Inactive Total Small Business Set-Aside (FAR 19.5)

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 (as of 2019-03), as supplemented with additional information includ... Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 (as of 2019-03), as supplemented with additional information included in this notice. Solicitation number is 12405B20Q0032 is issued as a Request for Quotation (RFQ). This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-83. This solicitation will be a 100% Total Small Business Set-Aside. The associated North American Industrial Classification System (NAICS) code for this procurement is 561730 -- Landscaping Services with a small business size standard of $8.0 Million. Specifications: With the following minimum specifications: STATEMENT OF WORK LAWN MAINTENANCE AND LANDSCAPING SERVICES US Department of Agriculture (USDA). The USDA, Agricultural Research Service (ARS) Crop Science Research Laboratory (CSRL) has a requirement for a single Contractor who can provide materials, equipment, supervision, transportation, labor, work plan, and schedule to assure effective performance of lawn maintenance and landscaping services located at 810 Highway 12 East Mississippi State, R.W. Harned Bldg., Mississippi State, MS 39762 SCOPE OF WORK The term under this contract is for the Contractor to perform full lawn maintenance, clean up, and landscaping services to include a minimum of thirty-six (36) grass cuttings per 12-month period. Lawn services to include mowing, trimming, edging, hedging, leaf blowing, and weeding. Proper removal and disposal of any lawn litter including trash, but not limited to clearing of landscape debris such as grass clippings, dry leaves, sticks, fallen tree branches, boots from trees, and loose rocks, etc. as outlined in the specifications below. The following minimum requirements needed for the successful performance of work: Turf Management Lawn Areas ("A" and "B"): Clear lawn areas of all litter prior to each mowing/trimming - dispose of off site Mow lawn weekly during the growing season, bi-weekly during 'off-peak' months as indicated on Exhibit C. Sweep / blow clippings from walkways and paved areas at the completion of each mowing service Maintain all lawn areas inaccessible to mowing equipment by string trimmer to maintain proper turf height Trim around all trees, fences, fire hydrants, buildings, signs, etc. with a string trimmer at each mowing service Mechanically edge walkways and curb lines once monthly, blow/sweep clippings Overgrowth from natural areas must be maintained as needed by brush hogging, pruning, string trimming, or other appropriate means to ensure the vegetation does not encroach over curb lines, drive lanes or other currently maintained areas. Notes: With each mowing, the direction of cut is to be changed to prevent mower rutting and present a neat appearance. All mowing equipment will be maintained in sharp, well balanced condition to prevent turf damage and allow for a uniform cut. If weather conditions warrant a deviation from mowing schedule, every effort will be made to retain mowing service lengths. Mulching blades are to be used on all mowing equipment or clippings are to be collected and removed from site after each mowing. Every effort must be made to keep grass clippings from being blown into planting beds and tree mulch rings by mowing equipment or hand blowers. Every effort will be made to keep string trimmers and mowers from girdling bark on trees and shrubs. Litter and Weed Control Maintain planting beds and all hard surfaces including but not limited to: sidewalks, driveways, parking lots, curb lines, loading docks and bare ground areas in a weed-free condition throughout the growing season. (Note: Areas around research greenhouses (AREA "D") as marked on exhibit "8") are not part of this contract.) Collect and remove litter and organic materials from the planting bed and bare ground areas at every visit - dispose of off site Notes: Hand weeding and/or chemical weed control shall be performed at every visit to achieve a weed-free condition. Herbicide/fertilization applications will be made by an applicator that is licensed in the state where the application will be performed. All chemicals shall be used in accordance with label directions and the manufacturers' recommended handling methods. Material Safety Data Sheets (MSDS) will be carried and provided by the applicator as required by the USDA contracting Authority. Fence Line Maintenance . Maintain a twelve-inch (12") clearance on both sides of any currently maintained fencing by string trimming at ground level or chemically spraying the vegetation Perform this service during regularly scheduled service visits, as often as necessary Notes: If the fence line is not currently maintained and there are shrubs, trees and/or vines growing on, near or thru the fence line, a work order will be submitted for approval in order to control this type of vegetation. Herbicide/fertilization applications will be made by an applicator that is licensed in the state where the application will be performed. All chemicals shall be used in accordance with label directions and the manufacturers' recommended handling methods Material Safety Data Sheets (MSDS) will be carried and provided by the applicator as required by the USDA contracting Authority Irrigation Activation/Deactivation (Where Applicable) Irrigation activation shall be performed as needed to establish