36C25625Q0229.docx

SUBJECT*

Grounds Maintenance for Shreveport, LA VAMC

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer Le Kisha Douglas, MPA LeKisha.Douglas@va.gov

PLACE OF PERFORMANCE

Shreveport LA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

DESCRIPTION

1. Title: Grounds Maintenance Services (Shreveport, LA VAMC)

2. Purpose: The Network Contracting Office (NCO) 16, located at Galleria Financial Center, 5075 Westheimer Rd, Ste 750, Houston, TX 77030, hereby issues the following Sources Sought to Request Information (RFI) with the intent of determining the contractor interest, capabilities, qualifications of potential businesses, nonmanufacturer rule compliance, Buy American Act compliance, Trade Agreement compliance and estimated industry pricing information for market research and estimated budgetary purpose for a non-personnel services contract to provide Grounds Maintenance.

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for Grounds Maintenance as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

Government anticipates competitive, firm fixed priced single sourced contract. This Sources Sought is published for market research purposes. This Sources Sought will be used to determine if a set-aside for any small business program is appropriate. Please review this announcement, respond to questions below and review all attachments in their entirety.

Government request that interested offerors complete all questions below, provide required documentation, descriptive literature and authorization letter as described below. The Government is in no way obligated to do business with or to enter into any form of contract with any person, firm or other entity that receives or responds to this announcement.

3. Objective: To find qualified and certified contractors with the capability to provide full grounds maintenance services for the Overton Brooks VA Medical Center located in Shreveport, LA.

4. Place of Performance:

5. Responses Requested: The NCO 16 requires all the following information and questions answered 5a through 5k in this RFI/SS: Questions and information that are not provided shall be considered nonresponsive to the Request for Information and contractor shall not be considered as part of the market research.

a. The representative conducting the inspections expect present full capabilities to perform this work. Do you have qualified personnel and certifications to perform these services?

b. Do you (contractor) possess the capability to meet the government requirements as specified within the Statement of Work?

c. Do you (contractor) possess the capability to provide services during the normal working hours listed in the of the Draft SOW?

d. Contractors shall provide their point(s) of contact name, address, telephone number, and email address; and the company's business size, and SAM Unique Entity Identification Number.

d. Is your company a small business, SDBs, HUBZone, or 8A concern? Please provide proof of qualifications.

e. Is your company considered small under the NAICS code 561730?

f. Is your (Contractor) Buy American Certificate completed in SAM? Please provide evidence with response.

g. Is your (Contractor) Trade Agreement Certificate completed in SAM? Please provide evidence with response.

h. Contractors shall provide an estimated industry pricing for services, as well as for certification related qualifications or state certifications for market research and budgetary purpose. These certifications are specified in section 1.5.6.

i. Do you (Contractor) manufacture the product itself or a distributor of the items being researched above, allowing for services, supply procurement and full SOW compliance? Please provide authorized distributor letter or any such supporting documentation from original equipment manufacturer (OEM), if applicable. These specifications are identified in Part 4 of the Draft SOW.

j. Information for the product being requested, is it manufactured outside the US-Domestic non-available? This is relevant to any and all replacement parts for certification repairs.

k. For the services required, is your company available under any;

Government Wide Agency Contract (GWAC) General Services Administration Schedules (GSA) Indefinite Delivery Indefinite Quantity (IDIQ) Blanket Purchase Agreement (BPA) Blanket Ordering Agreements (BPO)

If so, please provide the contract number.

6. Opportunity: The NCO 16, is seeking information from potential contractors on their ability to provide this service. THIS IS A SOURCES SOUGHT FOR REQUEST INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this Sources Sought in order to assist the NCO 16 in determining potential levels of competition available in the industry. Contractor shall possess the capability to provide all requirements and objectives.

7. Instructions and Response Guidelines: Sources Sought responses are due by December 13, 2024, at 16:30 (CST) via email to LeKisha.Douglas@va.gov

All Questions shall be submitted by December 09, 2024 at 1630(CST) via email to LeKisha.Douglas@va.gov.

Telephone requests or inquires will not be accepted.

Public Information will not be provided and shall be utilized to the full extent possible.

This a New Requirement.

The subject line shall read: 36C25625Q0229 -RFI-Sources Sought- Grounds Maintenance Services for Overton Brooks VAMC, Shreveport, LA. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 5(a) - 5(k).

Please provide the information you deem relevant in order to respond to the specific inquiries of the Sources Sought. Information provided will be used solely by NCO 16 as "market research" and will not be released outside of the NCO 16 Purchasing and Contract Team.

