Page 10 of 10 This acquisition is a Prospective 100% set aside for Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB). If Two or more interested (SDVOSB) and/or (VOSB) respond, then the solicitation to acquire services described below, shall be 100% Set-aside to the appropriate VOSB or SDVOSB. If there are less than 2 interested veteran certified companies, this requirement shall be set aside to all small businesses. The NAICS Code is 812220 (Cemeteries and Crematories) $20.5 Million size standard. Please note: That this is not a request for quotes or proposals; this is a requested for information (RFI) notice to inform all interested Small Businesses that the VA National Cemetery Administration, Pacific District as directed by the VA Riverside National Cemetery, is preparing to solicit the appropriate Set-Aside proposal Depending on the interested Reponses on this Request for Information. The intent of an awarded contract shall be to backfill and compact crypt field with imported topsoil to depths indicated herein. Subject to all terms, conditions, provisions, and schedules of the contract; contractor shall furnish all equipment, parts, materials, supplies, labor, and supervision necessary and incidental to the work required. The evaluation factors are as follows Lowest Price Technically Acceptable (LPTA). BACKGROUND: The VA National Cemeteries are a resting place for our nation's heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the VA National Cemetery Administration (NCA) to reflect this nation's concern and respect for those interred there. NCA mission is to honor veterans with a final resting place and lasting memorials that commemorate their service to our nation. National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries shall reflect this nation's concern for those interred. Participation in this effort is strictly voluntary. All costs associated with responding to this RFI Notice will be solely at the interested respondent s expense. The objective of this RFI Notice is to allow industry the opportunity to provide comments to the VA NCA Pacific District. Review of the responses to the RFI Notice will focus on the offeror s technical input and clarification of requirements. RFI Notice Response Due Date: The VA NCA Pacific District will only entertain written communication; no verbal communions will be accepted. Please submit written information via e-mail to Joseph Mendoza, Contracting Officer, at
[email protected] no later than 17 July 2017; 4:00 p.m. Pacific time. RFI Response Contact: Respondents to this RFI Notice shall designate a primary and one alternate point of contact within the company (Name, Address, Email, and Telephone). Clarification of RFI Notice Responses: To fully comprehend the information contained within a response to this RFI Notice, there may be a need to seek further clarification from those responding. This clarification may be requested in the form of brief verbal communication by telephone; written communication; electronic communication; or a request for a presentation of the response to a specific VA NCA Pacific District group or groups. The VA NCA Pacific District reserves the right to seek additional information from those respondents identified with unique solutions that are determined to be beneficial to the VA NCA Pacific District. Table of Contents STATEMENT OF WORK SECTION 01 33 23 - SHOP DRAWINGS, PRODUCT DATA, AND SAMPLES SECTION 01 45 29 - TESTING LABORATORY SERVICES SECTION 02 21 13 - SITE SURVEYS (LIMITED) SECTION 31 00 00 - EARTHWORK SECTION 32 12 43 - POROUS FLEXIBLE PAVING (TURF PAVING) LIST OF ATTACHMENTS PROJECT TITLE: Riverside National Cemetery Section 54A - Crypt Field Backfill Project PROJECT LOCATION: Riverside National Cemetery, 22495 Van Buren Blvd., Riverside, CA 92518 A. STATEMENT OF WORK GENERAL REQUIREMENTS SUMMARY OF WORK: WORK AREA: All work is to be performed on Riverside National Cemetery. The work area includes Section 54A, Section 54C, and their borders. The borders are the landscape areas between the burial plots and the physical boundaries of the burial sections. Section 54A is a crypt field burial section with pre-placed concrete crypts and includes the perimeter landscape areas between the crypt field and its boundaries. Section 54C is an in-ground cremains burial section and includes the landscape areas between the section and its boundaries. Concrete walks bounds the work area on the south and east; and landscape beds bound the site on the north. A future crypt burial section 54B borders the work area on the west. Section 54B may be under excavation during execution of the current contract. There is no significant existing vegetation within the work area. Turfgrass will be planted throughout the work area by Others under separate contract. (See Attachment A Conceptual Grading Plan and Details, for the site location and limit-of-work.) BACKFILL CRYPT FIELD: The Contractor gaining award shall provide all personnel, management, supplies, transportation, equipment and supervision necessary to perform and complete all work to backfill the crypt field with imported topsoil for cemetery section 54A that includes, but not limited to: site surveying, grading and drainage plans, import topsoil testing, imported topsoil supply, backfill and compaction, compaction testing, site grading and drainage, soil amendment, and restoration work. PERIMETER SOIL REPLACEMENT: The Contractor gaining award shall provide all personnel, management, supplies, transportation, equipment and supervision necessary to