Amendment_003_Updates_QA_and_Extension_0003.pdf

(x)

140L4324Q0156 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

LHA

PORTLAND OR 97204

1220 SW 3rd Avenue, 12th Floor

BLM OR-ST OFC PROC MGMT BR(OR952)

08/16/20240003

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

07/31/2024

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Medford Grounds Maintenance, Medford BLM, Medford, Oregon

Amendment 00003 to Solicitation 140L4324Q0156, Medford Grounds Maintenance, modifies the solicitation as follows:

a) Multiple updates to the PWS, Schedule of Items, and maps have been made. See Attachments

1, 2, and 4, respectively.

b) A vendor questions and answers sheet has been released. See Attachment 3.

b) The due date for quotes has been extended to 2:00pm Pacific Time, Wednesday August 21, 2024.

See attached for more information.

Period of Performance: 09/01/2024 to 08/31/2029

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Tiffany Eslinger

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

SOLICITATION NO. 140L4324Q0156 Amendment 003 Medford Grounds Maintenance, Medford, Oregon Page 2 of 12

Solicitation 140L4324Q0156: Amendment 003

Amendment 003 to Solicitation 140L4324Q0156, Medford Grounds Maintenance, modifies the solicitation as follows:

1. Updated Section B Services and Prices to include initial visit work (Performance Work Statement Section C.0.3, C.0.3.1, C.0.3.2, and C.0.3.3). All quotes must be submitted using this new schedule of items.

a. See Attachment 1, Updated Section B Services and Prices (Schedule of Items) 08162024.

b. Changes are highlighted in yellow.

2. Updated Performance Work Statement based off vendor questions and answers, which includes descriptions of the initial site visit work.

a. See Attachment 2, Updated Performance Work Statement 08162024

b. Addition of Section C.0.3, C.0.3.1, C.0.3.2, and C.0.3.3

c. Changes are highlighted in yellow.

3. Release of Vendor Questions and Answers related to the Site Visit on August 9, 2024.

a. See Attachment 3, Site Visit Vendor Questions and Answers

4. Release of updated Bark Mulch Map.

a. See Attachment 4, Bark Mulch Map

5. The due date for quotes has been extended to 2:00pm Pacific Time, Wednesday August 21, 2024.

Please submit quotes by the new due date of 2:00pm Pacific Time, Wednesday August 21, 2024, utilizing the new schedule of items (attachment 1), and be sure to include any additional evaluation information, as required in Section L (page 60) of the original solicitation.

Attachments:

1. Updated Section B Services and Prices (Schedule of Items) 08162024

2. Updated Performance Work Statement 08162024

3. Site Visit Vendor Questions and Answers

4. Bark Mulch Map

Medford Grounds Maintenance, Medford, Oregon Page 3 of 12

Attachment 1:

Updated Section B Services and Prices (Schedule of Items) 08162024

B. SERVICES AND PRICES

This requirement is for one(1) Firm Fixed Price Commercial Services Contract for Medford Interagency Office grounds and landscaping maintenance in Medford, Oregon. The contract contains a one-year Base plus an additional four (4) one-year term options.

CLIN 0010: Base Period

Item no. Item Description Quantity Unit of Measure

Unit Price Total

001a Mowing, Edging, Weed Control, Pruning, Bark Mulching and Cleanup

12 MO $ $

001b Aeration and Dethatching 1 EA $ $ 001c Fertilizer Application 2 EA $ $ 001d Debris & Patrol Grounds 12 MO $ $ 001e Initial Site Visit One-Time

Service

1 EA $ $

Total Base Period (Items 001a – 001d)

MO = Month; EA = Each

CLIN 0020: Option Period 1 Item no. Item Description Quantity Unit of

Measure Unit Price Total

002a Mowing, Edging, Weed Control, Pruning, Bark Mulching and Cleanup

12 MO $ $

002b Aeration and Dethatching 1 EA $ $ 002c Fertilizer Application 2 EA $ $ 002d Debris & Patrol Grounds 12 MO $ $ Total Option Period 1 (Items 002a – 002d)

(Continued on next page)

Medford Grounds Maintenance, Medford, Oregon Page 4 of 12

CLIN 0030: Option Period 2

Item no. Item Description Quantity Unit of Measure

Unit Price Total

003a Mowing, Edging, Weed Control, Pruning, Bark Mulching and Cleanup

12 MO $ $

003b Aeration and Dethatching 1 EA $ $ 003c Fertilizer Application 2 EA $ $ 003d Debris & Patrol Grounds 12 MO $ $ Total Option Period 2 (Items 003a – 003d)

