Combined Solicitation Fort Snelling National Cemetery Trash Services

Amendment / Modification

This amendment addresses the following:

• Provides answers to additional solicitation questions.

• Clarifies the Statement of Work (SOW) for improved clarity.

• CLINs 0001-0010 (General Waste and Mixed Recycling Containers):

  • Clarification on the unit of measure, which should be 'MO' (monthly) for all.
  • Quantity '24' is clarified as potentially representing up to 24 monthly service events for 2 containers over a 1-year contract.
  • Confirms weekly pickups for these containers.
  • Clarifies that "on call" containers are assumed to be on-site for less than 30 days, with longer durations billed at a long-term rental rate.

• Service Frequency: Confirmed as once per week per container for trash and recycling, billed monthly.

• Container Quantities, Placement & Scope:

  • The contract is an indefinite-quantity, indefinite-delivery type.
  • Containers are for exterior use only; not for interior spaces.
  • A map of current container locations is provided in the PWS (page 9).
  • The cemetery is responsible for snow removal around containers.

• Historical Volume, Seasonal Trends & Surge Periods: The cemetery does not track historical tonnage data or internal tracking sheets for heavier/lighter trash months. Estimates for on-call containers are in Attachment F.

• Access Requirements & Restrictions: No specific access restrictions, gate schedules, escort requirements, or background checks apply beyond those in PWS page 6, para 8.c. Base access credentials are not required.

• CLIN Structure, Ordering & Billing: Task orders for recurring services will be based on cemetery needs. Recurring CLINs will be billed monthly regardless of weekly pickups. Additional funding will be provided if tonnage funds are exhausted.

• On-Call Containers (≤30 Days): Delivery and pickup are within 3 business days, excluding weekends and federal holidays. Long-term requirements (beyond 30 days) will be managed via CO/COR notification.

• Disposal Requirements: Contractors must follow all state, county, and municipal laws for approved disposal facilities. Digital scale tickets are accepted for CLIN 0014 (disposal per ton).

• Recycling Requirements: If recycling is rejected due to contamination, the government will pay the general waste tonnage rate. Contractors must follow all state, county, and municipal laws for trash and recycling.

• Vehicle, Licensing & Roadway Requirements: Contractors must follow all state, county, and municipal laws. No additional licensing or restrictions apply within cemetery grounds beyond public roadway requirements. Cemetery roadways can accommodate commercial vehicles.

• Performance Standards & Quality Assurance: No specific QC formats are requested. An inspection checklist or QASP will be provided at the start-up meeting. Odor acceptability is determined if objectionable odors can be recognized beyond 50 feet.

• Inclement Weather Protocol: Contractors should coordinate with the COR if weather prevents safe access.

• Transition & Start Date: No incumbent contractor. Performance begins as soon as the notice to proceed is issued. Award date shifts will adjust the commencement date. No minimum notice period between award and first service.

• This amendment provides clarifications and answers to questions, which may impact how bidders prepare their proposals. Bidders are responsible for acknowledging receipt of this amendment.

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

The primary objective of this contract is to obtain the services of a qualified and experienced Contractor to perform refuse and recycling collection services for Fort Snelling National Cemetery.

• Collection, transportation, and disposal of solid waste.

• Proper handling and recycling of designated recyclable materials.

• Services must be performed safely, timely, and in an environmentally responsible and compliant manner, adhering to all applicable federal, state, and local regulations.

• Contractor shall provide and maintain refuse and recycling containers as requested by the Government.

• Contractor shall provide all management, labor, equipment, tools, supplies, vehicles, transportation, and necessary licenses/permits.

• Containers must be kept in proper repair, painted a uniform color, and maintained free of graffiti, holes, vermin, or foreign matter. Unpleasant odors must be corrected.

• Containers must be emptied, picked up, and returned/replaced empty on the same day. Lids must be closed.

• Substitute containers must be provided within one (1) business day for defective units in critical areas.

• Hazardous waste spills must be cleaned up, disposed of properly, and reported promptly.

• Contractor must maintain all equipment to minimize mechanical failures.

• The contract is for an indefinite-quantity, indefinite-delivery period.

• Services are to be performed at designated active sites within Fort Snelling National Cemetery.

• Container placement locations will be determined by the Contracting Officer (CO) or Contracting Officer's Representative (COR).

• Contractor must have a minimum of one (1) year of prior experience in recycling and waste management services.

