama National Cemetery. It details the CLINs (Contract Line Item Numbers), SOW (Statement of Work) references, descriptions of services, units of issue, estimated costs, quantities, and total costs for a base year and four option years for Fort Mitchell, and a base period and four option periods for Alabama.

• Fort Mitchell National Cemetery: Covers a wide range of grounds maintenance tasks including headstone preparation and installation, turf mowing and maintenance, edging, trimming, grounds repair, top dressing, debris removal, sweeping, pump house monitoring, irrigation maintenance, plant bed maintenance, mulching, tree maintenance, fertilization, weed and pest control, storm damage cleanup, headstone and surface cleaning/washing, and burial/ceremony support.
• Alabama National Cemetery: Includes similar grounds maintenance tasks, with some variations in specific CLINs and descriptions. Notably, it includes pond maintenance and specific pressure washing requirements for various cemetery features.
• Pricing Structure: The document outlines CLINs, SOW references, descriptions, units, estimated costs, quantities, and totals for each year/period. All estimated costs and totals are listed as 0.0 for all years and periods, except for a specific irrigation hourly rate in the Alabama National Cemetery section.
• Service Contract Act & Davis-Bacon Act: Notes indicate that Service Contract Act WD # 2015-4527 will be applied for all other CLINs, and Davis-Bacon Act WD # AL20260095 will be applied for highlighted CLINs.

This document is crucial for bidders as it provides the detailed breakdown of services required for grounds maintenance at two national cemeteries. It outlines the scope of work for each year/period and serves as the basis for pricing proposals. Bidders must carefully review each CLIN and its associated description to understand the full extent of services and to accurately price their bids. The absence of costs in most line items suggests that bidders are expected to propose their own pricing based on these requirements.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) that bidders must use to provide references for projects completed within the last five years. The government requires three (3) PPQs for contracts similar in size, scope, and complexity to the current opportunity. If a bidder has performed National Cemetery Administration contracts, these should be listed first.

• Contractor Information: Name, Address, Telephone Number, E-mail.
• Contract Information: Name of company/agency serviced, Contract Number, Type of Contract, Contract Dollar Value, Date of Award, Status (Completed/Not Completed), and reason if not completed.
• Point of Contact Information: Name, position, Address, Telephone Number, and E-mail for the serviced company/agency.
• Description of Work: Details on supply/service provided, location, and relevancy.
• Complexity: Information on the complexity of the product/service.
• Percentage of Work: Breakdown of work completed by the bidder versus subcontractors.
• Problems Encountered: Description of any issues during contract performance and corrective actions taken.

Bidders must complete and submit this questionnaire for each of the three required past performance references. The information provided will be used by the government to assess the bidder's past performance and capability to successfully execute the current contract. Failure to provide complete and accurate questionnaires may impact the evaluation of the bidder's proposal.

Form / Attachment / Pricing Sheet

This document is a Wage Determination from the U.S. Department of Labor, specifically Wage Determination No. 2015-4527, Revision No. 31, dated December 3, 2025. It establishes the minimum wage rates and fringe benefits required for various occupations performing contract work under the Service Contract Act in specific geographic areas.

• Geographic Area: Alabama (County of Russell) and Georgia (Counties of Chattahoochee, Harris, Marion, Muscogee).
• Occupational Listings: Provides a comprehensive list of job classifications with corresponding minimum hourly wage rates.
• Fringe Benefits: Outlines required fringe benefits, including Health & Welfare ($5.55 per hour or $222.00 per week) and specific provisions for Executive Order 13706 ($5.09 per hour or $203.60 per week).
• Special Provisions: Includes notes on Executive Orders 13706 and 13658 regarding paid sick leave and minimum wage adjustments, as well as details on vacation time, paid holidays, hazardous pay differentials, and uniform allowances.
• Conformance Process: Explains the procedure for contractors to request additional classifications and wage rates if an occupation is not listed.

This document is critical for bidders to understand the labor costs associated with performing the contract. It dictates the minimum wages and benefits that must be paid to employees working on the contract, directly impacting proposal pricing and overall cost management. Bidders must ensure their proposed wages meet or exceed these requirements.

Form / Attachment / Pricing Sheet

This document is a General Decision for wage rates applicable to building construction projects in Russell County, Alabama. It specifies prevailing wage rates and fringe benefits for various construction crafts.

• General Decision Number: AL20260095
• Publication Date: 01/02/2026
• State: Alabama
• County: Russell County
• Construction Type: Building Construction Projects (excluding single-family homes or apartments up to 4 stories).
• Craft Classifications: Lists specific trades (e.g., Asbestos Worker, Boilermaker, Electrician, Plumber, Sheet Metal Worker, Carpenter, Laborer, Operator, Welder) with their corresponding hourly rates and fringe benefits.
• Identifiers: Explains the meaning of various rate identifiers (Union, Union Average, Survey, State Adopted).
• Executive Order 13706: Notes applicability of paid sick leave for federal contractors.
• Executive Order 13658: Notes applicability of minimum wage for federal contractors.
• Wage Determination Appeals Process: Outlines the procedure for appealing wage determinations.

This document is crucial for bidders to understand the labor costs associated with the construction opportunity. It establishes the minimum wage rates and fringe benefits that must be paid to laborers and mechanics employed on the project, ensuring compliance with federal labor standards. Bidders must factor these rates into their cost proposals.

Other / Unclassified

This document is the "National Cemetery Administration Operational Standards and Measures Guidebook - December 2023." It outlines the standards and measures for key operational areas within national cemeteries, covering aspects from customer satisfaction and equipment maintenance to groundskeeping, interment operations, and safety.

