Sources Sought Notice
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Sources Sought Notice
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The National Cemetery Administration is issuing this synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for the purchase and delivery of bulk topsoil to Calverton National Cemetery on an as-needed basis. Additional information regarding the requirement is available in the Statement of Need in the Appendix accompanying this notice. The result of this market research will contribute to determining the method of acquisition. The applicable North American Industry Classification System (NAICS) code assigned to this acquisition is 484110.
There is no solicitation at this time. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.
If your organization has the potential capacity to provide these products, please provide the following information:
1) organization name, address, SAM UEI #, email address, website address, telephone number, and size and type of ownership for the organization; and
2) tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability, for delivery of bulk topsoil. If significant subcontracting or teaming is anticipated to deliver technical capability, address the administrative and management structure of such arrangements (i.e. will a subcontractor be used for all or part of the requirement).
The government will evaluate market information to ascertain potential market capacity to:
1) provide product consistent in scope and scale with those described in this notice and otherwise anticipated;
2) and determined what socio-economic categories can provide these products.
Based on the responses to this Sources Sought Notice/Market Research, this requirement may be set aside for small business categories or procured through full and open competition. The government will not provide feedback or evaluations to companies regarding their submissions in response to this notice.
Submission Instructions: Interested parties who consider themselves qualified to deliver the above-listed products are invited to submit a response to this Sources Sought Notice by July 31, 2026 at 4:00 pm EST. All responses under this notice must be emailed to Sarah Poole at sarah.poole1@va.gov and use the following title in the Subject Line: 36C78626Q0093 Topsoil for Calverton National Cemetery.
If you have any questions concerning this opportunity, please contact Sarah Poole, Contracting Officer at sarah.poole1@va.gov.
APPENDIX 1: Statement of Need
STATEMENT OF NEED
BACKGROUND
Calverton National Cemetery (CNC) is located at 210 Princeton Blvd, Calverton NY. Cemetery grounds encompass approximately 1,045 acres of land. CNC is a National Shrine that honors Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemetery receives visitors, holds ceremonies, and conducts committal services. Due to CNC s special significance and the attention it receives from the public and media, strict adherence to the following specifications is essential.
GENERAL REQUIREMENTS
Calverton National Cemetery requires the delivery of 1,300 cubic yards of bulk topsoil (Dry Weight Measured) annually, with the option for an additional, not to exceed, 200 cubic yards during one, or all the ordering periods, so an Option for Increased Quantity is included for each year. The contractor will be responsible for delivering the topsoil bi-annually during spring (late March to May) and fall (September to November), with each delivery coordinated on an as needed basis.
Notification and Delivery Methods: The Contracting Officer s Representative (COR) shall schedule delivery time and date. The Contractor will be notified, at least, two (2) weeks before delivery is needed.
Upon delivery, all topsoil will be inspected and may be rejected by COR if it fails to conform to any of the requirements of this contract.
Communication: Communication with the COR is essential. The Contractor must contact the COR at the time of delivery to ensure proper placement of bulk Topsoil (Dry Weight Measured). Communication with the COR is strongly encouraged as burial activities at the cemetery take precedence over deliveries. Work activity and noise must not disturb Committal/Burial Services. Additionally, trucks are strictly prohibited from passing through any Committal/Burial Service area during this period.
Topsoil Specifications: Topsoil must meet the following requirements:
A fertile, friable, natural earth of loamy character, without a mixture of subsoil, uniform in quality.
Contains 5% composted material and free of refuse or debris, including but not limited to:
Hard clods, stiff clay, sod, or hard pan.
Pebbles larger than 1/4 in diameter,
Coarse sand, noxious weeds, stick brush, other rubbish, etc.
The topsoil must contain at least 5% organic matter, determined by loss on ignition on moisture-free samples, dried in accordance with the current method of the Association of Official Agricultural Chemists.
The acidity range shall be PH 5.0 to 7.0 inclusive.
RESPONSIBILITIES
The Contractor shall preserve and protect all structures, equipment, roads, and vegetation (such as trees, shrubs, & grass) on or adjacent to the delivery site, which is not to be removed and which does not interfere with the deliveries required under this contract. The Contractor will take extreme precaution when delivering and unloading Topsoil (Dry Weight Measured) to not hit, damage, mark and/or knock any buildings/structures.
The Contractor shall protect from damage all existing improvements and utilities at or near the delivery site and on adjacent property of a third party. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.
Insurance, Licenses & Permits: The Contractor shall possess and maintain all necessary insurance, licenses, and permits required for contract performance. Contractor is responsible for any injury to himself/herself/themself, his/her/them employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her/them employees fault or negligence. The Contractor is responsible for repair and/or replacement of any damaged turf, headstones, structures, and/or other property.
The Contractor shall maintain personal liability and property damage insurance coverage as required by the laws of the State of New York or in accordance with FAR 52.228-5 Insurance Work on a Government Installation (Jan 1997) and the following limitations, whichever is more.
Bodily Injury Liability coverage of at least $500,00 per occurrence.
Property Damage Liability coverage of at least $100,000 per occurrence.
WORK HOURS
Hours Of Operation: Deliveries shall be made Monday through Friday, between the hours of 8:00 a.m. 2:00 p.m., unless otherwise requested by Cemetery due to unforeseen weather emergency need.
National Holidays: Deliveries shall not be made on the eleven holidays observed by the Federal Government, unless emergency delivery requested. Unless otherwise specified, when a holiday falls on a Sunday, the following Monday shall be the legal holiday as observed by the Federal Government. When a holiday falls on a Saturday, the preceding Friday shall be observed as the legal holiday. The eleven holidays observed by the Federal Government are as follows:
Holiday
Date
Month
New Year s Day
1st
January
Martin Luther King Jr. s Birthday
3rd Monday
January
President s Day
3rd Monday
February
Memorial Day
Last Monday
May
Juneteenth/Freedom Day
19th
June
Independence Day
4th
July
Labor Day
1st Monday
September
Columbus Day
2nd Monday
October
Veterans Day
11th
November
Thanksgiving Day
4th Thursday
November
Christmas Day
25th
December
Or any other day specifically declared by the President of the United States to be a National Holiday.
(End of Work Statement)
