LEE COUNTY GROUNDS
Added: Oct 05, 2015 10:15 am This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in 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. Solicitation number is VA248-16-Q-0012 and is issued as a Request for Quote (RFQ). This solicitation documents and incorporates provisions and clauses in effect tough Federal Acquisition Circular 2005-76, effective 25 August 2014. This solicitation starts 10/5/2015/2015 and will end 10/14/2015 at 4pm EST. Network Contracting Activity 8 - Service Area Office - East intends to award a firm fixed price contract for lawn care maintenance service at the Department of Veterans Affairs, Lee County Health Care Clinic (LCHCC). This procurement is being conducted under the FAR part 13 and simplified acquisition procedures apply. The intent is to award a service contract with a base year and four (4) one year options. The anticipated award date is November 1, 2015. The North American Industrial Classification System (NAICS) code for this procurement is 561730 with a small business size standard of $7.5 million. This procurement is a total Service Disabled Veteran Owned Small Business (SDVOSB) set-aside and all eligible offerors may submit quotes. All offerors shall be registered in the System for Award Management (SAM) at https://www.sam.gov and www.vetbiz.gov to be considered for an award of a federal contract. The record shall be complete and not missing elements such as representations and certifications. All contractors interested in providing these services must be received by October 14, 2015, 1600 hours (4pm) EST to Annette Whitfield at annette.whitfield@va.gov. Electronic mail may be used to submit quotes however; electronic mail is submitted at the contractor's own risk as large PDF files may not be transmittable. Quotes may be submitted by mail to: Annette Whitfield, Department of Veterans Affairs, Network Contracting Activity-8, 10000 Bay Pines Blvd, Room 333, Building 2, Bay Pines, Florida 33744. No telephonic request for information will be entertained. The deadline for questions is October 9, 2015. All responses to questions will be posted by way of amendment to this combined synopsis/solicitation to the FedBizOpps website should submit (http://fedbizopps.cos.com/). Site Visit The site visit is scheduled for 10/7/2015 at 10:00 am. The LCHC is located at 2489 Parkway East, Cape Coral, Florida 33909. A site visit is strongly encouraged. Quoters are strongly encouraged to inspect the site where services are to be performed and to satisfy themselves as to all general and local conditions that may affect the cost of the performance of the contract; to the extent such information is reasonably obtainable. In no event will a failure to inspect the site constitute grounds for a claim after award of the contract. Basis for Award Award will be made to the lowest price offeror that is determined to be technically acceptable. The following clauses Federal Acquisition Regulation (FR) provisions and clauses apply to this solicitation and are incorporated by reference (provisions and clauses may be obtained via the internet: http://farsite.hill.af.mil or http://www.acquisition.gov .) FAR 52.203-3 Gratuities (Apr 1984) FAR 52.203-5 Covenant Against Contingent Fees (May 2014) FAR 52.203-6 Restrictions on subcontractors Sales to the Government (Sep 2006) FAR 52.203-7 Anti-Kickback Procedures (May 2014) FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employee of Whistleblower Rights (Apr 2014) FAR 52.204-4 Printed or Copied Double Sided on Postconsumer Fiber Content Paper (May 2011) FAR 52.204-7 System for Award Management (July 2013) FAR 52.204-8 Annual Representations and Certifications (May 2014), FAR 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) FAR 52.212-1 (Instructions to Offerors - Commercial Items (Apr 2014) FAR 52.212-2 (Evaluation - Commercial Items (Jan 1999) FAR 52.212-3 (Offeror Representations and Certifications -- Commercial Items (May 2014) FAR 52.212-4 (Contract Terms and Conditions -- Commercial Items (May 2014), FAR 52.217-5 Evaluation of Options (Jul 1990) FAR 52.217-8 Option to Extend Services (Nov 1999) FAR 52.217-9 Option to Extend the Term of Contract (Mar 2000) FAR 52.219-6 Notice of Total Small Business Set-Aside (Nov 2011) FAR 52.219-8 Utilization of Small Business Concerns (Oct 2014) FAR 52.219-14 Limitations on Subcontracting (Nov 2011) FAR 52.222-3 Convict Labor (June 2003) FAR 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Mar 2012) FAR 52.222-21 Prohibition of Segregated Facilities (Feb 1999) FAR 52.222-26 Equal Opportunity (Mar 2007) FAR 52.222-35 Equal Opportunity for Veterans (Jul 2014) FAR 52.222-36 Affirmative Action for Workers with Disabilities (Jul 2014), FAR 52.222-37 Employment Reports on Veterans, (Jul 2014) FAR 52.222-41 Service Contract Act of 1965 (May 2014) FAR 52.225-13 Restrictions on Certain Foreign Purchases (Jun 2008) FAR 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) FAR 52.233-4 Applicable Law for Breach of Contract Claim (OCT 2004) FAR 52.237-1 Site Visit (Apr 1984) FAR 52.237-3 Continuity of Service