B.2 PERFORMANCE WORK STATEMENT.docx

PERFORMANCE WORK STATEMENT

GROUNDS MAINTENANCE SERVICES

Part 1: General Information.

1. General: Service Disabled Veterans Owned Small Business (SDVOSB). Location is Miami Veterans Affairs Medical Center (MVAMC) for ground maintenance services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Contractor shall be solely accountable for all sub-contractor who, in turn is responsible to the Government. The contractor shall have the technology and know-how to efficiently and effectively manage the project in its entirety.

1.2 Background: The Bruce W. Carter VA Medical Center (VAMC) is an accredited comprehensive medical provider, providing general medical, surgical, inpatient and outpatient mental health services to an estimated Veteran population of more than 152,000 across Broward, Miami-Dade, and Monroe Counties in southern Florida. The VAMC resides on approximately 26.3 acres which includes employee, visitor parking lots ant the Fisher House that provides temporary housing for Veteran families.

NOTE: Interested Offers shall measure ground maintenance area and verify the following:

Additional information:

Irrigation controllers: 8 (no micro irrigations) Model of irrigation controllers: Rainbird and Hunter digital controllers, with base computer Number of zones for each irrigation controller represent: Main Controller (9), DOM (4), Number heads in each zone: Approx. 40-80 Linear footage of drip lines: Approx. 3000ft

1.3 Objectives: The Government’s primary objective: Landscape shall be maintain to provide safe, sustainable and aesthetically pleasing environment for the customers.

Part 2: Description of services:

The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to ensure that grounds maintenance is performed in a manner that will maintain healthy grass, trees, shrubs, plants and present a clean, neat, and professional appearance. Grounds maintenance (GM) consists of a variety of tasks to achieve a pleasant and functional outdoor environment as needed or designated by the COR, namely:

Mow, edge, and fertilize lawns Weed removal Removal of cuttings, debris, and trash Trim hedges, shrubs, and trees Removal dead, damaged, or unwanted trees Plant flowers, trees, and shrubs Integrated Pest Management and Plant fertilization Blowing sidewalks and parking areas Irrigation Pest Control

· Licensed Irrigation Technician

· Certified ISA Arborist

· Licensed pest control applicator

· Removal of all debris (manmade and naturel from all surfaces

2.1. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month optional performance periods.

2.2. General Information

2.2.1 Recognized Holidays: The contractor is not required to perform ground maintenance during the following approved holiday periods: The Miami VA Healthcare grounds shall always look presentable. Prior to ALL Federal Holidays and special events the Contractor shall be required to provide lawn service to the MVAMC.

2.2.2 Recognized Holidays:

New Year’s Day Martin Luther King Jr.’s Birthday Washington Birthday Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

2.2.3. Hours of Operation: Perform grounds maintenance services during normal duty hours 7:30 a.m. to 4:30 p.m., Monday through Friday, excluding federal holidays, unless otherwise required in the contract or approved by the COR. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility during hours of operation. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. The Contracting Officer shall approve the contractor’s proposed work schedule. Upon Government acceptance of the Contractor’s performance plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the performance plan. Contractor will inform the COR of work schedule conflicts and immediately address conflicts to minimize disruption. Regardless of the offeror’s corporate office location, all business matters concerning this requirement are carried out during local time.

2.2.4. Place of Performance:

Location #1: Bruce W. Carter VA Medical Center 1201 NW 16th Street Miami, FL 33125

Location #2: The Fisher House 1201 NW 16th Street Miami, FL 33125

2.2.5. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings may occur at any Miami VA Medical Center facility or at the contractor’s office location and shall be at no additional cost to the government.

2.2.6. Contracting Officer Representative (COR): The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

2.2.7. Reporting. The government will appoint a primary representative for management of the day to day activities of the contract as well as contractor performance assessment. The identity, title, and authority of this representative will be provided in writing to the contractor after contract award. The contractor’s program manager is responsible for communicating with Government Grounds supervisor prior to the start workday and upon completion of each workday.

2.2.8. Special qualifications: The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations, in connection with the execution of the work.

Part 3: Definitions & Acronyms.

3.1 Definitions: Refer to the Federal Acquisition Regulation (FAR) and/or the Department of Veterans Affairs Acquisition Regulation (VAAR) Supplement for additional definitions, acronyms or definition clarification.