CLIN 0040: Option Period 3 Item no. Item Description Quantity Unit of

Measure Unit Price Total

004a Mowing, Edging, Weed Control, Pruning, Bark Mulching and Cleanup

12 MO $ $

004b Aeration and Dethatching 1 EA $ $ 004c Fertilizer Application 2 EA $ $ 004d Debris & Patrol Grounds 12 MO $ $ Total Option Period 3 (Items 004a – 004d)

CLIN 0050: Option Period 4 Item no. Item Description Quantity Unit of

Measure Unit Price Total

005a Mowing, Edging, Weed Control, Pruning, Bark Mulching and Cleanup

12 MO $ $

005b Aeration and Dethatching 1 EA $ $ 005c Fertilizer Application 2 EA $ $ 005d Debris & Patrol Grounds 12 MO $ $ Total Option Period 4 (Items 005a – 005d)

(continued on next page)

Medford Grounds Maintenance, Medford, Oregon Page 5 of 12

Base and Option Period Overview:

CLIN

Description Total

0010 Base Period

0020 Option Period 1

0030 Option Period 2

0040 Option Period 3

0050 Option Period 4

TOTAL – Base $ TOTAL – Options $ GRAND TOTAL – Base plus Options

PERIOD OF PERFORMANCE: See Deliveries or Performance section.

(End of Supplies/Services and Prices/Costs)

Medford Grounds Maintenance, Medford, Oregon Page 6 of 12

Attachment 2:

Updated Performance Work Statement 08162024

PERFORMANCE WORK STATEMENT

C.0.0 DESCRIPTION OF SERVICES.

The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to perform grounds maintenance at the Medford Interagency Office in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. Contractor shall comply with all applicable Federal, State, and local laws and regulations.

Part of the property is inside of the gated area. All workers inside the gated area must be identified and security paperwork completed within two weeks prior to of the start of the contract. Please note specifics under the Contractor Personnel Security and Suitability Requirements. Personnel without security passes shall not work inside of the gated/secured areas.

Until Security is approved, all work within the gated areas shall be scheduled and approved by the COR.

C.0.1 LOCATION

Medford Interagency Office 3040 Biddle Road Medford, OR 97504

C.0.2 HOURS OF OPERATION

The contractor may work on their own schedule Monday through Friday, weekends and holidays as long as their work does not interfere with normal everyday business of the government.

C.0.3 INITIAL SITE VISIT ONE-TIME SERVICE

The Medford District grounds have not been kept up to the specifications as defined in the contract, requiring a one-time initial service at the start of the contract.

The Government will bring these areas up to the specifications of the contract by the start of the contract. These items will not be included in the one-time service to bring them up to specifications.

• Mowing will not be required. Grass areas will be within the height range for the improved and semi-improved areas. The additional un-improved area cut behind the fence on the Rogue Valley Airport property, will be completed by the time of award.

• Trimming will not be required around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles on both improved and semi-improved grounds.

• Barking of bedding and planted areas will be done by the Government within the first 6 months of the contract to bring those areas up to spec.

• Debris on improved and unimproved grounds as well as the parking lots will be completed by the Government by the time of award.

The Contractor shall perform an initial one-time service on the tasks listed in sections C.0.3.1, C.0.3.2, and C.0.3.3 to bring areas up to the expected standard at the start of the contract.

C.0.3.1 Edging

Edging shall involve approximately 4,187 linear feet of sidewalks, driveways, and curbs on improved grounds as identified on the map. Edging shall include the removal of vegetation from cracks in the sidewalks, driveways and curbs. Edging shall be within .5 inch of the edged surface and to a depth of 2.0 inches.

Medford Grounds Maintenance, Medford, Oregon Page 7 of 12

C.0.3.2 Weeding

Weeding of Bedding and planted areas. All weeds shall be manually or mechanically removed in the native plant bedding and planted areas.

C.0.3.3 Pruning

Pruning of all trees, shrubs and hedges to achieve a minimum safety clearance is 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, and 4 feet from buildings. Broadleaf evergreens and flowers beds shall be pruned to minimum of 3 inches from buildings, sidewalks, roads or other obstructions. This pruning will not include any pruning around utility poles and power lines.