FAR 52.249-1 Termination for Convenience of the Government (Fixed-Price) (Short Form) (Apr 1984), FAR 52.249-2 Termination for Convenience of the Government (Fixed-Price) (Apr 2012) VAAR 852.203-70 Commercial Advertising (JAN 2008) VAAR 852.215-70 Service-Disabled Veteran Owned/Veteran Owned Small Business Evaluation Factors (DEC 2008) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008) VAAR 852.233-71 (Alternate Protest Procedure (Jan 1998) VAAR 852.237-70 Contractor Responsibilities (Apr 1984) VAAR 852.270-1 Representatives of Contracting Officers (Jan 2008) VAAR 852.270-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) VAAR 852.273.74 Award without exchanges (Jan 2003) QUOTATION SUBMISSION Offerors shall submit quotes electronically by the date and time in accordance with the Request for Quote instructions. The Offerors quote shall consist of tee (3) volumes: Volume I -Technical; Volume II - Past Performance; and Volume III - Price. Offerors responses shall be submitted in accordance with the following instructions: a) Format. The proposal submission shall be clearly indexed and logically assembled. All pages of each index shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Quote page limitations are applicable to this procurement. The maximum page count is 25. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1") each. Font size shall be no smaller than 12-point using Arial, Calibri, or Times New Roman fonts. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY, and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror's page limitations unless otherwise indicated. Pages in violation of these instructions, either by exceeding the margin, font or spacing restrictions or by exceeding the total page limit for a particular volume, will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view. b) File Packaging. Files may be compressed (zipped) into one file entitled "quote.zip" using a file compression program (i.e. WinZip) or quote files may be submitted individually. c) Content Requirements. The Offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. 52.212-2 Evaluation-Commercial Items (JAN 1999) The Government will award a firm fixed priced contract to the responsible offeror who is the Lowest Priced Technically Acceptable. In order to be rated Technically Acceptable, the offeror shall demonstrate their ability to meet the minimum qualifications below in order to be evaluated. 1. Detailed planned to perform lawn care service at the Lee County Health Care Clinic outlined in the SOW, to a full understanding of the scope and objectives. 2. Key Personnel a. Personnel identified by the Offeror will be evaluated based on their abilities in areas necessary for the successful completion of their assigned tasks. The evaluation will take into consideration their experience with similar projects and related fields. 3. Past Performance a. Offerors shall provide a minimum of tee (3) identified references when submitting their quote. Emphasis will be on recent, relevant past performance. Recent is defines as work performed within the last tee (3) years. Relevant is defined as work similar in size and scope to the work described in SOW. 4. Price The offeror shall complete the Price/Schedule and submit a breakdown that shows the basis for pricing including labor, equipment, operating supplies and any additional costs. STATEMENT OF WORK General The Contractor shall provide all supplies, materials, equipment, labor, supervision, management, disposal and transportation to perform all lawn, plant bed, retention pond/retention sway areas; grounds landscape maintenance, sidewalks and parking lots cleanup for the Lee County Healthcare Center (LCHC). The contractor has responsibility for and must demonstrate by an inventory that he/she has all necessary equipment to perform work under this contract. All trash will be picked up prior to use of lawnmowers and ground maintenance equipment or picked up afterwards if visible. All debris from grass clippings, tree trimming, palm fronds, weed control, etc. will be removed from the property at time of service at the expense of the contractor. The contractor is responsible to repair any damages that they or all their sub-contractors may cause at the expense of the contractor. The contractor has the responsibility for providing and applying fertilizer, soil amendments and insecticide materials. The contractor shall develop a schedule for lawn maintenance, fertilization, insect control, sidewalk, and parking lot cleanup for the approval of the contracting officer and/or his/her appointed designee prior to contract award. Schedules should be developed so as not to be a hazard to employees, customers or visitors to the property. A supervisory official or equivalent must speak English to ensure effective communication. The contractor is required to provide a certified arborist to conduct and document quarterly inspections on all living plants and trees toughout the property. Copies of the quarterly inspection of the property will be submitted to the COR within 30 days of completion. The