3.1.1 Acceptance: Means the act of an authorized representative of the Government by which the Government, for itself or as agent of another, assumes ownership of existing identified supplies tendered or approves specific services rendered as partial or complete performance of the contract.

3.1.2 Conditional acceptance: Means acceptance of supplies or services that do not conform to contract quality requirements, or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date.

3.1.3 Contracting Officer: Contracting officer is the person with the expressed authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

3.1.4 Contracting Officer Representative: Contracting Officer’s Representative (COR) is the individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

3.1.5 Contract quality requirements: Contract quality requirements means the technical requirements in the contract relating to the quality of the product or service and those contract clauses prescribing inspection, and other quality controls incumbent on the contractor, to assure that the product or service conforms to the contractual requirements.

3.1.6 Defective Service: A service output that does not meet the standard of performance associated with the Statement of Work.

3.1.7 Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

3.1.8. Government contract quality assurance: Means the various functions, including inspection, performed by the Government to determine whether a contractor has fulfilled the contract obligations pertaining to quality and quantity.

3.1.9. Grounds Maintenance (GM): This GM consists of a variety of tasks to achieve a pleasant and functional outdoor environment namely: Mow, edge, and fertilize lawns; weed removal, removal of cuttings, debris, and trash on all surfaces throughout both campuses including smoke pits ; trim hedges, shrubs, and trees; remove dead, damaged, or unwanted trees as needed or as advised by the COR; Plant flowers, trees, and shrubs; Integrated Pest Management and plant fertilization; Blowing sidewalks and parking areas and a debris pick up at least once per day or as needed; Irrigation; Pest Control.

3.1.10. Improved grounds: land occupied by buildings and other permanent structures, as well as, lawns and landscape plantings on which intensive maintenance is required.

3.1.11. Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

3.1.12. Physical Security: Actions that prevent the loss or damage of Government property.

3.1.13. Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

3.1.14. Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

3.1.15. Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

3.1.16. Semi-Improved Grounds: grounds where periodic maintenance is performed primarily for operational and aesthetic reasons (such as areas adjacent to helicopter pads, or along fence lines).

3.1.17. Sub-Contractor: CO approved individual or business firm contracting to perform part or all of another’s contract. One that enters into a contract with a prime contractor

3.1.18. Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

3.1.19. Work Week: Monday through Friday, unless specified otherwise

Part 4: Specific Tasks

4.1. Maintain Improved grounds.

4.1.1. Mow Improved Grounds. The Contractor shall provide 38 cuts per year, 4 cuts per month in the high growth season of April 1 through October 31, and every other week for the months of November 1 through May. The Contractor shall mow all turf areas throughout MVAMC. Grass clippings shall be removed or mulched when visible after mowing. Contractor shall maintain the growth of grass height on improved grounds between 2 to 5 inches depending upon the type of grass or as need with CORS direction. The grass will need to be sprayed with herbicide, fertilizer or insecticide as needed to keep the grass in a green healthy state in all areas that are irrigated at all times. All improved grounds shall look well-manicured at all times. (St. Augustine - 2 to 5 in.)

4.1.2. Edging. Sidewalks, driveways, curbs, and other concrete or asphalt edges located in the improved grounds areas shall be edged in concurrence with each visit. Areas that require edging (reference Appendix for area map) shall include removal of vegetation from cracks in sidewalks, driveways, and curbs within .5 inch of the edged surface and to a depth of 2.0 inches.(reference Appendix for area map).To be performed at in concurrence with each visit.

4.1.3. 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.

Trimming height shall match surrounding area grass heights. This task involves all improved grounds as shown in Appendix A. 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.

4.1.4. Landscape/Turf Maintenance and Renovation. The Contractor shall furnish all horticultural supervision, equipment, material, supplies, transportation and labor necessary to perform professional landscape grounds maintenance, and landscape services such as mowing, lawn edging, trimming all trees and bushes, vegetative control, bed maintenance, irrigation system maintenance, testing, operations and repairs, fertilization and insect control and parking lot cleanliness. Contractor shall maintain, fertilize and/or renovate all turf areas that are substandard, with new tuff to be pervaded for by the VA. The contractor will provide all labor for the proper installation of said tuff. This only applies to tuff areas that were existing and or abundantly covered with weed i.e. Over 50%. bedding and vegetation for the facility inclusive of inhabited areas, such as gazebos.

