Ground Maintenance Service - Rock Island Nat Cem -- S208

Solicitation

This solicitation is for Grounds Maintenance Services at the Rock Island National Cemetery. The contract will cover a base year with four option years. The government is procuring these services to maintain the cemetery grounds to a high standard, reflecting the nation's respect for veterans.

The contractor will be responsible for a comprehensive range of grounds maintenance tasks, including but not limited to:

• Mowing all turf areas (approximately 60.87 acres).

• Trimming grass and vegetation around headstones, structures, curbs, and other features.

• Blade edging around flat markers, curbs, and sidewalks.

• Core aeration and overseeding of turf areas.

• Application of pre-emergence and post-emergence herbicides for weed control.

• Fertilization of turfgrass.

• Application of grub insecticide.

• Irrigation system start-up and winterization.

• Floral pickup and disposal of dead flowers and trash.

• Power washing of columbarium walls, committal shelters, and concrete surfaces.

• Headstone cleaning.

• Japanese beetle spray on trees.

• Tree and shrub pruning, removal, and stump removal.

• Sunken grave repair and turf renovation.

• Raise and realignment of headstones and flat markers.

• Snow and ice removal from roads, parking areas, and walkways.

• Application of deicer material on walkways.

• Contract Type: IDIQ (Indefinite Delivery, Indefinite Quantity)

• Period of Performance: Base year (05/01/2026 - 04/30/2027) with four option years.

• Minimum Contract Value: $10,000

• Maximum Contract Value: $8,200,000

• Proposal Submission Deadline: April 13, 2026, 12:00 PM CST via email to olalekan.ismail@va.gov.

• Evaluation Factors: Technical Capability and Key Personnel, Past Performance, and Price. Technical Capability and Past Performance are considered significantly more important than Price.

• Key Personnel: On-Site Manager (English speaking, always on-site), Herbicide/Pesticide Applicator (licensed), and Licensed Surveyor (licensed).

• The acquisition is a competitive solicitation.

• The solicitation includes provisions related to small business concerns, including SDVOSB concerns.

• A vendor site visit is scheduled for April 2, 2026.

• Questions must be submitted via email by April 3, 2026.

• Offerors must adhere to strict standards of conduct and reverence due to the cemetery environment.

• A detailed Quality Control Plan (QCP) is required and must be accepted by the Contracting Officer prior to award.

Solicitation / RFP / RFQ

This document is an addendum to FAR 52.212-1, providing specific instructions for offerors responding to a competitive solicitation for grounds maintenance services at the Rock Island National Cemetery. It details proposal preparation, submission requirements, and evaluation factors.

Offerors must submit a proposal that includes:

• A completed and signed Form 1449.
• A completed Price Schedule (Attachment A).
• Acknowledgement of any amendments.
• Requested information for non-price and price evaluation factors.
• A completed VAAR 852.219-75 Certificate of Compliance.
• Three or more completed Past Performance Questionnaires (PPQs).

Technical Capability (Factor 1): Requires a narrative demonstrating experience in grounds maintenance, including a Grounds Maintenance Plan (detailing task frequencies, staffing, pesticide/fertilizer info, and relevant experience), a Staffing Approach, identification of Key Personnel with qualifications, and copies of required licenses (e.g., State of Illinois commercial pesticide/herbicide applicator license).

Past Performance (Factor 2 - Prime Contractor Only): Requires submission of at least three relevant past performance references (within the last 5 years) using the provided PPQ, comparable in size and scope to cemetery operations, large-scale grounds maintenance, or similar service contracts.

Price (Factor 3): Requires submission of the completed Price Schedule. Proposed prices must be fair and reasonable and not exceed available funding.

• Award will be made to the offeror representing the best value to the Government using a tradeoff process.

• Offerors must hold prices firm for sixty (60) calendar days from the solicitation closing date.

• A post-award/pre-performance conference will be scheduled.

• Proposal Submission: Via email to olalekan.ismail@va.gov by April 13, 2026, 12:00 PM CST. Subject line: "36C78626R50129 _Company Name".

• Evaluation: Proposals will be evaluated on Technical Capability and Key Personnel, Past Performance (Prime Contractor), and Price. Non-price factors combined are significantly more important than price.

• Questions Deadline: Submit questions via email by April 3, 2026, 5:00 PM CST to olalekan.ismail@va.gov. Answers will be provided via amendment around April 8, 2026.

• Date/Time: April 2, 2026, 9:00 AM - 11:00 AM CST.

• Location: Rock Island National Cemetery, Building 118 Rodman Avenue, Moline IL 61265.

• RSVP: Required by March 31, 2026, 5:00 PM PST to olalekan.ismail@va.gov and jacob.moulton@va.gov.

• Attendance: Voluntary, limited to two people per company.

