36C10E20Q0011-001.docx

Department of Veterans Affairs

STATEMENT OF WORK (SOW)

Grounds Maintenance Services

1. General Information

1.1 Background: The Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA) Jackson Regional Office has a requirement for ground maintenance Services. There is an estimated 187,300 Square Feet of area to be serviced consisting of 66,260 feet of sidewalks and parking lots to be edged; 10,000 square feet of bedding areas; 17,300 square feet of area to be de-iced, 1,120 feet of fence-line to be maintained, and over 60 mature trees that need to be trimmed.

1.2 Scope of work: The Contractor shall furnish all labor, materials, equipment, supplies, transportation, management, supervision, and other services necessary to perform all work in accordance with this Statement of Work.

1.3 Period of Performance: Base Year from 11-01-2019 to 10-31-2020 with four consecutive 12-month option years.

1.4 Place of Performance: Veterans Benefits Administration, Jackson Regional Office 1600 E. Woodrow Wilson Ave. Jackson, Mississippi 39216.

1.5 VBA Regional Office’s Hours of Operation: The Jackson Regional Office’s normal duty hours are: 6:00 a.m. to 6:00 p.m., Monday through Friday, excluding Federal holidays. "Business hours" are those hours on each official Federal workday during which the building occupants and/or the public shall be in the building and are 8:00am to 4:30pm. The Contractor shall not perform services during federal holidays observed by Department of Veterans Affairs.

1.6 References/Applicable Rules, Policies, Regulations:

1.6.1 Service Contract Labor Standards (MAY 2014): Wage Determination No.: 2015-5153, Revision No.: 7, Date of Revision 12/26/2018, Hourly Rate / Class of Employee $11.91 / 11210 – Laborer, Grounds Keeper, Fringe Benefits: $4.48 per hour.

1.7 Safety Requirements: While in performance of the resultant contract, the Contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and adhere to VAAR 852.237-70 Contractor responsibilities.

1.7.1 The Contractor shall maintain reports and records on accidents, safety inspections, and investigations. The Contractor shall report to the COR any accident involving anyone working under this contract within 24 hours of the accident. A copy of the accident report shall be provided to the Contracting Officer and COR within 3 working days of the accident.

1.7.2 The Contractor shall advise their employees of all Environmental and Hazardous Materials Handling rules and regulations and shall maintain Material Safety Data Sheets (MSDS) on all materials that are required by State and Federal Laws or regulations (OSHA requirements).

1.7.3 The Contractor shall ensure their employees use the appropriate personal protective equipment required by statutory or regulatory standards. Personal protective equipment shall be maintained in a safe, sanitary and operational condition. Employees shall be trained in the use, care and maintenance of personal protective equipment.

1.7.4 In accordance with FAR Subpart 23.1, the Contractor must use, and supply products covered by the following environment programs:

1.7.4.1 Bio-Preferred

1.7.4.2 Comprehensive Procurement Guidelines (CGG)

1.7.4.3 Water-efficient

1.8 Security Requirements: Contractor personnel shall be required to contact the government designated point of contact upon arrival when reporting for service calls or delivering supplies. Current rules and regulations applicable to the premises, where the work shall be performed, shall apply to the Contractor and its employees while working on the premises. These regulations include but are not limited to, escort by VBA officials, presenting valid identification, smoking restriction and any safety procedures as outlined in the site regulations. Services shall not require connection to the VA network. The Certification and Accreditation of network/application (C&A) requirements do not apply and a Security Accreditation Package is not required.

1.8.1 The Contractor shall not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions.

1.8.2 All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

1.8.3 All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C. §552, and VA personnel, regarding information and information system security.

1.8.4 Each employee working in the Regional Office Building shall be required to view a Security Video (duration of 45 minutes) and sign a rules of behavior form.

1.8.5 The Contractor shall complete 20-0344 Annual Certification of Veteran Status and Veteran Relatives Form upon starting. If the contractor/relative is a veteran, the file shall be housed in the Locked Files for the duration of the contract.

1.8.6 See attached VA Handbook 6500.6, Contract Security Appendix C.

1.8.7 No background investigation is required.

1.9 Non-Personal Services: These services are non-personal. Contractor personnel are not subject to the supervision and control of a Government officer or employee in accordance with (IAW) Federal Acquisition Regulation (FAR) 37.104(a) (1) (ii). Rather, contractor personnel perform their duties IAW specific tasks outlined in the SOW. Supervisory functions such as hiring, directing, counseling, and firing of contractor personnel are not performed by the Government. The contractor personnel who furnish services under this contract are subject to Government technical oversight of the services provided. The Government retains the right to reject services and or fees for contractual nonperformance.

1.10 Invoices: Contractor shall email invoices each month to the COR in arrears to the email address listed on page one (1) block 18a of the contract that includes the following information: Contract and obligation numbers; Company name, address and phone number, and invoice number, invoice date, a description of services referencing the appropriate Contract Line Item Number (CLIN), and the dates of services.

2. Definition and Acronyms: N/A

3. Government-Furnished Items and Services.

3.1 No Government furnished supplies and/or materials shall be provided under this contract.

4. Contractor-Furnished Items and Services: Performance Outcome – Objective.

The Contractor shall furnish all personnel, materials, labor, supplies, travel, supervision and equipment required to perform the grounds maintenance functions for the facility.