4.1.4.a. During each turf/landscape activity, trimming/edging in parking lot islands, within and thirty feet around all park benches, picnic sites, under picnic tables, fences, guardrails, around water fountains, fire hydrants, Lake water bank/edges, trash receptacles, buildings, signs, shrub and flower beds, telephone switch boxes, water meter boxes, electrical distribution panels, Electrical vaults and switch gear/boxes, landscape rocks, parking blocks, curbing, sewer lift stations, transition zones between riprap and mowed areas, and similar items within the turf/landscape limits shall be accomplished. Palm trees will be trimmed as needed at least twice a year and all seed pods or dead fronds will be removed in concurrence with every mowing or as inspection required. The palms will be trimmed to Anzi standards (10/2). All trees will be trimmed start of the contract to a sure a safe uniform and balance in accordance with accepted horticultural standards and the international society of arborist. Within the first 30 days of accepting the contract.

4.1.4.b. When areas of vegetation are newly seeded or too wet to mow with tractors, the contractor must cut the vegetation to the required height by other means when the vegetation exceeds six (6) inches in height. After mowing and lawn edging, the height of the vegetation shall not exceed three (5) inches or be less than two (2) inches. All lawn edging shall be neat and uniform in appearance upon completion.

4.1.4.c. Pavement vegetation control shall be controlled in the cracks and crevasses of roadways, parking lots, curbing, sidewalks, and all other types of paved and/or gravel surfaces.

Vegetation control along waterfront will be maintained at a height of four (4) inches at waters’ edge for a distance of thirty (30) feet from the edge and away from the waters’ edge. Landscape vegetation except for intentionally planted shrubs or trees, shall be removed from any bedded bark, woody material, gravel or stone that has been placed by the Government as impact material under and around landscape plantings. This will result in the bark, woody material, gravel, or rock impact material being free of all living vegetation.

4.1.4.d. All mulched areas will be inspected at each visit by contractor/crew. Weeds shall be controlled by hand weeding or herbicides. Mulched beds will be replenished or replaced with 2” of new mulch material bi- annually or on an as needed basic. The Contractor/crew shall be responsible for the weeding of all plant beds. Larger weeds shall be removed physically smaller weeds shall be sprayed chemically. Pre and post emergent herbicides will be applied in order to minimize week growth.

4.1.5. The contractor shall apply an effective commercial fertilizer application program for all improved grounds. Approved fertilizers shall be applied in accordance with the manufacturer’s instructions. The type and amount or fertilizer or applied shall be based on results of a soil test. Soil tests are the responsibility of the contractor. Fertilizer will be applied on a scheduled basis (plan approved by COR) consistent with the types of plants, grass and tree located at all campuses using best management practices to enhance health landscaping.

4.1.6. Remove Debris/Police Grounds. In concurrence with each visit, the contractor shall perform general litter patrol in all ground maintenance area and all hard surfaces, concrete, sidewalks, bus stops and gazeboes . Responsibilities include the removal and disposal of all natural debris, (tree limbs, dry brush, leaves, rodent habitats, dead animals, etc.), and man-made debris. Contractor shall police to ensure the area is free of debris, trash, leaves, and alike. Contractor is responsible disposing of all debris at an off-base location in accordance with existing local, state, and federal regulations.

4.1.7. Repair Damaged Areas. Areas damaged by contractor vehicles will be repaired to match the surrounding area at no additional cost to the government. Damaged areas through no fault of the contractor will be repaired via a separate work order prepared by the contracting officer. The repairs will be completed so as to match surrounding areas.

4.2. Maintain Semi-Improved Grounds

4.2.1. Mow Semi-Improved Grounds. This category includes areas on which periodic maintenance is performed but to a lesser degree than on improved grounds. Grass, weeds, and vegetation shall be maintained on semi-improved grounds from 4 to 1inches in height.

4.2.2. Perform Vegetation Control. The contractor shall maintain selected semi-improved grounds to prevent fire hazards or for security reasons. Vegetation areas shall be mowed to remain between 4 and 6 inches.

4.3. Maintain Trees/Shrubs/Hedges/Plant Areas

4.3.1. Trimming/Pruning. Contractor shall have a ISA certified arborist on staff properly prune trees in improved and semi-improved areas all trees will need to be initially pruned the trees will need to be lifted for height roadside clearance, they will all so need to be trimmed for weight and for wind tolerance ,all trees will be deadwood for safety. Pruning shall be accomplished in accordance with industry standards and ANZI 300 standards for all trees on both campuses. All pruning will be verified with COR before trimming. After all trees have been initial pruned they will be trimmed, on as needed basics. All tree minimum height requirements will be address at all times. 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. Trimming/pruning of trees around utility poles/power lines is the responsibility of the contractor. Notify the 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.

