Statement of Work.pdf

PERFORMANCE BASED SERVICE CONTRACT—GROUNDS MAINTENANCE

This solicitation contains a work statement for a performance-based service. This means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the requirement unless there are safety, security or communication requirements.

It is the responsibility of the Contractor to ensure that they build into their bid/proposal price the necessary hours that it shall take to meet the performance standards specified.

The Contractor shall be required to maintain a Quality Control Program (here on known as QCP) to ensure that the requirements of this contract are met. This program shall be created for identifying and correcting deficiencies in the quality of services before performance becomes unacceptable.

Grounds Maintenance Performance Work Statement (PWS) National Oceanic and Atmospheric Administration (NOAA)

National Marine Fisheries Service

Estuarine Habitats and Coastal Fisheries Center 646 Cajundome Blvd.

Lafayette, LA, 70506

GENERAL DESCRIPTION:

The Contractor shall provide all labor, supervision, transportation, equipment, and materials for the general care of the existing outdoor landscape. The 154,620 square feet of grounds at the NOAA/Estuarine Habitat and Coastal Fisheries Center needs regular maintenance throughout the year to maintain a manicured lawn appearance typical of urban businesses. Optimal conditions for both appearance and grass health are required.

Exterior grounds consist of lawns, native grass areas, gravel, plant beds, parking lot, walks, driveways and curbs.

An area at the back of the property is designated for dumping of such vegetative waste (compost). This shall include collections of grass clippings when and where the clippings leave dead vegetation visible on the surface.

The Contractor shall furnish all required fertilizers, herbicides, mulch, and any other materials necessary to perform the requirements of this contract. The Contractor shall furnish all equipment to perform the work of this contract in a skillful, orderly, and professional manner. This includes, but is not limited to: lawnmowers, edgers, weed trimmers, blowers, shears, wheelbarrows, trucks, hand tools, and other accessories as needed.

Trimming around trees, fencing, concrete edges such as parking lot and sidewalks, at the closest distance to water areas that can be achieved without destruction of the waterlogged soils.

Removal of trash that occasional trash during each service event that may blow onto the property, such as plastic bags, and beverage cans. A dumpster is located in the parking lot for such disposal.

Application of appropriate fire ant killer, wherever fire ant mounds are observed during each service event.

Twice annual fertilizing of nutrients appropriate for the season and lawn vegetation.

If services cannot be performed due to rain or thunderstorms, the Contractor shall perform any and all scheduled services the next duty day with no degradation to existing scheduled services.

Contractor shall submit all Material Safety Data Sheets (MSDS) for any material used under this containing “dangerous or warning” label to the Contracting Officer’s Representative (COR) within 10 days after contract award date.

Contractor travel shall not be required for this requirement.

Additionally, the PWS includes an option for post-storm cleanup to include pickup and removal of debris, trash, tree branches and limbs.

PERIOD OF PERFORMANCE:

The Period of Performance shall be for one (1) Base Period and four (4) consecutive option years. The period of performance is as follows:

Base Period Date of award through January 31, 2021 Option Year One February 1, 2021 through January 31, 2022 Option Year Two February 1, 2022 through January 31, 2023 Option Year Three February 1, 2023 through January 31, 2024 Option Year Four February 1, 2024 through January 31, 2025

PLACE OF PERFORMANCE:

The Place of Performance is NOAA/NMFS 646 Cajundome Blvd, Lafayette, LA 70506

HOURS OF OPERATION:

Contractor employees shall generally perform all work between one (1) hour before sunrise and one (1) hour after sunset, Sunday through Saturday (except Federal holidays).

INSPECTION OF WORK:

The Project Manager shall be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with NOAA objectives. At a minimum, the Project Manager shall review the status and results of Contractor performance with the COR on a bi-monthly (every two month) basis by telephone, email, or written correspondence.

Any corrective action required as a result of an inspection shall be accomplished prior to the monthly billing for that period. The COR, may at any time, request correction or improvement of maintenance practices if they are found to fall below the standards of the contract specifications. The Contractor shall be notified of deficiencies in performance, in writing. Prompt corrective action shall be taken by the Contractor upon written notice of any deficiency.

COMPLIANCE DOCUMENTS:

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

The vendor must obtain and maintain at his/her expense, all necessary permits and licenses, and insurance for the conduct of operations under any order resulting from this Request for Quotation, and hereby agrees to comply with all applicable municipal, State and Federal regulations. This includes Title 7, Chapter 6, Section 136 of the United States Code, Insecticides and Environmental Pesticide Control. All personnel handling pesticides or herbicides shall be certified and licensed in the state in which the work is to be performed. All pesticides and/or herbicides shall be authorized/approved for use by each state in which the work is to be performed. The offeror must include with the offer package, certification or license for any and all employees that shall be handling or applying pesticides in performance of this Statement of Work to be considered for award.

