This is a SOURCES SOUGHT ANNOUNCEMENT ONLY.
It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this source sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) SAM UEI number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.
The Department of Veteran Affairs, Phoenix VA Health Care System located at 650 East Indian School Road, Phoenix, AZ 85012-1839, to Contractor to procure Tree Trimming and Weed Control in accordance with the detailed requirements outlined in the attached Statement of Work.
Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 561730 - Landscaping Services ($9.5 Million dollars).
Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the SBA-Dynamic Small Business Search (DSBS) Registry located at https://dsbs.sba.gov.
All interested Offerors should submit information by e-mail to Charity.Cazee@va.gov . All information submissions to be marked Attn: Charity Cazee, Contract Specialist and should be received no later than 12:00 pm PST on May 7,2026.
DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
Statement of Work
Tree Trimming & Weed Control
DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, supervision, transportation and other items and services necessary to ensure that all trees at the Phoenix VA are properly trimmed and debris is cleaned up and removed. At times a tree may become diseased or a danger to property or persons; when this is identified by Contractor, COR or Contracting Officer a determination may be made to remove that tree completely. Removal of Any Tree must first be in writing and approved by Contracting Officer with the determination prior to removal. Tree trimming debris should be recycled as yard waste wherever possible. Weed control services will include quarterly spray applications and two pre-emergent treatments annually to maintain long term effectiveness.
APPLICABLE REFERENCES: Trees include but not limited to: Palm (including various versions such as Fan and Date but not limited to), Mesquite, Palo Verde, Torche, Brazil and other various and unknown trees.
Weed control in all areas of the compound.
TASKS:
Trim all Palm Tree - All trees will be inspected quarterly, trimmed back and maintained. Additionally, a minimum of one time per year palm tree services shall include: 1) Trim and skin all campus palm trees. 2) Trim all old fronds and seed PODs. 3) Complete clean-up and remove all debris. The service is for approximately 60 trees. Date palm and fan palms are included.
All Other Trees on Property All trees other than palm, will be inspected quarterly, trimmed back whereas branches are not rubbing or in danger of doing damage to property which includes but is not limited to all buildings and parking structures including solar panel canopies or persons. Complete clean-up and removal of all debris.
Weed Control Services will include quarterly spray applications and two pre-emergent treatments annually to maintain long term effectiveness. All areas on the hospital compound will be treated. High foot traffic areas, parking lot islands, all rock areas.
SCHEDULE OF WORK: The contractor shall visit site four times per year, one time per quarter. Desired months for service shall be January, April, July and October.
Task Visits to the site should not affect VA operations or interfere with patient visits.
PRICE AND COST SCHEDULE:
Base Year; Contract Period: 5-15-2026 to 5-14-2027; All trees will be inspected quarterly, trimmed back and maintained; includes weed control plan. Additionally, a minimum of one time per year palm tree services shall include: 1) Trim and skin all campus palm trees. 2) Trim all old fronds and seed PODs. 3) Complete clean-up and removal of all debris. The service is for approximately 60 trees. Date palm and fan palms are included. All trees other than palm, will be inspected quarterly, trimmed back whereas branches are not rubbing or in danger of doing damage to property which includes but is not limited to all buildings and parking structures including solar panel canopies or persons. Complete clean-up and removal of all debris.
Option Year One; Contract Period: 5-15-2027 to 5-14-2028; All trees will be inspected quarterly, trimmed back and maintained; includes weed control plan. Additionally, a minimum of one time per year palm tree services shall include: 1) Trim and skin all campus palm trees. 2) Trim all old fronds and seed PODs. 3) Complete clean-up and remove all debris. The service is for approximately 60 trees. Date palm and fan palms are included. All trees other than palm, will be inspected quarterly, trimmed back whereas branches are not rubbing or in danger of doing damage to property which includes but is not limited to all buildings and parking structures including solar panel canopies or people. Complete clean-up and removal of all debris.