• Incomplete offers are unacceptable and ineligible for award.

• Offerors are responsible for ensuring submissions are complete, viewable, and arrive by the deadline.

• Safety precautions are advised due to wildlife and weather conditions.

Form / Attachment / Pricing Sheet

This document outlines the performance standards, minimum acceptable levels (MAL), desired levels (DL), methods of assessment, remedies, and incentives/disincentives for various grounds maintenance tasks at a cemetery. It serves as a Quality Assurance Surveillance Plan (QASP) to ensure contract compliance.

• Performance Standards: Defines the required quality for each task (e.g., mowing height, trimming precision, weed control).
• Minimum Acceptable Level (MAL): The lowest acceptable performance level.
• Desired Level (DL): The ideal performance level.
• Method of Assessment: How performance will be monitored (e.g., periodic surveillance, customer complaints).
• Remedy: Actions taken when MAL is not met (e.g., re-performance, invoice deduction).
• Disincentive/Incentive: Financial consequences for non-compliance or rewards for exceeding standards.

Specific tasks detailed include:

• Mowing, string trimming, headstone trimming, and edging.
• Core aeration and overseeding.
• Pre- and post-emergence herbicide applications.
• Fertilization.
• Turf renovation and mole control.
• Brush hogging.
• Grub insecticide application.
• Mulch bed/tree ring herbicide treatment.
• Bed edging.
• Headstone cleaning.
• Tree pruning.

This document is crucial for bidders as it clearly defines the expected quality of work, performance metrics, and the consequences of non-compliance. Understanding these requirements is essential for developing accurate bids, estimating costs, and ensuring successful contract execution. It highlights the specific standards the government will use to evaluate performance and process payments.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for the Davis-Bacon Act, specifically for residential construction projects in Rock Island County, Illinois. It provides prevailing wage rates and fringe benefits for various construction trades.

• General Decision Number: IL20260048, dated 01/30/2026.
• Applicability: Residential construction projects (single-family homes and apartments up to 4 stories) in Rock Island County, Illinois.
• Trades Included: Electrician, Power Equipment Operators (Classes 1(B), 2, 3), Painter, Plumber/Pipefitter (including HVAC), Sheet Metal Worker (including HVAC Duct Work), Carpenter, Cement Mason/Concrete Finisher, Laborer (Unskilled).
• Wage Rates & Fringes: Specific hourly rates and fringe benefits are listed for each trade classification.
• Operator Classifications: Detailed descriptions are provided for Power Equipment Operator Class 1(B) and Class 2.
• Welders: Note that welders receive the rate prescribed for the craft performing the operation to which welding is incidental.
• Executive Orders: Information on Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) is included, outlining contractor obligations.
• Appeals Process: Details the process for appealing wage determinations.

This document is crucial for bidders to understand the minimum wage requirements for various labor categories on the project. It directly impacts labor cost estimations and proposal pricing to ensure compliance with federal regulations.

Form / Attachment / Pricing Sheet

This document is the Sub-Contractor Participation Document, which requires the prime contractor to provide information regarding their own size and socioeconomic status, as well as details on their planned participation of small businesses (including specific categories) and individual subcontractors.

• Prime Contractor Size: Selection of applicable size and socioeconomic categories (e.g., Small Business, SDB, WOSB, HUBZone, SDVOSB).
• Participation of Small Businesses: A table to detail the dollar value and percentage of the total contract value allocated to:
  • Total Contract Value – Prime Contractor
  • Total Small Business
  • Small Disadvantaged Business (SDB)
  • Woman-Owned Small Business (WOSB)
  • Historically Underutilized Business Zone (HUBZone) Small Business
  • Veteran-Owned Small Business (VOSB)
  • Service-Disabled Veteran-Owned Small Business (SDVOSB)
• Sub-Contractor Participants: A detailed table to list each subcontractor, including:
  • Company Name, Address, Employee Name
  • Contact Information
  • Business Category(ies)
  • Product(s)/Service(s) to be Provided
  • NAICS Code
  • Percentage of work to be performed.

This document is crucial for bidders to understand the government's requirements for subcontracting and small business participation. It outlines the expected breakdown of work and the specific information that must be provided regarding any proposed subcontractors. Bidders must accurately complete this form as part of their proposal to demonstrate compliance with subcontracting goals and requirements.

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

This Performance Work Statement (PWS) outlines the requirements for comprehensive grounds maintenance services at the Rock Island National Cemetery in Moline, IL. The primary objective is to maintain the cemetery grounds with the utmost care, reverence, dignity, and respect, reflecting its status as a national shrine honoring Veterans.