4.3.1.a. Maintain Bedding and Planted Areas. Fertilize, water, edge, eliminate weeds, and repair or replace damaged plants in shrub and plant beds. Maintain and/or replace cypress or red wood mulch bedding and or aggraded upon. All weeds shall be removed or eradicated manually or mechanically, chemically as needed by using round up or a chemical approved by the COR.

4.3.1.b. Topsoil. Topsoil must be of a quality that will establish and maintain vigorous stand of grass. It must be free of rocks, rubble and woody material. Sources with more than 5% clay are not acceptable for use. Areas encompassing more than 1 square foot will have new sod installed. All fill material shall be placed to allow for settling which allows for constant and even slope. If after settling the area does not have a constant and even slope it is the responsibility of the Contractor to rework the area at no additional cost to the Government.

4.4. Pest Control

4.4.1. Perform Pest Identification and Control. During performance of grounds maintenance services, identify pests and perform Pest/Fertilizer/Weed l. The contractor shall develop an Integrated Pest Management Plan (IPM) for approval 5 working days prior to the starting date of the contract. The IPM plan will require the Contracting Officer Representative’s and Contracting Officer’s approval. Contractor will resubmit revision for incomplete or disapproved plans within 2 working days of the rejected plan. The contractor’s IPM plan shall establish the strategy and methods for conducting a safe, effective, and environmentally sound pest management program.

The contractor shall be on-site to perform the initial service visit for each area within the first 5 days of the contract. Treatment of pest control shall be in accordance with federal, state regulations. And have all proper licenses

4.4.2. Pest Control Plan shall consist of the following five parts:

(1) Proposed Materials and Equipment for Service. The Contractor shall provide current labels and Material Safety Data Sheets (MSDS) of all pesticides, fertilizer, and weed control to be used, and brand names of pesticide application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest surveillance and detection equipment, and any other pest control devices or application equipment that may be used to provide service.

Contractor shall provide the Safety Officer a copy of chemicals MSDS and applicators certifications.

(2) Proposed Methods for Monitoring and Surveillance. The Contractor shall describe methods and procedures to be used for identifying sites of pest harborage and access, and for making objective assessments of pest population levels throughout the term of the contract.

(3) Service Schedule for Site. The Contractor shall provide complete service schedules that include monthly frequency of Contractor visits, specific day(s) of the week of Contractor visits, and approximate duration of each visit.

(4) Structural or Operational Change. Description of any structural or operational change that would facilitate the pest control effort. The Contractor shall describe site-specific solutions for observed sources of pest food, water, harborage, and access.

(5) Commercial Pesticide Applicator Certificates or Herbicide Applicator Certificates or Licenses

a. The Contractor shall provide photocopies of State-issued Commercial Pesticide/Herbicide Applicator Certificates or Licenses for every Contractor employee who will be applying on-site pesticides under this contract.

b. All herbicides and pesticides used must be approved by the Facility Pest Manager. The Contractor shall be responsible for carrying out work according to the approved Pest Control Plan. The Contractor shall receive the concurrence of the COR prior to implementing any subsequent changes to the approved Pest Control Plan, including additional or replacement pesticides and on-site service personnel.

4.4.3. Pests included and excluded. The Contractor shall meet the performance expectations of the client in suppressing the following pests:

(1) Outdoor population cockroaches, ants, flies, spiders, and wasps, specifically:

(a) Birds, bats, snakes, and all other vertebrate.

(b) Termites and other wood-destroying organisms.

(c) all turf and tree insects pathogens or fugues and or disease’s

(d) Mosquitoes.

(e) Pests that primarily damage outdoor vegetation.

4.4.4. Record Keeping. The Contractor shall be responsible for maintaining a pest control logbook or file. These records shall be kept on-site and maintained by the COR. Each logbook or file shall contain at least the following items:

4.4.4.a. Pest Control Plan. A copy of the Contractor's approved Pest Control/Fertilizer/ Weed Control Plan, including labels and SDS for all pesticides/Fertilizers/Herbicides used on the grounds or around the buildings, brand names of all pest control/Fertilizer/Herbicide Control devices and equipment used around the buildings or grounds, and the Contractor's service schedule for the building.

