S208--Grounds Maintenance Services, Columbia SC VAMC

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Grounds Maintenance solicitation (36C24726Q0362) for the William Jennings Bryan Dorn VA Medical Center.

• Incumbent/Prior Contract: There is no incumbent contractor or prior contract for these services; this is a new requirement.
• Site Access & Utilities: Water access will be provided by the government. No electrical outlets will be available. Restroom access is available. Parking is available but may be limited after 0930.
• Site Layout/Map: The provided map shows excluded zones but does not specifically mark flower beds, hedges, trees for pruning, or areas for edging/blowing.
• Quantity Breakouts: Estimated quantities provided for mowable acreage (12 acres open, 3 acres tight trim, 8 acres around buildings), flower beds (40,000 sq/ft), hedges (1,500 ft), trees for pruning (100), and edging (50,000 linear ft sidewalk, 20,000 linear ft curbs).
• Materials: Mulch, gravel, and plant materials are government-furnished and will be available on-station for pickup. The contractor is responsible for moving materials if requested.
• Mowing/Leaf Blowing: The PWS has been updated to clarify mowing requirements and daily leaf blowing (Monday-Friday only).
• Flower Bed Preparation: Contractors must prepare flower beds by March 13th. Plants will be provided by the VA.
• Tree Pruning: No specific vertical clearance heights are specified for tree limbs overhanging sidewalks or parking areas.
• Debris Disposal: The VA will maintain the on-site yard debris dumpster; off-site hauling is not expected unless the dumpster capacity is exceeded.
• Equipment Storage: All equipment must be hauled off-site daily; no overnight trailer parking is permitted.
• Fueling: Fueling of gas-powered equipment is permitted on campus.
• Work Hours: Early start times (0600-1530) are acceptable Monday-Friday; weekends are not available for work.
• Deficiency Definition: A missed flowerbed or a missed mowing zone constitutes a deficiency.
• Sod Replacement: Contractors are responsible for sod replacement costs only if the sod dies due to their negligence.
• Soil Amendments: Soil amendments will be made available on-station.
• Invoicing: Invoices should be broken down by line-item number and include an attachment detailing services provided with dates.
• Wage Determinations: Updates will be handled per FAR 52.222-43.
• Security: No PIV badges or background checks are required for contractor personnel.

This Q&A document clarifies several aspects of the PWS and provides specific quantity estimates. Bidders should review these responses carefully as they may impact their understanding of the scope, requirements, and pricing for their proposals. The PWS has been updated to reflect some of these clarifications.

Amendment / Modification

This amendment addresses the following:

• Publishes Questions and Answers (Q&A) in response to the solicitation.

• Provides changes to the Performance Work Statement (PWS) based on the Q&A.

• Extends the deadline for quote submissions.

• The Performance Work Statement (PWS) has been updated.

• Questions and Answers are provided in a separate attachment.

• The deadline for quote submissions has been extended to April 28, 2026, at 1:00 PM Eastern Time.

Amendment / Modification

• The deadline for quote submissions has been extended.

• The original deadline was April 16, 2026, at 1:00 PM Eastern Time.

• The new deadline is April 23, 2026, at 1:00 PM Eastern Time.

• This extension is to allow additional time for the publication and vendor review of Questions and Answers.

• The "Submission of Quotes" section under the Addendum to FAR 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services has been updated.

• The proposal submission deadline has been extended to April 23, 2026, at 1:00 PM Eastern Time.

Amendment / Modification

This amendment corrects and clarifies details regarding the site visit for Solicitation 36C24726Q0362.

• Site Visit Date Correction: The original solicitation referenced Thursday, April 8, 2026. This amendment changes the site visit date to Wednesday, April 8, 2026.

• Site Visit Time Extension: The original timeframe was 10:00 AM to 11:30 AM ET. This amendment extends the site visit timeframe to 10:00 AM to 12:00 PM ET.

• Confirmation Deadline Adjustment: The deadline to email the Contracting Officer for site visit confirmation has been moved from Wednesday, April 7, 2026, to Tuesday, April 7, 2026.