contractor is required to provide a certified horticultural professional with extensive knowledge of pests, disease, and fungus of plants. Pond maintenance is required by someone who has an aquatic license in the state of Florida. The Contractor must include with the offer package, certification or license for any and all employees that will be handling or applying pesticides in performance of this Statement of Work to be considered for award. The Contractor shall promptly remove from the work site any supervisor or employee whose work or conduct is not satisfactory to the COR. The Contractor's supervisor shall be in charge of the work on behalf of the Contractor. The Contractor shall enforce strict discipline and good order among the Contractor's employees. The Contractor shall exercise the necessary supervision and control to prevent Contractor's employees from violating any rules and regulations. Location All worked is to be performed at the Lee County Healthcare Center, located at 2489 Diplomatic Parkway East, Cape Coral, FL 33909. Period of Performance The period of performance shall be November 1, 2015 tough October 31, 2016, with four (4) 12-month option years. Conduct of Work All work and services under this contract must be performed in such a way that there will be no interruption to, interference with, the normal operation of Government business on the premises of LCHC. The Contractor shall provide all supplies, materials, equipment, labor, supervision, management and transportation to perform all lawn, grounds, sidewalk and parking lot maintenance for the LCHC. The contractor has responsibility for and must demonstrate by an inventory that he/she has all necessary equipment to perform work under this contract. The contractor has the responsibility for providing and installing fertilizer, soil amendments and insecticide materials. The contractor shall develop a schedule for lawn maintenance, fertilization, insect control, plant bed maintenance, sidewalk, and parking lot cleanup for the approval of the contracting officer and/or his/her appointed designee within 10 days of contract award. Schedules should be developed so as not to be a hazard to employees, customers or visitors to the property. A supervisory official or equivalent must speak English to ensure effective communication. Protection of VA and privately owned assets and equipment is essential as contractor is responsible for any damage as a result of worker negligence. Pesticides or non-regulated waste are prohibited from being stored on-site. Spill containment practices shall be followed when refueling equipment. Spill containment kits must be provided by the contractor; accessible to their workers or sub-contractors every time work is being performed on the property. All cost associated with properly disposing of spill clean-up on this property will be the responsibility of the contractor or his sub-contractors. Requirements: Mowing Mow improved, Semi-Improved Grounds and Native Grassed Areas. Grass cutting of all lawn areas must be completed as per contract schedule. At no time will riding lawn mowers be driven onto or used on parking lot tree islands. Grass clipping discharges shall be blown away from plant beds, mulched or graveled areas at all times. Grass clippings must be removed or mulched when visible after mowing. All improved and semi-improved grounds and native grassed areas must look well-manicured at all times. All turf areas shall be mowed in a manner to maintain a uniform height of no less than 2½"during the peak growing season and no less than 2" during the winter season. Grass shall not be allowed to grow to a height of more than 5" inches before being mowed. All grass areas shall be mowed as needed to keep a well-groomed appearance at all times, which will be monitored by the COR or his/her designated official. No grass clippings shall be left on sidewalks, parking lot surfaces, or the VA and city streets. All clippings blown into street and sidewalks shall be vacuumed up or blown back into grass area. Clippings can be left on the lawn as long as no readily visible clumps remain on the grass surface 36 hours after mowing. Otherwise, large clumps of clippings will be collected and removed by the contractor. In the case of fungal disease outbreaks clippings will be collected until the disease is controlled. Fertilizer Turf areas shall be fertilized no less than tee (3) times per year using a fertilizer recommended under the Plant and Turf One (1) Year Guarantee. One application shall be made in the spring, followed by one in mid-summer and one in the fall. All fertilizer to be used shall be inspected by the contracting officer or his/her designee prior to application for quality and quantity. Both plant and turf fertilizer shall be commercial grade, free flowing, uniform in composition, and conforms to applicable state and federal regulations. Any unapproved fertilizer shall be removed and the recommended type of fertilizer purchased by the contractor. When fertilization is performed, a report consisting of the areas fertilized, and the quantity