C.1.0 LAWN CARE

C.1.1 MOWING

Grass shall be cut on approximately 1.7 acres of improved grounds. Contractor shall maintain grass height on improved grounds between 1 to 4 inches to achieve a manicured professional appearance.

Grass and vegetation on approximately 2.56 acres of semi-improved grounds and airfield grounds shall be cut between 2 to 6 inches in height for security and to prevent fire hazards.

All grass clippings shall be removed or mulched when visible after mowing.

BLM would like to add an additional area from mowing of semi-improved grounds:

Mowing shall include a 6-foot mowed path extending from the BLM fence line onto Rogue Valley airport property.

This additional mowing of a semi-improved grounds outside of the BLM fence is to maintain cut grass for fire and safety.

C.1.2 EDGING

Edging shall involve approximately 4,187 linear feet of sidewalks, driveways, and curbs on improved grounds as identified on the map. Edging shall include the removal of vegetation from cracks in the sidewalks, driveways and curbs. Edging shall be within .5 inch of the edged surface and to a depth of 2.0 inches. Edging shall occur at least every other mowing.

C.1.3 TRIMMING

Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles on both improved and semi-improved grounds. Trimming height shall match surrounding area grass heights. All areas shall be trimmed concurrent with mowing.

Damage to trees and shrubs from trimming shall be repaired by the contractor. If a plant should die or become unhealthy due to damage, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days of noticed damage.

C.2.0 BEDDING AND PLANTED AREAS

Edge, remove weeds manually or mechanically, and maintain mulch (weed free mulch/shredded bark 2-3 inches deep). No chemicals weed killer shall be used on the grounds. If any plant is dead inform the COR.

C.3.0 PRUNING TREES, SHRUBS, AND HEDGES

Contractor shall prune trees in improved and semi-improved areas on a 3-to-5-year pruning cycle.

Medford Grounds Maintenance, Medford, Oregon Page 8 of 12

Pruning shall be accomplished in accordance with industry (ANSI Z133.1 - 1994) standards. Class II medium pruning shall be used in general on all trees. Class IV pruning shall be used only for lifting, removal, and/or cutback of branches that conflict with normal traffic or safety in the vicinity of the trees.

Minimum safety clearance is 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, and 4 feet from buildings. Other trees shall be pruned on an as-required basis to provide safety, clearances and/or to prevent structural damage.

Topping and de-horning shall not be permitted. Contractor is NOT responsible for trimming and pruning of trees around utility poles/power lines. and The Contractor shall notify the Contracting Officer’s Representative (COR) when trimming/pruning around utility poles/power lines is needed.

Shrubs, small trees, and other plants shall be maintained according to the American Society of Landscape Architect's standards. They shall be pruned as required to maintain their natural growth characteristics. Shrubs and small trees shall be trimmed and pruned to enhance the beauty and health of the plant. Hedges shall be maintained to their natural mature height and shape. Broadleaf evergreens and flowers beds shall be pruned annually or as required maintaining clearances of minimum of 3 inches from buildings, sidewalks, or other obstructions.

C.4.0 IDENTIFY PEST AND FUNGI

During performance of grounds maintenance services, inform COR of any pest or fungi issues. No chemical pesticides, insecticides, or weed killers shall be used on the BLM grounds.

C.5.0 REPAIR DAMAGE

Areas damaged by contractor vehicles, erosion, drought, or insect/diseases shall be seeded, sprigged, or sodded to meet the standards of surrounding areas. Other than lawn areas will be repaired to match the surrounding area.

Damage to trees and shrubs from mowing or trimming shall be repaired by the contractor. If a plant should die or become unhealthy due to damage, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days of noticed damage.

Inform COR of any dead/dying plant in the bedding/planted areas before removing.

C.6.0 FERTILIZATION AND SOIL AERATION

The contractor shall purchase fertilizer/lime for all improved grass areas. The type, amount, and application of fertilizer/lime shall be based on soil test results conducted by the state land management university or equivalent commercial soil laboratory. Fertilization shall be performed twice a calendar year.

Soil aeration on 1.7 acres of improved grounds to maintain grounds in a healthy state shall be accomplished once a year.

C.7.0 REMOVE DEBRIS/PATROL GROUNDS

The contractor shall perform general litter patrol on improved and unimproved grounds as well as the parking lots outside and inside of the gated area. Walkways shall be maintained debris free throughout the year. Responsibilities shall include, but not be limited to, the removal and disposal of all natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris.