4.4.5. Manner and Time to Conduct Service

4.4.5.a. Time Frame of Service Visits

(1) The Contractor shall perform routine pest control services that do not adversely affect patients and employee health or productivity during the regular hours of operation of the VA Medical facilities. When it is necessary to perform work outside of the regularly scheduled hours set forth in the Pest Control Plan, the Contractor shall notify the COR at least 1 day in advance. When applying noxious smelling treatments other than normal hours should be the normal practice as submitted and approved by the COR

4.4.5.b. Safety and Health

(1) The Contractor shall observe all safety precautions throughout the performance of this contract. All work shall comply with the applicable requirements of Title 29 Code of Federal Regulations (CFR) 1910, 29 CFR 1926, and 40 CFR 751. All work shall comply with applicable state and municipal safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply.

(2) The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work.

4.4.5.c. Special Entrance. Certain areas may require special instructions for persons entering them. Any restrictions associated with these special areas will be explained by the COR. The Contractor shall adhere to these restrictions and incorporate them into the Pest/Fertilizer/Herbicide Control Plan.

4.4.5.d. Uniforms and Protective Clothing. All Contractor personnel shall wear distinctive uniform clothing. The contractor shall determine the need for and provide any personal protective items required for the safe performance of work. Protective clothing, equipment, and devices shall, as a minimum, conform to United States (U.S.) Occupational Safety and Health Administration (OSHA) standards for the products being used.

4.4.5.e. Vehicles. Vehicles used by the contractor shall be identified and marked/labeled in accordance with state and local regulations.

4.4.6. Contractor Certification Throughout the term of this contract, all Contractor personnel providing on-site pesticide/Fertilizer/Herbicide application must maintain certification as Commercial Pesticide, Fertilizer, and Herbicide Applicators in the category of Industrial, Institutional, Structural, and Health Related Pest Control. Uncertified individuals working under the supervision of a Certified Applicator will not be permitted to apply pesticides, fertilizers, or herbicides under this contract.

4.4.7. Use of Pesticides

The Contractor shall be responsible for application of pesticides according to the label. All pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency (EPA). Transport, handling and use of all pesticides shall be in strict accordance with the manufacturer's label instructions and all applicable Federal, state, and local laws and regulations.

The Contractor shall adhere to the following rules for pesticide use:

4.4.7.a. Approved Products. The Contractor shall not apply any pesticide product that has not been included in the Pest Control Plan or approved in writing by the COR.

4.4.7.b. Pesticide/Fertilizer/Herbicide Storage. The Contractor shall not store any product on the premises listed herein.

4.4.7.c. Pesticide Formulation. Contractors shall not formulate pesticides from concentrates on Department of Veterans Affairs (VA) property without written approval by the

COR.

4.4.7.d. Application by Need. Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticides in any inside or outside area shall not occur unless visual inspections or monitoring devices indicate the presence of pests in that specific area. Preventive pesticide treatments of areas where surveillance indicates a potential insect or rodent infestation are acceptable on a case-by-case basis. Written approval must be granted by the COR prior to any preventive pesticide application.

4.4.7.e. Minimization of Risk. When pesticide use is necessary the Contractor shall employ the least hazardous material, most precise application technique and minimum quantity of pesticide necessary to achieve control.

4.4.8. Insect Control

4.4.8.a. Non-pesticide Methods of Control. The Contractor shall use non-pesticide methods of control wherever possible. For example:

(1) Portable vacuums rather than pesticide sprays shall be used for initial cleanouts of cockroach infestations, for swarming (winged) ants and termites, and for control of spiders in webs wherever appropriate.

(2) Hot water delivery devices for weeds.

4.4.8.b. Application of Insecticides to Cracks and Crevices. As a general rule, the Contractor shall apply all insecticides as "crack and crevice" treatments only, defined in the contract as treatments in which the formulated insecticide is not visible to a bystander during or after the application process.

4.4.8.c. Application of Insecticides for Exposed Surfaces or as Space Sprays. Application of insecticides to exposed surfaces or as space sprays (including fogs, mists, and ultra-low volume applications) shall be restricted to unique situations where no alternative measures are practical. The Contractor shall obtain the approval of the COR prior to any application of insecticide to an exposed surface or any space spray treatment. No surface application or space spray shall be made while tenant personnel are present. The Contractor shall take all necessary precautions to ensure patient and employee safety, and all necessary steps to ensure the containment of the pesticide to the site of application.

