Sacramento Valley National Cemetery Grounds Maintenance Services -- S208

Amendment / Modification

• The solicitation response date has been extended to August 31, 2025, at 1600 PDT.

• This extension is due to administrative needs of the agency.

• Solicitation response deadline.

• Offerors/Bidders are reminded that offers must acknowledge receipt of this amendment. The hour and date specified for receipt of offers is extended. Failure to acknowledge receipt prior to the specified hour and date may result in rejection of the offer. If an offer already submitted needs to be changed, the change must be made by letter or electronic communication referencing the solicitation and this amendment, and received prior to the opening hour and date specified.

Amendment / Modification

• The solicitation response date has been extended to July 31, 2025, at 1600 PDT.

• This extension is due to administrative needs of the agency and to allow additional time for vendors to ask questions.

• Solicitation response date.

• The deadline for submitting offers has been extended to July 31, 2025, at 1600 PDT.

Amendment / Modification

• The solicitation response date has been extended to July 11, 2025, at 1600 PDT.

• This extension is due to administrative needs of the agency.

• Solicitation response deadline.

• The deadline for offerors/bidders to submit their offers has been extended. All other terms and conditions of the original solicitation remain unchanged.

Amendment / Modification

• The solicitation response date has been extended to June 27, 2025, at 1600 PDT.

• A site visit sign-in sheet has been added.

• Solicitation response deadline.

• The deadline for submitting offers has been extended to June 27, 2025, at 1600 PDT.

Other / Unclassified

This document is a sign-in sheet for a site visit related to Grounds Maintenance at Sacramento Valley National Cemetery. It records the names of attendees, their company names, and their contact email addresses. The date of the site visit was May 20, 2025.

This document is relevant to potential bidders as it indicates companies that have expressed interest in the Grounds Maintenance opportunity and have attended a site visit. The contact information provided may be useful for networking or understanding the competitive landscape. It also confirms the date of the site visit, which may be a key milestone for the opportunity.

Solicitation / RFP / RFQ

This document is an addendum to FAR 52.212-1, providing specific instructions for offerors responding to a competitive solicitation for commercial items. It details the requirements for proposal submission and evaluation, aiming to award a contract to the lowest-priced offeror meeting technical acceptability standards.

Offerors must submit a complete package, including:

• Completed and signed Form 1449
• Completed Price Schedule
• Acknowledgement of amendments (if applicable)
• Information for responding to Technical Acceptability Factors.

Specific technical acceptability factors require detailed plans:

• Turfgrass Management Plan (10 pages max)

• Irrigation Management Plan (10 pages max)

• Work Plan (15 pages max), including headstone setting, subcontractor list, schedule, staffing, equipment, and site manager resume.

• Site Specific Safety Plan (5 pages max), including safety officer resume.

• Contractor Quality Control (CQC) Plan (5 pages max), identifying CQC System Manager.

• Pond Management and Treatment Plan (10 pages max), by a licensed aquatic biologist.

• Comprehensive Grounds Management Plan (10 pages max), including fertilizing and pesticide schedules with SDS.

• Award will be made to the Lowest Priced Offeror meeting Technical Acceptability Standards.

• Offerors must hold prices firm for sixty (60) calendar days from the solicitation closing date.

• A post-award/pre-performance conference will be held prior to work commencement.

• Submission Deadline: June 06, 2025, 4:30 PM PDT via email to brian.trahan@va.gov. Subject line: RFP#_Company Name.

• Evaluation: Lowest-priced offeror meeting technical acceptability standards. Evaluation will be without discussions, but the government reserves the right to conduct them.

• Technical Acceptability: Failure to meet any technical factor will result in ineligibility for award.

• Questions Deadline: May 21, 2025, 4:30 PM PDT via email to brian.trahan@va.gov. All questions will be addressed via amendment.

• Date & Time: May 20, 2025, 9 AM - 11 AM PDT

• Location: Sacramento Valley National Cemetery, 5810 Midway Road, Dixon, CA 95620 (Admin Maintenance Building)

• RSVP: Notify Contracting Officer of attendance plans by May 15, 2025, 3 PM PDT to brian.trahan@va.gov and craig.bramble@va.gov.

• Incomplete packages will be considered unacceptable.

• Non-compliance with instructions may lead to elimination from consideration.