During the fall months, fallen leaves shall be removed weekly from the grounds as well as the parking lot areas. At other times leaves shall be removed as necessary. Dispose of all debris at an off-site location in accordance with existing local, state, and federal regulations.

Medford Grounds Maintenance, Medford, Oregon Page 9 of 12

C.10.0 SERVICE DELIVERY SUMMARY.

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to successful performance.

Performance Objective

PWS

Section

Performance Standard AQL

Mow edge and trim grass areas

C.1.0 C.1.2 C.1.3

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 3 per month

Maintain Trees, Shrubs, Broadleaf Evergreens, Hedges, and Perennial Flowers

C.2.0 C.3.0

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.

Debris & Patrol Grounds

C.7.0 Medford Interagency Office grounds are clean, neat, and have a professional appearance.

Customer complaints shall not exceed 4 per month.

C.11.0 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 C.10.0, Service Delivery Summary.

(End of Performance Work Statement)

Medford Grounds Maintenance, Medford, Oregon Page 10 of 12

Attachment 3:

Site Visit Vendor Questions and Answers

1. What are the security clearance requirements with the start date being September 1st? How will we access the secured areas of work?

a. Section C.0.0 of the Performance Work Statement (PWS) has been updated to reflect the following: Within 2 weeks of award, Contractor shall complete and turn into COR all required paperwork for security clearance for all employees who work within the gated areas. Since clearance may take an extended period of time, until Contractor receives security pass, a Government employee will escort them on site. Until Security is approved, all work within the gated areas shall be scheduled and approved by the COR.

2. Are you expecting monthly or weekly service?

a. The Contractor shall inform the COR of proposed work schedule and notify the COR when any part of the work is completed. Work can be done Monday-Friday, weekends and Holidays.

b. The solicitation states payment will be monthly. The number of visits/service during the month is based on the requirements in the contract and the Contractor’s experience to maintain those requirements. For example: The contract states grass in improved grounds shall be maintained between 1-4 inches. The contract also states during the fall months, fallen leaves shall be removed weekly from the grounds as well as the parking lot areas.

3. Will the contractor be covered for a one-time clean up to get grounds up to standards and then to maintain?

a. The PWS and Section B Prices and Services have been updated to include an initial site visit that the contractor will utilize to get the property back up to the specifications of the contract. Please see section C.0.3 INITIAL SITE VISIT ONE-TIME SERVICE, and it’s subsections C.0.3.1, C.0.3.2, and C.0.3.3 for specifications and details.

4. Do the weed beds (bedding areas with native plants) need to be replaced with bark? What type of covering – bark or mulch?

a. The BLM will initially bark areas within 6 months of the award to bring the bark areas up to standard. The Contractor shall maintain those barked areas as needed. The Contractor shall be required to maintain only those barked areas identified on the map (attachment 4). Not all bedding areas require bark.

b. See PWS Section C.2.0 Weed-free, shredded bark, comparable to the existing bark cover shall be used and maintained at a depth of 2-3 inches.

c. See Attachment 4, Bark Mulch Map, for updated bark mulch areas.

5. What is the tree trimming requirements?

a. See PWS Section C.3.0. Contractor shall be required to trim trees up to 15 feet, requiring a Class 2 arborist. Any trees over 15 feet and requiring a Class 4 arborist shall be reported to the COR.

Medford Grounds Maintenance, Medford, Oregon Page 11 of 12

6. Can chemicals or organic pesticides be used for the front entry area weeding? What do we do if we find pest in the tree or on the grounds?

a. PWS Section C.2.0 and C.4.0 - No pesticides (chemical or organic) are permitted. All weeds shall be removed mechanically and/or manually. Inform COR of any pest or fungi issues.

7. Will irrigation be part of the contract?

a. Irrigation is done in-house by the BLM. The BLM will give the Contractor a copy of the irrigation schedule. The Contractor shall not be required to fix or maintain the irrigation lines. The Contractor shall inform the COR of any broken or damaged irrigation. Any irrigation damaged by the Contractor shall be replaced within 24 hours.

8. What are the hardscape requirements?

a. See PWS Section C.7.0 REMOVE DEBRI/PATROL GROUNDS a%6를딕쪔* 0霽叨馨;&2

P C) -o弓

Amendment 0003: Attachment 4, Bark Mulch Areas

Blue Areas are the updated Bark Mulch Areas.