Grounds Maintenance Services for USDA, AMS, Cotton & Tobacco Program, Memphis, TN

Form / Attachment / Pricing Sheet

This document is a sign-in sheet for a site visit related to a SAM.gov opportunity. It records the names of attendees, the companies they represent, their phone numbers, and email addresses.

• Name: Individual attendees.
• Company You're Representing: The company the attendee is affiliated with.
• Phone Number: Contact phone number.
• Email Address: Contact email address.

This document provides contact information for companies that attended a site visit. This information may be useful for potential bidders seeking to understand the competitive landscape or to network with other interested parties.

Amendment / Modification

This amendment (PA01) to Solicitation 12639526Q0122 makes the following changes:

• Provides a Questions & Answers document (pages 3-6).

• Clarifies that the acquisition is 100% set-aside for SBA-certified Economically Disadvantaged Women-Owned Small Business (EDWOSB) only.

• Clarifies that quotations are due on May 18, 2026, at 5:00 p.m. CDT.

• States that quotations must be submitted via email to Matthew.phillips3@usda.gov.

• Uploads the sign-in sheet from the site visit held on May 8, 2026, to the solicitation attachments.

• The Questions & Answers document is provided.

• The set-aside status is clarified.

• The due date and submission method for quotations are clarified.

• The site visit sign-in sheet is added as an attachment.

• The deadline for submitting quotations has been clarified to May 18, 2026, at 5:00 p.m. CDT.

• The submission method is clarified to be via email to Matthew.phillips3@usda.gov.

• All other terms and conditions remain unchanged.

Solicitation / RFP / RFQ

This document is a solicitation for non-personal services to provide grounds maintenance and snow/ice removal for the USDA, Cotton and Tobacco Program in Memphis, TN. The services will be performed at 3275 Appling Road, Memphis, TN 38133.

Standard Grounds Maintenance:

• Lawn Services: Weekly mowing (grass height not to exceed 3.5 inches), trimming, edging, and fertilization (minimum three times per year). Approximately 40 cuttings per year.
• Weed Control: Pre-emergence and post-emergence treatments, removal of weeds from parking and driveway surfaces. Chemical applications must adhere to all codes and labeling, and require certified applicators. Records of applications must be provided.
• Flowerbeds, Shrubs, and Trees: Planting of seasonal flowers (minimum 30 flats per week in April, June, August, October), maintaining brown mulch (2-3 inch depth, minimum 2 applications/year), shrub trimming (minimum 2 times/month), and tree pruning (in November). All trimmings must be collected and hauled away.
• Watering System: Maintenance of the existing system, including opening, closing, and repairs. Contractor is responsible for damage due to negligence.
• Leaves and Trash Removal: Weekly removal from March-October, bi-weekly from November-February.
• Pest and Disease Control: Control of lawn, shrub, and tree pests, and prevention/control of plant fungus and disease. Estimated 2 applications/month (May-Sept), 1 application/month (Oct-Apr). Records required.
• Concrete Lined Drainage Ditch: Sediment and debris removal as needed (not more than twice per year).

Above Standard Services (Ordered As-Needed) - Snow and Ice Removal:

• Services may be ordered at the Government's discretion via task order.
• Includes removal from paved areas, sidewalks, landings, entrance ramps, catch basins, hydrants, dumpsters, monitoring wells, sidewalks/ramps/stairs, and HVAC units.
• Requires immediate ice removal upon notification for safety.
• Sand/salt usage must comply with local regulations and be approved.
• Specific requirements for clearing depth (3+ inches for snow, 3-inch interval for sidewalks/stairs), width of paths, and visibility of curbs.
• On-call sanding/snow removal/salting of sidewalks, ramps, and stairs.

Biobased Requirements:

• Compliance with Section 9002 of the Farm Security and Rural Investment Act, EO 13423, and FAR.

• Utilization of biobased products to the maximum extent possible.

• Submission of a complete list of biobased products with initial proposal, and annually thereafter.

• Development and submission of a Grounds Maintenance Plan within 30 days of award.

• Contract Type: Five (5) year firm-fixed price, Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract.

• Period of Performance: Five (5) one-year Ordering Periods, anticipated from 06/01/2026 to 05/31/2031.

• Estimated Value: Not explicitly stated, but "Above Standard Services" orders may have a not-to-exceed limit of $2,500.00 for GPC payment.

• Submission: Vendors must submit pricing for all items. A Technical Approach narrative (max 10 pages) is required, addressing how standard and above standard services will be accomplished, including staffing, absence coverage, and training.

• Evaluation: Award will be made to the offeror representing the best value to the Government, based on a combination of technical approach, price, and past performance. Technical approach will be evaluated first, followed by price and past performance (acceptable or neutral).

• Deadlines: Questions are due by May 12, 2026, 12:00 PM CDT.

• No specific set-aside is mentioned.

• Offerors are not required to meet a qualification requirement to be eligible for award.

• The solicitation incorporates numerous FAR and AGAR clauses and provisions.

• Contractor responsibilities include checking in with the COR, rectifying unsatisfactory work within 24 hours, and maintaining a list of employees.