• Offerors are responsible for ensuring complete, viewable, and readable submissions by the deadline.

• Staffing levels for grounds maintenance should be a minimum of 1 FTE per 10.37 acres.

Solicitation / RFP / RFQ

This solicitation is for grounds maintenance services to be performed at the Sacramento Valley National Cemetery. The contract will include a base year plus four option years.

The services required fall under the PSC code S208 (Landscaping/Groundskeeping) and include, but are not limited to:

• Setting new and replacement upright headstones (raising/lowering/realigning/resetting)

• Headstone fine-tuned alignment

• Headstone cleaning

• Gravesite maintenance

• Turf and grasses maintenance

• Tree, shrub, planting bed maintenance

• Irrigation system services

• Pond services

• Drainage system maintenance

• Trash and debris removal

• Pavement sweeping and cleaning

• Structure cleaning and light maintenance

• Ceremonies assistance

• Period of Performance: Base Year (07/01/2025 - 06/30/2026) with four option years.

• The contract type is an Indefinite Delivery Indefinite Quantity (IDIQ) contract.

• The solicitation issue date is 04/16/2025.

• The offer due date is 06/06/2025 at 15:00 PT.

• Instructions to Offerors are provided in Section 4, Solicitation Provisions, specifically FAR 52.212-1.

• Evaluation criteria are not detailed in the provided pages but are referenced in "Instructions to Offerors Evaluations.docx".

• The acquisition is set aside for Small Business.

• It is also noted as a "Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses (NOV 2022)" and "Notice of Set-Aside for, or Sole-Source Award to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (Feb 2024)".

• The solicitation incorporates by reference numerous FAR and agency-specific clauses related to contract terms, labor standards, small business concerns, and government property.

• A Performance Work Statement (PWS) is referenced and is a key document for understanding the detailed requirements.

Performance Work Statement (PWS)

To maintain the Sacramento Valley National Cemetery (SVNC) in Dixon, California, with care that results in an aesthetically pleasing landscape, honoring those who have served our nation.

The contractor shall provide all labor, equipment, materials, and supervision for grounds maintenance and improvement services. Key areas include:

• Headstone Services (setting, raising, realigning, cleaning)

• Gravesite Maintenance

• Turf and Grasses Maintenance (renovation, fertilization, mowing, trimming, edging, aerification, topdressing, dethatching)

• Tree, Shrub, Planting, and Bed Maintenance (pruning, planting, weed control, mulching)

• Irrigation System Services (management, maintenance, minor repairs)

• Pond Services (maintenance, treatment)

• Drainage System Maintenance (cleaning, clearing)

• Trash & Debris Removal

• Pavement Sweeping and Cleaning

• Structure Cleaning and Light Maintenance (columbaria, memorial walls, buildings, signage)

• Ceremonies Assistance (setup, takedown, storage of government-provided equipment)

• Services must adhere to National Cemetery Administration (NCA) Standards.

• Quality Control program required.

• Government Quality Assurance surveillance via QASP.

• Specific performance metrics are detailed within each section (e.g., turf height, weed-free areas, headstone alignment tolerances).

• Period of Performance: Twelve (12) month base year plus four (4) twelve-month option years.

• Place of Performance: Sacramento Valley National Cemetery, 5810 Midway Rd, Dixon, California 95620.

• Firm Fixed Price, Indefinite Delivery-Indefinite Quantity Contract.

• Services subject to Service Contract Act (SCA) and Construction Services subject to Davis-Bacon Act (DBA).

• Contractor must develop and submit a Quality Control Plan (QCP) and a comprehensive Grounds Management Plan (GMP).

• Specific personnel qualifications are required, including a Site Manager, licensed arborists for pruning, and licensed pesticide applicators.

• Strict adherence to security requirements, cemetery access protocols, and key/lock control.

• Contractor personnel must wear uniforms and maintain professional conduct and appearance.

• Special care and reverence are required when handling headstones and working near gravesites.

• Coordination with the Contracting Officer's Representative (COR) is essential, especially regarding work schedules and cemetery functions.

• Environmental compliance, including pesticide and herbicide application regulations, is mandatory.

• Contractor must provide all necessary equipment, materials, and transportation unless otherwise specified as Government Furnished Property (GFP).

