Willamette National Cemetery Grounds Maintenance Services

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: $7,000,000.00, 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 commit to ordering beyond this minimum. Bidders should consider this maximum value when assessing the opportunity's scale and potential profitability.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) intended for use by a reference (customer/agency) to provide feedback on an offeror's past performance. The government will use this information to evaluate the offeror's relevance, recency, and quality of performance for the opportunity.

Instructions to Customer / Reference:

• The offeror has identified your organization as a reference for work performed within the last three years.
• Please provide requested information to the best of your knowledge.

**Offeror Information (to be filled by Offeror):

• Offeror Name
• Project / Contract Name
• Contract Number
• Customer / Agency Name
• Reference Contact Name / Title
• Phone / Email

**1. Contract Information (to be filled by Reference):

• Contract Type (e.g., FFP, T&M, CPFF)
• Contract Value (initial / final)
• Period of Performance (Start – End Date)
• Scope / Description of Work Performed
• Offeror’s Role (Prime / Sub / JV / Other)
• Size / Complexity (e.g., FTEs, locations, acres)

**2. Performance Assessment (to be filled by Reference):

• Ratings for: Quality of Work / PWS compliance, Timeliness / Schedule Adherence, Responsiveness / Communication, Safety Compliance / Environmental Compliance, Customer Satisfaction / Professionalism (Ratings: Excellent, Satisfactory, Marginal, Unsatisfactory).
• Comments / Examples for each criterion.

**3. Relevance (to be filled by Reference):

• Assessment of how similar this contract was to the current requirement (Very Relevant, Relevant, Somewhat Relevant, Not Relevant).

**4. Additional Comments (to be filled by Reference):

• Space for further observations on the offeror's ability to perform similar work.

Definitions Provided:

• Detailed definitions for "Very Relevant," "Relevant," "Somewhat Relevant," and "Not Relevant" based on scope, size, and complexity related to grounds maintenance.
• Definitions for performance ratings: "Exceptional (E)," "Satisfactory (S)," "Marginal (M)," and "Unsatisfactory (U)."

Bidders must ensure their references complete and submit this questionnaire accurately. The responses directly impact the evaluation of the bidder's past performance, which is a critical factor in determining award. The detailed definitions of relevance and performance ratings help bidders understand the government's expectations and guide their selection of references and the information provided.

Performance Work Statement (PWS)

To maintain the Willamette National Cemetery grounds with care, ensuring an aesthetically pleasing landscape, and honoring those who have served our nation.

The contractor shall provide all labor, equipment, materials, and supervision for grounds maintenance and improvement services at Willamette National Cemetery in Portland, Oregon. Key service areas include:

• Turf and Grasses Maintenance (including pest/herbicide control, mowing, trimming, edging)

• Tree, Shrub, Planting, and Bed Maintenance (including weed control, pest control, mulching)

• Leaf and Debris Removal

• Supply of Grass Seed, Pelletized Limestone, Pelletized Gypsum, and specific Fertilizers (24-3-16, 24-0-14, 16-16-16)

• Turf in high visibility areas must be at least 99% pest and disease free.

• Visually Prominent Areas must be 99% weed-free.

• Acceptable level of pest control (vertebrate and invertebrate) is defined as 99% elimination.

• Acceptable level of weed control is defined as 99% elimination.

• Deliverables (reports, plans) must be submitted on time and with contracted details.

• Quality Control Plan (QCP) and Grounds Management Plan (GMP) are required.

• Period of Performance: Twelve (12) month base year plus three (3) twelve-month option years.

• Place of Performance: Willamette National Cemetery, 11800 SE Mt. Scott Blvd, Portland, Oregon 97086.

• Normal Hours of Operation: 7:00 AM - 7:00 PM, Monday through Friday. Work outside these hours requires COR approval.

• Contract Type: Hybrid fixed-price Indefinite Delivery, Indefinite Quantity (IDIQ).

• Quality Control: Contractor must develop and maintain an effective QC program.

• Quality Assurance: Government will monitor performance via a Quality Assurance Surveillance Plan (QASP).

• Personnel: Contractor personnel must be skilled, trained, and remain employees of the contractor. A Site Manager with specific experience and qualifications is required.