perform and complete all work to replace the top 8 inches of existing surface soil within the borders of Section 54A crypt field, and Section 54C and its borders that includes, but not limited to: site surveying, grading and drainage plans, surface soil removal, subsoil modification, import topsoil testing, imported topsoil supply, backfill and compaction, compaction testing, site grading and drainage, soil amendment, and restoration work. POROUS FLEXIBLE PAVING SYSTEM (TURF PAVING) INSTALLATION: The Contractor gaining award shall provide all personnel, management, materials, supplies, transportation, equipment and supervision necessary to perform and complete all work to construct a porous flexible paving system in the easement between Section 54A and 54C, including, but not limited to: site surveying, grading and drainage, excavation and backfill, aggregate base, porous flexible paving units, and topsoil placement. Incidental work includes raising and/or lowering of utility boxes to match profile of turf paving; raising and/or lowering of irrigation heads; installing Government-provided concrete sprinkler protectors. The Contractor will complete all work within One-hundred and twenty (120) calendar days after receipt of Notice of Award, subject to all terms, conditions, provisions, and schedules of the contract. Performance shall be in accordance with the requirements, conditions, terms and representations contained in this solicitation. There are NO headstones erected within the limit-of-work; however there are headstones on the adjacent cemetery section 52A. The Contractor will protect all headstones and markers from damage during the project. The Contractor will ensure that headstones or marker are protected from damage or being discolored from dirt or soil contact. Headstones and markers will not be physically removed from the gravesite during the project. PRICE/COST SCHEDULE ITEM NO. DESCRIPTION EST. QTY UNIT 0001 Site Survey and Grading Plan: Topographic survey of existing site features; and Contractor-provided Site Grading and Drainage Plan. 1 JOB 0002 Backfill Crypt Field: Backfill and compact crypt field with imported topsoil to depths indicated; Grade site to provide for positive drainage as indicated on COR-approved, Contractor-provided Grading Plan. 1 (78,000 sq.-ft.) See note (1) JOB 0003 Perimeter Soil Replacement: Remove existing surface soil from Section 54C and within the perimeter of Section 54A crypt field to depths indicated; Amend and prepare subgrade soils; Backfill and compact imported topsoil to depths indicated. 1 (20,000 sq-ft.) See note (1) JOB 0004 Imported Topsoil Testing: Agricultural Soil Testing and Recommendations. 10 EACH 0005 Topsoil Compaction Testing: Topsoil laboratory and in place maximum dry density tests. 12 EACH 0006 Soil Compaction Testing (Turf Paving): Subgrade in place relative density tests 2 EACH 0007 Base Compaction Testing (Turf Paving): Engineered Base in place relative density tests 2 EACH 0008 Turf Paving: Porous Flexible Paver System 1,555 See note (1) SF Note 1: The estimated quantities are based on the approximate area of concrete crypts plus 3-foot wide irrigation aisle between crypt blocks, plus an approximate 3-foot wide zone around the perimeter of the crypts, and may not include additional area due to existing slopes, and actual site conditions, etc. The estimated area for the perimeter buffer area around Section 54A crypt field, and for Section 54C in-ground cremains and perimeter may not include additional area due to existing slopes, and actual site conditions, etc. Therefore the contractor must take into account all these factors when determining their unit price. Adjustments to the contract price for these factors will not be allowed. Estimated Quantities: VA National Cemetery anticipates ordering and the Contractor furnishing the quantities & types of services stated in the Price Schedule. The Government, at its sole discretion, reserves the right to increase or decrease estimated quantities. Except as this contract will otherwise provide, if the Government's requirements result in decreased, or increased estimated quantities, that fact will not constitute a basis for an equitable price adjustment. Cemetery Section Gravesites Approx. Gravesite Size Gravesite Type Approx. Crypt Field Backfill Area Approx. Perimeter Buffer Area including Sec. 54C (Approximate depth of backfill over crypts = 18 inches minimum to 24 inches maximum) 54A 3,225 3 x 8 Pre-placed Crypt 78,000 sq-ft 20,000 sq-ft THE NCA MISSION: The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation s concern for those interred there. For this reason, the Contractor s strict adherence to the specifications shall be required and shall be essential. The Contractor shall demonstrate a clear understanding of, and the sensitivity to, environmental issues during the performance of the contract. DESIGNATED CONTRACTING OFFICER S REPRESENTATIVE (COR): The VA Contact Person is Paul LaGrange: Riverside National Cemetery Assistant Director. David Ramos is designated as the COR and can be reached at (951) 214-4358. The COR or his designee(s) will make site visits on a regular basis. If work is authorized to be performed after hours or on weekends/holidays and an emergency should occur, the Contractor shall contact the VA Police Office in the absence of the COR or his designee. The VA Police will then contact the COR or take appropriate action. CEMETERY LOCATION: The services will be performed at one (1) location: Riverside National Cemetery 22495 Van Buren Blvd. Riverside, California, 92518, Phone: (951) 653-8417 Fax: Fax: (951) 653-5233 CONTRACTOR S RESPONSIBILITIES AND INSURANCE REQUIREMENTS: The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to themselves or their employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by themselves or their employees fault or negligence. Any negligence on the part of the Government, its officers, agents, servants and employees, shall not be the responsibility of the Contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there-from. The Contractor shall maintain workmen s compensation, personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the State of Oregon, and in accordance with FAR 52.282-5, Section C. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it will not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer. CONTRACTOR DUTIES: Contractor Superintendent: A competent and experienced Contractor Superintendent shall be provided by the Contractor for not less than two (2) hours a day whenever work is being performed - other than trash and debris pick-up. In the absence of the Superintendent, the Contractor shall appoint a crew foreman or an employee who shall be responsible to insure that the work is being accomplished in an expeditious manner, is performed in accordance with the contract specifications and that the work shall progress without undue delay. The Contractor Superintendent shall have not less than three (3) years experience as a direct supervisor of a commercial service operation that included surveying, soil excavation, and site construction in industrial, commercial or public sites. The Contractor Superintendent shall ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure that employees are adequately supervised and proper conduct is maintained. Work Hours: Work shall be performed between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, except for Holidays, unless otherwise directed by the COR. At Contractor request and with the written permission of the COR, work shall also be permitted to be scheduled for weekends and/or Holidays. When emergency situations, that are caused by the Contractor or severe adverse weather prohibits work during the week, then he/she shall obtain approval from the COR to work on weekends in order to meet the period of performance. The Government will not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration time frame. No work shall be permitted on Veterans Day and Memorial Day and the two days immediately prior to Memorial Day for preparation. Notwithstanding, if any work under this contract shall be performed outside of the VA s normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday), then Contractor shall notify the COR at least 48 hours in advance. Federal Holidays: Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Christmas Day, New Year s Day, Martin Luther King, Jr., Washington s Day* Federal law (5 U.S.C. 6103) establishes the following public holidays for Federal employees. Please note that most Federal employees work on a Monday through Friday schedule. For these employees, when a holiday falls on a non-workday -- Saturday or Sunday -- the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday). *This holiday is designated as "Washington's Birthday" in section 6103(a) of title 5 of the United States Code, which is the law that specifies holidays for Federal employees. Though other institutions such as state and local governments and private businesses may use other names, it is our policy to always refer to holidays by the names designated in the law. After Normal Hours On-Call/Emergency Situations: The Contractor shall establish and maintain a point-of-contact to receive emergency calls from the COR(s). The point-of-contact shall be available on a 24-hour basis including during weekends, Federal Holidays and after normal hours of operation. The Contractor shall provide phone, pager and cell phone numbers for emergency and/or after hours situations. Repairs shall be made as expeditiously as circumstances allow or within (24) hours upon initial emergency call. The Contractor shall be required to submit daily reports on a weekly basis to the Assistant Cemetery Director or COR. Contractor shall check in daily and obtain funeral and/or special schedules as defined herein. This check-in is mandatory. The contractor shall provide an anticipated work schedule on a daily basis or as agreed upon with the Assistant Cemetery Director or COR, and to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony. The contractor shall document services performed and provide information to the COR as required during specific time frames. These daily meetings shall also be an opportunity for the Contractor to ask questions and ensure he/she understands the off-limit areas, which will vary, depending on the event. The superintendent can thus assign tasks accordingly throughout the rest of the Cemetery so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR(s) will then assist in doing so. Daily meetings will be at an agreed upon time between the COR and the Contractor. A list of scheduled ceremonies will be provided the week prior to the event, and a list of scheduled funerals will be provided daily. The Contractor shall be solely responsible for ensuring that no contract work causes any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity or security of the event is compromised. The Contractor shall be solely responsible for staying abreast of all such upcoming events and when in doubt, he/she shall ask the COR(s). The