• Government Responsibility Clarification: The amendment explicitly states that the Government will not cover any costs or expenses related to attending the site visit.

• "Instructions to Offerors" section related to the site visit.

• The deadline for confirming attendance at the site visit has been adjusted.

• The duration of the site visit has been extended.

• The date of the site visit has been corrected.

• The response date for the solicitation remains April 16, 2026, 1:00 PM ET.

Solicitation / RFP / RFQ

This solicitation is for Grounds Maintenance Services for the William Jennings Bryan (WJB) Dorn VA Medical Center in Columbia, South Carolina. The services include maintaining approximately 23 acres of improved land and landscaping across the 97-acre campus.

• Routine Grounds Maintenance (February-November): Weekly grass cutting (3-4 inch height), bi-weekly edging, trimming/weed eating, same-day blowing of clippings, daily leaf blowing.

• Flower Beds: Soil amendment, planting preparation, mulching, and gravel spreading.

• Pruning: Twice annually for trees (spring and fall), maintaining 2-foot clearance from buildings.

• Off-Season Maintenance (December-January): Daily leaf raking/blowing, monthly hedge trimming.

• Damage Repair: Contractor is responsible for repairing any damage to government property.

• Equipment: Contractor must supply all equipment; no on-site storage or electrical outlets will be provided.

• Safety: Adherence to safety requirements, including use of PPE and securing equipment.

• Records Management: Compliance with government records management policies.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: One base year and four 1-year option periods, effective from the date of award.

• Estimated Value: Approximately $9.5 Million (This is likely an estimate for the total contract value, not a guaranteed amount).

• Tentative Work Hours: 7:00 AM to 4:00 PM, Monday through Friday, excluding federal holidays.

• Site Visit: Optional but recommended, scheduled for April 2, 2026. RSVP required by April 1, 2026.

• Questions Deadline: April 9, 2026, 12:00 PM ET, via email.

• Quote Submission Deadline: April 16, 2026, 1:00 PM ET, via email to Lasonja.harvey@va.gov.

• Submission Format: Four separate attachments: Technical Capability (20 pages max), Past Performance (3 pages max), Price (using Schedule B.2), and VAAR 852.219-75 Certificate of Compliance.

• Evaluation Factors: Technical Capability, Past Performance, and Price. The award will be made to the responsible offeror whose quote is most advantageous to the Government.

• Price Firmness: Prices must be held firm for 120 calendar days from the solicitation close date.

• Set-Aside: Total set-aside for Certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be certified and listed in the SBA certification database at the time of offer and award.

• Compliance with Limitations on Subcontracting (LOS) requirements for services (50% maximum paid to non-SDVOSBs) is mandatory.

• The solicitation incorporates FAR and VAAR clauses by reference.

• A list of Service Contract Act wage determinations for South Carolina is provided.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for Grounds Maintenance Services for the WJB Dorn VA Medical Center in Columbia, South Carolina. The Department of Veterans Affairs is requesting quotes for these commercial services.

Services required include grounds maintenance for the WJB Dorn VA Medical Center. Specific details regarding the performance work statement, line-item descriptions, quantities, and period of performance are provided in the attachments.

• Contract Type: Not explicitly stated, but issued as a Request for Quote (RFQ).

• Period of Performance: One base year with four (4) 1-year option periods, effective from the date of award.

• Submission Instructions: Interested parties must review the entire solicitation, including all attachments, before responding. Quotes must be submitted via email to Lasonja Harvey at Lasonja.harvey@va.gov.

• Key Deadlines:

  • Questions Due: April 9, 2026, at 12:00 PM ET.
  • Quotes Due: April 16, 2026, at 1:00 PM ET.

• Set-Aside: This acquisition is specifically set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns.

• NAICS Code: 561730 (Grounds Maintenance Services)

• Small Business Size Standard: $9.5 million

• Product/Service Code (PSC): S208

• This solicitation incorporates provisions and clauses by reference, accessible at www.acquisition.gov and www.acquisition.gov/vaar.

• The contracting office is the Carl Vinson VA Medical Center, Dublin, GA.

• The place of performance is the WJB Dorn VA Medical Center, Columbia, SC.