The contractor will be responsible for a wide range of grounds maintenance tasks, including but not limited to:

• Turf Management: Mowing approximately 60.87 acres, trimming around headstones and other features, core aeration, overseeding, and applying pre-emergence and post-emergence herbicides.
• Fertilization: Applying fertilizer three times annually with specific N-P-K ratios and controlled-release nitrogen, excluding iron.
• Pest and Weed Control: Applying herbicides for yellow nutsedge and broadleaf weeds, and applying grub and Japanese beetle insecticides.
• Irrigation: Performing spring start-up and late fall winterization of the irrigation system.
• Floral and Debris Management: Collecting and removing dead or unsightly flowers, trash, and other non-compliant items.
• Cleaning: Power washing columbarium walls, committal shelters, and concrete surfaces; cleaning headstones using approved methods and solutions.
• Tree and Shrub Maintenance: Pruning, removing dead or hazardous trees (both large and small), and removing stumps.
• Grave and Marker Maintenance: Repairing sunken graves, raising and realigning headstones and flat markers, and fine-tuning alignment.
• Snow and Ice Removal: Clearing roads, parking areas, and walkways during winter months.

Performance will be evaluated based on results, adherence to NCA Operational Standards and Measures, and the specific requirements detailed in the PWS. Strict adherence to specifications, maintaining a professional appearance, and exercising extreme care to avoid damage to gravesites and monuments are critical.

• Place of Performance: ROCK ISLAND NATIONAL CEMETERY, Bldg, 118, Rodman Ave, Moline, IL 61265.

• Contract Value: Guaranteed minimum of $10,000; maximum aggregate value of $8,200,000.

• Contractor personnel must exhibit decorum, reverence, and professionalism.

• Distinctive identification must be worn by all personnel.

• Use of personal cell phones is restricted while operating vehicles.

• Contractor is responsible for providing their own trash removal services.

• All chemical applications (herbicides, pesticides, fertilizers) must comply with Federal and State regulations, and Material Safety Data Sheets (MSDS) are required.

• A Quality Control Plan (QCP) is required prior to award.

• Work must not interfere with cemetery operations, committal services, or ceremonies.

Form / Attachment / Pricing Sheet

This document is a "REGISTER OF WAGE DETERMINATIONS UNDER THE SERVICE CONTRACT ACT" issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It provides the minimum wage rates and fringe benefits required for various occupations when performing contract work subject to the Service Contract Act (SCA) in specific geographic areas.

• Geographic Area: Iowa County of Scott, and Illinois Counties of Henry, Mercer, Rock Island.
• Occupational Listings: Includes a comprehensive list of job titles with corresponding occupational codes and minimum hourly wage rates.
• Fringe Benefits: Specifies required fringe benefits, including Health & Welfare rates and paid vacation and holiday policies.
• Executive Orders: References Executive Order (EO) 13706 (Establishing Paid Sick Leave for Federal Contractors) and EO 13658 (Establishing a Minimum Wage for Federal Contractors), outlining their applicability and requirements.
• Conformance Process: Details the process for requesting additional classifications and wage rates if a required job classification is not listed in the determination.

This document is crucial for bidders to understand the minimum labor costs associated with performing services under a contract subject to the Service Contract Act in the specified locations. It dictates the minimum wages and benefits that must be paid to employees, directly impacting proposal pricing and overall cost of performance. Bidders must ensure their proposed wages and benefits meet or exceed these requirements.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to collect information about a contractor's previous performance on federal, state, local government, or private contracts. It is intended to help evaluate the contractor's suitability for the current opportunity.

• Instructions: Contractors must list at least three comparable contracts completed or current within the last five years. NCA contracts should be listed first, followed by non-NCA contracts.
• Information to be provided for each contract:
  • Contract Number
  • Contractor Name and Address
  • 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, and relevancy of work
  • Address, Telephone Number, and Email of the Contact Person and their Position

Bidders are required to complete this questionnaire for their past contracts to demonstrate their experience and capability. This information will be used by the government as part of the evaluation process for the opportunity.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a price schedule for grounds maintenance services at Rock Island National Cemetery. It outlines the line items, estimated quantities, units, and unit prices for various tasks required for the base year and four option years. Bidders will use this to understand the cost structure and to submit their pricing.

• Base Year & Option Years: Details pricing for each year of the contract, including grounds maintenance tasks.
• Line Items: Specific tasks such as mowing, headstone trimming, herbicide applications, tree care, irrigation maintenance, snow removal, and headstone cleaning.
• Estimated Quantities & Units: Provides the expected volume of work for each task.
• Unit Price & Extended Price: Fields for bidders to enter their proposed pricing. (Note: All unit and extended prices are listed as 0.0 in the provided data, indicating this may be a template or an initial estimate).

This pricing sheet is critical for bidders to:

• Understand the full scope of services required for grounds maintenance.
• Develop their cost proposals by filling in the unit prices for each line item.
• Assess the overall value and duration of the contract across the base and option years.