Contractor shall meet with the COR or authorized designee, at the end of each day to determine work completed and ensure that work is on schedule. The Contractor s performance and progress on this contract will be measured weekly based on how timely, accurately, and adequately he/she accomplishes and completes the weekly work schedules needed to systematically accomplish the contract work over the duration of the project. In instances where the COR determines that the work is behind schedule, he/she will notify the Contracting Officer and the Contractor shall increase workforce and/or hours of operation at no additional cost to the Government in order to achieve completion of the contract work within the specified time frame. Where work conflicts with existing utility/service lines (above ground/below ground), the corresponding utilities company and the COR will be notified and the Contractor shall obtain any necessary permits/ blue prints and cooperate with the utilities company/cemetery staff to avoid any damage or liability, and provide a safe work environment for his/her employees. Contractor shall be responsible for damages to utilities, above and below ground. The Contractor shall be responsible to ensure that all work shall be done in a manner that safeguards all VA visitors, employees, and public. The Contractor shall be solely responsible for any and all actions initiated and/or completed by his/her employees. Furthermore, the contractor and his/her employees shall have a clear understanding of, and be sensitive to, such environmental issues as ground water contamination, wetlands, etc., and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations. Damage to Government Property: The Contractor shall be responsible for repair or replacement of any contractor damaged cemetery structure, to include: turf, walkways, curbs, road pavement, headstones or markers, valve boxes, grid monument control markers, trees, landscape beds, etc., which are chipped, marred, damaged and/or ruined at the fault of the Contractor and shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed Contracting Officer s Representative (COR) prior to repair/replacement/installation. The Contractor shall be responsible for cleaning cemetery structures, headstones, monuments, and roadways that are soiled or stained as a result of Contractor s performance. The Contractor shall wash-down with water all soiled or stained structures headstones, and monuments at the end of each workday. Roadways shall be cleaned with a street sweeper each day as needed to keep the existing roads free from dirt and mud resulting from Contractor operations. No hazardous chemicals shall be used at any time on Government property. The Contractor shall bear all costs associated with washing and cleaning. Any such washing/cleaning shall be brought to the immediate attention of the COR prior to washing/cleaning. At the end of each day the Contractor shall remove all debris from the cemetery site resulting from the work. The Contractor shall ensure at all times that rubbish and trash generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site. The Government will not provide receptacle(s) for disposal of debris related to this contract. The Contractor shall be permitted to place his/her trash receptacle dumpsters in the COR-approved Contractor Staging Area . Entire area under renovation shall be secured with temporary construction fence with green fabric or as directed by the COR. Adequate warning devices, barricades (orange construction fence), guards, flagmen or other necessary precautions shall be provided by the Contractor at all work sites to eliminate hazards and for the protection, safety, and warning of all visitors, cemetery employees, contractor employees and vehicular traffic within the area. All open and unattended holes shall be covered with plywood and/or barricaded for safety. The Government will undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with any other contractors and with Government employees and shall carefully adapt scheduling and performance of work, and needing any direction, it will be provided by the COR(s). The Contractor shall be responsible for reporting to the COR(s) any problems or questions that shall arise with any other personnel on site during the period of performance of this contract. The Contractor shall not take it upon him or herself to resolve any problems or issues with other on-site contractors or employees, but rather shall leave it to the COR(s) to resolve the issue. The Contractor (including his or her employees, subcontractors, consultants or the like shall not operate trucks, tractors, and other heavy equipment on any turf area except as provided in this contract to perform work or as authorized by the COR. The Contractor shall be responsible for repairing turf damage caused by the Contractor s equipment and staff at no additional cost to the Government. WORK ENVIRONMENT: All work under this contract shall be performed primarily out doors and personnel performing these services shall be exposed to wind, sun, cold, dampness, frost, fog and rain. These conditions, may, at times, be extreme. The contractor shall take all necessary precautions to protect his/her employees from the elements to the maximum practicable extent. Weather shall not be considered an excusable delay in meeting specifications or project schedule. The Contractor understands that it shall be necessary to work throughout all weather conditions (unless highly extreme, causing equipment rutting and/or hazards, and