1240BE26Q0085 Sabana Groundskeeping Maintenance Services.pdf

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PORTLAND OR 97204-2829

STE 310

1220 SW 3RD AVE

USDA-FS CSA NORTHWEST 3

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07/21/2026

458-212-6064JARED MACHGAN

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08/06/2026 1700 ES

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1240BE26Q0085

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1 571169738OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

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SAN JUAN PR 00926

1201 CALLE CEIBA

JARDIN BOTANICO SUR

USDA FOREST SERVICE

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STE 310

1220 SW 3RD AVE

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24.

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UNIT

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SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Sabana Field Research Station Grounds Keeping Services

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

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XX

DATED

JARED D. MACHGAN

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25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REFERENCE

jaredmachgan Underline

ITEM

NUMBER

DESCRIPTION

PAY

UNIT

EST QTY UNIT COST TOTAL

0001 Sabana Groundskeeping– Base Year MO 3 0002 Monthly Roof Maintenance as per 6.37 MO 3 0003 Pressure Washer as per 6.5 Qtrly 1

ITEM

NUMBER

DESCRIPTION

PAY

UNIT

EST QTY UNIT COST TOTAL

1001 Sabana Groundskeeping– Base Year MO 12 1002 Monthly Roof Maintenance as per 6.37 MO 12 1003 Pressure Washer as per 6.5 Qtrly 4

ITEM

NUMBER

DESCRIPTION

PAY

UNIT

EST QTY UNIT COST TOTAL

2001 Sabana Groundskeeping– Base Year MO 12

2002 Monthly Roof Maintenance as per 6.37 MO 12

2003 Pressure Washer as per 6.5 Qtrly 4

ITEM

NUMBER

DESCRIPTION

PAY

UNIT

EST QTY UNIT COST TOTAL

3001 Sabana Groundskeeping– Base Year MO 12 3002 Monthly Roof Maintenance as per 6.37 MO 12 3003 Pressure Washer as per 6.5 Qtrly 4

ITEM

NUMBER

DESCRIPTION

PAY

UNIT

EST QTY UNIT COST TOTAL

4001 Sabana Groundskeeping MO 12 4002 Monthly Roof Maintenance as per 6.37 MO 12 4003 Pressure Washer as per 6.5 Qtrly 4

Company Name__________________________

Company Authorized Representative ______________________

SAM Unique Entity Identifier (UEI) ________________________

TOTAL PRICE - BASE YEAR

SCHEDULE OF ITEMS

Period of Performance Base Year: 10/01/2026 to 12/31/2026

Period of Performance Option Year 1: 01/01/2027 – 12/31/2027

Period of Performance Option Year 4: 01/01/2030 – 12/31/2030

TOTAL PRICE - OPTION YEAR 4

TOTAL PRICE - (BASE PLUS OPTION YEARS 1- 4)

TOTAL PRICE - OPTION YEAR 1

TOTAL PRICE - OPTION YEAR 2

TOTAL PRICE - OPTION YEAR 3

Period of Performance Option Year 2: 01/01/2028 – 12/31/2028

Period of Performance Option Year 3: 01/01/2029 – 12/31/2029

1240BE26Q0085 Sabana Field Research Station Grounds Keeping Services

1.0 General

1.1 Purpose:

The purpose of this contract is to obtain a comprehensive ground maintenance service to ensure the safety, functionality, and aesthetic quality of its facilities. This Statement of Work (SOW) establishes the scope, standards, and responsibilities for the contractor performing these services. The intent is to maintain all outdoor areas, roofs, and designated surfaces in compliance with applicable regulations and industry best practices. Services include routine landscaping, vegetation control, roof maintenance, and pressure washing exterior surfaces, including the roofs to maintain a clean, safe environment for staff and visitors.

1.2 Location: The Sabana Field Research Station (SFRS) located at Road 983 INT 988 KM 6.5, Luquillo, Puerto Rico. The Contractor shall perform all work in full compliance with applicable federal, and local laws and regulations, industry standards, and the requirements set forth herein.

The contractor shall plan, program, administer, manage, and execute the work necessary to perform housekeeping services in accordance with all federal, state, and local laws and regulations, commercial standard practices, on this Statement of Work

(SOW).

1.3 Scope:

Groundskeeping services for the areas adjacent to the six buildings part of SFRS. The maintenance services include the areas and fences around all buildings within SFRS:

Administration, Ecosystems, Laboratories, Researcher offices Modular Unit, Dormitory and Multipurpose. To include but not limited to: Cleaning the yard, cutting grass, weeding by hand, maintenance of all garden areas and general cleanliness of the green areas inside the Station. Trim and clean the outside of the Station fence and around gate once a month. Collect all leaves and associated plant parts that have fallen on ground surfaces including all the buildings roofs once a month. It consists of collecting and disposing of all the leaves and other organic debris of vegetation that fall inside the fenced area of the Station, including the leaves that fall on building roofs.

Pressure washing exterior roofs, sidewalks, concrete drainage ditches, culverts and parking quarterly. This consists of cleaning the concrete areas including parking, sidewalks, other ground-level concrete surfaces, roofs and parapets. This work is distributed throughout the year so that all areas are cleaned up a minimum once a quarter. Due to the nature of potential for year-round rainfall at the SFRS facilities, this works addresses and eliminates potential slippery surfaces as a safety concern.