This Sources Sought notice does not constitute a Request for Proposal (RFP), Invitation for Bid (IFB), or Request for Quotation (RFQ), and it is not to be construed as a commitment by the Government to enter into a contract, nor will the Government pay for the information submitted in response to this request. All information contained in this Sources Sought is preliminary as well as subject to modification and is in no way binding on the Government.

In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract. If a solicitation is released, it will be synopsized on Contracting Opportunities (https://beta.sam.gov/) website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this Sources Sought, or future RFP/RFQ.

8. Contact Information:

Contracting Officer, Le Kisha Douglas, MPA Email address: LeKisha.Douglas@va.gov Your responses to this notice are appreciated.

THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES/PROPOSALS; however, any firm that believes it can meet the requirements may provide answers, responses and give written notification prior to the response due date and time. Supporting evidence and responses must be furnished in enough detail to demonstrate the ability to perform the requirements.

Sources Sought Notice Sources Sought Notice

Page 1 of

Sources Sought Notice

PERFORMANCE WORK STATEMENT (PWS)

For Grounds Maintenance Services At Overton Brooks VA Medical Center

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide Grounds Maintenance. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for Grounds Maintenance as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: The Overton Brooks VA Medical Center (OBVAMC) is a 40+ acre facility at 510 E. Stoner Avenue, Shreveport, LA 71101 and has a requirement for a grounds contractor to maintain all shrubs, flower beds, trimming shrub/hedges when necessary, mulch beds, remove weeds, cut lawn as scheduled per the Medical Center, plant new seasonal bedding flowers, remove dead trees/shrubs/limbs/debris, fertilization of the lawn twice a year, pickup and dispose of fallen leaves, two pavement sanding after a freezing rain event, and debris pickup each day throughout the day. Lawn mowing will include all areas within the outer perimeter fencing, and along Stoner Avenue between the fence line and the street curbing.

1.3. Objectives: These daily (work week) services are intended to improve and maintain the overall visual impression of the OBVAMC. These professional services will groom the grass, hedges, scrubs, and trees as well as maintain the flower beds by planting seasonal annual plants, weeding, and mulching. The contractor will pick up trash around the facility including, but not limited to cigarette butts, food wrappers, cups, and plastic containers daily (week days) between 0600 and 1430 hours (8 hours each day). The contractor will pick up and dispose of fallen leaves. In the event the facility experiences a freezing rain event, the contractor will sand all pavement surface; prior to inclement weather. (contractor will be called out/on call for these times. Contract anticipates up to four sanding’s per year.

1.4. Scope:

1.4.1. The contractor shall provide all labor and supervision required to maintain shrubs, flower beds, trimming shrub/hedges when necessary, mulch beds, remove weeds, seeding, cutting the lawn, edging the lawn, removing dead trees/shrubs/limbs/debris, fertilization of the lawn twice per year, removal of fallen leaves, and sanding the pavement areas twice per year after a freezing ice event.

Lawn cutting, and edging will occur weekly for a total of 40 cuttings per year. Contractor will provide a schedule of the cuttings for approval by the facility. Hedge and shrub trimming will occur based on their natural growth habits.

The Contractor will remove up to 20 dead trees per year as directed by the facility. Tree will be cut flush to grade, and stump grinding below grade is required.

1.4.2. Contractor and employees are responsible for the design and installation of all landscaping projects using Northwest Louisiana friendly landscaping and material as reviewed and approved by the Chief Engineer, who is the Contracting Officer’s Representative (COR), or his appointed representative. Landscape designs require facility approval prior to planting.

1.4.3. Contractor is responsible for ordering and applying chemicals, fertilizer, grass seed, soil, mulch, and other landscaping supplies necessary for the daily landscaping needs of the facility.

1.4.4. The contractor and his staff are responsible for maintenance and operation of all grounds equipment including lawnmowers, weed eaters, front-end loaders, fork-lifts, bucket lifts, scissor lifts, chainsaws, irrigation equipment, and portable watering devices. All hand tools and equipment are provided by the contractor.

1.4.5. The contractor shall keep all roads, walkways, sidewalks, and parking lots clean of all debris. The contractor will provide one laborer to continuously monitor the facility and pick up debris from 0630 to 1500 hours daily during the work week.

1.4.6. The contractor will get instruction from the COR, or his designated representative daily. Daily duties may change within the scope of work, depending on the needs of the Medical Center. The entire crew will sign in at the Grounds Shop upon arrival on site and sign out prior to departing the site.