dangerous to employees or public) and to apply additional labor and equipment as necessary to meet deadlines, at no additional cost to the Government. Due to the sensitive mission of the cemetery, the work could occasionally involve contact with and/or exposure to grieving individuals. Contractor personnel shall exercise and exhibit absolute decorum, composure and stability at all times and refer such individuals to Cemetery Staff. CONTRACTOR-FURNISHED ITEMS: The Contractor shall be responsible for supplying all equipment, personnel, tools, supplies and materials necessary to perform the services required by this contract. Contractor-furnished items necessary to perform work as required under this contract shall be furnished, maintained and operated by the contractor and shall be consistent and fully compliant with all applicable OSHA, Federal, State, County, City laws, ordinances and regulations. This includes, minor maintenance/repair and minor operating parts for equipment such as lubrication, oil changes, spark plugs, gaskets, cotter pins/keys, electric extension cords, etc., to keep all equipment in good operational condition throughout the period of performance of this contract. Contractor Staging Areas: Primary staging area shall be located on the cemetery road adjacent to the section(s) being renovated and a secondary staging area will be where approved by the COR. The Contractor shall install a 6-foot high chain link fence with green fabric and gates around this entire area for duration of the work in those sections. Contractor shall base operations out of these staging areas, using it for materials, equipment storage, administration, employee toilets, trash dumpster area, employee parking, employee lunch/break area, etc. After completion of project work, Contractor shall remove fencing and restore area back to original condition. The Contractor shall be responsible for ensuring that all of his/her motor vehicles and equipment meet State inspection, safety, licensing, registration, and insurance requirements. Electricity: In case the Contractor requires electricity while in performance of this contract, the Contractor shall provide and utilize portable generators as necessary to complete the work. If Contractor hookup to Riverside National Cemetery electrical distribution system is approved by COR, the Contractor shall provide all necessary connections and complete connection work in accordance with NEC requirements, and at no additional cost to the Government. Water: Water will only be made available via Contractor connection to existing Cemetery water system in existing locations where connection is available, at no cost to the Contractor for purposes of this contract only. The Contractor shall be responsible for making connections to this water supply in accordance with regulations. Contractor shall not obstruct normal traffic flow on adjacent roads while water is being obtained. In locations where Cemetery water system is not readily available, the Contractor shall provide and utilize portable water tanks and/or water trucks as necessary to transport water to areas where needed in order to complete the work required by this contract, at no additional cost to the Government. Refuse Facilities: The Contractor shall provide his/her own REFUSE FACILITIES, and these shall only be located in the COR-approved Staging Area . The Contractor shall not be authorized to place dumpsters or refuse facilities in any other location at the cemetery other than the approved staging area. The contractor shall be required to dispose of all debris and other waste materials generated by his/her work at a licensed off-site landfill unless otherwise directed by the COR(s). The Government will not provide receptacles for disposal of debris as a result of the services provided under this contract. In case of Hazardous Materials contractor is required to obtain required disposal permits from the State regulatory agency. Portable Toilets: The Contractor shall provide portable chemical toilets for use by workmen as necessary to comply with applicable OSHA requirements. These portable toilet facilities shall be kept clean and free of excessive odors, insects, etc. Locate portable toilet facilities in the COR approved Contractor Staging Area only. It shall not be permissible to locate portable toilet facilities in any other locations throughout the cemetery. The use of the permanent cemetery toilet facilities by workmen is strictly prohibited throughout the duration of this contract. Identification, Parking, Smoking, and VA Regulations: The Contractor's employees shall wear visible identification at all times while on the premises of the Cemetery. It shall be the responsibility of the Contractor to park in the appropriate designated parking areas. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking shall be prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations will result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Orientation for Contractor Employees: The Contractor shall be responsible to ensure that Contractor employees coming to the work site shall receive complete information on each of these subjects; Fire and Safety, Project Work Schedule, Rules Pertaining To Workers, General Parameter Job Related Issues, Disaster procedures, All technical requirements of the project. Treatment of Headstones. The Contractor shall be responsible to ensure Contractor employees providing work on this contract shall be fully trained and completely competent to perform the required work.