4.4.8.d. Insecticide Bait Formulations. Bait formulations shall be used for cockroach and ant control wherever appropriate.

4.4.9. Rodent Control

4.4.9.a. Outdoor Trapping. As a general rule, rodent control shall be accomplished with trapping devices only. All such devices shall be affected by routine cleaning and maintenance.

Trapping devices shall be checked on a schedule approved by the COR. The Contractor shall be responsible for disposing of all trapped rodents and all rodent carcasses off-site, in an appropriate manner.

4.4.9.b Use of Rodenticides. In exceptional circumstances, when rodenticides are deemed essential for adequate rodent control inside occupied buildings, the contractor shall obtain the approval of the COR prior to making any interior rodenticide treatment. All rodenticides, regardless of packaging, shall be placed either in locations not accessible to children, pets, wildlife, and domestic animals, or in EPA approved tamper-resistant bait boxes. As a general rule, rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows wherever feasible.

4.4.9.c. Use of Bait Boxes. Frequency of bait box servicing shall depend upon the level of rodent infestation. All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms. The Contractor shall adhere to the following five points:

(1) All bait boxes shall be placed out of the general view, in locations where they will not be disturbed by routine operations.

(2) The lids of all bait boxes shall be securely locked or fastened shut.

(3) All bait boxes shall be securely attached or anchored to the floor, ground, wall, or other immovable surface, so that the box cannot be picked up or moved.

(4) Bait shall always be placed in the baffle-protected feeding chamber of the box and never in the runway of the box.

(5) All bait boxes shall be labeled on the inside with the Contractor's business name and address, and dated by the contractor's technician at the time of installation and each servicing.

4.4.10. Initial Exterior Building Inspections

4.4.10.1. The Contractor shall complete a thorough, initial inspection of each building exterior or site at least 5 working days prior to the starting date of the contract. The purpose of the initial inspection(s) is for the contractor to evaluate the pest control needs of all premises and to identify problem areas and any equipment, structural features, or management practices that are contributing to pest infestations. Access to building space shall be coordinated with the.

4.4.11. Aerate Soil

4.4.11.1. Aerate soil on improved grounds to maintain grounds in a healthy state. The Contractor must aerate turf in areas designated by COR annually. After aeration of all of the designated areas the plugs removed from the holes must be mulched into turf. Areas will be Aerated before major fertilizer application, at least once a year.

4.5. Maintain Irrigation System

4.5.1. The contractor shall be responsible for the complete maintenance of irrigation systems. The contractor will provide a licensed irrigation tech to be on staff. The contractor shall provide watering hoses and portable watering devices for irrigating areas that do not have sprinkler systems. All improved areas shall receive sufficient amounts of water, as necessary to present a uniform green color without browning or barren areas resulting from lack of water. The contractor is responsible for training on irrigation system programing. The training will be required prior to start of contract. Certification will be a part of your licenses and certification packages.

4.6. Chemical Application. The Contractor shall furnish only approved chemicals in accordance with Environmental Protection Agency guidelines. Chemicals shall be of the type required and selectively suitable for the work at hand. Use of soil sterilants shall not be permitted. Mixing of chemicals, filling of containers, applications, and disposal shall be in accordance with manufacturer’s label instructions and Federal and State laws. The chemicals shall be applied according to manufacturer’s directions. The Contractor shall submit to COR a list of chemicals seven (7) days prior to each application. The Contractor shall possess applicable, valid commercial applicator license(s) as issued by the State of Florida, copies of which shall be submitted to the COR prior to the commencement of work. The Contractor shall ensure strict control of chemicals and implement safety precautions in the application of chemicals.

Contractor is liable for any and all damages resulting from improper use of chemicals.

4.6.1. Broadleaf Control. The Contractor will apply a liquid broadleaf weed control to turf and bedded areas according to the manufacturer’s label. Proper consideration will be given to season, temperature, water conditions, etc., prior to applications.

4.6.2. Decorative areas. Herbicides shall be used in the decorative areas, i.e. flower beds as needed for weed sprouts. Furthermore, herbicides may be used to control vegetation in the sidewalk cracks as well as along the fence line where there are rocks?