2.0 BACKGROUND

The Forest Service is a land management agency that protects and manages 154 national forests and 20 grasslands in the mainland and in Puerto Rico, encompassing 193 million acres of land, in addition to numerous wilderness, recreation, scenic and other areas. The agency’s mission is to sustain the health, diversity, and productivity of the nation’s forests and grasslands to meet the needs of present and future generations.

SFRS is a multi-building federal research facility and is part of the International Institute of Tropical Forestry in San Juan PR supporting administration, research, and lodging.

3.0 LOCATION

SFRS, Luquillo, Puerto Rico, is located 30 miles from the metropolitan area and takes about 50 minutes by car to get there (see maps). Area for Ground Maintenance as follows:

Approximate Area North 1,120 m² 0.27 acres Approximate Area South 4,735 m² 1.17 acres Approximate Total Area 5,855 m² 1.44 acres

Additional information: Complex is composed of six buildings

a) Administration/Communications/Law Enforcement Office (LEO): 1,539 sq ft (approx.)

b) Ecosystems: 726 sq ft (approx.)

c) Laboratory: 752 sq ft (approx.)

d) Researcher Offices/Modular Unit: 1,300 sq ft (approx.)

e) Dormitory: 1,822 sq ft (approx.)

f) Multipurpose (Previously Woodshop): 3,000 sq ft (approx.)

3.1 Hours of Operations:

All work shall take place one day per month Monday through Friday between 07:30 AM and 3:00 PM Atlantic time except on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings reasons No service is performed on Federal local holidays unless directed by the COR.

3.2 Observed Holidays

1.New Year’s Day – January 1ˢᵗ 2.Three Kings Day- January 6 ᵗʰ

3. Martin Luther King Junior’s Birthday – Third Monday in January

5. President’s Day – Third Monday in February

6. Memorial Day – Last Monday in May

7. Juneteenth – June 19ᵗʰ

8. Independence Day – July 4ᵗʰ

9. Labor Day – First Monday in September

10. Columbus Day – Second Monday in October 11 Veteran’s Day – November 11ᵗʰ

12. Thanksgiving Day – Fourth Thursday in November

13. Christmas Day- December 25ᵗʰ

4.0 Government Furnished

The contractor will require access to all facilities at USDA Forests Service International Institute of Tropical Forestry at Sabana Field Research Station, Sabana ward Municipality of Luquillo, Puerto Rico. Access may be restricted during federal holidays, government closures or other agreed upon situational circumstances

5.0 Contractor Furnished Property

Except for the items listed in the "GOVERNMENT FURNISHED” , the Contractor must provide all equipment, materials, personnel and services to perform the requirements of this contract. The Contractor must ensure that all items furnished exclusively for use in support of government grounds maintenance contracts.

6.0 Technical Requirements / Tasks

6.1 Work Outside Regular Hours

Except as may otherwise be specified, all work must be performed during regular established working hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular hours, he/she may submit written request to the Contracting Officer Representative (COR) for approval.

6.2 Management

The Contractor must manage the total work effort associated with the ground’s maintenance services required herein to assure fully adequate and timely completion of these services. Included in this function there will be a full range of management duties including, but not limited to, planning, scheduling, report preparation, and quality control.

The Contractor must provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

6.2.1 Work Control

The Contractor must implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress.

The Contractor must plan and schedule work to assure labor, equipment, and material are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Written schedules and status reports must be provided when requested by the Contracting Officer’s Representative (COR).

6.2.2 Contractor's Superintendent

During the execution of all work involving the handling and/or use of herbicides, the Contractor must give the job his personal supervision or must have on the job a responsible and competent representative with the authority to speak and act for him.

The whereabouts on the activity of the supervisor must be made always known to the COR when work is performed.

6.2.3 Protection of Government Property

The Contractor must ensure that grass clippings, leaves, and other debris do not damage Government property, including but not limited to buildings, vehicles, and equipment. Grass clippings and leaves shall not be blown into generators, open windows, HVAC units, or HVAC intakes. When clearing debris from driveways and parking lots, blown debris shall not impact employees, windows, or Government vehicles.

6.2.4 Continuity of Services.

To ensure continuity of essential services, the successful bidder must be prepared to fully commence work on the start date of this contract and should not assume that Government or previous Contractor employees will be available to guide, direct, or specifically orientate each Contractor employee.

6.3 SFRS Administrative Site Maintenance Services

The Contractor must provide the following grounds maintenance services in the areas shown in SFRS Site Plan attachment.

6.3.1 Trash, Litter, and Vegetative Debris Collection and Disposal

Monthly Yard Cleaning

Frequency: Once per month

Activities:

Collect and proper disposal of trash, litter, and vegetative debris with required waste diversion.

Cleanup after mowing, removing grass clippings from paved areas.

Clearing of shrub and plant beds of debris and weeds.

Sweeping or blowing of sidewalks, walkways, and hard surfaces.

