S208--Tree inspection and remediation at the Northampton VA Medical Center

Description This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) part 12, Acquisition of 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 2026-01, dated 3/13/2026, and applicable VA deviations identified herein. This solicitation is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside. The associated North American Industry Classification System (NAICS) code for this procurement is 561730, Landscaping Services. The FSC/PSC is S208, Housekeeping-Grounds Maintenance. The Northampton VA Medical Center, Central Western Massachusetts Healthcare System, located at 421 N Main Street, Leeds, MA 01053, is seeking Tree Risk Assessment and Remediation services, including a qualified arborist and crew to perform a yearly assessment to identify and remediate potential risks of tree or limb failure. The applicable Wage Determination will be included as Attachment 1. STATEMENT OF WORK TREE RISK ASSESSMENT AND REMEDIATION Northampton VA Medical Center, Central Western Massachusetts Healthcare System 421 N Main Street Leeds, MA 01053 1 Overview 1.1 General Intent The Contractor shall provide professional services to include all labor, transportation, materials, apparatus, tools, equipment and permits necessary to perform the work in accordance with the contractual requirements contained herein. All work must adhere to VHA, OSHA, EPA, and Mass DEP standards. 1.2 Contract Specific Requirements Tree Risk Assessment and Remediation Following the Arborist plan, the Contractor shall perform up to one week's services trimming and/or removing trees. Prior to the start of any field work, the Contractor shall contact the contract point of contact (POC) (e.g., Contracting Officer's Representative, COR) to review proposed methods and plans for the completion of the work. Please note the bidding requirements related to this solicitation to ensure the following requirements are met. Failure to comply with bidding requirements may result in quotes being found to be not technically acceptable. The following shall be performed: Contractors are responsible for ensuring their personnel wear all required personal protective equipment (PPE). Contractors may utilize VA PPE supplies if appropriate for onsite personnel, but the Contractor is ultimately responsible for ensuring proper fitting PPE is available for its personnel; the VA shall not be liable for deficiencies or work stoppage resulting from PPE issues. Contractor shall have training records and relevant certifications for JCI equipment for all on-site personnel. Contractor's business must be within a sixty (60) mile radius of Edward P. Boland Campus, 421 N Main St, Leeds, MA 01053. 1.3 General Scope Items The following is a list of general scope considerations: An arborist will work 1 day to provide an action plan for the trimming/removal of hazardous and diseased trees throughout campus. After the arborist submits the plan, the Contractor shall contact the COR to discuss product data and work plan for all materials prior to utilization. A week's worth of work will follow. Using the arborist plan, all diseased and hazardous trees will be remedied. All field work shall be scheduled at least 14 business days in advance with the POC/COR, unless service is emergency-related. In the event of needed emergency service, the Contractor will be available within 24 hours of contact. The site shall be left clean of all debris and hazardous materials daily. 1.4 Site Access and Management Requirements The Contractor shall be solely responsible for the management, including all associated labor, equipment, materials, transport, and inspection, to meet the requirements of the project. The Contractor must have the following additional requirements before working on site: Contractor badge, if issued, must be obtained and visibly worn by the contractor or representative at all times while on campus. These requirements are applicable to all contractor employees and subcontractors working in and around campus buildings unless stated otherwise by the COR. The Contractor is ultimately responsible for the behavior of employees and subcontractors. Any waste generated shall be properly disposed of and documented by the Contractor. Questions or concerns shall be addressed with the COR. 2 Proposed Schedule All on-site work (including cleanup) shall take place during the following times, unless otherwise approved by the COR: 08:00 16:00h Monday through Friday. Off-hour work for activities impacting normal operations or scheduling conflicts are generally 17:00 06:00 Monday Friday and anytime Saturday and Sunday. Holidays excepted unless other times are arranged in advance and approved in writing by the COR. 3 Bidding Requirements Contract line items shall be bid as follows for a 1-year period: Unit price per tree for cutting, removal, and stump removal to a minimum distance of six inches below grade. Price of a three-man crew, chipper, loader, per day. 3.1 Parking Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in designated areas (subject to change). Parking in designated patient parking areas is strictly prohibited. Parking on grass is also prohibited. Parking for equipment necessary to perform the work will be authorized in advance of starting the project. Parking passes will be issued by the COR when necessary. 3.2 Storage of Equipment and Materials The Contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be given to the Contractor for their storage needs. Additionally, a contractor trailer is NOT permitted for this contract. The Contractor should schedule delivery of materials to limit the amount of storage space and time. The warehouse CANNOT accept, or store, deliveries associated with a contract and not purchased directly by the VA (i.e., no drop-shipping contract supplies). 3.3 Debris Removal The Contractor/Installer shall be required to remove waste materials and debris daily (unless otherwise authorized by the COR) from the campus. All waste material and debris shall be removed off the site by the Contractor and shall be disposed of in accordance with applicable State and Federal regulations. 3.4 Site Utilities In the event a shutdown, restriction, or interruption of any utility services is required, a written request must be submitted (at least 14 calendar days in advance) and approved by the VA POC/COR. All utility shutdowns must be reviewed and approved by the VA. 4 Material and Workmanship Quality All materials and workmanship shall comply with all codes, standards, and requirements of all Authorities Having Jurisdiction (AHJ). All work shall be done in accordance with contract terms and conditions and in a professional manner according to the best trade practices and to the satisfaction of the COR. This includes work performed by subcontractors. END OF STATEMENT OF WORK The contract period of performance: Base year only Place of Performance: Northampton VA Medical Center, Central Western Massachusetts Healthcare System 421 N Main Street Leeds, MA 01053 The following solicitation provisions apply to this acquisition: FAR 52.204-7 System for Award Management Registration (NOV 2024) (DEVIATION NOV 2025). FAR 52.219-1 Small Business Program Representations (FEB 2024) (DEVIATION NOV 2025). FAR 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020) (DEVIATION SEP 2025). FAR 52.240-90 Security Prohibitions and Exclusions Representations and Certifications (NOV 2025) (DEVIATION). FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998). FAR 52.252-5 Authorized Deviations in Provisions (NOV 2020). VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008). FAR 52.219-27 Notice of Set-Aside for, or Sole-Source Award to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (FEB 2024). The following provision is incorporated into 52.212-1 as an addendum to this solicitation: 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small…