• Security: Contractor personnel must abide by all cemetery security rules and regulations. A list of all personnel and vehicles onsite must be maintained.

• Pesticide/Herbicide Application: Strict adherence to manufacturer instructions, federal, state, and local laws is required. Licensed applicators are mandatory. Specific posting and reporting requirements apply.

• Handling of Markers: Extreme care must be taken to avoid damage to headstones, markers, and remains. Contractor is responsible for replacement costs of any damaged items.

• Vehicles: Contractor vehicles must be identified with company name/logo. Speed limits must be observed. No more than 5 contractor vehicles onsite unless approved.

• Uniforms: Contractor employees must wear uniforms displaying company and employee names. Specific dress code requirements apply.

• Reporting: Weekly work plans and completed work reports are required.

• Phase-In/Phase-Out: Contractor must have personnel on board during these periods to ensure continuity.

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for Grounds Maintenance Services at the Willamette National Cemetery. The services include turf and grass maintenance, tree and shrub care, leaf removal, grass seeding, and the application of fertilizers and soil amendments.

• Turf & Grasses: Weed control, mowing, trimming, and edging.

• Tree, Shrubs, and Plant Beds: Vegetation control, weed control, mulching, and plant bed edging.

• Leaf Removal

• Grass Seed application.

• Fertilizers (24-3-16, 24-0-14, 16-16-16) and Pelletized Limestone/Gypsum application.

• Period of Performance: The solicitation outlines a base period of performance from 02/01/2026 to 01/31/2027, with options extending through 01/31/2030. The document details line items for each year of the potential contract.

• Contract Type: This is a solicitation for commercial items.

• Offer Due Date: December 30, 2025, at 16:00 PT.

• Solicitation Number: 36C78626Q50019

• Evaluation Factors: The government will award to the responsible offeror whose offer is most advantageous, considering price and other factors. Specific evaluation factors are to be inserted by the Contracting Officer, but technical capability and past performance are mentioned as significant factors.

• The acquisition is set aside for Small Business.

• NAICS Code: 561730 (Size Standard: $9.5 Million)

• The solicitation incorporates FAR clauses by reference, including FAR 52.212-1, 52.212-4, and 52.212-5.

• Payment will be made via Tungsten.

Amendment / Modification

This addendum supplements Sections 52.2121 and 52.2122 of the solicitation by providing additional instructions for proposal submission and a detailed evaluation framework. The purpose is to clarify proposal submission expectations for price, technical, and past performance factors, establish a comparative analysis methodology for evaluation, and provide guidance on the basis for award.

• Addendum to Section 52.2121 – Instructions to Offerors: Provides detailed requirements for Price Submission (CLIN-based price schedule), Technical Submission (Turfgrass Management Plan, Work Plan, Site-Specific Safety Plan, Contractor Quality Control Plan, Draft Comprehensive Grounds Management Plan), and Past Performance Submission (3-5 references with specific details).
• Addendum to Section 52.2122 – Evaluation: Outlines the evaluation based on three factors: Technical Requirements (Pass/Fail), Past Performance (relevance and recency), and Price (reasonableness and cost-effectiveness).
• Basis for Award: Award will be made to the responsible offeror whose proposal is most advantageous, considering technical compliance, past performance quality, and competitive pricing.
• Comparative Analysis: Proposals meeting minimum technical requirements will be compared based on price and past performance (recency, relevancy, quality).
• Evaluation Criteria: Price, Technical Requirements (Pass/Fail), and Past Performance are assessed independently.
• Government Proposal Evaluation Process: Includes Initial Compliance Review, Technical Requirements Evaluation (Pass/Fail), Past Performance Evaluation (defining Very Relevant, Relevant, Somewhat Relevant, Not Relevant criteria), and Price Evaluation.
• Proposal Submission Requirements: Specifies a three-volume format: Volume I – Price Proposal, Volume II – Technical Proposal (with five subfactors), and Volume III – Past Performance (with detailed requirements for each reference).

This addendum significantly expands and clarifies proposal submission requirements and the evaluation process. Offerors must adhere to the detailed instructions for each submission volume and subfactor. The evaluation criteria and basis for award are further defined, emphasizing a comparative analysis of technically acceptable proposals.