Option Year Two; Contract Period: 5-15-2028 to 5-14-2029; All trees will be inspected quarterly, trimmed back and maintained; includes weed control plan. Additionally, a minimum of one time per year palm tree services shall include: 1) Trim and skin all campus palm trees. 2) Trim all old fronds and seed PODs. 3) Complete clean-up and remove all debris. The service is for approximately 60 trees. Date palm and fan palms are included. All trees other than palm, will be inspected quarterly, trimmed back whereas branches are not rubbing or in danger of doing damage to property which includes but is not limited to all buildings and parking structures including solar panel canopies or people. Complete clean-up and removal of all debris.
Option Year Three; Contract Period: 5-15-2029 to 5-14-2030; All trees will be inspected quarterly, trimmed back and maintained; includes weed control plan. Additionally, a minimum of one time per year palm tree services shall include: 1) Trim and skin all campus palm trees. 2) Trim all old fronds and seed PODs. 3) Complete clean-up and remove all debris. The service is for approximately 60 trees. Date palm and fan palms are included. All trees other than palms will be inspected quarterly, trimmed back whereas branches are not rubbing or in danger of doing damage to property which includes but is not limited to all buildings and parking structures including solar panel canopies or people. Complete clean-up and remove all debris.
Option Year Four; Contract Period: 5-15-2030 to 5-14-2031; All trees will be inspected quarterly, trimmed back and maintained; includes weed control plan. Additionally, a minimum of one time per year palm tree services shall include: 1) Trim and skin all campus palm trees. 2) Trim all old fronds and seed PODs. 3) Complete clean-up and remove all debris. The service is for approximately 60 trees. Date palm and fan palms are included. All trees other than palm, will be inspected quarterly, trimmed back whereas branches are not rubbing or in danger of doing damage to property which includes but is not limited to all buildings and parking structures including solar panel canopies or people. Complete clean-up and removal of all debris.
PERFORMANCE OBJECTIVE: Tree Trimming: Trees are trimmed properly and in a timely manner. Area is neat and clean, free from debris. Practice all safety measures. Customer complaints shall not exceed 3 per year. Weed Control: Spray for weed control
HOURS OF COVERAGE: Normal hours of coverage are Monday through Friday from 7:00 am to 4:00 pm local time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the SME in coordination with the COR.
Work performed outside the normal hours of coverage shall be approved by the Contracting Officer. Funding for services that are outside the normal coverage hours or on holidays shall have approved modification prior to any service being allowed.
NOTE: All hardware/software modifications, upgrades, updates, enhancements, installations etc., for the enclosed inventory listing shall be scheduled and performed during normal hours of coverage at no additional charge to the government.
GOVERNMENT HOLIDAYS: The Vendor is not required to provide service on the following National holidays, not shall the Vendor be paid for these holidays. The following national holidays observed by the Federal Government:
New Year s Day 1 January
Martin Luther King s Birthday Third Monday in January
President s Day Third Monday in February
Memorial Day Last Monday in May
Juneteenth 19 June
Independence Day 4 July
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day 11 November
Thanksgiving Day 4th Thursday in November
Christmas Day 25 December
If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States.
INVOICE AND PAYMENT: Payment to be made monthly in arrears. The Vendor shall submit original invoices in proper electronic format to the Financial Services Center (FSC). Proper electronic format means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:
VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission.
Please see OB10 contact information below to begin submitting electronic invoices, free of charge.
A system that conforms to the X12 electronic data interchange (EDI) formats established by the
Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).
The X12 EDI Web site (http://www.x12.org)
Vendor e-Invoice Set-Up Information:
OB10 e-Invoice Setup Information: 1-877-752-0900
OB10 e-Invoice e-mail: USClientServices@ob10.com
Financial Services Center e-Invoice Contact Information: 1-877-353-9791
Financial Service Center e-Invoice e-mail: vafsccshd@va.gov
The invoice MUST be itemized to include the following information listed below. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction.
Time period being invoiced for.
Description of services.
Unit Cost Billed.
Extended amount due.
Invoice number and date.
Contract and obligation number.
See attached document: SOW - Landscaping 02.