1.4.7. The contractor may be subject to all weather conditions, hot, cold, wet, etc., and work in a dirty dusty environment.

1.5. General Information

1.5.1. Quality Control: The Contractor shall develop and maintain an effective Quality Control Program to ensure services are performed in accordance with this PWS. The Quality Control Program (QCP) will be delivered to the COR within 14 calendar days of the contract award. After acceptance of the QCP, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-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.

1.5.2. Quality Assurance: The Government will inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will be the individual primarily responsible for quality assurance. The COR may perform surveillance by direct observation, performing weekly or bi-weekly inspections, or investigating customer complaints.

1.5.3. Hours of Operation: The contractor is responsible for providing services, between the hours of 6:30 AM to 3:00 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. This includes the presence of a worker on site daily (Work Week) picking up trash and debris. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.4. Place of Performance: The work to be performed under this contract will be performed at 510 E. Stoner Avenue, Shreveport, LA 71101

1.5.5. Security Requirements: Contractor personnel performing work under this contract must have a Non-PIV ID card prior to commencement of work under this contract. Renewal of PIV ID cards are to be performed annually.

1.5.5.1. Physical Security: The contractor shall be responsible for safeguarding all Government equipment, information and property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.5.5.2. Key Control: The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the COR.

1.5.5.2.1. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon notification of the COR, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.5.5.2.2. The contractor shall prohibit the use of Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

1.5.5.3. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.5.6. Special Qualifications: The contractor shall possess, at a minimum, the following performance qualifications:

1.5.6.1. Maintain certification in Louisiana landscaping by a regionally accredited organization.

1.5.6.2. Possess technical staff qualified by professional education and technical experience to perform the work required by this statement of work.

1.5.6.3. Ensure that the contractor and all employees working on-site must provide certificates for OSHA Certified 10-hour construction safety course. The Contractor’s on-site supervisor must provide OSHA Certified 10-hour construction safety course.

1.5.6.4. Maintain certification required to apply herbicides, as necessary.

1.5.6.5. These previous items are the minimum certifications required to be documented to the COR prior to the start of work at the facility.

1.5.6.6. Active Member National Association of Landscape Professionals and Louisiana Nursery and Landscape Association.

1.5.6.7. Contractor must provide a copy of Landscape Horticultors License.

1.5.6.8. Contractor must provide a copy Louisiana Department of Agriculture and Forestry ground applicator certificates.

1.5.6.9. Contractor must provide a copy Current Louisiana Department of Agriculture and Forestry Commercial Pesticide Applicators License

1.5.6.10. Contractor must provide three (3) examples of projects with similar size and scope.

1.5.6.10. Contractor must provide a detailed work schedule for growing season as well as off season.

1.5.7. Post Award Conference/Periodic Progress Meetings: The contractor shall attend any post award conference convened by the Contracting Officer 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 shall be at no additional cost to the Government.

1.5.8 Key Personnel: The contractor shall provide a Project Manager/ Superintendent who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the COR. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available all day on each day the contractor is on site

1.5.9 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.5.10 Contractor Travel: Not Applicable

1.5.11 Organizational Conflict of Interest: Contractor and sub-contractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5.12 PHASE IN /PHASE OUT PERIOD: Not Applicable

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

2.1.6. 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 PWS. 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.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide coordination between the contractor and the facility to make sure patient care is not impacted by the performance of this contract.

3.2 Facilities: The Government will provide a staging area for the contractor to operate during their days on site.

3.3 Utilities: The Government will provide all utilities available at the facility. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: Not Applicable.

3.5 Materials: Not Applicable.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Facility Clearance: The Contractor shall possess and maintain a facility clearance from the Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a security clearance and received a Non-PIV badge from the VA Police.

4.3. Materials: The Contractor shall furnish all chemicals, fertilizer, grass seed, soil, mulch, and other landscaping supplies necessary for the daily landscaping needs of the facility. The Contractor will also supply all materials for three plantings of Annuals at the entrance circle each year. Timing of the three plantings will be coordinated with the facility.

4.4. Equipment: The contractor shall maintain all equipment provided by the Government. All hand tools will be provided by the contractor. The contractor will be liable for any equipment damage beyond normal use, to the limit of replacement due to the damage.

Minimum equipment listing:

Three 60-inch commercial grade mowers Side by side utility vehicle Commercial grade walk behind blowers and vacs Commercial grade trimmers/edger’s/chainsaws/backpack blowers Four commercial grade push mowers

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Lawn Maintenance Each Visit:

5.1.1 Contractor shall mow all grass areas to a height of 3 inches around buildings and a height of 4 inches on the open grounds.

