MODIFICATION
Z -- Lawn Service (Mowing and Trimming)
- Notice Date
- 5/2/2007
- Notice Type
- Modification
- NAICS
- 541320
— Landscape Architectural Services
- Contracting Office
- Department of Homeland Security, Federal Emergency Management Agency, MWEOC Acquisition Section, 19844 Blue Ridge Mountain Road, State Route 601, Bluemont, VA, 20135, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- HSFEMW-07-Q-0015
- Response Due
- 5/9/2007
- Archive Date
- 5/19/2007
- Description
- This combined synopsis/solicitation is modified to correct and clarify the following: Only one award will result from this solicitation, via the issuance of a FIRM FIXED PRICE simplified acquisition order for a Base Year and 3 Option Years. Delete all reference to trimming in the solicitaiton document and replace with weed eating. Actual acres to be mowed are 14.5 acres. Mt. Weather is contracting for 18 mowings on a 8 to 12 day schedule. Delete the sentence "For the purpose of evaluation, you are asked to submit a bid including 18 mowings" in its entirety. All employees on this requirement shall be United States Citizens. Delete in its entirety C.2, The Contracting Officer has the discretion to terminate the contract upon 10 days'notice in writing to the contractor. FAR Clause 52.212-4(m) addresses Termination for Cause and this clause is incorporated by reference into the solicitation and will be incorporated by reference into the resultant award. The date and time for receipt of responses to this combined synopsis/solicitation is extended from May 4, 2007 to May 9, 2007, 2:00 PM/EST. This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. HSFEMW-07-Q-0015, issued as a Request for Quotation (RFQ) is for lawn mowing and trimming service. Applicable NAICS code is 561730. The solicitation document and incorporated provisions and clauses are those in effect thru Federal Acquisition Circular 2005-15. This procurement is being restricted to small businesses. Only one award will result from this solicitation, via the issuance of a Time and Material simplified acquisition order for a base year and 3 option years. This lawn mowing and trimming service is required at Department of Homeland Security/Federal Emergency Management Agency, 19844 Blue Ridge Mountain Road, Mt. Weather, VA 20135. BASIS FOR AWARD: The Government will make award to the responsible/responsive offeror whole offer will be most advantageous to the Government based on price alone. The provision at FAR 52.212-1 Instructions to Offerors?Commercial applies to this acquisition. FAR Provision 52.212-3 Offeror Representations and Certifications-Commercial Items shall be completed electronically in ORCA, found on the internet at https://orca.bpn.gov. The following FAR clauses also apply: 52.204-9 Personal Identity Verification of Contractor Personnel. 52.212-4 Contract Terms and Conditions?Commercial Items 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders?Commercial Items, 52.222-26 Equal Opportunity 52.222-35 Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era, 52.222-36 Affirmative Action for Handicapped Workers 52.222-37 Employment Reports on Disabled Veterans and Veterans of the Vietnam Era, 52.222-41 Service Contract Act, 52.225-3 Buy American Act?Supplies, 52.228-5 Insurance-Work on a Government Installation and 52.232-33 Payment by Electronic Funds Transfer- Central Contractor Registration. The aforementioned provisions and clauses can be accessed electronically at http://www/arnet/gov/far and http://www.gsa.gov/far. This RFQ incorporates Wage Determinations Numbers: 05-2249 REV (02) and 05-2103 REV (02) by reference. Due date for receipt of responses to this RFQ will be 2:00 PM/EST 05/04/2007. There will be a site visit on 4/26/2007 at 10:00 AM/EST. All participants must contact the Contract Specialist NLT 4/25/2007 at 2:00 PMEST with the name and social security information of the company individual who wishes to attend the site visit on 4/26/2007. No company can be granted access unless the above is provided by the stated time and date. Statement of Work Mowing Specifications: SCOPE, A. The Contractor shall furnish all labor, equipment, materials and supervision for Seasonal turf mowing, line trimming (guard walls, poles, signs, trees) and sidewalk edging. The area to be mowed is developed and contains a high density of vehicular traffic and structures with a total acreage of 58.5 acres. Actual mowing is approximately 14.5 acres. Sidewalk edging is approximately 3200 linear feet. B. Mt Weather is contracting for up to 18 mowings on an 8-12 day schedule. For the purpose of evaluation, you are asked to submit a bid including 18 mowings. C. Manpower and equipment shall be capable of completing an entire mowing and trimming cycle at this location within five (5) working days. Therefore, any items not specifically noted, but necessary for performance in accordance with industry standards and the specifications stated herein, shall be furnished under this contract. All areas are