and maintain annual color in designated areas. Irrigation deactivation will be performed no later November 15th or date of first frost. It is the Supplier's sole responsibility to determine timing of these services relative to weather conditions at the time of service. Irrigation Activation: Activate system Provide a visual inspection for leaks and/or damages Adjust sprinkler heads and set controllers for spring watering schedule Periodic Clock Adjustments: Adjust the time clock as needed throughout the growing season as the weather conditions dictate Irrigation Deactivation Check all components for proper operation Turn off all water supply lines to prevent freezing. If Contractor notices at any point during the growing season that repairs or further adjustments (leaks, broken heads, dry spots in the landscaping, etc.) outside of this scope are needed, Contractor shall a request to make repairs to USDA project contact. Irrigation Visual Monitoring: At every visit, the Supplier shall check for leaking valves, water running across sidewalks, water standing in puddles. The Supplier shall carefully observe seasonal materials for signs of wilting, indicating a lack of water. Notes: Any work beyond this scope mentioned within this specification will require a work order and prior approval. Spring Clean up Fallen branches and sticks will be collected and removed Collect any litter - dispose of off site Turn / cultivate all existing mulch or add such that there is at least a 1" mulch depth, to ensure a neatly maintained appearance. Provide a general leaf cleanup of the entire location Ornamental grasses/perennials will be cut back to allow for new growth Notes: Spring Clean-up will be performed once in the spring after the last frost. The purpose of this cleanup is to bring landscaped areas to a manageable condition for the season. Fall Clean up Clean out any litter or broken branches/sticks from any landscaped areas, along with all dropped leaves - dispose of offsite. Service visits will include a thorough litter and leaf pick up of the entire site, including curb lines, fence lines and parking lots. Ornamental grasses/perennials will be cut back Notes: Fall Clean-up will be performed on an ongoing basis during the fall defoliation process. Natural Areas (AREA "C") Natural areas within the site boundaries that are currently being maintained will be serviced at the frequency indicated in the Service schedule on Exhibit B. In areas that cannot be maintained with a mower, other conventional means such as brush hogging or string trimming will be used to ensure the vegetation is controlled and maintained to prevent city code violations or other local government agency violations. Notes: Only approved herbicides may be used in proximity to drainage ways in natural areas to assist in preventing the risk of downstream contamination. PURCHASE OF FLOWERS: All flowers will be purchased by the selected maintenance contractor, twice a year. General Information All debris and refuse shall be disposed of (off site) by the maintenance contractor in accordance with local statutes and at contractor's sole cost and expense. No debris shall be disposed of in on-site dumpsters. Supplier will not be present on USDA property while under the influence of alcohol, drugs, or controlled substances, nor shall any alcohol, drugs, or controlled substances be possessed or used while on Customer's premises. Contractor will not possess a firearm, knife, or weapon of any type, while on USDA premises. Suppliers are required to respect the property of the USDA, ensuring that equipment or mechanical discharge does not damage buildings, equipment, furnishings, or fixtures. Supplier shall immediately notify USDA on-site representative should inadvertent damage occurs. Contractor's personnel will be appropriately dressed to perform the work expected of them. At no time, will shirts or shoes be removed while working on USDA premises. It is the responsibility of the contractor to perform regular inspections of the site(s) and notify USDA of any additional work that needs to be done, including, but not limited to, irrigation repairs, health of plant materials and trees, safety issues or beautification of the property. Pictures must be supplied if requested 2. CONTRACTOR QUALIFICATIONS a) The Contractor's firm must have a thorough understanding of lawn maintenance and landscaping that meets the Federal, State, County and or City laws, regulations and ordinances. b) Contractor who will be carrying out the assigned task must have a minimum of three (3) continuous years' experience in the ownership and direct management of arboricultural work. c) Contractor must carry current state licenses and or certificates to perform the assigned tasks. d) Contractor must be responsible in obtaining any permits, licenses, certificates or fees required for the performance of his duties. e) Contractor must provide at least (3) references of successful completed lawn maintenance service contracts. f) The Contractor will be responsible to supply all lawn equipment, power tools, hand tools, personal protective equipment, covering, cleaning equipment, supervision, transportation, and all efforts necessary to carry out the assigned task herein. The service cost is to include any equipment rented or owned by the contractor. g) All services shall be completed in a workmanship manner and in accordance with the Federal, State, County and or City standards. Any services which are not presented in an orderly and reasonable neat and or workmanlike appearance shall be reworked when so directed by the Contracting Officer or Government authorized representative at no cost to the Government. h) The Contractor, upon completion of work, is responsible for cleaning and removing from site all debris, materials, and equipment associated with the work performed. 