and type of fertilizer used shall be given to the COR. Reports should be deliverable and should be stated in the Request for Proposals. Failure to turn in reports shall be deemed work not performed and deductions made to the contract amount equaling cost of fertilizer plus labor. Soil samples must be taken and analyzed on a periodic basis to determine amounts and type of fertilizer or amendments to be used. Herbicides All herbicides shall be properly labeled and registered with the U.S Department of Agriculture. Keep all herbicides in the original labeled containers. Herbicide selection will be submitted to the COR for approval prior to application. Weed Control Weeds and crabgrass will require ongoing monitoring to ensure the landscaping maintains an aesthetic appeal. The standard of appearance will be determined by the COR, and it is the contractors responsibility to adhere to the level of appearance. The contractor is responsible for pulling or killing any and all weeds and grass growing in paved, concrete, mulched, rock and stone areas. The Contractor must keep all lawns (includes semi-improved and native grassed areas) subs, ground-cover beds, flower beds, graveled areas, parking lot, and all other adjacent areas free of weeds at all times. Any herbicides must be applied by certified or licensed personnel. This should take place at a minimum of ten (10) times a year per the "Schedule and Requirements" section. When herbicide is performed, a quarterly report consisting of the areas herbicide, and the quantity and type of herbicide used shall be given to the COR. Reports should be deliverable and should be stated in the Request for Proposal. Grass and weeds must be trimmed around trees, subs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, sidewalks, road shoulders and other fixed obstacles concurrent with mowing schedule. Damage to trees and subs from trimming must be repaired by the contractor. A weed control plan shall be submitted as part of the approval package for review by the contracting officer and his/her designee. The plan shall include but is not limited to methods for removal and standard of appearance. Insect Control Insects, to include ants, shall be controlled on an ongoing basis. Damage to turf areas as a result of insect treatment will be the responsibility of the contractor to repair. Only licensed applicators may apply insecticide. Ant mounds shall be identified, reported to the COR and treated monthly, or when requested. Only licensed applicators may apply insecticide. The contractor shall conduct a semi-annual uniform insecticide treatment of the grounds, plant beds and parking lot tree islands in the spring and fall not to exceed seven months between applications, a completion report with quantity and type of insecticide used shall be given to the COR within 30 days of completion. Failure to turn in reports shall be deemed work not performed and deductions made to the contract amount equaling cost of insecticide treatment plus labor. Edging and Property Border Overgrowth Sidewalks, curbs, edges of buildings, asphalt edges located in the improved and semi-improved grounds, bedding/planter areas and tree rings must be edged to maintain a professional appearance. Edging will include removal of vegetation from cracks in sidewalks, driveways, curbs and all other concrete and asphalt joints to maintain a professional neat appearance. The contractor will maintain a tee foot clearance of overgrowth from the Northern property security fencing with a six foot clearance of overgrowth from the security fencing boarding the West side of the property. Additionally, the contractor will maintain a minimum six foot clearance of overgrowth from the West side dock yard wall rock bed and will maintain the existing lawn and rock bed beside the West side dock wall. Blowing/Sweeping Sidewalks, curbs, patios and parking lots shall be cleaned of debris and clippings during mowing, weed eating and edging during regularly scheduled days of service. Retention Pond/Low Runoff Areas Retention ponds banks/low runoff areas shall be mowed on the same frequency schedule as other turf areas, and shall be maintained at the same height requirements as the rest of the turf toughout the property especially during the rainy season (May-August). The use of herbicides in retention ponds is not permitted. The wet Retention Ponds shall have annual programs for eradication of Aquatic Weeds and cycles of control. The Dry Retention Ponds will be mowed, trimmed and well maintained. All Biomass debris will be removed and disposed of offsite. Turf Disease/Fungus Any turf disease that appears, must be properly identified, and a permanent corrective action shall be submitted in writing to the COR for approval. The contractor shall maintain trees, plants, lawn, and ground cover free of insects and disease. The treatment of insects and diseases will be provided by the contractor. All turf areas or plants under the contractors responsibility which dies as a result of the contractor's non-performance or negligence, to include application of herbicide or