Removal of debris around storm drain grates to maintain drainage.

Removal of fallen limbs, deadwood, and minor storm debris.

Clearing curbs and gutters to maintain water flow.

Cleanup of debris around building perimeters and entry areas.

Removal of debris from accessible flat roof areas.

Instructions:

Collect all trash, litter, and vegetative debris (including leaves, limbs, stumps, and similar materials) from grass areas, plant and shrub beds, wooded areas, sidewalks, streets, roofs, and curbs after each cutting or trimming. Dispose of all collected material

The Contractor must collect trash, litter, and vegetative debris (e.g., natural vegetation, such as leaves, tree limbs, and stumps) in all grassed areas, plant and shrub beds, wooded areas, sidewalks, streets, roofs and curbs in all maintenance levels (further described below) after each cutting and/or trimming and dispose of it in the appropriate waste, recycling, or composting receptacles in accordance with EO - 13834, USDA s required to divert from landfill or incineration facility disposal a minimum of 50% of the non-hazardous waste generated as a result of its operations. In support of meeting this requirement, the Contractor must divert from landfill or incineration facility disposal a minimum of 50% of the nonhazardous waste generated as a result of the Contractor’s work, to the maximum extent feasible.

6.3.2 Grass Cutting

Monthly Yard Cleaning and Monthly Fence Maintenance

Frequency: Once per month

Activities:

Cut grass throughout the yard.

Remove weeds by hand in designated areas.

Maintain all garden areas.

Trim and clean the exterior of the Station fence and areas around the gate.

Maintain visibility and clear vegetation from fence areas.

Clear a strip of vegetation between 3 to 4 feet around all fences, gates, and designated boundary points.

Ensure the green areas inside the Station are clean and orderly.

Clean the area behind the Ecosystems building, extending to the river (right side) and neighborhood road (left side), along the stream, 3 meters from the water.

Cut grass and remove new ground vegetation.

Collect organic debris, such as branches and leaves.

Remove and dispose of non-organic garbage found in the area.

Maintain cleanliness along the stream and border areas for safety and environmental health.

Focus on general cleanliness and upkeep of all green zones within the Station boundaries. Ensure that all fence lines and gates remain easily accessible and free of overgrowth

All grass areas within this maintenance level must be cut to a uniform height between

2.5 and 3.0 inches every 30 days.

If bare ground naturally becomes covered with grass, weeds, or other similar growth, it must be maintained as part of the basic contract.

Before cutting, dispose of any trash, paper, or other debris that could detract from the finished appearance or present a safety hazard. Use the appropriate waste, recycling, and/or composting receptacles.

Debris includes, but is not limited to, paper, cans, bottles, limbs, rocks, and similar objects within the maintenance area.

Remove trash, paper, dead leaves, and other debris lodged in shrubs, hedges, fences, and along foundation and other walls. Dispose of all debris off the activity on the same day it is collected.

Grass cutting must be free of scalping, rutting, bruising, and uneven cutting.

Cutting equipment must have sharp edges to produce a neat, clean, even cut.

Do not use equipment that is out of adjustment or causes streaks, irregularities, uneven cutting, plowing, or gouging of the soil.

Synchronize ground speeds and mower speeds to ensure effective cutting.

After cutting, grass should have a uniform height throughout the area.

Grass clippings must not be windrowed or deposited in piles or clumps. Clippings should be uniformly distributed over the mowed area.

Grass areas close to buildings, hydrants, parking lots, manholes, fences, trees, hedges, and shrubs are included in mowing requirements and may require hand mowing.

Trim around trees, shrubs, flower or shrub beds, cultivated areas, poles, walls, valves, and other similar objects to match the height and appearance of the surrounding mowed grass. Trimming may be done by hand clipping, "weed eater" type equipment, or herbicide treatment.

Do not damage trees and shrubs during trimming operations. If any grassed areas, trees, or shrubs are killed or damaged due to Contractor's work, repair or replace them at no cost to the Government.

Trimming is considered part of grass cutting and must be performed on the same day as mowing. Grass cutting will only be considered complete when all trimming is finished.

Remove grass clippings and trimmings from sidewalks and other paved areas on the same day the grass is cut.

Clean the area around reserve tanks and cisterns, both inside and outside the Station.

Maintain visibility of tanks and pumps, including their bases.

Weed the area surrounding the tanks.

6.3.3 Edging

Monthly Edging Maintenance of the sidewalks, driveways, street edges, curbs, paved areas, and shrubbery borders

Frequency: Once per month

Activities:

Edge all sidewalks, driveways, street edges, curbs, paved areas, and shrubbery borders during each mowing cycle, creating a clean 0.5-inch-wide by 1-inch-deep edge using mechanical methods only.

Vegetation Removal – Remove grass and vegetation encroaching onto paved surfaces, expansion joints, cracks, and curb lines to maintain a straight, visible pavement edge.

Herbicide Use (Supplemental Only) – Apply herbicide only in cracks and expansion joints when needed to reduce vegetation, ensuring it supplements but does not replace required mechanical edging and follows all safety and environmental guidelines.