3. SUBMITTALS a) The Contractor shall submit proposed detailed schedule and procedures to Contracting officer for approval before work is started. b) If required, submit any manufacturer's product data sheets and manufacturer instructions in accordance with the contract specification. c) Once product submittals are approved, the Contractor must not change approved products at any time during the term of this contract without written approval by the Contracting Officer. d) The commencement of this project shall begin after all the equipment and tools needed are verified complete. e) Once contract is awarded, contractor must submit work schedule to Contracting Officer within five (5) working days. f) The Contractor must provide a certificate of insurance liability. 4. GOVERNMENT RESPONSIBILITIES a) To provide access to the facility during working hours Monday thru Friday 7:00 AM till 4:00 PM, excluding all Government holidays, until work is completed. Work schedule other than working hours must be coordinated with the Government authorize representative for approval. The Government observes the following holidays: New Years' Day January 1 Martin Luther King Jr. Birthday Third Monday January President's Day Third Monday February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran's Day November 11th Thanksgiving Fourth Thursday in November Christmas December 25th Note: When holiday falls on a Saturday, the proceeding Friday shall be considered a holiday. When holiday falls on a Sunday, the following Monday will be considered a holiday. Contractor service, as scheduled by Contractor, to be performed on days that fall on observed holidays will be performed the following working day. b) No waiver by the Government. The failure of the Government to insist upon the strict performance of any one or more of the terms of this contract shall not be construed as a waiver or relinquishment of the right to assert or rely upon strict performance or option on any future occasion. c) The Contractor will not be granted access inside the building but will be required to perform duties in controlled areas and will abide by all security regulations imposed. d) The Government will furnish utility services (water &. electricity) at no cost to the Contractor for the completion of the work? e) The Government will make every effort to review and process Contractor payment request in an expeditious manner, thereby assuring earliest possible payment under the contract terms and provisions. 5. REPORTING REQUIREMENTS AND DELIVERIES a) The submitted price proposal are to be all inclusive. That is, any cost over runs to be absorbed by the Contractor, or any cost savings profit. b) All change orders in the contract must be in writing, referencing the contract number assigned, and approved by the Contracting Officer prior to any authorization to proceed. The Contractor who fails to acquire change orders in writing runs the risk of incurring these additional costs without payment. All Contractors are to have an opportunity to quote on service scope of work. Proposed pricing shall include everything the Contractor anticipates necessary to complete the job (i.e., rental equipment, labor, supervision, transportation, subcontractor costs, mobilization costs, demobilization costs, permits, testing, etc.). These costs to be inclusive part of the overall proposed price and as such not itemized. c) The Government will assume no responsibility for Contractor materials and equipment which are damaged due to mishandling, misuse and abuse. d) Request payment in accordance with the terms of the contract shall consist of: i) Contractor's invoice must be presented for payment at the completion of the service. ii) Obligation of the government to make any payments shall, in the discretion of the CO, be subject to (1) reasonable deductions because of defects in materials or workmanship, and (2) any overpayments to the contractor shall, unless otherwise adjusted, be repaid to the government upon demand. iii) Payments will not be made for materials and equipment in transit. e) The Contractor shall report to the CO or authorized representative by telephone, any accidents involving injury, death, damaged to Government property resulting from the activities of the Contractors his subcontractors or employees within the time limit set forth in the Contractor's Safety and Health Plan. i) The Contractor written accident report shall be forwarded to the COR or COR within 1 hour. ii) The Contractor shall cooperate and provide data to any follow up investigation of an accident. 