Other / Unclassified

This document is a General Decision Number (GDN) for California, specifically CA20250007, effective March 21, 2025. It supersedes CA20240007. It outlines prevailing wage rates and fringe benefits for various construction trades across multiple counties in California. The GDN covers Building Construction Projects (excluding Amador County), Dredging Construction Projects (excluding hopper dredge work), Heavy Construction Projects (excluding water well drilling), and Highway Construction Projects.

This document is crucial for bidders as it specifies the minimum wage rates and fringe benefits that must be paid to laborers and mechanics employed on covered federal or federally assisted construction projects. Bidders must consult these rates to accurately estimate labor costs and ensure compliance with labor standards. The document details rates for numerous trades, including Asbestos Workers, Boilermakers, Bricklayers, Carpenters, Electricians, Elevator Mechanics, Engineers, Ironworkers, Laborers, Painters, Plasterers, Plumbers, Roofers, Sheet Metal Workers, and Teamsters, across various counties within California. It also references Executive Orders 14026 and 13658 concerning minimum wage rates for federal contractors and provides information on paid sick leave under Executive Order 13706.

Form / Attachment / Pricing Sheet

This document contains various attachments related to a Performance Work Statement (PWS), including checklists, data sheets, site plans, and a deliverables schedule. It provides detailed requirements and formats for contractor reporting and task execution.

• Attachment A: Headstone and Niche Cover Maintenance Checklist (Monthly) detailing cleaning, height, alignment, and condition requirements.
• Attachment B: Placeholder.
• Attachment C: Pesticide Application Data Sheet for recording application details, pest problems, pesticides used, application conditions, and follow-up.
• Attachment D: Vertebrate Pest Inspection Sheet for tracking pest issues and treatments at Sacramento Valley National Cemetery.
• Attachment E: Site Plan of Sacramento Valley National Cemetery.
• Attachment F: Headstone Realignment Diagrams.
• Attachment G: Deliverables Schedule outlining required reports, their frequency, format (email, PDF, TIF, JPG, PNG, WORD, EXCEL), and submission contacts (COR Team, Craig.bramble@va.gov, Aaron.shoup@va.gov, District Agronomist, Contracting Officer).
• Attachment H: Estimated Workload Table providing approximate areas and quantities for various site features, including total site area, burial sections, buildings, roads, walkways, headstones, turf, landscape beds, and ponds.

This attachment is crucial for bidders as it specifies the detailed operational requirements, reporting obligations, and the scope of work for grounds maintenance and pest control at the Sacramento Valley National Cemetery. The Deliverables Schedule (Attachment G) is particularly important for understanding reporting frequency and submission protocols. The Estimated Workload Table (Attachment H) provides essential data for estimating resources and pricing.

Other / Unclassified

This document outlines specific requirements for contractor personnel regarding the handling of headstones, markers, and remains within national cemeteries. It emphasizes the need for utmost care, reverence, dignity, and respect due to the nature of these sites as final resting places.

• Respectful Conduct: All actions must acknowledge the cemetery as a sacred space.
• Awareness of Remains: Personnel must be aware of buried remains and exercise extreme care.
• Protection of Markers: Contractors cannot walk, stand, lean, sit, jump on, or drive over headstones or markers. Tools, equipment, or other items must not be placed on them.
• Damage Prevention: Care must be taken to avoid scratching or damaging markers.
• Responsibility for Damage: Contractors are responsible for replacing damaged headstones/markers and restoring any damaged turf.
• Handling Exposed Remains: If any remains, containers for remains, or outer burial containers are exposed or damaged, the contractor must immediately contact the COR, Director/Assistant Director, or Contracting Officer (CO).
• Seeking Guidance: Any doubts regarding proper procedures must be addressed with the COR, Director/Assistant Director, or CO.
• Employee Compliance: Contractors must discuss these guidelines with all employees and subcontractors, obtain signed statements of compliance from each, and submit these to the COR before commencing work.

This document is critical for any bidder whose work may involve or occur within a national cemetery. It details specific conduct and care requirements that will likely be incorporated into the contract, with clear responsibilities and potential liabilities for non-compliance, including the replacement of damaged property and the proper reporting of any incidents involving remains.

Form / Attachment / Pricing Sheet

This document specifies the guaranteed minimum and maximum aggregate value for the contract.

• Guaranteed Minimum Amount: $10,000.00 for the life of the contract.
• Maximum Aggregate Value: $14,000,000.00, inclusive of five one-year ordering periods.

