Grounds Maintenance with 4 Option Years

Questions and Answers.

Q1: Shrub and Hedge Trimming Frequency - Is shrub and hedge trimming limited to the four (4) scheduled annual services, or must the contractor include additional trimming, when needed, within the firm-fixed annual price?

A1: Trimming in the 4 scheduled services should suffice.

Q2: Fertilizer and Weed-Control Requirements - Is the contractor responsible for furnishing all fertilizer and weed-control products? If so, are there required product specifications, application rates, target weeds, approval requirements, or application records beyond using a combination product suitable for Bermuda and St. Augustine grass?

A2: Fertilizer is not required and weed control is covered in another contract.

Q3: Debris and Clipping Disposal: SOW Section 3.0 states the contractor is responsible for the disposal of all trash, debris, and grass clippings. Is there an established on-site area for the disposal of organic materials (clippings/limbs), or is the contractor required to haul all organic waste to an off-site commercial landfill?

A3: Contractor is required to haul oof trash debris and organic materials to large to fit in our dumpsters.

Q4: Schedule Discrepancy: The Grounds Maintenance Schedule in Section 4.0 lists 37 total mows but 38 total trash pickups, specifically showing a pickup in January when no mowing is scheduled. Is the January pickup intended to be a stand-alone site policing service, or should it coincide with other scheduled tasks?

A4: 37 total mows and trash pickups should be total. The 38th trash pickup can be removed.

Q5: Personnel Security Requirements: The facility is identified as the Knipling-Bushland U.S. Livestock Insects Research Laboratory. Beyond the standard SAM registration and site visit requirements, are there specific facility-level security clearances or background checks required for on-site subcontractor personnel?

A5: The facility is secured by a fence that is operated by the front office. All work will be scheduled M-F 8am to 4pm. Contractor will call in from security box at the gate and the front office will allow access if work is scheduled. 

Q6: 1. Is the total acreage or square footage for each mowing area available in a map or schedule that can be shared?

A6: Area in total is about 5 acers.

Q7: 2. Are there any historical mowing frequencies or estimated annual service counts available for pricing purposes?

A7: NO

Q8: 3. Will the Government conduct or recommend a site visit prior to the quotation due date? If so, how should interested vendors schedule attendance?

A8: A site visit has been scheduled in this solicitation and instructions to attend are listed in the same location.

Q9: 4. Are there any access restrictions, security requirements, or badging procedures that contractor personnel should anticipate?

A9: The contractor will call in from the front gate on scheduled maintenance days to be let on the facility. If the work is not scheduled the contractor will not enter the facility.

Q10: 5. Are there any Government-furnished utilities, water sources, or storage areas available for contractor use while performing the work?

A10: Water is accessible. The facility does not provide storage for the contractor.

Q11: 6. Does the Government anticipate any significant changes to the scope of work during the option years?

A11: The facility does not anticipate any significant changes to the SOW.

Q12: 7. Are there any known seasonal events, research activities, or facility operations that could affect the contractor's work schedule?

A12: Scheduled work should not be affected but we can’t foresee the future.

Q13: Besides price and technical acceptability, are there any additional evaluation considerations that vendors should be aware of?

A13: NO

Q14. Is this solicitation a re-compete of a previous grounds maintenance contract at this facility? If so, could you share the incumbent contractor's name or general pricing history for reference?

A14: There is no information on previous contracts.

Q15. What minimum insurance coverage (e.g., general liability, workers' compensation) is required for this contract, and must proof of insurance be submitted with the quote, or only upon award?

A15: If insurance is required it will be annotated in the solicitation.

Q16. Under this firm-fixed-price contract, should invoices be submitted monthly, quarterly, or per completed service visit?

A16: After contract award the vendor may select invoicing which ever method they choose as long as it is after the service period has been completed. Most often monthly is chosen.

Q17. If a scheduled mowing/service visit is missed due to weather or a federal holiday, is the contractor expected to reschedule within the same week, or does that visit roll to the next scheduled date?

A17: Work with facility point of contact for makeup date.

Q18. Is attendance at the August 12, 2026 site visit mandatory in order to be eligible to submit a quote, or is it optional but recommended?

A18: Site visits are recommended but not mandatory. You are allowed to submit quotes whether or not you attend the site visit. 

Q19: The Q&A references hallways in Buildings 95 and 113, while another response identifies the conference room as being in Building 116. Please confirm whether Building 113 or Building 116 is included in the weekly janitorial scope and identify the areas to be serviced in each building.

A19: 116 is the conference room and that is the one listed in the SOW along with 95. 95 is the small kitchen area and the hallways.Weekly cleaning is still what the SOW states, 95 and 116 along with listed restrooms in 95, 92, 102, 113 and 300, 113 would be an addition but is just a sweep and mop floor.