6. PROGRAM MANAGEMENT AND CONTROL REQUIREMENTS The project is under the general direction of the Contracting Officer (CO) or designated Contracting Officer Representatives, referred to as "COR". Except in connection with major disputes, the CO has complete charge of the work and of the Government. The action taken pursuant thereto, are not intended to and shall not relieve the Contractor of responsibility for the accomplishment of the work either about to sufficiency or time of performance. a) The Contractor shall provide a Contract Manager who shall be responsible for the performance of work. This individual is responsible for the supervision, administration, and coordination of all required services and shall be the direct point of contact with the Government. The person assigned and alternate (s) who shall act for the Contractor shall be designated in writing to the CO prior to the award. When the Contract Manager is absent, the Contractor shall provide telephone number of the Contract Manager and alternate(s) where these persons may be contacted outside normal duty hours. b) The Contract Manager or alternate shall meet as necessary with Government personnel designated by CO to discuss problem areas. Any major issues, after normal duty hours, the contract manager or alternate shall available within 2 hours upon request without any cost to the Government. c) The Contractor shall ensure that employees have the following current and valid certified qualifications to perform the work. Employees not properly certified and qualified will not be allowed to perform the work. d) The Contractor will not employ persons to work for this contract if such employee is identified to the contractor by the CO or authorized representative as a potential threat to health, safety, security, general wellbeing or operational mission of the facility and its employees. Violators will be removed and be barred from entering the project site. e) The Contractor will provide a listing of all personnel performing work under this contract. Any changes to personnel list must be made in writing prior implementation of such change (s). f) The Contractor will develop and maintain a work schedule for each area to achieve performance standards as identified. The work schedule should indicate the task and frequencies for each work description identified. Before commencement date of contract, the Contractor will submit to the CO the planned work schedules within five (5) days. Notify CO or his authorized representative, in writing of any pending changes to the service schedule five days before implementation. g) The Contractor shall be responsible safeguarding Government property. At the close of each work period, government facility, equipment and materials shall be secured. Prior to leaving, the Contractor's work area shall be secure to prevent theft or vandalism. h) The Contractor will be responsible for any damage caused by their personnel to the building, finishes, furnishings, equipment, etc., and shall repair, clean, replace, or restore damaged items to the condition existing prior to the item being damaged. Report damages to COR. i) The Contractor shall ensure all personnel are alert to and report any facility discrepancies observed to the Contractor's Supervisor on duty who shall notify the COR. Report any damage to fixtures, structures, clogged or inoperable drains, or other conditions which prevent the proper performance of their duties. Report all evidence of vermin infestations (i.e. ants, mice, bugs, etc.) to COR immediately upon discovery. j) The Contractor will establish and maintain his complete quality control plan to ensure the requirements of this contract are met. Quality control plan will be considered as work or service will be subject to acceptance throughout the term of the contract, to include extensions of contract terms. 7. INSPECTION AND ACCEPTANCE REQUIREMENTS a) The Contracting Officer (CO) will assign a Contacting Officer Representative (COR) who will be the Contractor primary point of contact with the Government. b) The COR will review Contractor quality control program, perform surveillance of Contractor's performance and inspection procedures and perform such job inspections as deemed necessary. Agricultural Research Service reserves the right to perform any type of inspections set forth herein. c) COR will visit the work site whenever it is considered necessary or advisable. The Government will monitor the Contractors performance using different methods of inspection as necessary to assure Contractor performance meets all the requirements of the contract. Contractor shall correct any deficiencies identified during inspection at no additional cost to the Government. d) If re-performance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. e) As a minimum, inspection procedures shall be performed and recorded to ensure that all requirements are satisfied, and good safety practices are followed. f) All work accomplished by the Contractor which is not in compliance with the contract specifications for which Government approval is not obtained, if discovered by Government field inspection, shall be completely reworked and replaced in accordance with the specifications at no additional cost to the Government. In the event the work performance of the Contractor is unsatisfactory, the Contractor will be notified by the Contracting Officer and be given one day to correct the work. Labor for all re-work will be at no cost to the government. 