Material Safety Data Sheets (MSDS) for any product used on the grounds under this contract shall be provided by the contractor to the Facility Manager or the designated alternate for the information shall be kept on file in accordance with applicable guidelines of the OSHA Hazard Communications Standard. Contractor shall submit all Material Safety Data Sheets (MSDS) for any material used under this containing “dangerous or warning” label to the COR within 10 days after contract award date.

It is the responsibility of the contractor to comply with all applicable state and federal laws governing the health and safety of its employees, including all regulations promulgated under the Occupational Safety and Health Act (OSHA). Such compliance shall include, but not be limited to, ensuring that all employees are properly trained for the work to be performed and have been supplied with all necessary protective and safety equipment. The Government at its discretion may request written safety plans or guidelines for its records.

QUALITY CONTROL PERFORMANCE STANDARDS

This contract includes a Quality Control Program (QCP) (See Attachment 0001). The QCP plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the QCP shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and shall be conducted by the COR. The QCP constitutes a material aspect of the contract and shall not be changed or otherwise modified without prior written approval of the Contracting Officer.

If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount or the price of the contract may be reduced to reflect the reduced value of services performed. If the defects in services are not corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements.

SCOPE OF WORK

Task One: Mow

• Mow Improved, Semi-Improved Grounds and Native Grassed Areas. Grass cutting of all lawn areas must be completed as per schedule. 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.

• The contractor shall cut the grass evenly, taking care to prevent scalping, uneven mowing, rutting by equipment, and damage to trees and shrubs. All trash, litter, tree limbs and other debris shall be removed prior to cutting. All clippings shall be removed by the day following the cutting. Grass shall be trimmed in conjunction with mowing. The grass shall be trimmed from around the buildings, parking lot, and fencing on site.

Mowing shall be required an estimated 32 times per year per the following estimated schedule. The schedule may change at the discretion of the site manager due to weather variations affecting the need to maintain a manicured lawn.

o May, June, July, and August (estimated mow once per week) o September, October, November, December, January, February, March, and April (estimated mow once every two weeks) Task Two: Edging

• Sidewalks, driveways, curbs and other concrete or asphalt edges located in the improved/semi-improved grounds must be concurrent with mowing per schedule. Edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs in conjunction with grass cutting.

• Grass and weeds must be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, road shoulders and other fixed obstacles concurrent with mowing schedule. Damage to trees and shrubs from trimming must be repaired by the contractor.

Task Three: Application of Fertilizer

• The Contractor must apply an effective fertilizer on all lawns, shrubs, plants and ground cover per Schedule. All fertilizers must be applied in accordance with manufacturer’s instructions.

• Fertilization shall take place for the lawn as necessary but at a minimum of twice a year (April and June).

The lawn fertilization shall be done as follows:

o Centipede 18-0-18 with 3% Iron, or equal.

o St. Augustine 13-13-13+Iron, or equal.

o Bermuda 13-13-13, or equal.

o The shrubs and trees shall not be fertilized under this contract.

Task Four: Disease Control/Pest Control (Fire Ant)

• The Contractor must provide fire ant control in lawn and flower beds concurrent with mowing schedule.

The facility manager or COR is to be notified, in writing, when any other disease or pests are found. All lawn areas shall be sprayed twice per year with an environmentally safe chemical to control insects and pests that occur. The products are to be non-toxic, biodegradable, and made from renewable sources (not petroleum) to promote a healthy and green environment when possible.

Task Five: Weeding

• Weeding shall be done every other week throughout the year. Herbicide application for weed control shall be provided a minimum of twice per year.

Task Six: Remove Debris

• The Contractor shall perform general litter patrol on all grounds. Responsibilities shall include, but shall 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. 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 shall be concurrent with mowing schedule.

Task Eight: OPTION Post-Storm Cleanup

• Should the property suffer damage during a significant weather event, a site inspection shall be completed by the contractor within twenty-four (24) hours. Upon inspection, the contractor shall provide a quote for post-storm cleanup to the COR and the Contracting Office.

• At a minimum, cleanup shall include debris and trash from downed trees, branches, limbs, leaves and trash.

• Pick up debris, trash and trees and transfer to staging area for subsequent pick up and removal. This shall require hand raking the site to remove as much small debris as is feasible.

• Loading, hauling and legally disposing of all debris and trash per Louisiana State laws.

CONTRACTOR PERSONNEL:

Project Manager Within five days of the contract start date, the Contractor shall submit, in writing, the name of the Project Manager and an alternate, to the COR. The Contractor shall supply telephone and/or cell phone numbers to the COR for use in contacting the Project Manager. The Project Manager shall conduct overall management coordination and shall be the central point of contact with the Government for performance of all work under this contract. The Project Manager shall be authorized to receive any notices of deficiency in contract performance. The notices may include, but not be limited to, the following: non-performance of work, deficiencies in work performed and notices of proposed payment deductions due to the above. This may be in the form of written and/or verbal communications.