Q20: The SOW states that a regular mowing service must be completed in one day, barring weather interruption. Is this an absolute requirement, or may work be completed over two consecutive weekdays during peak growing periods with prior Government approval?

A20: Facility would prefer the work is completed in 1 day. With an exception for trimming growth from fence line.

Q21: Does the one-day requirement apply only to mowing, edging, weed-eating, and blow-off, or does it also include debris removal and shrub trimming applications performed during that visit?

A21: Correct the mowing, edging, weed eating, and blow off should be completed in one day. The picking up of trash debris should be done same day as the mowing. Trimming growth from fence line would be the only exception for scheduling two days.

Q22: May the contractor use tractor-mounted rotary cutters, shredders, brush cutters, or similar equipment in rough, rocky, unimproved, or otherwise inaccessible areas?

A22: Contractor may use any equipment they feel is needed to complete the job. Contract must be cautious of the building, windows, glass doors, and vehicles in the area. Contractor is responsible for any damage.

Q23: Are zero-turn mowers permitted where terrain and ground conditions allow their safe operation? Please identify any areas or equipment types that are restricted.

A23: Any equipment the contractor has that completes the work in a safe and professional manner is acceptable.

Q24: Where rocks, uneven terrain, former building sites, foundations, or other obstacles make conventional mowing impractical, may the contractor maintain the area using commercial string trimmers or brush cutters?

A24: Yes.

Q25: Please provide or confirm the official maintenance map, approximate total acreage, and boundaries of all areas included in the contract. If possible, please identify the acreage expected to be maintained by conventional mowing, tractor-mounted equipment, and string trimming.

A25: Drawing was included with the information in the solicitation. Site visit was held for contractors to see the area to be maintained. 5 acres is roughly the amount of land to be maintained.

Q26: Some areas appeared to contain rocks, remnants of demolished structures, foundations, old materials, or other hazards. Will USDA clear or mark these conditions before performance, or must the contractor include their removal and disposal in its recurring price?

A26: This material will be removed by USDA. Contractor should always be cautious when mowing as conditions can change.

Q27: Will the grounds be delivered in a regularly maintained condition at contract start, or must the contractor include an initial heavy cut, reclamation, brush clearing, or site cleanup?

A27: Conditions will be the way it was seen on the site visit.

Q28: Please specify the required finished vegetation height or appearance standard for rough or unimproved areas where conventional turf mowing is not practical.

A28: Roughly 3–5-inch height in in areas where conventional mowing cant be done is expected.

Q29: During fall and winter, may service frequencies or work areas be adjusted when vegetation becomes dormant, or must the contractor perform every service according to the stated monthly schedule regardless of actual growth?

A29: Discuss with the facility expectations during the winter months.

Q30: What procedure should the contractor use to document pre-existing rocks, foundations, debris, holes, and other concealed hazards before beginning performance?

A30: Please provide the facility with information and details concerning any hazards or issues you come across.

Description -

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 12.  This announcement constitutes the only solicitation.  Quotations are being requested and a separate written solicitation will not be issued. 

Solicitation number 1232SA26Q0977 is issued as a Request for Quotation (RFQ) for Ground Maintenance with 4 option year.  

This acquisition  is set-aside for small business concerns.  The applicable North American Industry Classification Standard Code is 561730  The small business size standard is $9.5 Million  This acquisition is a Total Small Business Set-Aside.  All responsible sources may submit a quotation which will be considered by the agency. 

Statement of Requirement

This requirement is for Grounds Maintenance with 4 Option years in accordance with the attached Statement of Work.

Vendors are required to be active and registered in the System for Award Management at www.sam.gov when submitting a quote and at time of award (FAR 52.204-7(b)(1)). Payment will be made utilizing the Department of the Treasury Invoice Processing Platform at www.ipp.gov.

SAM.gov and IPP.gov are free, official websites of the United States government.

Quotes are due no later than 4:00 pm Central Standard Time on Friday, August 28, 2026. Quotes must be submitted electronically, e-mailed to lynn.hults@usda.gov; no faxed or hard copy quotes are allowed.

Responses must include a detailed description of the capability of providing a Grounds Maintenance with 4 option years, any relevant experience providing this type of data to other government agencies or organizations, and past performance history.  Quotes that merely offer to provide the data as described in the Statement of Work without any additional information will not receive further consideration for award.

The final day for question submission is 3:00 pm Central Standard Time on Tuesday, August 21, 2026.

A site visit is scheduled for Wednesday August 12, 2026, at 10:00AM CST. Please ensure you email the name of the personnel requesting to attend with the name of the company which they represent to lynn.hults@usda.gov by Tuesday August 11, 2026, by 3:00 PM CST.