Debris Cleanup – Remove all debris generated from edging (including debris thrown onto sidewalks, curbs, gutters, streets, and turf) on the same day and dispose of it offsite.

Edge all sidewalks, driveways, street edges, curbs, paved areas, and shrubbery borders each time mowing occurs. Edging must create a clear zone that is 0.5 inches wide and 1 inch deep immediately adjacent to the paved surface, using only mechanical methods. All measurement units referenced throughout this section are in inches for consistency. Remove grass and vegetation that have encroached onto paved surfaces from adjoining grassy areas. If the edge of a driveway or street is obscured by grass, establish and maintain a straight, even line approximating the pavement edge.

The edging operation must produce neat, clean lines free of scalping (cutting grass too short, exposing the soil beneath) and rutting (leaving grooves or depressions in the soil due to equipment). For further clarity, visual examples or diagrams illustrating scalping and rutting should be provided to help users identify and avoid these issues. All measurement units remain in inches for consistency.

During edging, remove all vegetation growing in the following areas (all measurements in inches):

Sidewalk and driveway expansion joints and cracks.

Street or driveway curb expansion joints.

Cracks between curbing and street or driveway pavement.

For continued maintenance of vegetation growing in cracks and expansion joints, herbicide treatment may be utilized to reduce the amount of mechanical work, provided it is only applied to vegetation in these specific areas.

Herbicides must not be used to eliminate or reduce normal mechanical edging along straight paved edges, such as sidewalks and driveways.

Herbicide use should strictly follow safety and environmental guidelines and should only supplement—not replace—mechanical edging where appropriate. All measurement units specified are in inches.

Debris generated by edging operations that fall on or is thrown onto sidewalks, curbs, gutters, streets, or nearby turf, resulting in an unsightly appearance, must be removed from the site the same day as the edging operation and disposed of it offsite. All measurements referenced are in inches.

6.3.4 Plant, Tree, Bamboo, and Shrub Pruning

Monthly Pruning and Vegetation Management

Frequency: Once per month

Activities:

Pruning to maintain clear travel ways and required height/width clearances.

Reduction of plant growth by uniformly trimming 20–30% inside the normal pruned surface.

Removal of dead, damaged, or diseased wood, including full shrub removal, when necessary, with site restoration.

Removal of vines, sprouts, and other unwanted vegetative growth around shrubs and landscaped areas Pruning to maintain visibility around windows and at intersections for safety.

Same-day cleanup and offsite disposal of all pruning debris Plant health checks and corrective pruning as needed.

Canopy and height clearance adjustments for roads, sidewalks, and parking areas.

Maintenance of uniform shrubs and hedge lines.

Containment of bamboo to prevent encroachment.

Perform all pruning and vegetation‑control activities needed to maintain clearance, visibility, plant health, and safety, including reducing plant growth by 20–30%, removing dead or diseased material, eliminating unwanted vines and sprouts, maintaining canopy and sidewalk/road clearances, keeping shrub and hedge lines uniform, containing bamboo, and removing all debris offsite the same day.

Shrubs, trees, bushes, hedges, bamboo, and cultivated plants must be pruned as necessary to keep sidewalks, driveways, buildings, and other travel ways clear. Limbs up to 15 feet above roads, driveways, sidewalks, and parking areas shall be trimmed.

Roadsides shall be cleared to a shoulder width of at least three (3) feet. Sidewalks shall be cleared to a width of two (2) feet on both sides. All clippings and debris must be removed from the site the same day and disposed off the activity [see Section 3.2.3.2 for waste management requirements]. Pruning must be accomplished so as to:

1. Reduce the size and growth rate of each plant and shrub by clipping approximately 20% to 30% of the total surface area approximately 3 to 6 inches inside the normal "pruned surface". This interior clipping (20% to 30%) must be uniformly distributed over the entire shrub. This procedure must be performed as a part of the normal pruning operation (when new growth is removed).

2. Remove dead, damaged or diseased wood. If the entire plant or shrub should die, remove the entire shrub to 6 inches below ground level. The hole and any other surface damage caused by removal must be filled with topsoil, fertilized, raked and seeded.

3. Remove vines, tree sprouts or any other extraneous vegetative growth from under or on the shrubbery.

4. Prune or remove growth in front of windows or where vision is obstructed at street intersections.

6.3.5 Fallen leaves

Monthly Leaf Collection

Collect all fallen leaves and plant material from ground surfaces inside the fenced area.

Include collection from building roofs.

Include collecting the fallen leaves around the reserve tanks and cisterns Collect and dispose of organic debris off-site SFRS.

Ensure full removal of organic material for safety and cleanliness:

Collect all fallen leaves and associated plant parts from ground surfaces once a month, including those found around all SFRS building areas and within the fenced area of the Station, as well as from roofs. All collected trash and litter must be disposed of outside of the government property and surrounding areas and according to federal and local requirements.

Collect trash and litter every month from all grass areas, plant and shrub beds, wooded areas, sidewalks, streets, curbs, and all adjacent walkways. Dispose of all collected trash and litter in the appropriate waste receptacles, as specified in Section 6.3 for waste management requirements. All trash and litter must be removed from SFRS Grounds and disposed of outside of the government property and surrounding areas and according to federal and local requirements on the same day as collected.