5.1.2 Contractor shall VERTICAL edge all lawn and pavement intersections such as curbs, sidewalks; and pavement with typical blade edger or line trimmers. The contractor shall vertical edge all lawn and rock/mulch bed intersections. The contractor shall also vertical edge around valve boxes etc. present in the turf. Horizontal edging with line trimmers will not be accepted.

5.1.3 Contractor shall line trim along or around as applicable all items within lawn areas such as but not limited to—chain link fence, chain link gates, signage posts, street lights, buildings, trees, sprinkler heads, bollards, rock beds perimeter, and mulch beds perimeter. Contractor will remove vegetation from the chain link fence.

5.1.4 Blowing of grass clippings from streets, curbs and sidewalks will be allowed; however, the clippings shall be picked-up and removed and not blown back into mowed lawn areas.

5.1.5 Contractor shall remove trash and any other debris on grass prior to mowing. Remove trash and other debris from flower, shrub and rock/mulch beds and from potted plants/trees. The contractor will remove cigarette butts from the lawn areas, rock beds, shrub beds, sidewalks, parking lots, etc. Contractor will empty cigarette butt canisters daily as part of their daily litter/ debris clean-up. Site will be left in a clean manner, with the contractor providing a laborer to continuously monitor and collect trash from the site and pull all outside trashcans and dispose and replace liners daily.

5.1.6 Contractor shall hand pull weeds in flower, shrub, tree, rock/mulch beds and potted plants/trees. Contractor shall hand pull or line trim weeds in concrete and asphaltic paving areas and cracks. The use of weed killer is not allowed, nor will it be applied in bedded areas. Herbicide will be applied to the fitness trail as needed, with a minimum application of once every three months.

5.2 Intermittent Lawn Maintenance:

5.2.1 Contractor shall prune all trees, hedges, shrubs, bushes, and other cultivated plants according to their natural growth habit for proper health and attractive appearance, and to prevent interference with pedestrian and vehicular traffic. Shrubs that are clearly outside of the normal growth pattern shall be pruned regardless of flowering stage.

5.2.2 Contractor shall make regular inspections and remove diseased, broken, and dead branches as needed. The contractor shall immediately notify the COR if disease is running rampant in the lawn (grass), trees, plants, shrubs, etc., and will also notify the COR of evidence of ants or other pests. The contractor shall notify the COR if large amounts of weeds become noticeable in the grass. The Government is responsible for treating the grass for weeds, for treating the shrubs, trees, plants, etc., for disease, and for entomology issues.

5.2.3 The contractor shall avoid pruning shrubs during the flowering stage or thirty days prior to the onset of normal cold winter weather conditions, unless clearly outside the normal growth pattern.

5.2.4 Shrub and hedge pruning shall be maintained on a regular basis according to the Projected Annual Maintenance Schedule prepared by the contractor. The personnel used on this operation shall be trained to take care not to damage the root systems or plants.

5.2.5 Contractor shall trim hedge shrubs and remove clippings as needed throughout the year.

5.2.6 Contractor shall remove all clippings from the work site and dispose of properly.

5.2.7 Contractor shall remove as required all tree, hedge, shrub and bush roots that grow and appear above grade, after determination by the contractor that removal will not damage the applicable cultivated plant. If removal will damage/kill/alter the health of the cultivated plant, contractor shall propose and implement an alternative for the root removal, such as filling, re-grading, and re-sodding.

5.2.8 Annuals will be planted three times a year based on a design prepared by the contractor and approved by the facility.

5.2.9. Contractor shall notify the COR of any dead or diseased trees. The contractor shall remove these trees to ground level. Trunk (below grade) and root removal is not required. Removal of up to 20 trees annually is included within the contract. Cost to remove any trees beyond the 20 trees will be negotiated between the Contracting Officer and the contractor.

5.3 Rock and Mulch Beds. Any existing deleterious mulch or rock type bed fill displaced into pavement or sidewalk areas from rain, foot traffic, or other shall be placed back into beds ON EACH VISIT.

5.4 Restoration: Ruts in lawn areas created by the contractor (e.g. by lawn mowers, vehicles, etc.) shall be repaired, filled, and SODDED to match existing as required. (Seeding will not be accepted). Any other site or building damage because of contractor operations shall be restored to “match existing” condition at the Contractor’s expense.

Records Management:

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.