irrigation issues that the contractor is responsible for, will be replaced by the contractor at the discretion of the CO or his/her designee. Plant Beds and Rock Beds Plant beds located on the property will be maintained by the contractor in a neat and professional manner, determined by the COR. An approved method of weed control shall be incorporated to include manual removal during the peak growing season; which will require more frequent maintenance during this time frame (March-November). At no time will plant beds and rock beds be over-run with weeds or grass. The rock beds boarding the building and dock yard wall will be kept free from weeds and grass clippings at all times. Mulching Plant and tree beds shall receive 3 inches of mulch cover during the month of November and an additional 1 ½ inches of mulch cover during the month of April. If needed some old existing mulch in the plant beds may be removed to maintain a neat appearance and maintain an even dispersing of mulch in the existing plant beds. The mulch will not exceed over the existing plant bed or planters boarder. Red or brown mulch will be the only approved color mulch used in the plant beds and this will be approved by the COR in advance. Pruning Trees and subs will be trimmed two times per year. The trimmings will be conducted in May and October. Palm fronds will be removed that are not positioned between 9 and 3, pose a safety hazard, or when determined to be no longer ascetically appealing by the COR. The contractor assumes responsibility for any palm frond related injury that results from neglecting the previously mentioned removal criteria. In the event of a storm or hurricane, the contractor has 3 days to clean up debris. No herbicides will be used for this purpose. The Contractor must maintain a neat and well maintained appearance of all plants, subs, and trees, by proper pruning, clipping, pinching back and shape maintenance. Also, contractor shall prune trees as necessary and/or at the request of the COR. Subs and ground cover should be pruned as necessary to maintain a well-manicured appearance. Subs will be pruned as needed to ensure an informal shape, fullness and bloom. Tree and palm pruning will be done twice per year and is limited to branches and/or brown fronds and seed heads below 20 feet in height. No green palm fronds shall be removed. All litter will be removed by the following growth flushes. Branches will be pruned just outside the branch collar. Pruning paint will not be applied. Sucker growth will be removed by hand from the base of trees. No herbicides will be used for this purpose. All dead, diseased or unsightly branches, vines or other growth will be collected and removed by the contractor Irrigation system The Contractor will conduct and complete a semi-annual Irrigation System Tune-up and a report given to the COR upon completion. Failure to turn in reports shall be deemed work not performed and deductions may be made to the contract amount equaling cost of professional irrigation system tune-up plus labor. The contractor will inspect and test all components and zones in the irrigation system monthly and shall reset zones according to seasonal changes. Minor adjustments and repairs such as head/emitter cleaning, replacement, filter cleaning, small leaks and minor timer adjustments shall be made by the contractor. Any parts needed, will be replaced under the irrigation system warranty unless it is found that damage was due to contractor non-performance or negligence, and then the contractor would be responsible for the cost of those parts during weekly maintenance. The contractor will note and report to COR any symptoms of inadequate or excessive irrigation, drainage problems, etc. Upon expiration of the irrigation system warranty, repairs to the system beyond the above scope will be negotiated at the time of occurrence. The government is not obligated to use the contractor for repairs to the system above those stated in the contract. The Contractor is responsible for replacing any and all grass, plants, subs, trees, to include palms trees that die from lack of irrigation due to negligence by the contractor. Thatch Removal The Contractor must perform general litter patrol on all grounds. Responsibilities will include, but will not be limited to, the removal and disposal of all natural debris (tree limbs, dry brush, rodent habitats, dead animals, etc.) and manmade debris. All grass clippings must be properly removed and disposed of offsite (not in the office dumpster). Sidewalks and paved areas must be cleaned of all lawn clippings after each mowing. Parking Lots/areas, walks, curb-gutter, sidewalks and concrete flat-work must be kept debris free (includes bark debris, dust and dirt), with the debris properly removed and disposed of offsite. Removal of debris and policing of grounds will be concurrent with mowing schedule. Removal of thatch (a spongy build-up of dead and living grass shoot, stems and roots) should be considered when thatch thickness exceeds one inch. The best time for thatch removal is March tough August when the