• Personnel must be fully trained, possess applicable OSHA safety training, and drivers must have valid Commercial Driver's Licenses (CDL) where required.

• All personnel must wear distinctive clothing clearly bearing the Contractor's company name and be maintained in a clean and professional condition.

• Vehicles must be designed for container types, present a neat appearance, be in good repair, and have the Contractor's name/logo displayed. Vehicles used for waste transport must be covered/enclosed.

• Contractor must comply with all applicable federal, state, and municipal laws, codes, regulations, and environmental protection regulations.

• Contractor must obtain and maintain all necessary licenses, permits, and certifications.

• Contractor must submit monthly itemized invoices via the Tungsten e-Invoice Network.

• Services will not be performed on federal holidays, or observed holidays, unless coordinated otherwise.

• Contractor is responsible for any damage to persons or property caused by their fault or negligence.

• Contractor must remove all Contractor-owned containers within 7 days of contract expiration or termination.

Amendment / Modification

This amendment addresses questions and provides clarifications regarding the solicitation. Key changes include:

• Clarification on CLIN Quantities and Units: The units for CLINs 0001-0010 have been corrected to 'MO' (monthly) for all. A quantity of '1' represents the monthly charge for one container serviced weekly. A quantity of '24' allows for up to two containers of that size to be ordered for one contract year, potentially representing up to 24 monthly service events.
• Service Frequency Confirmation: The required service frequency for trash and recycling containers is confirmed as once per week per container, unless otherwise directed.
• Container Usage: For general waste and mixed recycling containers (CLINs 1-10), the quantity is dependent on need, up to two containers at a time, serviced weekly and billed monthly. Actual needs will be ordered on individual task orders.
• On-Call Containers: On-call containers for general waste, headstones, construction materials, and metal recycling are not to exceed 30 days of use.

This amendment clarifies details related to CLIN quantities, units, service frequency, and container usage as described in the Statement of Work (SOW) or Performance Work Statement (PWS).

Bidders should review these clarifications to ensure their proposals accurately reflect the requirements for container services, quantities, and billing, particularly concerning the monthly service events and unit consistency.

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

To procure the services of a qualified and experienced Contractor for refuse and recycling collection, transportation, and disposal of solid waste, as well as the proper handling and recycling of designated recyclable materials for Fort Snelling National Cemetery.

• Collection, transportation, and disposal of solid waste.

• Handling and recycling of designated recyclable materials.

• Provision of various sizes of general waste and mixed recycling containers (2-yard to 8-yard) for weekly pickup.

• Provision of on-call containers (10-yard to 30-yard) for general waste, headstones, construction materials, and metal recycling.

• Disposal fee per ton for on-call general waste, headstones, and construction materials.

• Long-term rental fees for on-call containers (beyond 30 days).

• Services must be performed safely, timely, and in an environmentally responsible and compliant manner.

• Adherence to all applicable federal, state, and local regulations.

• Containers must be kept in proper repair, clean, and free of odors and graffiti.

• Containers must be emptied, picked up, and returned/replaced empty on the same day.

• Substitute containers must be provided within one business day for defective ones.

• Hazardous waste spills must be reported promptly and cleaned up.

• Quality assurance surveillance will be conducted by the Government.

• The period of performance is stated as "effective for the period stated, in the Schedule" (specific dates not provided in this excerpt).

• Services are to be performed at designated active sites within Fort Snelling National Cemetery.

• Contractor must observe Federal Government Holidays.

• Contractor must provide management, labor, equipment, tools, supplies, vehicles, and licenses/permits.

• Contractor must have at least one year of prior experience in recycling and waste management services.

• Contractor personnel must communicate effectively in English and be fully trained.

• Drivers must possess current and valid Commercial Driver's Licenses (CDL) with appropriate endorsements.

• Contractor personnel must wear distinctive, clean, and professional uniforms with the company name.

• Contractor vehicles must be in good repair, clean, and clearly marked with the contractor's name/logo.

• Vehicles used for transport must be designed to prevent loss or spillage and be covered/enclosed.

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

• Contractor must comply with all applicable Federal, State, and municipal laws, codes, and regulations.

• Billing is to be submitted monthly via the Tungsten e-Invoice Network (net 30 terms).

Form / Attachment / Pricing Sheet

This document is a pricing sheet provided in Excel format for potential contractors to submit their best and final pricing. It outlines the services for which pricing is required and specifies that pricing should be all-inclusive and tax-exempt.

• Services: The sheet details various waste and recycling container services, including general waste containers (2-yard to 8-yard, emptied weekly), mixed recycling containers (2-yard to 8-yard, emptied weekly), and on-call services for larger general waste/construction materials containers (10-yard to 30-yard) and metal recycling containers.
• Disposal Fees: Includes a per-ton disposal fee for on-call general waste, headstones, and construction materials.
• Rental Fees: Lists rental fees for long-term on-call containers (10-yard, 20-yard, 30-yard).
• Pricing Structure: The sheet includes columns for Estimated Quantity, Unit, Unit Price, and Extended Price for each line item. Separate subtotals are provided for services, with aggregated totals for the Base Year through Option Year 4.
• Note: A note emphasizes that the government requests pricing in Excel format and that potential contractors are responsible for the accuracy of their pricing prior to the solicitation closing.

This document is critical for bidders as it provides the specific services and quantities for which they must submit pricing. Bidders must ensure their submitted prices are all-inclusive, tax-exempt, and accurately reflect the costs associated with providing these waste and recycling services over the potential contract period (Base Year through Option Year 4).

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial trash services for Fort Snelling National Cemetery. The Department of Veterans Affairs, National Cemetery Administration, is seeking to award an Indefinite Delivery Indefinite Quantity (IDIQ) contract with a base year and four one-year option periods.

• The core requirement is trash collection services as detailed in the Statement of Work (Attachment A).

• Services include all supervision, labor, equipment, materials, and supplies.

• The contract will be FOB Destination.

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ)

• Period of Performance: One (1) base year and four (4) one-year option periods, if exercised, from the date of award.

• Estimated Value: Minimum $1,000; Maximum aggregate value not to exceed $250,000 over the life of the contract (including options).

• Task Orders: Each task order shall not exceed twelve (12) months.

• Submission Deadline: April 10, 2026, 4:00 PM EST.

• Submission Method: Email to April.Graves@va.gov.

• Evaluation Basis: Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Price, Technical Acceptability (Pass/Fail), and Past Performance (Acceptable/Not Acceptable).

• No discussions are anticipated; submit best pricing and technical proposal initially.

• Quotes must be submitted in four volumes: Administrative, Technical Proposal, Past Performance, and Pricing.

• NAICS Code: 562111 (Solid Waste Collection), with a business size standard of $47 million.

• Set Aside Type: Unrestricted.

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

• Attachments include: Statement of Work, Cemetery Operational Standards, Dignity Clause, SCA Wage Determination, Past Performance Questionnaire, and Pricing Schedule (Excel).

• No pre-bid site visits are scheduled; self-guided tours are permitted during operating hours.

• All questions must be submitted via email by April 7, 2026, 4:00 PM EST.

Other / Unclassified

This document is NCA Directive 3000, "Operational Standards and Measures for VA National Cemeteries," dated September 19, 2024. It establishes and updates policies and procedures for operational standards and performance measures across all VA national cemeteries. The directive supersedes a previous version from January 4, 2010.

This directive outlines the framework for how VA national cemeteries are to be operated and maintained, including performance evaluation. It details the responsibilities of various NCA offices and personnel in establishing, implementing, and reviewing these standards. The "NCA Operational Standards and Measures Guidebook," which contains the detailed standards, is accessible via the NCA Improvement and Compliance Service's intranet site. While not a solicitation, this document provides critical context on the operational requirements and performance expectations for VA national cemeteries, which could be relevant for vendors involved in services or projects related to cemetery operations, maintenance, or compliance.

Form / Attachment / Pricing Sheet

This document, titled "DIGNITY CLAUSE," outlines specific requirements for handling headstones and markers in National Cemeteries. It emphasizes the need for utmost care, reverence, dignity, and respect when performing any action within the cemetery grounds, acknowledging the final resting place of service members and veterans.

• General Conduct: Contractor personnel must perform all actions with special care, reverence, dignity, and respect.
• Handling of Markers and Headstones:
  • Contractors are prohibited from walking, standing, leaning, sitting, or jumping on headstones or markers.
  • Contractors are prohibited from driving over headstones or markers.
  • No tools, equipment, or other items are to be placed or leaned on headstones or markers.
  • Extreme care must be taken to avoid scratching or damaging markers.
• Responsibility for Damage: The contractor is responsible for replacing any damaged headstones and markers, as well as restoring any turf damaged during the performance of the work.
• Exposure/Damage to Remains: In the event of accidental exposure or damage to any remains, casket, urn, or outer burial container, the contractor must immediately contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance.
• Guidance and Resolution: Any doubts regarding proper procedures must be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.
• Employee Discussion: Contractors are required to discuss this guidance with their employees and subcontractors.

This clause highlights critical operational requirements and responsibilities related to cemetery grounds and the respectful handling of gravesites. Bidders should carefully review these requirements to understand the necessary protocols and potential liabilities associated with performing work in a national cemetery. Compliance with this clause is essential for successful contract performance.

Other / Unclassified

This document is a U.S. Department of Labor Wage Determination (No. 2015-4945, Revision No. 30) for the Service Contract Act. It lists prevailing wage rates and fringe benefits for various occupations in Minnesota (Anoka, Carver, Chisago, Dakota, Hennepin, Isanti, Ramsey, Scott, Washington, Wright counties) and Wisconsin (Pierce, St. Croix counties).

This wage determination is crucial for any contractor bidding on or performing federal service contracts in the specified geographic areas. It establishes the minimum hourly wage rates and benefits that must be paid to employees performing work under such contracts. Bidders must consult this document to accurately calculate labor costs for their proposals and ensure compliance with federal labor laws.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT B: PAST PERFORMANCE," is a questionnaire designed to collect information about a contractor's past performance. It is intended to help the government evaluate the suitability of potential contractors for an opportunity by assessing their previous work.

• Instructions: Contractors must list at least three (3) previous federal, state, local government, or private contracts completed within the last five (5) years that are comparable in size, complexity, and scope to the contract being evaluated. National Cemetery Administration (NCA) contracts should be listed first, followed by non-NCA contracts.
• Questionnaire Fields: The form includes fields for:
  • Contract Number
  • Contractor Name, Address, Zip Code
  • Telephone Number
  • Email Address
  • Type of Contract
  • Contract Dollar Value
  • Date of Award (or status if not completed)
  • Type/Extent of Subcontracting
  • Percentage of Work completed by the Contractor
  • Description of Supply/Services provided, location & relevancy of work
  • Address, Telephone Number & Email of the Contact Person and Position

Bidders must complete this form accurately and thoroughly to provide evidence of their past performance. This information will be a critical factor in the government's evaluation of their proposal and determination of their capability to successfully perform the contract requirements.

Sources Sought Announcement

This is a Sources Sought Announcement for market research purposes to identify interested and capable Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) for trash and waste removal services at Fort Scott National Cemetery. This is NOT a solicitation or request for proposals; no contract award is guaranteed.

• Collection, transportation, and disposal of solid waste.

• Proper handling and recycling of designated recyclable materials.

• Provision, delivery, maintenance, and removal of refuse and recycling containers (e.g., 6 yd General Waste Dumpster).

• Weekly pickup and servicing of containers.

• Cleaning and sanitizing of containers (pressure washing twice monthly April-September, once monthly October-March; steam cleaning quarterly).

• Use of environmentally friendly cleaning products and EPA-approved deodorizers.

• Immediate cleanup, proper disposal, and reporting of any hazardous waste spills.

• The anticipated contract will have one (1) Base Period followed by four (4) Option Periods, each 12 months long.

• The Government reserves the right to extend services for up to six (6) months per FAR 52.217-8.

• Responses due by 3/7/2026 @ 4:00 pm EST.

• Email responses to April.Graves@va.gov with subject line: "36C78626Q50116 Fort Scott National Cemetery".

• Include the following in the capabilities statement or email body:

  • Company name, address, point of contact, phone, fax, email.
  • DUNS number/UEI number.
  • Business type (SDVOSB, VOSB, etc.).
  • Capability statement detailing qualifications, years of experience, and ability to perform.
  • Relevant FSS, NAC, GSA Contract vehicles held, and if services are available on schedule.
  • Feedback or suggestions on salient characteristics.
  • List of available options to meet needs.
  • Any questions about the Statement of Work.
  • Sample pricing for each deliverable, if available.

• 562111 – Solid Waste Collection

• All work must be performed with special care, reverence, and dignity, acknowledging the cemetery as a final resting place.

• Contractor personnel must be aware of and show utmost care for remains and headstones.

• Containers must be leakproof, covered, clean, clearly labeled, and placed in designated areas.

• Contractor is responsible for all equipment maintenance and spill cleanup.

• No service on Federal Government Holidays; service will be rescheduled.

• This announcement is for market research only and does not obligate the Government to award a contract.