6.3.6 Ditch Cleaning

Monthly Ditch Cleaning and Vegetation Control

Vegetation Cutting in Ditches – Cut vegetative growth in drainage ditches to a height of 2 to 4 inches on both the bottom and sides to maintain proper flow and prevent overgrowth.

Debris and Brush Removal – Remove all woody growth, brush cuttings, trash, and debris generated during ditch cleaning and dispose of it off-site the same day.

Clearing Ditch Inlets and Outlets – Clear sediment, vegetation, and debris from mouths of ditches, inlets, and outlets to ensure unrestricted water flow and prevent blockages.

Cleaning Paved Ditch Bottoms – When ditch bottoms are paved, remove all accumulated mud, sediment, and debris and dispose of it off-site the same day to maintain proper drainage.

Removal of Woody and Aquatic Vegetation – In ditches without vegetation and with intermittent water flow, remove woody and aquatic vegetation to prevent clogging and maintain water movement.

Herbicide Application (When Necessary) – Apply only previously approved herbicides to control vegetation when mechanical removal is not possible, ensuring usage is limited, targeted, and compliant with environmental and safety requirements.

Inspection of Drainage Flow Conditions – Inspect ditch lines for erosion, standing water, blockages, and structural issues, and report any conditions that impede proper drainage for corrective action.

Bank Stability Maintenance – Remove vegetation that destabilizes ditch banks and trim growth to preserve the structural integrity of ditch slopes and prevent erosion.

Sediment Monitoring and Light Sediment Removal – Perform light removal of loose sediment accumulating in ditch bottoms, inlets, and outlets to maintain water conveyance prior to more extensive maintenance cycles.

Travel Path and Access Clearance – Clear access paths leading to ditches by removing obstructive vegetation, ensuring safe entry for maintenance crews and equipment.

Perform all ditch-maintenance activities required to maintain drainage flow and site cleanliness, including cutting vegetation to required height, clearing inlets and outlets, removing debris and sediment the same day, controlling woody and aquatic growth, using approved herbicides only when mechanical removal is not feasible, inspecting drainage conditions, maintaining bank stability, performing light sediment removal, and keeping access paths clear for maintenance operations.

Vegetative growth in drainage ditches must be cut to a height of 2 to 4 inches on bottom and sides. All wood and brush cuttings, trash, and debris must be removed and disposed of it off-site SFRS the same day of cleaning. Mouths of ditches, inlets, and outlets must be cleared of sediment, vegetation, and debris to allow unrestricted flow of water. When ditch bottoms are paved, clear all mud and debris from the surface and dispose of it off-site on the same day. Where ditch bottoms are not vegetated and have intermittent water flow, woody and aquatic vegetation must be removed. Only previously approved herbicides for vegetation control will be permitted when not other approach like mechanical removal can be performed.

6.3.7 Roof Maintenance – According to TPO manufacturer’s recommendation for the maintenance of the roofs treated/covered with the TPO material attachment.

Monthly Roof Maintenance and Safety Compliance

Roof Surface Inspection and Cleaning – Inspect all roofs for fallen leaves, debris, mold indicators, and water retention; remove all leaves and plant material from roof surfaces to maintain proper drainage and prevent mold growth.

Ground-Level Leaf Collection – Collect and remove all leaves and plant debris that have fallen to the ground throughout the property as part of the monthly roof-related landscape maintenance cycle.

TPO Roof Condition Monitoring – Check TPO-covered roof surfaces for punctures, membrane uplift, exposed seams, clogged drains, and early signs of deterioration, following the manufacturer’s maintenance guidelines.

Drain and Gutter Clearing – Clear roof drains, scuppers, gutters, and downspouts of leaves, sediment, and debris to ensure unobstructed water flow and prevent pooling on TPO membranes.

Mold and Moisture Prevention – Identify early signs of mold, algae, or moisture retention and remove contributing materials immediately; report persistent conditions that may require corrective repair.

Compliance With Fall Protection Requirements – Ensure all workers performing service or maintenance on roofs follow OSHA 29 CFR 1926.501 “Duty to Have Fall Protection,” including guardrails, safety nets, personal fall arrest systems, or approved warning line systems for roofs with slopes of 4% or less.

Verification of Safe Work Areas – Review CUSTOMER-provided list of elevated work areas requiring fall protection; verify site conditions prior to beginning maintenance or inspection work.

Roof Access Pathway Maintenance – Keep roof access points, walk pads, and service routes clear of vegetation, debris, and slip hazards to maintain safe entry and exit for workers.

TPO Membrane Debris Removal – Remove branches, wind-blown materials, and foreign objects that may cause punctures, membrane abrasion, or drainage obstruction.

Inspection of Roof-Adjacent Vegetation – Inspect and trim nearby overhanging trees or branches contributing to roof debris loading, coordinating with pruning activities to minimize roof litter.

Debris Disposal – Dispose of all roof-related debris offsite the same day through approved waste, recycling, or compost channels per applicable environmental guidance.

Reporting of Roof Conditions – Document observations such as ponding water, drainage issues, visible membrane defects, or safety concerns and report them promptly for corrective maintenance.

Conduct all roof-related inspection and cleaning activities needed to maintain TPO roof performance and safety, including removing leaves and debris from roofs and ground areas, clearing drains and gutters, preventing mold and moisture buildup, ensuring full OSHA fall-protection compliance for all elevated work, verifying safe access areas, managing vegetation that contributes to roof debris, disposing of all materials offsite the same day, and reporting any conditions requiring corrective action.

The Contractor shall inspect all roofs monthly for fallen leaves, debris, and any signs of mold or water retention. During each inspection, ensure that all leaves and associated plant material are removed from roof surfaces to maintain proper drainage and prevent mold growth. Additionally, collect all leaves and plant parts that have fallen on ground surfaces throughout the property once a month.

The landscape contractor will ensure their workers are following OSHA’S “Duty to have Fall Protection” (29 CFR 1926.501) when service/maintenance work is required in any area with an unprotected side or edge of 6 feet or more above the lower level.

CUSTOMER will provide a list of these work areas, as well as an opportunity for the contractor to inspect prior to initiating maintenance /service work”.

1926.501 (b) (1) “Unprotected sides and edges.” Each employee on a walking/working surface (horizontal and vertical surface) with an unprotected side or edge which is 6 feet (1.8) or more above a lower level shall be protected from falling using guardrail systems, safety net systems, or personal fall arrest systems. In addition, on roofs with slopes of 4% or less see (29 CFR 1926.501-502) also allows the use of warning line systems with safety monitors.

6.4 Weed management

Parking and driving areas. (Only) No herbicides or pesticides will be applied without COR approval. The Contractor should manage invasive and noxious weeds via mechanical or hand removal

Monthly Weed Management and Herbicide Compliance

Mechanical Weed Removal – Remove invasive and noxious weeds from parking and driving areas using mechanical or hand-pulling methods, ensuring no herbicides or pesticides are applied unless prior COR approval is obtained.

COR-Verified Herbicide Necessity Check – Evaluate weed conditions to determine whether mechanical removal is sufficient; herbicides may only be requested when no other approach or technology can protect personnel or high-value property.

Use of Approved Biobased Products (If Needed) – When herbicide application is authorized by the COR, use only USDA Certified Biobased Weed Control Products listed in the applicable attachment and apply them strictly according to label and contract requirements.

Targeted Application Only – Apply herbicides only to the specific areas identified by the COR as having reached aesthetic or health thresholds; ensure applications are precise, controlled, and limited to targeted vegetation.

Unoccupied-Hours Application – Schedule any approved herbicide application during unoccupied hours to avoid exposure to personnel and the public.

Licensed Applicator Compliance – Ensure herbicide applications, when authorized, are performed only by personnel licensed by the appropriate State agency in the pesticide-application categories required under this contract.

Certified Supervision – Perform all herbicide-related work under the direct supervision of a certified, responsible individual experienced in pesticide compliance and documentation.

Regulatory Compliance Review – Confirm that all activities comply with Federal, Territory, and local laws, including restrictions on chemical use, application zones, weather conditions, and public-protection requirements.

Safety Data Sheet Submission – Submit Material Safety Data Sheets (MSDS) meeting 29 CFR 1910.1200(g) and Federal Standard No. 313 for any hazardous chemicals approved for use, ensuring documentation is provided prior to application.

Spill and Exposure Prevention – Ensure that all equipment, materials, and containers used for weed management prevent spills, overspray, and unintended exposure, with immediate response procedures in place.

Post-Treatment Monitoring – After any approved herbicide application, inspect treated areas to verify effectiveness, identify any off-target impact, and ensure no hazards remain for personnel or vehicles.

Perform all weed-control activities in parking and driving areas using mechanical or hand removal as the primary method, with herbicides used only when COR-approved, targeted to specific areas, applied during unoccupied hours by licensed personnel under certified supervision, fully compliant with all regulatory and documentation requirements, and followed by post-treatment monitoring to ensure safety and effectiveness.

The Contractor must not perform regularly scheduled, periodic herbicide applications except in situations where no other approach or technology is available to protect personnel or property of high value. The Contractor must also use USDA Certified Biobased Weed Control Products listed in Attachment. Herbicide controls must be formulated to target specific plants and must be implemented only when pests have reached aesthetic or health thresholds verified by the COR. If herbicides are to be used, the application must occur during unoccupied hours, and the Contractor must be licensed by the applicable State agency to provide pesticide application in the categories specified in this contract. All work must be under the superintendence of a certified, responsible individual, and in accordance with Federal, Territory, local laws and requirements. The Contractor must submit Material Safety Data Sheets meeting the requirements of 29 CFR 1910.1200(g) and the latest version of Federal Standard No.

313 for all hazardous chemicals to be used.

6.4.1 Control Methods

The Contractor must utilize only herbicides registered by the Environmental Protection Agency. Use must be in strict compliance with label directions for the control of the target weeds. Herbicides selected, application rates, and application techniques must be sent to the CO and COR for approval before application. Additionally, the Contractor must control pests using integrated pest management principles (http://www.epa.gov/pesticides/factsheets/ipm.htm).