Other / Unclassified

This document provides administrative guidance for offerors responding to an unspecified solicitation. It outlines critical deadlines and requirements for submitting questions, attending a site visit, and submitting quotes.

Vendors should note the following key administrative points:

• Vendor Questions: Must be submitted via email to the Contracting Officer no later than 12/17/25 @ 1600 PST. Answers will be provided via amendment.
• Site Visit: Scheduled for 12/15/25 @ 1000 PST at the Administration Building. Attendance is strongly encouraged, and no repeat visits will be scheduled.
• Late Quotes: Will not be accepted. Ensure timely submission.
• SAM Registration: Active SAM.gov registration is mandatory at the time of quote submission and award. Failure to comply will result in rejection.
• Amendments: Vendors are responsible for monitoring SAM.gov for all amendments and must acknowledge or comply with them.
• Solicitation Review: Bidders must read the entire solicitation, including all attachments and amendments, before submitting a quote.
• Quote Completeness: The Government will only evaluate information submitted. Ensure quotes are complete, accurate, and detailed, addressing all requirements.

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 locations as final resting places.

• Respectful Conduct: All actions must acknowledge the cemetery as a final resting place. Personnel must be aware of buried remains and treat them, along with headstones and markers, with extreme care.
• Prohibited Actions: Contractors cannot walk, stand, lean, sit, jump on, or drive over headstones or markers. Tools, equipment, or other items must not be placed on or leaned against them.
• Damage Prevention: Care must be taken to avoid scratching or damaging markers. Contractors are responsible for replacing any damaged headstones/markers and restoring damaged turf.
• Handling of Exposed Remains: If any activity results in the exposure or damage to remains, containers for remains, or outer burial containers, the contractor must immediately contact the COR, Director/Assistant Director, or Contracting Officer (CO).
• Seeking Guidance: Any doubts regarding proper procedures must be brought to the attention of the COR, Director/Assistant Director, or CO.
• Employee Compliance: Contractors must discuss these guidelines with all employees and subcontractors. Each employee must sign a statement of compliance, which must be delivered to the COR before work commences.

This clause imposes strict operational conduct requirements on contractors working within national cemeteries. Bidders must understand these obligations, as non-compliance could lead to responsibility for damages and require specific reporting procedures. Failure to obtain signed compliance statements from employees before starting work is a violation. This clause is critical for any opportunity involving work within a national cemetery.

Forms / Attachments / Pricing Sheets

This document contains several attachments related to grounds maintenance for a national cemetery. These attachments serve as checklists and policy documents to guide and record maintenance activities.

• Attachment A: Grounds Maintenance Checklist - Daily: Details daily inspection points for turf, general maintenance, and safety.
• Attachment A: Grounds Maintenance Checklist - Weekly: Outlines weekly inspection points for turf, planting beds, and general maintenance.
• Attachment A: Grounds Maintenance Checklist - Monthly: Specifies monthly inspection points for turf, trees and shrubs, and general maintenance.
• Attachment A: Grounds Maintenance Checklist - Annual: Lists annual inspection points for turf, trees and shrubs, planting beds, waste management, and general maintenance.
• Attachment B: Pesticide Application Data Sheet: A form to record details of pesticide applications, including site, pest problem, pesticide used, application details, and follow-up.
• Attachment C: Vertebrate Pest Inspection Sheet: A form for recording inspections related to vertebrate pests, including location, pest type, discovery date, treatment, and repair.
• Attachment D: Contractor's Employee Statement of Compliance: A document for employees to acknowledge understanding of cemetery standards, operational procedures, and respectful handling of gravesites and remains.
• Attachment E: Willamette National Cemetery Floral Policy: Outlines policies regarding the placement of flowers, wreaths, grave blankets, and flags, as well as prohibited items. It also details the weekly mowing and flower removal schedule by section.
• Attachment F: Flower Pick-up / Mow Schedule Map: A map visually representing the cemetery sections and their corresponding days for flower pick-up and mowing.

These attachments provide critical details on the expected standards, procedures, and documentation required for grounds maintenance services. Bidders should review these documents to understand the scope of work, performance expectations, reporting requirements, and specific policies governing cemetery operations, particularly concerning floral arrangements and pest management.