F014--Tree Removal Service

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04. This solicitation is set-aside for SDVOSB The associated North American Industrial Classification System (NAICS) code for this procurement is 561730, with a small business size standard of $9.5 Million. The FSC/PSC is F014. The Togus VAMC located at 1 VA Center, Augusta ME 04330 is seeking a vendor capable of providing Tree Removal Services for Togus VA Medical Center. All interested companies shall provide quotations for the following: Supplies/Services ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Tree Removal Services IAW the SOW Period: Base 1.00 YR __________________ __________________ 0001 Emergency Call -Removal of down trees IAW the SOW Period: Base 1.00 EA __________________ __________________ 1001 Tree Removal Services IAW the SOW Period: OY 1 1.00 YR __________________ __________________ 1001 Emergency Call -Removal of down trees IAW the SOW Period: OY 1 1.00 EA __________________ __________________ GRAND TOTAL __________________ STATEMENT OF WORK (SOW) Tree Removal and Mulching Services Department of Veterans Affairs Togus VA Medical Center Base Year with Option Year 1. Introduction This Statement of Work (SOW) outlines the requirements for a tree removal and chipping contract, which includes the full removal of 25 trees per contract year, chipping of all tree components into mulch, and stump removal and grinding, from the TOGUS grounds. The contractor will have the option of chipping on-site or off-site, with the mulch deliverable returned to the site. If off-site chipping, mulch will be delivered to appointed site determined by the facility. The mulch must be treated with black or brown coloring as specified. Accurate reporting of the weight of removed tree components and mulch deliverables to the GEMS manager is mandatory. 2. Scope of Work The contractor shall perform the following tasks under this contract:

• Perform all work in accordance with industry standards, federal, state, and local regulations, including environmental and safety standards.
• Complete removal of 25 trees per contract year which shall include cutting the trees at ground level, chipping or hauling away all brush and wood debris, and ensuring the site is left clean and safe.
• Emergency Removal of fallen trees which shall include grinding tree stumps below ground level chips chipping or hauling away all brush and wood debris, and ensuring the site is left clean and safe.

April October (non-winter season): Arrival on site within 24-48 hours of notification, with full debris removal and site cleanup completed within 48 hours after arrival. October April (winter season): Arrival on site within 48 72 hours of notification, with full cleanup completed within 48 72 hours after arrival or once conditions allow safe operations. Tree Map: https://www.zeemaps.com/view?group=6970434&x=-69.702878&y=44.282885&z=1

• Contractor has the option to chip tree components on-site or off-site.
• All chipped materials must be processed into mulch and treated with black or brown coloring as specified by the VA GEMS manager.
• Complete removal and grinding tree stumps below ground level.
• If chipping is conducted off-site, much must be returned and delivered to the designated location as specified by the VA GEMS manager.
• Treated mulch must meet the color specification provided (black or brown).

3. Performance Standards The vendor shall:

• Must have capability to remove all trees that measure between 6 and 50 in diameter, and site cleanup within the agreed upon time frame from the date of contract award.
• Felled, downed, or removed trees will be chipped. The mulch will be delivered to a location chosen by the facility.
• Complete removal of tree stumps, including grinding to at least 6 inches below ground level.
• Ensure all work is performed safely, minimizing risk to personnel, property, and the environment.
• Remove all debris resulting from tree removal, leaving the site in a clean and safe condition.
• Mulch must be treated with either black or brown coloring, as specified by the VA GEMS manager.
• The coloring treatment must be environmentally safe and durable.
• The contractor shall ensure that all personnel involved in the tree removal process are adequately trained and equipped.
• The contractor must adhere to all relevant safety and environmental regulations.
• The contractor is responsible for ensuring that the removal and chipping process does not harm adjacent structures or landscapes.
• The contractor must ensure the mulch treatment process uses environmentally safe coloring products.
• Start and completion dates for the work will be specified by the facility

4. Quality Assurance

• The VA GEMS manager will inspect the work to ensure it meets the specifications outlined in this SOW.
• Any discrepancies or deficiencies will be reported to the contractor for prompt remediation.

5. Deliverables

• Complete removal of all trees, including all associated debris. Ensure that debris removal and mulch weights are reported to the GEMS Officer.
• Any logs or debris hauled away off site, no further than 10 miles, must have weights reported to the GEMS Officer
• Documentation of work completion, including photographs before and after removal.
• The site must be left clean and free of debris resulting from the tree removal activities.
• Perform all work in accordance with industry standards, federal, state, and local regulations, including environmental and safety standards.
• Complete removal shall include cutting the trees at ground level, chipping or hauling away all brush and wood debris, and ensuring the site is left clean and safe.
• Removal of all down trees when called, grinding tree stumps below ground level chips and process into mulch
• Contractor has the option to chip tree components on-site or off-site.
• All chipped materials must be processed into mulch and treated with black or brown coloring as specified by the VA GEMS manager.
• Complete removal and grinding tree stumps below ground level.
• If chipping is conducted off-site, much must be returned and delivered to the designated location as specified by the VA GEMS manager.
• Treated mulch must meet the color specification provided (black or brown).

C. Requirements 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy. 8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. ** VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736 D. Flow down of requirements to subcontractors 1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this contract and require written subcontractor acknowledgment of same. 2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. Place of Performance/Place of Delivery Address: 1 VA Center, Augusta ME Postal Code: 04330 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services [Attention CO: www.sam.gov registration is required to be complete at time of submission of response.] Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023) FAR 852.219-73 - VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses. FAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction The following clauses are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note), 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) (Section 102 of Division R of Pub. L. 117-328), 52.209-6, Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (Jan 2025) ( 31 U.S.C. 6101 note), 52.219-28, 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018), All quoters shall submit the following: (1) A Firm Fixed Price Quote which shall be received on or before the date and time specified in Section (xv) of this solicitation. (2) A completely filled and signed Limitation of Subcontracting in accordance with VAAR 852.219-75. (3) A proposal outlining technical capabilities in accordance with the Statement of Work (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is Monday, 2 March 2026 at 5:00 PM EST. Questions received after this date and time will not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. All quotes shall be sent to Kenya.Mitchell1@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of the FAR. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than Friday, 06 March 2026 by 5:00 PM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Kenya.Mitchell1@va.gov Options will be evaluated at time of award The following are the decision factors: ADDENDUM to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotations: Technical Past Performance Price Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; …