While not a solicitation, this guidebook provides detailed operational standards and performance measures that may be relevant to contractors performing services at national cemeteries. It specifies requirements for maintenance, appearance, safety, and operational procedures. Understanding these standards is crucial for any vendor seeking to contract with the National Cemetery Administration, as it defines the expected level of service and quality.

Key areas covered include:

• Customer Satisfaction (surveys, complaints)
• Equipment Maintenance (records, condition)
• Facilities Maintenance (buildings, structures, access features, restrooms)
• Gravesite Assessment Review (cleanliness, grading, turf maintenance)
• Grounds Maintenance (turf, trees, shrubs, planting beds)
• Headstone, Marker, and Niche Cover Operations (ordering, delivery, installation, visibility)
• Interment Operations (site preparation, committal services, handling of remains)
• Safety (operations, personnel, administrative application)

This document serves as a reference for the expected performance criteria and operational protocols within NCA facilities.

Other / Unclassified

This document is a Standard Operating Procedure (SOP) titled "Turfgrass Maintenance" (41-SOP-021) from the Department of Veterans Affairs, National Cemetery Administration, Cemetery Operations, dated September 30, 2021. It outlines the responsibilities and procedures for maintaining turfgrass at VA National Cemeteries.

This document details the comprehensive standards and procedures for turfgrass maintenance, including establishment, renovation, mowing, trimming, edging, fertilization, irrigation, aerification, thatch removal, and pest control. It specifies responsibilities for various NCA personnel and provides detailed guidance on recommended practices, materials (e.g., seed types, fertilizers, herbicides, fungicides), and operational timelines for both cool and warm season turfgrass areas. The document also includes estimated costs for various activities and materials. While not a solicitation for services, it provides critical insight into the government's requirements and expectations for turfgrass maintenance, which would be essential for any vendor bidding on related contracts.

Form / Attachment / Pricing Sheet

This document, VA Handbook 6500.6 Appendix A, is a checklist designed to be completed during the initiation phase of all IT service acquisitions, statements of work, third-party service agreements, and other legally binding agreements. Its purpose is to determine the necessary security and privacy controls related to VA sensitive information, as required by the VA Acquisition Regulation (VAAR) security clause.

• Background: Outlines the VA's policy on security controls for VA sensitive information and references relevant VA directives and handbooks.
• Instructions: Details the process for completing the checklist, emphasizing coordination among acquisition team members (Procurement Requestor/Program Manager, COR, ISO, CO, PO). The ISO acts as an arbitrator for disagreements.
• Checklist Questions: A series of questions (1-7) designed to assess the need for specific security clauses and requirements based on the nature of the acquisition, including:
  • Whether the contract involves "VA sensitive information."
  • If the acquisition is for commodities or goods only.
  • If contractor personnel services are required.
  • If personnel require access to VA systems or sensitive information.
  • If contractor-owned IT systems are used (offsite, not connected to VA network, exclusive administrative control, processing/storing VA information).
  • If contractor devices connect to a VA internal network.
  • If the service involves storage, generation, transmission, or exchange of VA sensitive information without requiring Certification and Accreditation (C&A) or a Memorandum of Understanding/Interconnection Agreement (MOU-ISA).
• Actionable Guidance: For "Yes" answers to specific questions, the checklist directs Contracting Officials to incorporate specific clauses (Appendix B, Appendix C), determine risk designations, plan for C&A, and enforce contractor performance.
• Signatures: A section for acquisition team members to sign, confirming that security was considered.

While this document is an internal VA checklist, it informs bidders about the critical security and privacy considerations that will be incorporated into solicitations and contracts. Bidders should be aware that the responses to this checklist will directly influence the security clauses, requirements, and potential need for C&A or other security documentation (like MOU-ISAs or CSCA) that will be included in the contract. Understanding these requirements is crucial for accurately preparing proposals and ensuring compliance with VA security policies.

Form / Attachment / Pricing Sheet

This document, "ANSI 300- Pruning Standards.pdf", is an American National Standard that provides performance standards for the care and maintenance of trees, shrubs, and other woody plants. It is intended as a guide for drafting maintenance specifications for various authorities and property owners. Specifically, Part 1 of this standard focuses on pruning practices.

• Scope and Application: Defines the applicability of the ANSI A300 standards to tree care and maintenance.
• Purpose: Outlines the intent of the standards as guides for developing maintenance specifications.
• Normative References: Lists other standards that are integral to this document.
• Definitions: Provides definitions for key terms used throughout the standard, such as "arborist," "pruning," "cleaning," "thinning," "raising," and "reduction."
• Pruning Practices: Details specific methods and requirements for tree inspection, tools and equipment, pruning cuts, wound treatment, and pruning objectives.
• Pruning Types: Describes various types of pruning, including Clean, Thin, Raise, Reduce, Specialty Pruning (Young trees, Espalier, Pollarding, Restoration, Vista pruning), Palm pruning, and Utility pruning.
• Utility Pruning: Specifically addresses pruning for urban/residential and rural/remote environments to maintain utility services and safety.

This document serves as a foundational standard for any entity involved in tree care, maintenance, or pruning services. Bidders responding to opportunities requiring these services must understand and adhere to the standards outlined herein. It specifies acceptable practices, definitions, and types of pruning, which will likely be referenced in Statements of Work (SOWs) or Performance Work Statements (PWSs) for tree maintenance contracts. Understanding these standards is crucial for developing accurate proposals and ensuring compliance with contract requirements.