developed and contain high densities of vehicles, utilities, and structures. PROFESSIONAL QUALIFICATIONS: A. All work shall be under the direction and general supervision of a grounds maintenance foreman who possesses verifiable experience and technical competence in public and roadside turf mowing operations and safety practices in accordance with accepted industry standards. The foreman shall have a good working knowledge of the English language and shall be present at all times work is being preformed. The foreman will be the primary contact with the Contracting Officer?s Technical Representative, (COTR) and shall be responsible for controlling the quality of work and inspecting all completed work to ensure that contract performance requirements are met. B. All workers shall, through related training and on the job experience, be familiar with the technical aspects and hazards of mowing along roadways and/or public use areas and equipment used in such operations. All workers shall abide by any code of ethics or professional conduct established by the Landscape Contractors Association MD-DC-VA. C. A list of all crew supervisors and workers anticipated as part of the work crews as well as their positions (i.e.: tractor/mower operator, laborer), affiliation with the company, and related training and on the job experience shall be submitted with the Contractor?s response to this RFQ. D. All workers shall be recognizable as employees of the Contractor by wearing coordinated clothing that clearly bears the name of the company. A sample uniform shall be submitted for FEMA approval, after award. VEHICLE AND EQUIPMENT REQUIREMENTS: A. All vehicles and equipment must meet all Federal OSHA, state and local safety requirements and must be properly licensed. This includes equipment such as trucks, trailers, tractors, mowing decks, riding and push mowers, line trimmers, edger?s, blowers, gas cans etc. which may be needed to correctly perform mowing operations in accordance with the specifications stated herein. B. Vehicle Warning Devices: Any equipment operating in traffic shall display fluorescent orange center-triangle slow moving vehicle symbols. C. Prior to the start of work a list of all the vehicles to be used on the job shall be submitted to the COTR. The use of vehicles other than those approved by the COTR shall be prohibited. D. The Contractor shall furnish necessary transportation to deliver equipment, gasoline, and personnel to the job site and between work areas. E. Vehicles and equipment deemed by the COTR to be of improper type or design or inadequate for the purpose intended shall be removed from the premises and replaced with satisfactory equipment. F. It is the responsibility of the contractor to ensure that all equipment is maintained in an operable and safe condition. REPORTS: A The contractor shall maintain a daily work log, recording, the day(s) when tasks were accomplished. If requested, a copy shall be filed with the COTR on a weekly basis. B.The contractor shall be responsible for providing a FEMA supplied acceptance report to be signed by the COTR prior to submission of an invoice for payment (See Part 4, Acceptance, Measurement and Payment). The contractor shall note and report to the COTR in writing the presence of any damaged turf or disease conditions that may affect the visual quality or the contractors ability to perform the work specified herein. SCHEDULING AND COORDINATION: A. The contractor shall be prepared to commence work within 10 days of Notice to Proceed. B. The contractor, in consultation with the COTR, is responsible for the establishment and maintenance of mowing, line trimming, and edging schedule. All turf areas shall be maintained at a height of 3-6 inches throughout the mowing season or as directed otherwise by the COTR. C. Mowing operations shall be initiated by the COTR. The contractor shall begin the mowing cycle within two working days of notification. D .Mowing shall be performed between the hours of 6:00 a.m. and 7:00 p.m., Monday through Friday, Federal holidays excluded, unless authorized otherwise in writing by the COTR. Work on Saturday and/or Sunday must be requested 24 hours in advance and approved by the COTR. E. Once mowing operations begin the contractor is expected to be on the job site each day in which weather conditions are favorable until all the tasks associated with a mowing cycle are completed. F. If, at any time, the COTR determines that the work is unsatisfactory or being conducted in an unsafe manner, the contractor will be notified and shall immediately cease all work activities until corrections satisfactory to the COTR have been accomplished. G.All work shall be completed, inspected, and accepted by the COTR in accordance with the procedures stated herein before beginning work on another section and/or cycle. An inspection shall be scheduled between the contractor and the COTR after each mowing to determine and agree upon tasks completed, inspected, and approved. SAFETY: A. All operations shall be conducted in accordance with all national and local fire and safety codes, laws, rules, regulations, ANSI and OSHA safety requirements. B. All roadways and trails shall remain open to the public unless approved by the COTR. The public ways shall not be encumbered or any unusual traffic situations created by reason of operations under this contract without approval of the COTR. The contractor shall provide, erect and maintain all necessary warning signs to insure the safe flow of traffic, protection of the work area and the safety of the public. C No one except the operator shall be within 10 feet of an operating mower or trimmer, or edger. WORK AREA: Contractor shall confine his work, the storage of materials and equipment, the parking of vehicles, and all other operations in connection with this contract to the specified hours and work areas approved by the COTR. The Contractor shall not permit heavy equipment or vehicles off hard surface roads without the expressed permission of the COTR. All damage resulting from such operations shall be repaired to its original condition or to the satisfaction of the COTR at no additional cost to the Government. RESPONSIBILITY REGARDING EXISTING STRUCTURES, UTILITIES, EXISTING PLANT ATERIAL AND OTHER LANDSCAPE FEATURES: The contractor shall be held responsible for any damages to and protection of existing utilities and structures. The contractor shall preserve and protect all existing vegetation such as trees, shrubs, and grass areas. The contractor shall be responsible for all damage to trees and shrubs due to careless operation of equipment, stockpiling of materials or tracking of grass and other surfaced areas by equipment. Such damaged areas or materials shall be restored, repaired or replaced by the contractor, as directed by the COTR, at no additional cost to the Government. ADJUSTMENT FOR INADEQUATE PERFORMANCE: A.Well maintained turf areas are Mt. Weather?s goals and while the deduction provision for work omitted or improperly performed is designed to protect FEMA?s interests, it is not a desirable substitute for accomplishing the job through the normal process. It is designed only to assure that FEMA pays only for services provided and is fairly compensated for damage(s) resulting from such operations. B. Failure to perform the required services as indicated in the specifications herein shall constitute a deficiency. All work will be regularly inspected by the COTR and deficiencies will be reported to the Contractor's Foreman. Deficiencies in daily tasks shall be completed within the day the deficiency is noted. All other deficiencies shall be corrected within 24 hours or the period indicated by the COTR. If such deficiencies are of a nature, which precludes satisfactory re-accomplishment within the specified time frame, no further opportunity will be provided to the contractor to cure the deficiencies and the provisions for monetary adjustments will apply. C. In the event the contractor, for any reason whatsoever, fails to successfully perform a task, the Federal Emergency Management Agency has the right to: 1. Obtain performance of the deficient task from some other source or the in-house work forces. The costs of such performance, and any other additional costs incurred to Agency as a result of such actions shall be charged to the contractor: or 2. At the discretion of the Contracting Officer, to terminate the contract upon ten (10) days notice in writing to the contractor. D. It is mutually agreed that failure to satisfactorily accomplish work in accordance with the specifications and provisions stated herein when due to the fault of the contractor, shall constitute a deficiency under this contract. If deficiencies are not corrected in a satisfactory and timely manner, a monetary reduction will be made as follows: 1. Ten (10) percent of the mowing bid item price for each failure to perform each of the following: A. Not having the necessary equipment or labor to complete the mowing operations within the specified time frame. B. Using mowers, trimmers or other equipment that has not been approved by the COTR. C. Sharpening mower blades before each mowing. D. Properly mowing/trimming to the specified height. E. Properly cleaning up or removing (blowing) all grass clippings from paved surfaces within one hour after cutting. F. Failure to direct grass clippings away from roadways G. Working in areas during hours not approved for mowing operations as stated in the specifications herein without the approval of the COTR. Noncompliance will result in a penalty of 10% of the bid item price per hour, for each hour or portion thereof. H. Failure to have equipment fitted with required safety devices and/or failure of workers to wear required personnel safety gear. 2. Failure to initiate mowing operations within two (2) working days from notification will result in a reduction of 10% of the bid item price for mowing for each day beyond two days. 3. Damage to existing trees from the careless operation of mowers or trimmers, or irreversible damage to trees will be subject to Far Clause 52.237-2 ?Protection of Government Buildings, Equipment, and Vegetation (Apr 1984)?. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor?s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price. 4. Failure to repair damaged grounds and or tree mulch rings within five (5) working days will result in a reduction of 10% of the bid item price for mowing for each day beyond five days. APPROVALS: All approvals shall be in writing DEFINITIONS: A. Shall - As used in these specifications denotes a mandatory requirement B. Should - As used in these specifications denotes an advisory recommendation. EXECUTION Note: A complete mowing cycle must be completed within five (5) working days (weather permitting) including trimming and cleanup. Mowing A.Prior to commencing the first mowing cycle, the COTR will indicate the mow lines through visual inspection and tour of area to be mowed. B. The contractor is responsible for conducting a visual verification prior to start of mowing operations to ensure that the areas are free from trash and debris that would interfere with mowing operations. Note: The Agency will assume responsibility for picking up trash and debris before mowing operations begin; however, any additional trash or debris that would interfere with the mowing operations shall be removed by the contractor. The contractor is responsible for notifying the COTR if trash is not being properly removed or if pick up exceeds the provisions stated herein. C. To ensure a high quality cut, all mower blades shall be sharpened before each mowing and shall be adjusted to a height of 3 inches. Mowing heights may be adjusted at the discretion of the COTR as necessary to adapt to seasonal conditions. D. The turf shall be cut to a uniform height; skips and patches of uncut grass or windrowing will not be permitted. E. All grass clippings shall be directed away from roadways and paved surfaces. F. Under no circumstances shall mowers enter or damage an individual tree's mulch ring. Damaged mulch rings shall be re-mulched as directed by the COTR within 5 working days of notification at no additional expense to the Agency. Line Trimming A.Line Trimming is considered to be part of the mowing task and shall be performed concurrent therewith. B. Line trimming shall include: 1.Areas around trees, shrubs, signs, guardrails, retaining walls, utilities, the back side of the guard walls leaving a mow strip of 2 foot, and other obstructions or structures that can not be cut with conventional mowing equipment. The height for line trimming shall be the same height at which the grass is cut. 2.The edge(s) of grass areas where such areas meet walks, curbs, or roadways and expansion Joints in curb and gutter and/or sidewalks. The height for line trimming shall be the grade of the paved surface. C. Machine Blade Edging ACCEPTANCE, MEASUREMENT AND PAYMENT A. The Federal Emergency Management Agency will provide the Contractor with an Acceptance Report. B. The Contractor shall include with all invoices for payment the Acceptance Report signed by the COTR that all work partially or completely performed conforms to contract requirements. In the event the COTR and Contractor disagree on work completed and accepted, his or her comments shall be noted thereon or attached thereto. The Acceptance Report will serve to document completed work and/or deficiencies and to determine whether the provisions for the deduction clause applies. C. Failure of the contractor to obtain signed Acceptance Report will release the Government from any obligation to pay for services claimed but not documented by a signed Acceptance Report. D. The amount to be paid will be based on the actual bid items completed and accepted. Quantities so measured will be paid for at the specified item bid price. Mt Weather is contracting for 18 mowings on an 8-12 day schedule. LINE ITEMS: Base Year: Up to 18 mowings on approx 14.5 acres and 3200 linear feet for trimming. Unit Price __________________x 18 = Total year price $_________ (1 mowing/trimming 58.5 acres) Option Year 01 2008: Up to 18 mowings on approx 14.5 acres and 3200 linear feet for trimming . Unit Price __________________x 18 = Total year price $__________ (1 mowing/trimming 58.5 acres) Option Year 02 2009: Up to 18 mowings on approx 14.5 acres and 3200 linear feet for trimming . Unit Price $_______________ x 18 = Total year price $_________ (1 mowing/trimming 58.5 acres) Option Year 03 2010: Up to 18 mowings on approx 14.5 acres and 3200 linear feet for trimming. Unit Price $_______________ x 18 = Total year price $__________ (1 mowing/trimming 58.5 acres)
- Place of Performance
- Address: DHS/FEMA, 19844 Blue Ridge Mountain Road, Mt. Weather, VA
- Zip Code: 20135
- Country: UNITED STATES
- Zip Code: 20135
- Record
- SN01285694-W 20070504/070502221810 (fbodaily.com)
- Source
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