The Contractor shall utilize products and material made from biobased materials to the maximum extent possible without jeopardizing the intended end use, detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards.

The following is an example list of products that may be used in this contract for which biobased products are available. The list is not all inclusive.

Products:

BioSafe Weed and Grass Killer AXXE Broad Spectrum Herbicide Katoun Gold

Biobased products that are designated for preferred procurement under USDA's Bio-preferred Program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov.

In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio- preferred Program, the Contractor is encouraged to use other commercially available biobased products.

6.5 Pressure Washer:

6.5.1 Monthly Pressure Washing Planning and Compliance

Frequency: Monthly

Activities:

Pressure Washing Preparation and Monitoring (Monthly) – As part of the monthly services, inspect all roofs, sidewalks, parking areas, concrete drainage ditches, culverts, and building entrances to identify dirt, grime, algae, slippery surfaces, or stains requiring quarterly pressure washing; prioritize hazard‑prone areas for the upcoming service.

Hazard Identification – Identify and document algae accumulation, oil stains, black‑streaked limestone, mold, or other conditions that present slip hazards or deterioration, ensuring they are prioritized for the next pressure‑washing cycle.

Communication with COR – Provide updates to the COR on heavily soiled or high‑risk locations, recommend adjustments to cleaning focus, and request direction if workload must be redirected for safety or efficiency.

Equipment Inspection – Inspect pressure‑washing equipment, hoses, nozzles, pumps, and safety gear to verify proper operation and readiness; identify maintenance or replacement needs prior to quarterly services.

Protection Planning – Plan and implement protective measures for adjacent landscaping, utilities, structures, and building components; verify drainage paths prior to washing operations.

Documentation and Inspection Reports – Maintain inspection notes identifying areas cleaned in previous cycles, areas requiring attention, and site conditions affecting wash operations.

Compliance Verification – Ensure personnel maintain training in equipment operation, wastewater management, surface‑appropriate pressure levels, and safety protocols.

6.5.2 Quarterly Requirements (Pressure Washing Operations)

Frequency: Quarterly

Pressure wash, sidewalks, concrete drainage ditches, culverts, and parking areas.

Clean all concrete surfaces during pressure wash at ground level, including parapets.

Pressure wash tanks, pumps, and their bases as needed.

Surface Condition Assessment – Examine all concrete, roof, limestone, and paved surfaces for deterioration, cracking, loose materials, or vulnerabilities that could be damaged during pressure washing; report any areas requiring adjustments to pressure levels or alternative cleaning methods.

Schedule Coordination – Coordinate upcoming quarterly pressure-washing events with the COR, ensuring the work plan aligns with the approved maintenance schedule and avoids conflicts with building occupancy and operations.

Hazard Identification – Identify and document algae accumulation, oil stains, black-streaked limestone, mold spots, or other conditions that present slip hazards or aesthetic deterioration, ensuring they are prioritized for the next pressure-washing cycle.

Communication With COR – Provide updates to the COR on heavily soiled or high-risk locations, recommend adjustments to cleaning focus, and request direction if workload needs to be redirected for safety or efficiency.

Compliance Verification – Confirm that pressure-washing personnel maintain training in equipment operation, surface-appropriate pressure levels, wastewater handling, and all safety protocols applicable to the facility.

Documentation and Inspection Reports – Prepare and maintain inspection notes identifying areas cleaned in previous cycles, areas requiring attention in the next quarter, and any site conditions affecting pressure-washing tasks.

Pressure wash exterior roofs (see refers to the attached TPO Roof maintenance cleaning procedures ) – Attachment #2

Distribute cleaning throughout the year to ensure all areas are serviced at least once each quarter. See the Attached TPO Roof maintenance cleaning procedures

Conduct all monthly inspections and coordination needed to support quarterly pressure-washing services, including reviewing surface conditions for dirt, algae, and hazards; verifying environmental and safety requirements; inspecting equipment readiness; protecting adjacent areas; communicating with the COR; identifying high-risk zones; and documenting site conditions to ensure safe, effective, and compliant quarterly cleaning operations.

The Contractor will pressure wash exterior roofs (refers to the attached TPO Roof maintenance cleaning procedures ) – Attachment #2), sidewalks, concrete drainage ditches, culverts, and parking areas at least once each quarter to remove dirt, grime, and other buildup. This includes cleaning all concrete surfaces, such as parking lots, sidewalks, ground-level concrete areas, roofs, and parapets, using appropriate pressure washing techniques to ensure thorough and consistent results.

The Contractor shall provide all necessary labor, supervision, equipment, materials, and incidentals for routine pressure washing of exterior hardscape and building entrances at Government facilities. Services include cleaning sidewalks, concrete drainage ditches, culverts, parking areas, walls adjacent to sidewalks, stairs including handrails, ramps, benches, picnic tables, and the building’s roof.

Services shall be performed on a quarterly throughout the contract period. All designated areas must be cleaned at least once per quarter. The Contractor shall establish a Government-approved work schedule that ensures continuous maintenance and safe conditions throughout the year.