The Project Manager shall be a single point of contact for the Contracting Officer and the COR.

• The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key Personnel by the Government.

• During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

• The Project Manager shall be available to the COR via telephone at some time between the hours of 8 a.m. and 5 p.m. CST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 48 hours of notification.

Contract Employees All personnel employed by the Contractor shall be experienced in the type of work involved and familiar with the specifications of this contract. Contract employees shall require and be given access to gated areas within the facility.

• The Contractor is required to provide necessary and on-going tenant relations or customer service training for their employees.

• Contractor personnel shall conduct all operations in such a manner as to minimize any inconvenience in the use of the facilities to the occupants.

• Contractor personnel shall wear all appropriate Personal Protection Equipment as required by OSHA standards.

Contract Employee Identification

• Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

• Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

Contract Employee Conduct

• The Government may, at its discretion (in coordination with the Contracting Officer where practical), direct the Contractor to remove any Contractor employee from NOAA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer shall provide the Contractor with a written explanation to support any request to remove an employee.

• Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, etc.) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the NOAA. The Project Manager shall ensure Contractor employees understand and abide by NOAA established rules, regulations and policies concerning safety and security.

Security Within five work days of the contract starting date, and annually thereafter for renewal periods, the Contractor shall submit to the COR schedules and plans to accomplish required services throughout the year. If changes need to be made to reduce conflicts with Government operations, special events, or other occurrences, the Contractor shall meet with the COR and revise the schedule as necessary.

The COR can request changes to the monthly work schedule so spacing of services is distributed to meet the needs of the Government. The Contractor shall not deviate from this schedule without prior approval from the Contracting Officer’s Representative.

The service does not require contractor access to classified or sensitive information.

Contractor Furnished Property

• The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract. The Government shall not provide any furnished property to the Contractor for work required under this contract.

• The Contractor shall furnish all supplies, materials, and employee training necessary to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

• Training shall include all applicable OSHA and other related standards. The Contractor shall submit all Material Safety Data Sheets (MSDS) for any materials used under this contract containing “dangerous” or “warning” labels to the COR within 10 days after contract award date.

• Furnish employees with appropriate Personal Protection Equipment to meet OSHA standard 1910.132(a) which states: Protective equipment, including personal protective equipment for eyes, face, head, and extremities, protective clothing, respiratory devices, and protective shields and barriers, shall be provided, used, and maintained in a sanitary and reliable condition wherever it is necessary by reason of hazards of processes or environment, chemical hazards, radiological hazards, or mechanical irritants encountered in a manner capable of causing injury or impairment in the function of any part of the body through absorption, inhalation or physical contact.

• The Contractor shall furnish all equipment necessary to accomplish the work under this contract. All equipment must meet all applicable OSHA standards. Contractor shall not use any unsafe equipment or any equipment in need of repair.

GOVERNMENT ACCEPTANCE:

The COR shall have the right to reject or require correction of any deficiencies found that are contrary to the information contained in the PWS. In the event of a deficiency, the Contractor shall be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the deficiency. The Contractor shall work with the COR to assure that the all deficiencies are corrected.

Quality Control Guidelines (Attachment no. 0001)

QUALITY CONTROL PROGRAM

A. The Contractor shall establish a complete, written, Quality Control Program (QCP) to ensure that the requirements of the contract are provided as specified. The written QCP shall be submitted to the COR within 5 days of the start date of work.

B. The QCP’s purpose is to provide a plan for meeting all requirements of this contract. The QCP should include, but not be limited to, the following:

1. An inspection of the grounds which covers all services stated in “Performance Standards and Guideline Requirements” of this contract.

2. A system to ensure that the Contractor’s employees, or subcontractor’s employees, are notified of all deficiencies in their area of responsibility. A system and plan to retrain employees to ensure that deficiencies do not reoccur.

3. A plan for monitoring and correcting customer complaints. A record of customer complaints and the corrective action taken must be kept on file at this site and available for review by the Contracting Officer or his/her representative, at any time.

4. A plan for the immediate forwarding of customer complaints that are not the responsibility of the

Contractor, to the COR or their designated representative.

C. The QCP must be kept current, reflecting the pertinent contract modifications and requisite changes or conditions. The Contractor shall review the plan with his onsite personnel to ensure complete understanding. A copy of the most current QCP must be kept on file at the worksite where the tasks are being accomplished.

D. If the Contractor is not meeting performance or quality measures, the Government retains the right to review the QCP and related documents. Upon review of the plan and related documents, the Government shall take appropriate action to ensure that all quality and performance measures are met as specified in this contract.