4.6.3 Level 1 Vegetation Control. Level 1 control shall consist of non-selective spot or band application to kill live herbaceous and/or woody vegetation within an area specified by the COR with pre- and/or post herbicides or contact weed control chemicals (such as Roundup or Rodeo). The applied chemical spray shall be at least 2% concentrate. The chemical must be approved by the COR before application and applied according to manufacturer’s specifications.

4.6.4 Over seeding areas that area in distress, dead or damaged turf. All areas that are over seeded will be prepped to promote healthy growth.

4.6.5 Fertilizers. Fertilizers shall be applied as required according to soil content and type of grass, tree, flower, or bush as applicable.

4.6.6 Chemical Reports. Contractor must provide listing for each type of chemical used.

The report will be turned in to the COR. The chemical trade name, EPS class, EPS registration number, the target pest, location where applied, the total estimated amount used (gallons, pounds, or ounces) and the estimated surface area where the chemical was applied will be included in the report.

Part 5: Furnished Property and Equipment

5. Government Furnished Property:

Storage Area: None Space for storage bin: None Waste Disposal Containers: None Furnished Property/Supplies: None Area Maps/Prints: Available upon request

5.1. Contractor Furnished Equipment and Materials.

5.1.1. The contractor shall furnish all horticultural supervision, equipment, material, supplies, transportation, and labor necessary to perform the requirements of this contract.

Mowers, trimmers, lawn edger’s, and any other required equipment shall be equipped with manufacturer’s recommended safety protection devices to ensure worker and public safety at all times. Contractor shall inspected equipment daily, and conduct preventive maintenance to ensure equipment is in good working condition. The COR reserves the right to inspect and reject any equipment not deemed safe or appropriate for use.

5.1.2. Lawn Maintenance and Renovation. Mowers shall be equipped to catch clippings or mulch the grass effectively while mowing the lawns not after. Mowers shall be equipped so that scalping of turf does not occur. The mower shall be equipped with tires designed not to leave cleat or lug marks.

5.1.3. Trimmers and Vegetation Control. Equipment or methods used for trimming or vegetative control work shall not harm, deface, destroy, remove, or alter trees, landscape plantings, or developed facilities (including sign posts). All trimming and vegetative control equipment or methods must be submitted in a written work plan and approved by the COR before any work begins.

5.1.4. Vehicles. All vehicles used in performance of this contract shall be clearly marked with an all-weather identification sign showing the Contractor’s name, type of business, and address.

5.1.5. Equipment. The COR reserves the right to inspect all equipment, materials, and supplies prior to award of this contract and during the course of the contract. The Contractor must submit in writing to the COR for approval for a listing of any new equipment, materials, and supplies to be used in this contract before it can be used to perform any work.

5.1.6. Material Safety Data Sheets. The Contractor shall provide “Material Safety Data Sheets” (MSDS) from the manufacturers of all chemicals and herbicides or any other supplies of a chemical nature used in the operation of this contract. The Contractor shall submit “Material Safety Data Sheets” to the COR seven (7) days prior to initially using the item mentioned.

5.1.7. Maintenance Reports. After work is completed, the contractor’s representative will submit, in writing, a complete report of services performed for each item of equipment. The Grounds Supervisor, or his designee, must sign the service report before the technician(s) leave the facility.

Part 6 Personnel Requirements

6.1. Personnel. The contractor shall furnish employees required to satisfactorily perform the work described herein. The contractor must submit a list of employees that include contact information to the CO/COR before any work commences. It is the Contractor’s responsibility to ensure all employees furnished under this contract are legally employable within the United States. It will further be the responsibility of the Contractor to provide written proof that each employee furnished under this contract is legally employable in the United States. Proof of all required company and individual employee documentation and certifications required in support of this contract shall be provided by the contractor prior to commencing work and as required throughout the duration of the contract. The contractor will provide training documents prior to start of contract on all employees to insure quality trained staff.

6.2. Contract Employees. The majority of work will be performed in the presence of the general public; the conduct of all employees is critical and will be closely monitored. Contractor employees performing work under this contract shall not consume alcohol beverages or illegal drugs. The COR may require the Contractor to immediately remove any employee of the Contractor from the worksite who endangers persons or property. Notification shall be by telephone or in person and shall be confirmed in writing as soon as possible. No such removal however, will reduce the Contractor’s obligation to perform all work required under this contract.