turf-grass is rapidly growing. Storm Drains Storm drains will remain clear of mulch and debris to allow for adequate flow of water. Pond Maintenance The contractor is responsible to cut back all vegetation along the perimeter of the five retention ponds on the property, except for the cattails. This will be completed twice a year in June and November. Sidewalks and Entrance ways Sidewalks, entrance ways, and parking lots shall be kept clear of debris by the contractor. A parking lot automatic sweeper; paid for by the contractor, shall be used at a minimum once per year and services coordinated tough the COR. Sidewalks, curbs, signage, rock walls, exterior furniture, facility marquis signs, bus stops/shelters (5), tree planters, concrete safety bollards and the main drop-off/pick-up entrance way overhang shall be pressured washed and treated twice yearly or as needed and be stain free. A detailed report of all pressure washing will be sent to the COR upon completion within 10 working days. All exterior trash cans will be emptied daily. Any dead animals in parking lots, on sidewalks, and on the grounds will be removed within 8 hours of notification by the COR. All work is to be accomplished where it does not interfere with day to day operations of the building. All outside tables, bus stops/shelters (5), trash receptacles and furniture shall be cleaned monthly. Tasks shall be conducted on Monday-Saturday, between 8am and 6pm. Schedule and Requirements: The hours approved for these services are 8am to 6pm and Monday-Saturday. Mowing will take place per the following schedule or on an as needed basis as directed by the COR. Once a week during - March, April, May, June, July, August, September, October, November Every two weeks during - January, February, December Fertilizer once per month during the following months: February, June and October Chemical Weed Control once per month during the following months: February, March, April, May, June, July, August, September, October and November. Federal Holidays The contractor is not required to provide service on the following federal holidays, nor shall the contractor be paid for these holidays: New Year's Day Martin Luther King Day President's Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Cistmas Day Specific of Services The Contractor will be responsible for satisfactorily managing and performing exterior landscape maintenance services at the LCHC, Cape Coral, Florida. Exterior grounds consist of lawns, native grass areas, gravel, plant beds, parking lot, walks, driveways and curb. The Contractor must provide all labor, tools, equipment, supervision, herbicides, fertilizer, transportation and any other material or services necessary, to maintain the landscaping and grounds in such a manner to present a neat and well maintained appearance. All products used are to be environmentally friendly and a list and Material Safety Data Sheets (MSDS) of these products will be supplied to the MIC for approval. The products are to be non-toxic, biodegradable, and made from renewable sources (not petroleum) to promote a healthy and green environment when possible. The MSDS must be provided by the contractor to the COR where the information will be kept on file in accordance with applicable guidelines of the OSHA Hazard Communications Standard. Requirements pertaining to recordkeeping will be strictly followed, with copy(s) provided to COR as necessary and upon request. Inspections Contractor is responsible for oversight of all work and must perform and document monthly quality control inspections and provide to COR to ensure compliance with all provisions within the contract. The criteria and frequency of reporting will be determined upon contract award. Circumstances to Be Reported The Contractor or Contractor's employees shall report any circumstances of needed repair of the facility or unusual soiling of an area which may affect the performance of the work, present unhealthy or hazardous conditions. In addition, report those which may create any delays or interference with the work caused by the employees of the Government. Such report shall be made immediately upon discovery by the Contractor to the COR. Emergency and Special Event Services Upon notification by the contracting officer, the contractor shall perform emergency or special event grounds maintenance required in areas covered under this contract. Upon notification of an emergency, the contract manager shall respond within one (1) hour to meet with the COR and initiate emergency services. Upon receiving direction by the COR. contractor personnel shall begin emergency work within two hours. The contracting officer will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event. Quality Control The contractor shall develop, submit for contracting officer approval, and maintain a quality program to ensure grounds maintenance services are performed in accordance with established standards of Professional Grounds Management Society (PGMS), National Arborist Association, American Society of Landscape Architects, and the local county extension office. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Delivery Summary. Quality Assurance The government will periodically evaluate the contractor's performance in accordance with the Quality Assurance Surveillance Plan. Confidentiality and Nondisclosure It is agreed that: 1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the COR at the conclusion of the task order. 2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response. 3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. Safety and Security It is agreed that the Vendor shall meet all local, state and federal safety requirements during the entire contract period. All materials must be securely transported with straps or chains in accordance with all local, state, and Federal Department of Health Regulations. Any work stoppages directed by the CO, COR, Facility Safety Officer or VA Police due to safety or security violations by the contractor or his designated sub-contractor, will be promptly corrected. The corrective action shall be reported to the CO or COR prior to permission being granted to recommence work. Damage to Government Property a. Contractors shall be responsible for replacement of any structure, to include: building glass, turf, curb, road pavement, headstone or marker, valve boxes, control markers, sprinkler heads, which is chipped, marred, damaged and/or ruined at the fault of the contractor. The contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed COR prior to repair/replacement/installation. b. At the Government's discretion, the contractor shall either repair or replace the property, or reimburse the Government the full amount for all property damage(s). The contractor shall be aware that Government property - beyond standard structures and equipment - also includes monuments, trees, beds, and turf (i.e., wounded trees or damaged turf). Invoices & Payment The contractor shall submit a monthly invoice in arrears to the COR for all services rendered during the calendar month. Invoices shall reference the appropriate contract and purchase order number. The COR will review each invoice for accuracy and certify for payment. Insurance a. The Contractor shall possess and maintain all necessary insurance, license and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her 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 employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Florida. b. Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Performance Objective Performance Standard AQL Maintain Improved and Semi-improved Grounds Grass is maintained within proper height for its area. Sod does not need to be replaced. Sod is healthy and looks well maintained Customer complaints shall not exceed 2 per month Maintain Trees, Subs, Broadleaf Evergreens, Hedges, and Perennial Flowers Trees, plants, hedges, flowers, flourish and do not need to be replaced. They have adequate drainage and mulch. They do not show any sign of disease or pests and appear healthy. They are pruned properly and in a timely manner. They are trimmed properly. Bedding is mulched and free of weeds, grass, and debris. Fertilizer and soil amendments are applied. Soil is aerated; Customer complaints shall not exceed 2 per month. Maintain Irrigation System and Replace Parts Irrigation system functions properly. System Functions 95% of time. Police Grounds of Trash and Litter Grounds are free of trash and litter. Customer complaints shall not exceed 2 per month. Pest Control Pest control plan is reviewed and pests are controlled. Pesticide usage is reported to COR Customer complaints shall not exceed 2 per month. Price/Cost Schedule CLIN 0001: Base Year: 11/1/2015 to 10/31/2016 Description UNIT UNIT PRICE TTL AMOUNT Contractor shall provide all supervision, labor, tools, equipment and material necessary to provide lawn care maintenance service for the LCHCC in accordance with SOW. JB CLIN 1001: 1st Option Year: 11/1/2016 to 10/31/2017 Description UNIT UNIT PRICE TTL AMOUNT Contractor shall provide all supervision, labor, tools, equipment and material necessary to provide lawn care maintenance service for the LCHCC in accordance with SOW. JB CLIN 2001: 2nd Option Year: 11/1/2017 to 10/31/2018 Description UNIT UNIT PRICE TTL AMOUNT Contractor shall provide all supervision, labor, tools, equipment and material necessary to provide lawn care maintenance service for the LCHCC in accordance with SOW. JB CLIN 3001: 3rd Option Year: 11/1/2018 to 10/31/2019 Description UNIT UNIT PRICE TTL AMOUNT Contractor shall provide all supervision, labor, tools, equipment and material necessary to provide lawn care maintenance service for the LCHCC in accordance with SOW. JB CLIN 4001: 4th Option Year: 11/1/2019 to 10/31/2020 Description UNIT UNIT PRICE TTL AMOUNT Contractor shall provide all supervision, labor, tools, equipment and material necessary to provide lawn care maintenance service for the LCHCC in accordance with SOW. JB AGGREGATE TOTAL: $ _________________
VA24816Q0012 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 8
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