• The Contractor Representative must be physically present during services.

• Strict adherence to safety, protection of government property, and personnel integrity is required.

• The contract includes provisions for contract closeout and personal identity verification.

• The document outlines the process for filing agency protests.

Solicitation / RFP / RFQ

This solicitation is for grounds maintenance and snow/ice removal services for the USDA Cotton and Tobacco program located in Memphis, TN. The government will not supervise the contractor's personnel.

• Provision of all personnel, supplies, tools, materials, equipment, transportation, and fuel necessary for grounds maintenance and snow/ice removal.

• Performance must meet contract standards and all federal, state, and local regulations.

• Services include standard grounds maintenance and on-call, as-needed snow and ice removal.

• This is an Indefinite Delivery Indefinite Quantity (IDIQ) contract.

• The contract includes five ordering periods, each with a 12-month period of performance for standard grounds maintenance.

• Above Standard Services (snow and ice removal) are ordered as-needed.

• The total period of performance for the contract spans from June 1, 2026, to May 31, 2031.

• Offer Due Date: May 18, 2026, at 1700 CT.

• Proposals must be submitted in response to Solicitation Number 12639526Q0122.

• This acquisition is set aside for Small Business.

• North American Industry Classification Standard (NAICS) code is 561730, with a size standard of $9.5 million.

• The contract is rated under the Defense Priorities and Allocations System (DPAS).

• For Above Standard Services orders totaling $2,500.00 or less, payment may be made via Government Purchase Card (GPC). Contractors must be able to accept major credit cards.

Form / Attachment / Pricing Sheet

This document is Attachment 2, a Price Quotation Sheet for Grounds Maintenance Services related to Solicitation 12639526Q0122. It is designed for vendors to provide their pricing for the specified services.

• Vendor Information: Fields for Vendor Name and SAM.gov UEI.
• Standard Services: Includes General Compliance, Weed Control, Flowerbeds, Shrubs and Trees, Watering System, Leaves and Trash, Pest and Disease Control, and Concrete Lined Drainage Ditch.
• Ordering Periods: Pricing is requested for five ordering periods, each spanning one year from June 1, 2026, to May 31, 2031.
• Line Items: Standard Grounds Maintenance Services are listed per month for each ordering period.
• Above Standard Services: Includes Snow and Ice Removal, ordered as-needed on an hourly basis.
• Pricing: Vendors are required to complete the "UNIT PRICE" and "EXTENDED EVALUATED PRICE" columns for both standard and above-standard services.
• Payment: The document notes that Snow and Ice Removal orders of $2,500.00 or less may be paid via Government Purchase Card (GPC).

Bidders must complete all blue-shaded areas of this sheet to provide their pricing for the grounds maintenance services. This includes monthly pricing for standard services and hourly rates for snow and ice removal. This completed sheet is essential for proposal submission and will be used for evaluating the cost component of the solicitation.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Vendor Experience Sheet," is a form provided to potential bidders. It is designed to collect detailed information about their past contract performance to assess their experience and capability relevant to the solicitation.

The form requires contractors to provide the following information for each relevant contract:

• Contract Identification: Contractor Name, Contract Number, Contractor Role (Prime, Subcontractor, Joint Venture).
• Contract Performance Details: Dates of Contract Performance, Address of performance, Total Contract Value (including options), Building Name(s), Square Footage, Type of Services provided, Type of Space Serviced (e.g., Commercial Office Building, Federal Courthouse).
• Contract Requirements: Description of all services provided, any special/unique contract requirements, and a brief description of any problems encountered and their resolutions.
• Customer Identification: Name, Title, Agency/Company, Address, Telephone, and E-mail of the customer.
• CPARS: Indication of whether a Contractor Performance Assessment Reporting System (CPARS) report is available (YES/NO).

Bidders must complete this form accurately and thoroughly to demonstrate their relevant experience. The information provided will likely be a key factor in the government's evaluation of a bidder's ability to successfully perform the requirements of the main solicitation. Failure to provide complete and satisfactory experience information may negatively impact a proposal's evaluation.

Form / Attachment / Pricing Sheet

This document is the U.S. Department of Labor Wage Determination No. 2015-4673, Revision No. 30, dated December 3, 2025. It establishes the minimum wage rates and fringe benefits required for various occupations performing work on federal service contracts within specific geographic areas: Crittenden County, Arkansas; Benton, De Soto, and Marshall Counties, Mississippi; and Fayette, Shelby, and Tipton Counties, Tennessee.

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Details fringe benefits required, such as health and welfare contributions and paid sick leave.
• Includes notes on executive orders (EO 13706 and EO 13658) regarding paid sick leave and minimum wage rates.
• Outlines vacation and holiday provisions.
• Provides guidance on the conformance process for occupations not explicitly listed.

This wage determination is critical for bidders to accurately estimate labor costs for any personnel who will perform services under the contract. Bidders must ensure their proposed wages and benefits meet or exceed these minimums to comply with federal regulations and the Service Contract Act. Failure to adhere to these wage rates can lead to contract non-compliance.