This information is crucial for bidders to understand the potential financial scope of the contract. It clarifies that while a minimum amount is guaranteed, the government does not guarantee orders exceeding this minimum. Bidders should consider this range when assessing the opportunity's scale and potential value.

Other / Unclassified

This document is a U.S. Department of Labor Wage Determination for the Service Contract Act (SCA) applicable to Sacramento County, California, specifically Solano County. It outlines the minimum wage and fringe benefit rates required for various occupations when performing contract work covered by the SCA. The determination is revised as of December 23, 2024, and references Executive Orders 14026 and 13658 regarding minimum wage rates.

Bidders must consult this document to understand the minimum wage and fringe benefit requirements for employees working on contracts subject to the Service Contract Act in the specified geographic area. It details hourly rates for numerous occupations, including administrative, automotive, food service, IT, health, and maintenance roles. Additionally, it specifies required fringe benefits such as health and welfare, paid sick leave (under EO 13706), vacation, and holidays. The document also outlines procedures for conforming unlisted classifications (SF-1444) and provides information on hazardous pay differentials and uniform allowances. Understanding these requirements is crucial for accurate cost estimation and proposal submission to ensure compliance with federal labor laws.

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

This Quality Assurance Surveillance Plan (QASP) outlines the procedures and guidelines for monitoring contractor performance to ensure required performance standards and service levels for Grounds Maintenance Services are achieved, as defined in the associated Performance Work Statement (PWS).

This document details the government's approach to performance management, focusing on outcomes rather than compliance with processes. It defines the roles and responsibilities of the government team (Contracting Officer, Contracting Officer's Representative) and outlines the contractor's responsibility for quality control (QC) through their own Quality Control Plan (QCP).

The QASP references the PWS and Technical Exhibit 1 for specific performance objectives and standards. Technical Exhibit 1 details 14 Service Performance (SP) items related to grounds maintenance, including:

• Submission of a grounds maintenance management plan.
• Installation and maintenance of interment markers.
• Restoration of sunken graves and turf.
• Turf maintenance (height, condition).
• Maintenance of trees, shrubs, plants, and beds.
• Maintenance of lakes, ponds, and drainage systems.
• Trash removal.
• Cleaning of paved areas.
• Structure cleaning and light maintenance.
• Cleaning of Assembly Area/Rostrum Structure.
• Support for ceremonies (portable restrooms).
• Deliverables submission.

Performance thresholds and methods of surveillance (e.g., random sampling, 100% inspection, periodic inspection, customer complaints) are defined for each SP item. Failure to meet standards may result in Contract Discrepancy Reports (CDRs), required corrective actions, meetings, or contractual corrections.

Not explicitly detailed in this document, but references the PWS for grounds maintenance services at Sacramento Valley National Cemetery.

• The contractor is responsible for developing and implementing a Quality Control Plan (QCP).
• Government surveillance will be conducted by the Contracting Officer's Representative (COR) using specified monitoring forms.
• Customer complaints are a key metric and must be addressed promptly.
• Performance monitoring results will be reported and analyzed, potentially leading to corrective action plans and contract modifications if necessary.

Form / Attachment / Pricing Sheet

This document is a fillable price schedule for the SVNC Grounds Maintenance opportunity. It outlines the various services required, their quantities, units, and the corresponding period of performance for both base and option years. Bidders are expected to use this schedule to input their pricing.

• Services: Includes tasks such as setting new and replacement headstones, headstone alignment and cleaning, gravesite maintenance, turf and grass maintenance, tree/shrub/planting bed maintenance, irrigation system services, pond services, drainage system maintenance, trash and debris removal, pavement sweeping, structure cleaning, and ceremonies assistance.
• Quantities & Units: Specifies the number of units (EA for each, MO for months) for each service.
• Period of Performance (PoP): Details the start and end dates for the base year (05/01/2025 - 04/30/2026) and four subsequent option years.
• Base/Option Indicator: Clearly marks each line item as belonging to the Base period or one of the four Option periods.

This pricing sheet is critical for bidders to understand the scope and scale of services required over the potential contract period. Bidders must complete this schedule with their proposed unit prices and net totals to be considered for this opportunity. The quantities and service descriptions provided here form the basis for cost proposals and subsequent contract award.