At each service event, the Contractor shall inspect the work areas. Cleaning should focus on surfaces that present safety hazards, such as slippery areas, algae growth, and black-streaked limestone or similar stains. If some areas are found to be adequately clean, the Contractor shall redirect effort to higher-risk or more heavily soiled areas, as directed by the Government, to use contract resources efficiently.

All work must comply with applicable federal, state, and local environmental, safety, and wastewater disposal regulations. The Contractor shall use appropriate methods and pressures for each surface to prevent damage to structures, finishes, surrounding property, and prevent water intrusion into buildings. The Contractor is responsible for protecting adjacent landscaping, utilities, and building components during operations.

SECTION 7 INSPECTION AND ACCEPTANCE

7.1 INSPECTION AND ACCEPTANCE

See table 1 in 7.4 Performance Objectives

7.2 GOVERNMENT INSPECTION

The Government will visually inspect the Contractor’s performance on a random basis under this contract to ensure compliance with contract guidelines. The COR will record inspection observations and will document deficiencies through a written inspection report provided to the Contractor. When unacceptable performance is observed, the COR will meet with the Contractor’s on-site supervisor to review the inspection report and ensure that the Contractor has an understanding of the unacceptable services. The preferred method to resolve deficiencies is to allow re-performance to correct the deficiencies. The Contractor will be provided with the opportunity to correct substandard performance within one business day. When substandard performance is not corrected within the specified timeframe or the Contractor refuses to re-perform the service, the unsatisfactory service is then logged as a deficiency.

7.3 PERFORMANCE OBJECTIVES

The Contractor service requirements are summarized into performance objectives that relate directly to the essential services provided. The stated performance thresholds are the minimum acceptable levels of service for each stated requirement. All aspects of the Contractor performance are subject to Government surveillance, and absence of any contract requirements from the Performance objectives identified below will not detract from the enforceability, nor limit the rights or remedies of the Government under other contract clauses.

Performance Objectives PWS Paragraph Performance Threshold Method of Surveillance

Monthly – Yard cleaning-Trash, Litter, and Vegetative Debris Collection and Disposal

6.3.1 Not to exceed 2 notices of non-compliance

The Government will conduct monthly scheduled inspections of all maintained grounds and paved areas, verifying debris removal and waste-diversion compliance through visual checks and documentation review; deficiencies will be recorded and notices of non-compliance issued when standards are not met.

Monthly – Grass Cutting and Fence Maintenance at the Sabana Field Research Station…

6.3.2 Not to exceed 2 notices of non-compliance

The Government will perform monthly visual inspections and site walkthroughs to assess mowing quality, uniform grass height, and cleanup after cutting, using direct observation and measurement where needed to confirm compliance.

Monthly Edging Maintenance at the Sabana Field Research Station…

6.3.3 Not to exceed 2 notices of non-compliance

The Government will conduct monthly inspections focusing on edging lines, vegetation encroachment, and removal of debris generated by edging, using periodic verification of paved-surface boundaries and documented performance reviews

Monthly Plant, Tree, Bamboo and Shrub Pruning at the Sabana Field Research Station…

6.3.4 Not to exceed 2 notices of non-compliance

The Government will inspect pruning quality each month, verifying clearances, uniform trimming, removal of deadwood, and same-day disposal through visual observation and comparison against PWS standards.

Monthly Fallen leaves collection at the Sabana Field Research Station…

6.3.5 Not to exceed 2 notices of non-compliance

The Government will conduct monthly visual inspections of roofs, walkways, and landscape areas to confirm effective removal of leaves and plant debris and ensure no accumulation interferes with drainage or facility operations.

Monthly Ditch Cleaning at the Sabana Field Research Station

6.3.6 Not to exceed 2 notices of non-compliance

The Government will perform monthly inspections of ditches, inlets, and outlets to confirm vegetation trimming, sediment removal, and unobstructed flow, using direct observation and condition assessments after cleaning.

Monthly Roof Maintenance

6.3.7 Not to exceed 2 notices of non-compliance

The Government will inspect roofs monthly for debris removal, drainage conditions, mold indicators, and adherence to safety requirements, using scheduled walkthroughs and roof-access evaluations for compliance.

Weed management 6.4.

Not to exceed 2 notices of non-compliance

The Government will review weed‑control areas monthly through on‑site observation, confirming mechanical removal as the primary method, validating COR authorization for any herbicide use, and verifying proper application procedures.

Pressure Washer 6.5 Not to exceed 2 notices of non-compliance

The Government will inspect designated hardscape and roof areas following each service, verifying cleanliness, safe operation, proper wastewater management, and addressing priority areas identified during inspections.

SECTION 8 CONTRACT ADMINISTRATION DATA

A post award conference with the successful offeror is required. It will be scheduled and held within 15 days after the date of contract award. The conference date location will be determined after award is made.

8.1 DESIGNATION OF CONTRACTING OFFICER’S REPRESENTATIVE

The Contracting Officer designates the Contracting Officer's Representative (COR).

The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

The Contracting Officer should be informed as soon as possible of any actions or inactions by the Contractor or the Government, which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly.

(This does not apply to individual task assignments which were issued by the COR provided they do not affect the delivery schedule or performance period…