Part 7 Quality Control and Quality Assurance

7.1 Quality Control (QC): 10 days after award, the contractor shall develop and maintain an effective quality control program to ensure services are performed according to the SOW and 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 no recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. Upon Government acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

7.1.a. Inspection System. The Contractor's quality control inspection system shall cover all the services stated in this contract. The purpose of the system is to detect and correct deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR identifies the deficiencies.

7.1.b. Checklist. A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections. The checklist shall include every building or site serviced by the Contractor, as well as every task required to be performed.

7.1.c. File. A quality control file shall contain a record of all inspections conducted by the Contractor and any corrective actions taken. The file shall be maintained throughout the term of the contract and made available to the COR upon request.

7.1.d. Inspector(s). The Contractor shall state the name(s) of the individual(s) responsible for performing the quality control inspections.

7.2. The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services of this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

7.3. The Government reserves the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

7.4 Quality Assurance.

7.4.1. The government will periodically inspect and evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan. The Contractor shall take prompt action to correct all identified deficiencies.

7.4.2. Unsatisfactory Performance: Contract Discrepancy report (CDR). In cases where the Contractor does not satisfactorily perform tasks the COR shall issue a CDR to the contractor.

The Contractor shall sign the form and state what corrective actions he/she will take to resolve the deficiency. A copy of the signed form will be maintained by the COR and a copy will be forwarded the contracting officer. If the same deficiency continues, there may be cause for an official meeting to be conducted among the Contractor, Contracting Officer and the COR to address the issue. A mutual effort will be made to resolve all problems identified. The COR will prepare written minutes of the meeting within 72 hours after each meeting. The minutes will be signed by the Contractor, Contracting Officer, and COR. If the Contractor does not achieve satisfactory performance by the agreed suspense date, a second CDR will be issued and payment may be withheld until satisfactory performance is achieved. A third CDR may result in a Cure Notice being issued. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate.

Part 8 Security

8.1. Security Requirements. Contractor personnel performing work under this contract are subject to background checks and investigations as detailed within VA Directive 0710, Personnel Security and Suitability Program. The Contractor shall be responsible for maintaining area security during the performance of this contract and at all times that work areas are to be closed to the public. The Contractor shall ensure that all areas are secure at the end of each work period. The Contractor shall remove and secure all work equipment from the assigned or designated work area at the completion of each workday or at the completion of an assigned work project. At no time will the Contractor leave any equipment, supplies or project residue at the work site, overnight or at the end of an assigned work project.

8.2. Access. The Contractor shall be responsible for access to, into, and through all locations.

Access to locations may or may not be through locked barricades or gates on Government property and shall be by routes approved by the COR in advance prior to entry.

8.3. Report of Unusual Conditions. The Contractor inform the COR prior to the end of the work day of any and all unusual conditions or damages observed such as but not limited to dumping, facility vandalism, water leaks, or damages to the facilities aboard the Veterans Hospital Grounds.

Part 8 Safety

9.1. General. All work shall be performed in accordance with all Federal, State and Local regulations and guidelines regarding the use of chemicals, herbicides & fertilizers within the scope of this contract. The Contractor shall ensure services are in full compliance with all EPS and OSHA requirements (OHSA 30 for onsite Lead and OHSA 10 rest of workers). The contractor shall take immediate corrective action to remedy noted noncompliance performance.

9.2. Accident Prevention Program. The Contractor shall develop and submit an Accident Prevention Program prior to commencing work.

9.3 Regulations and Laws. The Contractor shall abide by all Federal, State and Local safety regulations during contract performance. At a minimum, the Contractor shall adhere to the following (list not all-inclusive):

9.3.1. Proper use of seat belts.

9.3.2. Safety gear (vest, eyewear, footwear, headgear, hearing protection…)

9.3.3. Do not modify equipment or remove safety features from equipment.

9.3.4. Properly store and transport fuel/chemicals; mark containers.

9.3.5. Perform preventive maintenance checks.

9.3.6. Alcohol or drugs not permitted on the premises or during the performance of the contract.

9.4 Incident Reports. Report all accidents resulting in lost time and/or property damaged to the COR, within 24 hours. Incidents with public, persons or any accident regardless of consequences shall be reportedly immediately to the COR. Provide COR with a completed Report of Contact.

10. Performance Standards and Quality Measurement

Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL). The Quality Assurance Surveillance Plan (QASP) method of surveillance will be by random inspection.

The QASP and its performance objectives are as follows: