Turf Treatment Services for Culpeper National Cemetery -- S208

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for herbicide and fertilizer services for Culpeper National Cemetery. The Department of Veterans Affairs, National Cemetery Administration, is seeking quotes for these commercial services.

• Provision of herbicide and fertilizer services.

• Services include routine care and management of outdoor spaces, lawns, and gardens.

• Specific details are outlined in the attached Statement of Work (SOW).

• Quoters must demonstrate capabilities in general grounds maintenance, organizational control, subcontractor management, and similar work performed.

• Key personnel with relevant experience in grounds maintenance must be identified.

• A Work Plan/Staffing Plan detailing methodology, man-hours, permits, and insurance is required.

• Contract Type: Firm Fixed Price.

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

• The Government may exercise options for continued performance.

• Submission Deadline: February 26, 2026, by 12:00 PM EST.

• Submission Method: Electronically via email to marshand.boone@va.gov.

• Quoters must submit four separate files: Volume A (Company Information), Volume B (Technical), Volume C (Past Performance), and Volume D (Pricing - Excel spreadsheet).

• Evaluation Factors: Technical and Past Performance (combined) are more important than Price.

• The Government may award without discussions.

• Site Visit: Friday, February 6, 2026. Arrangements must be made with marshand.boone@va.gov.

• Questions Deadline: February 9, 2026, by 12:00 PM EST. Submit via email to marshand.boone@va.gov and joselito.roman@va.gov.

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

• Applicable NAICS Code: 561730.

• Business Size Standard: $9.5 million.

• Quoters MUST be registered in SAM.gov and complete ORCA.

• SDVOSB/VOSB concerns must have active registration with https://veterans.certify.sba.gov/.

• SDVOSB firms must certify in writing that they perform 50% of the work and provide VAAR 852.219-75.

• Attachments include: Statement of Work, Price Schedule, Past Performance Questionnaire, and Wage Determination Services.

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

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for grounds maintenance services at Culpeper National Cemetery.

• Work Completion Timeline: Work must be completed by the end of the fiscal year (September 30th). Funds will be approved by the Contracting Officer (CO) for work scheduled beyond this date.
• Fertilizer Specifications: The specified fertilizer (26-0-12 50% SCU) and application timings will be accepted, despite vendor suggestions for alternative formulations (e.g., 24-0-6 65% Poly Coated Urea, 18-24-12 50% SCU). The specified fertilizer is a turf-type tall fescue mixture.
• Aeration Depth: Aeration to a 4" depth has historically been possible in non-irrigated sections, even without rainfall.
• Seeding Rate: The specified seeding rate of 8-10 lbs per SOW is required, which is higher than a typical overseeding rate.
• Grub Control Application: Beetle grub larvae control is best applied between May 15th and July 1st. A grub treatment was applied in 2025.
• Marker/Monument Protection: Aerators must maintain a 6" distance from all markers and monuments. Any damage must be reported immediately.
• Rainfall/Drying Time: While 6 hours of rainfall drying time is specified, the government expects results to be achieved. Vendors with surfactants achieving results in less than 2 hours are noted.
• Posting Flags: Posting flags are required before each application for public safety, even though Virginia may not require them.
• Broadleaf Weed Elimination: While 14 days is stated for elimination, 21-28 days is typically necessary. The government will monitor grounds for effectiveness within the specified period.
• Application Conditions: Wind (>15mph) and high temperatures (>92°F) can affect applications. Vendors should consult the on-site COR for guidance.
• Hard Hats: Hard hats are not required by the cemetery for application procedures.
• Lunch Breaks: Contractors may leave the cemetery for lunch breaks or use a designated onsite area.
• Acreage: The "new" 5-acre field is part of the existing 33.9 acres and should be included in pricing.
• Prime Contractor Costs: On-site supervision, quality control, scheduling, and corrective actions are considered part of the prime's cost of contract performance.
• Labor Categories: Contractors may propose labor categories using their professional judgment.
• Subcontracting: The government has no set expectation for prime vs. subcontractor execution as long as the limitation on subcontracting is met.

These clarifications address specific vendor questions and confirm requirements related to materials, timelines, and operational procedures. Bidders should ensure their proposals account for these details.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act (SCA). It establishes the minimum wage rates and fringe benefits that must be paid to various occupations performing services on covered federal contracts within specific geographic areas. For this determination, the area includes the Virginia Counties of Clarke, Culpeper, Rappahannock, and Warren.

• Occupational Listing: Provides a comprehensive list of job classifications (e.g., Administrative Support, Automotive Service, Health Occupations, IT Occupations) with corresponding minimum hourly wage rates.
• Fringe Benefits: Details required fringe benefits, including Health & Welfare rates, and specifies paid vacation and holiday entitlements.
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), outlining specific requirements and rates for contracts covered by these orders.
• Hazardous Pay: Describes differential pay rates for work involving ordnance, explosives, and incendiary materials.
• Uniform Allowance: Outlines requirements for furnishing and maintaining uniforms, including reimbursement rates if applicable.
• Conformance Process: Explains the procedure (using Standard Form 1444) for classifying and determining wages for occupations not listed in the determination.

This wage determination is critical for bidders to accurately estimate labor costs for any contract that requires services in the specified Virginia counties and is subject to the Service Contract Act. Bidders must ensure their proposed wages and benefits meet or exceed these minimums to be compliant. Failure to adhere to these rates can lead to contract violations. The document also provides guidance on how to handle unlisted occupations through the conformance process.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire intended to gather feedback from previous customers regarding a company's performance on a specific contract. Bidders will likely need to provide this questionnaire to their references, who will then complete it to assess the bidder's past performance.

• Fields for Company Name, Contract Number, Type of Work, Contract Period, and Estimated Contract Award Amount.
• A rating scale (1-5) for evaluating performance in areas such as compliance with terms, customer cooperation, flexibility, response times, invoicing accuracy, and overall performance.
• A section for comments to provide qualitative feedback.
• A question asking if the customer would award to the company again.

This questionnaire is crucial for bidders as past performance is often a significant evaluation factor in government solicitations. Completing this form accurately and obtaining positive feedback from references will directly impact a bidder's chances of success in securing the contract. Bidders should ensure they provide this to references who can speak knowledgeably about their performance on the specified contract.

Form / Attachment / Pricing Sheet

This document is a price schedule for the Culpeper National Cemetery's weed control and turf maintenance services. It outlines the specific tasks and their associated costs for the base year and four option years.

• Base Year (April 10, 2026 - April 9, 2027): Details eight distinct CLINs (Contract Line Item Numbers) covering various applications including post-emergent and pre-emergent weed control, fertilization, grub control, and core aeration with overseeding. Each CLIN has a placeholder for Unit Cost and Total Cost.
• Option Years I-IV (April 10, 2027 - April 9, 2031): Each option year mirrors the services provided in the base year, with identical CLIN descriptions and service timelines. Placeholders for Unit Cost and Total Cost are provided for each CLIN.
• Services: Include specific timing for applications (e.g., April 10-15, May 15-20), types of weed control (broadleaf, crabgrass, goose grass, nut sedge), fertilization (26-0-12 NPK ratio with slow release SCU), grub control, and core aeration with overseeding using Turf Type Tall Fescue.

This document is crucial for bidders to understand the detailed scope of work and to prepare their pricing proposals. Bidders must fill in the unit and total costs for each CLIN for the base year and each option year to submit a complete bid. The schedule clearly defines the services expected throughout the contract period, including seasonal maintenance and specialized treatments.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire intended to gather feedback from previous customers regarding a company's performance on a specific contract. Bidders will likely need to provide this questionnaire to their references, who will then complete it.

• Fields to identify the company, contract number, type of work, contract period, and estimated award amount.
• A rating scale (1-5) for evaluating performance in areas such as compliance with terms, customer interaction, flexibility, response times, invoicing accuracy, and overall performance.
• A section for comments to provide qualitative feedback.
• A question asking if the reference would award to the company again.

This questionnaire is crucial for bidders as it directly relates to the Past Performance evaluation factor, which is often a significant part of the overall proposal assessment. Completing this accurately and obtaining favorable responses from references can strengthen a bid. Bidders should ensure they provide this form to references who can speak knowledgeably about their performance on the specified contract.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for herbicide and fertilizer services for Culpeper National Cemetery. The Department of Veterans Affairs, National Cemetery Administration, is seeking these commercial services.

• Provision of herbicide and fertilizer services.

• Services include routine care and management of outdoor spaces, specifically grounds maintenance.

• Detailed requirements are outlined in the attached Statement of Work (SOW).

• Quoters must submit a technical proposal (Volume B) including Key Personnel identification, a Work Plan/Staffing Plan (methodology, man-hours, permits, insurance), and Past Performance information (Volume C).

• A Past Performance Questionnaire (PPQ) is attached.

• Contract Type: Firm Fixed Price.

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

• Place of Performance: Culpeper National Cemetery, Culpeper, VA.

• Submission Deadline: February 26, 2026, by 12:00 PM EST.

• Submission Method: Electronically via email to marshand.boone@va.gov.

• Proposal Format: Volume A (Company Information), Volume B (Technical), Volume C (Past Performance) in separate PDF files, and Volume D (Pricing) in an Excel spreadsheet.

• Evaluation Criteria: Technical and Past Performance combined are more important than price. Award will be made to the responsible Quoter whose quote is most advantageous to the Government.

• Site Visit: Mandatory for interested parties on Friday, February 6, 2026. Contact marshand.boone@va.gov to arrange.

• Questions Deadline: February 9, 2026, by 12:00 PM EST. Submit via email to marshand.boone@va.gov and joselito.roman@va.gov.

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

• Applicable NAICS Code: 561730.

• Business Size Standard: $9.5 million.

• Quoters must be registered in SAM.gov and have active/current certification as SDVOSB on the SBA website (https://veterans.certify.sba.gov/).

• This solicitation incorporates provisions and clauses by reference; full text available at www.acquisition.gov.

• Quoters are responsible for obtaining all amendments from Sam.gov.

• Government intends to make award without discussions.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act (SCA) for the state of Virginia, specifically for services performed in the counties of Clarke, Culpeper, Rappahannock, and Warren. It outlines the minimum wage rates and fringe benefits required for various occupations employed on federal service contracts in this geographic area.

• Occupational Listings: Provides a comprehensive list of job classifications (e.g., Administrative Support, Automotive Service, Health Occupations, IT Occupations, Mechanics) with corresponding minimum hourly wage rates.
• Fringe Benefits: Details required fringe benefits, including Health & Welfare rates, and specifies vacation and holiday entitlements based on years of service and federal holidays.
• Executive Orders: Notes the applicability of Executive Order (EO) 13706 (Paid Sick Leave) and EO 13658 (Minimum Wage), outlining specific requirements and rates related to these EOs.
• Footnotes and Special Provisions: Includes specific notes for computer employees (regarding exemption status) and air traffic controllers/weather observers (regarding night and Sunday pay differentials). It also details hazardous pay differentials and uniform allowance requirements.
• Conformance Process: Outlines the procedure (using Standard Form 1444) for classifying and determining wages for service employees not listed in the wage determination.

Bidders must use this wage determination to accurately price labor costs for all service employees who will perform work under the contract in the specified Virginia counties. Failure to comply with these minimum wage and fringe benefit requirements can lead to contract violations. Bidders should pay close attention to the listed rates for occupations relevant to the contract's scope of work and ensure their proposals reflect these labor costs. The document also provides guidance on how to handle unlisted occupations through the conformance process.

Form / Attachment / Pricing Sheet

This document is a price schedule for "Culpeper Fert Weed Controlr" services at Culpeper National Cemetery. It outlines the specific tasks and associated costs for the base year and four option years.

• Base Year (April 10, 2026 - April 9, 2027): Details eight distinct service CLINs (Contract Line Item Numbers) covering various weed control applications (pre-emergent and post-emergent for broadleaf weeds and grasses), grub control, core aeration with overseeding, and turf fertilization. Each CLIN has a quantity of '1 Job' and requires unit and total cost to be filled in.
• Option Years I-IV (April 10, 2027 - April 9, 2031): Each option year mirrors the services provided in the base year, with identical CLIN descriptions and quantities. Bidders are expected to provide pricing for each year.
• Fertilization Specifications: Specific fertilizer requirements are noted, including a 26-0-12 NPK ratio with a minimum 50% slow-release SCU (sulfur coated urea), applied at specified rates per 1000 sq. ft.
• Core Aeration Specifications: Includes depth of soil core removal (4 inches) and overseeding with Turf Type Tall Fescue at a specified rate.

This document is crucial for bidders as it details the specific services required for turf maintenance and weed control at Culpeper National Cemetery. Bidders must use this schedule to input their proposed pricing for each CLIN across the base year and all four option years. The detailed descriptions of services, including fertilization and aeration specifications, will inform the bidder's cost estimation and service delivery approach.

Sources Sought Notice

This notice is for market research purposes only, not a request for quotes or proposals. The Department of Veterans Affairs, Culpeper National Cemetery, Culpeper, Virginia, is seeking information to identify qualified contractors for trash removal services. A draft Statement of Work (SOW) is attached for a full description.

• Trash removal services for Culpeper National Cemetery.

• A draft SOW is available for detailed requirements.

• NAICS Code: 325311

• Size Standard: 1,050 employees

• Interested contractors should submit a capabilities statement.

• Capabilities statement must include:

  • Offeror's name, address, POC, phone, and email.
  • Offeror's interest in bidding on the future solicitation.
  • Offeror's capability to perform, with three examples of comparable work (past 5 years, including project description, customer, and dollar value).
  • Offeror's Business Size (Large, HUBZone, SDVOSB/VOSB, SB, 8(a)) and DUNS number.

• For Service-Disabled Veteran Owned or Veteran Owned Small Businesses, certification in VetBiz is required.

• Contractors must be registered in SAM.gov.

• Responses must be submitted via email to Marshand.boone@va.gov.

• Deadline for responses: January 23, 2026, at 12:00 PM EST.

• A solicitation is not currently available. If issued, it will be announced on SAM.gov.

• Responses to this notice are separate from any future solicitation response.