5. Specific Contractor Tasks

5.1 Litter/Light Trash Pick-Up/Disposal: Litter shall include, but is not limited to trash, debris of all types, paper, bottles, metal cans, containers, food scraps, or material of any type which is not growing, nor intended to be a fixture or permanent part of the grounds area.

5.1.1 Litter shall be picked up from all areas covered under the terms of the contract. Litter shall be picked up prior to, and after any mowing activities. The Contractor shall pick up and remove any material intentionally or unintentionally cut during the mowing process, and before completing work on the site during the same workday. The Contractor shall be responsible for disposal of all litter from the site.

5.2 Mow/Edge/Trim/Rake: All of the mowing, trimming and raking should be accomplished on a single work day.

5.2.1 The Contractor shall maintain the growth of grass height on improved grounds between 1 to 4 inches depending upon the following types of grass. The height is a guideline for a neat and professional appearance. All improved grounds shall always look well-manicured.

5.2.1.1 Kentucky Blue Grass, St Augustine – 2 to 3 inches

5.2.1.2 Tall Fescue – 2.5 to 3.5 inches

5.2.1.3 Bermuda Grass – 1 to 1.5 inches

5.2.1.4 Zoyia Grass – 1 to 1.5 inches

5.2.2 In the event of inclement weather or other unavoidable conditions that prevent completion of work in a single work day, the Contractor shall make a reasonable attempt to perform maintenance activities as close to the scheduled date as possible.

5.2.3 Grass clippings or residue resulting from mowing activities that remain on the turf shall be left, provided the Contractor uses and maintains a mulching-type mower blade in good, cutting condition. Grass clippings shall be removed after each mowing when there is a windrow, clumps, or the amount of cut grass is dense enough to damage or destroy the underlying turf.

5.2.4 Edging, trimming and raking shall include those areas not accessible to mowers, for a well-manicured look, i.e., abutting building, curbs, drives, fences, flowerbeds, parking areas, sprinkler heads, trees, and walkways.

5.2.5 Mechanical trimming shall be used to define boundaries along sidewalks, curbs, structures, drives, parking areas, and turf areas. Areas along sidewalks shall be trimmed so that the width of cut is less than one-half (1/2) inch.

5.3 Pruning of Trees, Bushes and Shrubs:

5.3.1 All trees, no matter the height, size or diameter, brushes, shrubs and other plant material shall be trimmed, pruned and or shaped as deemed necessary by the government. The contractor shall use a ladder and/or “Cherry Picker” when necessary to cut branches, to trim, to prune and or to shape to maintain the trees’, brushes’, shrubs’ and other plant material’s desired characteristics of the plant, or at the request of the government. Pruning of shrubs and hedges shall be required to maintain the desired aesthetic effect.

5.3.2 Bushes, hedges, shrubs and trees of any height, size, or diameter shall be pruned, shaped, trimmed, and cleared three (3) feet away from the building, as necessary, to maintain a well-groomed appearance. Such pruning shall also serve the purpose of preventing any obstruction of the pathway, irrigation and plumbing systems, and parking areas. All cuts over ¾ inch in diameter shall be brush-painted with approved tree paint. Spray painting shall not be permitted.

5.4 Planting Beds:

5.4.1 All beds and planters, whether flower or shrubs, shall be kept in a neat condition, edged, and virtually free of weeds and undesirable growth at all times. All areas around the live plants in planting beds shall be covered with at least five (5) inches of long leaf pine straw.

5.5 Weed Control:

5.5.1 A weed shall be defined for the purpose of this contract, as any vegetative material growing in an area where it is not intended or desired. Areas include all turf, floral beds, shrub beds, ditches, and paved areas such as: parking lot/sidewalks and areas within the contract boundaries. Flowerbeds shall be maintained so that undesired plant material is only found to exist in no more than ten (10) percent of the total surface area of the bed.

5.5.2 The Contractor shall ensure any products used shall meet Bio-Preferred www.biopreferred.gov and Comprehensive Procurement Guidelines (CPG) www.epa.gov standards. The following are requirements for application of fertilizer/pesticides for Bermuda Grass lawns.

5.5.3 In all instances of chemical trimming, the herbicides shall be applied to only one plant material which is to be eliminated, or around trees and structures in a narrow band not exceeding fourteen (14) inches, plus or minus two (2) inches in width. Use of herbicide to substitute for mechanical trimming (edging) along sidewalks or other areas as designated by the Department, is prohibited.

5.6 Fence-Line Cleaning:

5.6.1 The Contractor shall ensure all fence lines are free of all unwanted vegetation and maintain turf around them at the same height as the rest of the property.

5.7 Repair Damaged Areas:

5.7.1 Areas damaged by contractor vehicles, erosion, drought or insect/diseases shall be seeded, sprigged, or sodded to meet the standards of surrounding areas.

6. Quality Control Program:

6.1 The Contractor shall maintain and follow its own established Quality Assurance and Surveillance Plan (QASP). The Government shall monitor the Contractor’s performance under this contract utilizing customer complaints and re-performance of requirements at no cost to the government. The Contractor is responsible for complying with all appropriate regulations and guidelines of OSHA and any other pertinent federal, state and local laws. The Contractor shall obtain and maintain all necessary licenses, permits, insurance and applicable health and safety program.

7. Personnel Qualifications: The Contractor shall be required to provide fully qualified and trained or certified service and management personnel in enough numbers to actively and efficiently service and support the contracted services.

8. Government Point of Contact:

TBA

9. Changes to the Statement of Work (SOW):

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the Contractor.