E. A performance evaluation meeting shall be conducted each July between the COR and onsite manager to review contract performance and discuss any corrective measures needed for the QCP.

PERFORMANCE STANDARDS AND GUIDELINE REQUIREMENTS

NOTE: All services provided under this contract are required to meet the quality and performance standards described herein.

A. The Contractor shall provide all labor, equipment, materials, supplies, and supervision to perform grounds maintenance and landscape services as identified in the Statement of Work.

1. The following guidelines describe what is considered to be the normal industry quality and performance standards for intended services under this type of contract.

2. The Contractor, through innovation, technology or other means, shall perform the required services in order to meet the quality and performance standards.

B. The following guidelines are for reference only and final results shall be the determining factor for the success or failure of this contract. Performance shall be based on the Contractor’s effort in the meeting the performance and quality standards, not the frequency or method of performance.

1. Mowing and Trimming Operations: The Contractor shall be responsible for monitoring the growth of the grass and scheduling cutting/mowing operations as required. The Contractor shall prevent scalping, uneven mowing, rutting by equipment, damage to trees and shrubs during contractor operations. The Contractor shall replace shrubs and trees damaged during mowing operations. Precautions shall include removal or repair of equipment causing unnecessary damage or procedures causing unsatisfactory mowing. The Government is not responsible for damage to contractor’s equipment due to trash, debris, or uneven terrain. Contractor shall maintain all open drainage systems; open culverts under driveways and roads free of debris, trash, limbs, leaves and grass clippings. Grass shall be cut from January through December and maintained at a manicured height. The frequency of mowing may vary depending on weather conditions. Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks and other fixed obstacles. Trimming height shall match surrounding area grass height. Grass clippings shall be removed or mulched to provide a uniform appearance after mowing. All improved grounds shall look well-manicured at all times.

All areas shall be trimmed concurrent with mowing. Damage to trees and shrubs from trimming, caused by contractor shall be repaired by the Contractor at no additional cost to the Government.

If a plant should die or become unhealthy due to damage caused by the Contractor, the Contractor shall be responsible for replacing the damaged plant or tree with a plant or tree of the same species, and size. Plant or tree replacement or repair shall occur within 15 days of noticed damage. It is the Contractor’s responsibility to ensure their trimming or mowing services does not damage trees. Sod shall be completely removed from around base of all trees in lawn area and 24 inches away from edge of trunk, to form an even circle around the tree. If grass seeding is needed to repair damaged areas, use a compatible grass seed mixture.

2. Fertilize Grounds. The Contractor shall furnish and apply a slow release fertilizer in no less than two (2) separate treatments.

3. Edging. Grass shall be cut back from all edges 0.5” to 1.5” and not cut deeper than 1.5” to 2”.

Edging shall include removal of vegetation from cracks, and expansion joints in sidewalks, driveways, stone landscaping, and curbs. Grass shall not extend over the edge of parking lots, concrete streets, pads, sidewalks, driveways, paved areas or curbs in all areas. During the first year of this contract, edging shall be established around evergreen trees where the grass intersects the mulch bed. During the option years of this contract this edging shall be maintained.

4. Weed Control. Lawns shall be maintained to show continual progress in removal of annual and perennial weeds, including all clover and coarse grass species. Parking lots, plant beds, walkways, stone landscaping, and patio area shall be kept free of weeds, grasses, leaves and debris. Planting beds shall be kept free of weeds, grasses, leaves and debris. Sprays specific for problem vegetation are permitted.

5. Cleanup. All grass clippings, weeds, and pruning shall be removed from the project premises as necessary. Walks and driveways shall be kept free of equipment and debris. Exterior walls of building shall be kept free of soil. When on the job site police entire grounds to remove all trash, debris and leaves. This shall include the vehicle parking lots, walkways and lawn areas. An area at the back of the property is designated for dumping of such vegetative waste (compost). This shall include collections of grass clippings when and where the clippings leave dead vegetation visible on the surface.

6. Final Work. During the last two weeks of the contract, the Contractor shall leave all tree mounds and rock beds in a weed free condition. Grass shall be mowed, weather conditions permitting, regardless of height.

Performance Objectives and Thresholds (Attachment no. 0002)

GENERAL

The contractor service requirements are summarized into performance objectives that relate directly to essential services. 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 requirement form the Performance objectives identified below shall not detract from its enforceability nor limit the rights or remedies of the Government under contract clauses.

Performance Objective Performance Threshold

Perform all services required in accordance with the SOW Not to exceed 1 valid complaint On a daily or weekly basis of unsatisfactory service per week

Perform all periodic services as required Not to exceed 1 valid complaint of Unsatisfactory service per interval

The preferred method of resolving deficiencies is to allow re-performance to correct the deficiencies. The Contractor shall 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. Deductions for deficiencies shall be calculated as 1/30th of unit price for each day that the Contractor fails to correct.