S208--West Haven Grounds and Maintenance

COMBINED SYNOPSIS/SOLICITATION West Haven Grounds Maintenance VA Connecticut Healthcare System West Haven VAMC Solicitation Number: 36C24127Q0004 Posted Date: October 20th, 2026 Response Deadline: October 29th, 2026, 10:00 AM Eastern Time Set-Aside: Total Small Business Set-Aside NAICS Code: 561730 Landscaping Services Size Standard: $9.5 Million Product Service Code (PSC): S208 Grounds Maintenance Contract Type: Firm-Fixed Price (FFP) Place of Performance: VA Connecticut Healthcare System, 950 Campbell Avenue, West Haven, CT 06516 1. GENERAL INFORMATION This is a combined synopsis/solicitation for commercial services prepared in accordance with the format prescribed in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued separately. This solicitation is issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01. This acquisition is set aside 100% for Small Business in accordance with FAR 19.502-2. Offerors must be registered and active in SAM.gov at the time of offer submission and at time of award. 2. REQUIREMENT OVERVIEW The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1), on behalf of the VA Connecticut Healthcare System, requires comprehensive grounds maintenance, snow and ice removal, and storm drain maintenance services at the West Haven VA Medical Center. Services are required to support 24/7 Medical Center access and operations for veterans and staff year-round. 3. STATEMENT OF WORK (SOW) 3.1 Background The VA Connecticut Healthcare System requires annual services for grounds maintenance, snow and ice removal, hauling, and treatment services at the West Haven VA Medical Center, located at 950 Campbell Avenue, West Haven, CT 06516. 3.2 Scope of Work The Contractor shall furnish all labor, materials, equipment, tools, supervision, disposal, and all incidentals necessary to perform grounds maintenance, snow and ice removal, and storm drain cleaning services as described herein. The Contractor shall coordinate all work with the VA COR and designated representatives of Facilities Management Service. 3.3 Contractor Qualifications To be eligible for award, the Contractor shall: Maintain a field service representative located within 200 miles of the West Haven Campus and capable of responding within two (2) hours. Possess proper equipment, materials, and support to provide all services under this contract. Provide, upon request, documentation of certification and training on specific equipment used under this contract. The CO and/or COR reserve the right to reject any Contractor personnel and refuse permission to work on-site based on credentials or conduct. 3.4 Description of Services 3.4.1 Snow and Ice Removal Snow Removal (SOW §1.1) The Contractor shall remove snow from all sidewalks, steps, stairs, stair and ramp landings, entrance ramps, roadways, roads, parking lots, and parking structures across the West Haven VA campus as delineated in Appendix A (Snow Removal Map) and Appendix D (Lots and Roads). All snow removal zones are considered high priority and shall be worked simultaneously. Snow piling will be in designated locations per the COR. Snow removal shall commence when on-site accumulation reaches one (1) inch and/or within one (1) hour after snowfall stops, whichever occurs first. Snow removal shall continue until all accumulation has ended and all covered surfaces are fully cleared. When snowfall is forecasted, the Contractor shall pretreat all snow removal zones at least two (2) hours prior to each forecasted event. Snow shall not be piled on paved areas (roads or parking lots). Piles shall maintain safety and maximize usable parking area. The Contractor shall clear all handicap access points throughout the campus at all times. Snow removal quantities are based on total snowstorm accumulation as reported by the National Weather Service https://www.weather.gov/ for West Haven, CT. Contract quantities include up to 50 inches of snow and 5,000 lbs of ice melt. Amounts exceeding contract quantities require Contracting Officer authorization via contract modification. Ice melt application shall be included with every snow and ice removal event. All ice and snow melt materials shall be provided by the Contractor. Snow removal shall cover the following areas: Roadways and Drives: Campbell Avenue Entrance, Spring Street Entrance, Lawson Road, Service Road, Building 1 Loading Dock, Building 2 Loading Dock, Building 2 Main Entrance, Building 5 Main Entrance, Ambulance Bay, Ring Road, Building 19, Building 16, and Veterans Drive. Parking Lots (1,378 regular spaces / 129 accessible spaces): Parking Lots 1, 2, 4, 5, 6, 7, 8, 10, 14, 15, 16, 18, 24, Emergency Room, and Fisher House. Sidewalks and Building Entrances (12,636 SF total): All areas as identified in the West Haven VA Medical Center Sidewalk/Walkway and Building Entrance Inventory. Ice Removal (SOW §1.2) The Contractor shall immediately treat and remove ice on all sidewalks, steps, stairs, ramp landings, and entrance ramps. Ice removal shall commence when any accumulation occurs and/or within one (1) hour after ice stops. Approved ice melt product for sidewalks: Calcium Magnesium Acetate (CMA) such as Inferno or equal. Sand is not permitted. Approved product for roads and parking lots: Salt or other COR-approved ice control products. Pretreatment shall occur at least two (2) hours prior to each forecasted ice/freezing precipitation event. The Government will provide a bulk salt storage area on-site for Contractor use. Personnel Management (SOW §1.3) The Contractor shall provide supervision for full utilization of staff and coordination with the VA COR. The Contractor shall provide standard log forms for COR review and approval prior to each option year and submit daily activity logs documenting all campus activities. Response Time and Hours of Operation (SOW §1.5) The Contractor shall provide 24/7 response to snow and ice events within one (1) hour. Parking Garage Snow Removal (SOW §1.6) Prior to each winter season (no later than November 1 of each contract year), the Contractor and COR shall conduct a pre-season walkthrough of the garage. The Contractor shall provide a written photographic damage report within 10 calendar days of the walkthrough. Snow removal from the garage roof deck shall use approved equipment only. Plow trucks shall not exceed 10,000 lbs fully loaded. Plow cutting edges contacting precast surfaces shall have well-maintained rubber tipper blades. Snow piling on the garage deck is not authorized; plows shall be held approximately 1 inch from the deck surface and approach seams at no greater than a 75-degree angle. Parking Garage De-Icing (SOW §1.7) Prior to the first freeze of each season, the Contractor shall submit the de-icing product intended for use, with at least one alternate, and shall walk the garage with the maintenance team to inspect drains and potential problem areas. Authorized products for precast concrete surfaces are limited to Calcium Magnesium Acetate (CMA) or Urea-Based deicers. Equipment weight limits for de-icing match snow removal requirements. Salt and De-Icing Products (SOW §1.8) All products used for snow removal and de-icing must be approved by the COR prior to use. The Contractor is responsible for providing all products required for pretreatment, snow melt, and de-icing. The Government will not provide any snow removal or de-icing products. 3.4.2 Grounds Maintenance Mowing (SOW §2.1) The Contractor shall mow approximately 30 acres of improved grounds at the West Haven VAMC (Appendix C). Grass height shall be maintained between 3 and 6 inches. Grass clippings shall be removed and disposed of offsite or mulched when visible after mowing. Clippings shall be removed from all paved surfaces. Portable high-CFM blowers shall not be used during normal working hours near personnel or parked vehicles. Edging (SOW §2.2) Sidewalks, driveways, curbs, and concrete or asphalt edges shall be edged at least every other mowing. Trimming (SOW §2.3) Grass and weeds shall be trimmed around all fixed obstacles (trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, and islands) concurrent with mowing. Trimming height shall match surrounding grass heights. Damage to trees or shrubs caused by the Contractor shall be repaired within 15 days of noticed or reported damage, including replacement with plants of the same size and type if necessary. Irrigation (SOW §2.4) The Contractor shall maintain and conduct spring turn-on and fall winterization of the irrigation system in front of Building 2 and within the island for the main flagpole near the parking garage. Fall Leaf Removal (SOW §2.5) Fallen leaves and…