8. ENVIRONMENTAL PROTECTION As general requirements, Contractor shall provide and maintain environmental protection during the life of the contract as defined herein. Environmental protection shall be provided to correct conditions that develop during the construction of permanent environmental protection features, or that are required to control pollution that develops during normal construction practices. The Contractor's operations shall comply with all federal, state and local regulations pertaining to water, air, solid waste, hazardous waste and substances, and oily substances. Contractor shall remove and transport all waste off the Government property and dispose of it in a manner complies with federal, state and local requirements at their own expense. a) The Contractor shall provide spill and clean up contingency plan in response of emergency in nature on a 24 hour on-call basis. b) If Contractor spills or releases any substance into the environment, the contractor or its agent shall immediately report the incident to the CO or COR. c) The liability for the spill or release of such substance rest solely with the Contractor and its agent. A written report shall be submitted to the CO no later than 24 hours after initial telephonic report. The report shall be in narrative form and as a minimum include the following: i) Description of item spilled (identity, quantity, manifest number). ii) Exact time and location of the spill including area involved. iii) Containment procedures initiated. iv) Description of clean procedures employed or to be employed at the site including disposal location of spill residue. 9. CONSERVATION OF UTILITIES a) Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, which shall include that lights shall be used only in areas where and when work is performed. b) Mechanical equipment controls for heating, venting, air conditioning systems shall not be adjusted by Contractor or Contractor employees unless authorized. c) Water faucets or valves shall be turned off after required usage has been accomplished. 10. ATTACHMENTS a) CSRL Location MAP b) Service Quote Form Required start date April 30, 2020 Place of Performance: USDA ARS SEA CSRL 810 HIGHWAY 12 EAST MISSISSIPPI STATE, R.W. HARNED BLDG MISSISSIPPI STATE, MS 39762 USA The Government anticipates award of a Firm Fixed Price contract. Service will begin as close to April 30, 2020 as possible, quoted price should include all associated costs. Each offer must show a breakdown giving price of each element, provide descriptive literature or information showing that the offered equipment meets all specifications. The basis for award is Lowest Price Technically Acceptable. "LPTA" means the expected outcome of the acquisition that result from selection of the technically acceptable proposal with the lowest evaluated price. Pursuant to FAR 52.212-2, the criteria for evaluation are: (1) Technical Specifications, (2) Price (to include shipping), and must also have satisfactory Past Performance. Vendors responding to this announcement shall submit their quote in accordance with FAR 52.212-1. Submission of quote shall include the following: (1) Technical Specifications and (2) Price (to include shipping). All Quotes must be valid for a minimum of 30 days from the closing date for this solicitation. No exceptions or qualifications. Please respond with a firm fixed price quote to the email address below. Offerors are encouraged to provide discounts in their pricing. Additionally, performance costs to the above location must be annotated in proposal. Interested vendors should reference the solicitation documents for all terms and conditions. All interested parties are responsible for monitoring this website to ensure they have the most current information (i.e. Amendments) for the solicitation. No paper solicitation will be available. Electronic submissions are preferred. Please email all quotes to douglas.stickler@usda.gov NO LATE QUOTES WILL BE ACCEPTED. Question Submission: Interested Offerors must submit any questions concerning the solicitation at the earliest time possible to enable the Buyer to respond. If received timely the answers to any questions received by that time will be posted as an amendment to this combined synopsis/solicitation. Questions not received within a reasonable time prior to close of the solicitation may not be considered. Address ALL questions in WRITING to the issuing office via email to Douglas.Stickler@usda.gov No telephone inquiries will be accepted. A site visit is recommended but no mandatory. Vendor must submit the attached Service Quote Form. Vendor must comply with the wage determinations in the Service Contract Act The selected Offeror must comply with the following service contract clauses terms and conditions and service contract provisions. Due to size restrictions the following Federal Acquisition Regulation (FAR) and the Department of Agriculture Acquisition Regulation (AGAR) provisions and clauses apply to this acquisition are in the attachment to the combines/synopsis. To be eligible for an Award, all contractors must be registered with an active status in the System for Award Management (SAM). If not registered a contractor can contact SAM by calling 1-866-606-8220 or e-mail at www.sam.gov for assistance. Note that prior to submission of quote, pursuant to FAR 4.1102 and other applicable regulations and guidelines. No exceptions. A DUNS (Dun and Bradstreet) number is required in order to register. All invoices shall be submitted and paid electronically through the IPP.Gov Inspection and Acceptance Terms: Services will be inspected by requiring office's technical representative and accepted at destination. Point of Contact Mr. Douglas Stickler, Contracting Specialist, 2775 F & B Road College Station, TX 77845; Phone (979)260-9211; Email: douglas.stickler@usda.gov