36C26125Q0042.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 21 VA Central California Health Care System 855 M Street, Suite 1020 Fresno CA 93721

POINT OF CONTACT*

Contracting Specialist Kulvinder Brar kulvinder.brar@va.gov N/A

PLACE OF PERFORMANCE

3801 Miranda Ave.

Palo Alto CA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY.

No Solicitation is currently available.

All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government.

Potential Offerors must be registered in the System for Award Management (SAM) to be eligible for an award (See Internet Site https://www.sam.gov/portal/public/SAM/). Potential Offerors must also have a current Online Representations and Certification Application on file with SAM.

The applicable North American Industry Classification System (NAICS) Code is 561730, Landscaping Services, size standard is $ 9.5 Million. NOTE: Please ensure that System For Award Management (SAM) indicates this NAICS code if you are interested in the requirement.

Before responding please carefully read and consider the following:

As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, “it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.” See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/html/52_217_221.html

Brief Description of Services

The VA Palo Alto Health Care System (VAPAHCS) has a requirement for Grounds Maintenance Services.

Grounds Maintenance Services – CBOC and other sites Veterans Affairs Palo Alto Healthcare System (VAPAHCS)

1. General Information

1.01 General Description of Grounds Maintenance Services

The Contractor shall supply all required labor, materials, tools, equipment, supplies and permits necessary to provide grounds maintenance at the Veterans Affairs (VA) Palo Alto Health Care System (VAPAHCS).

1.02 Location of Work

Grounds maintenance services will be provided at the following facilities. See Attachment I, for campus maps and site plans.

A. Menlo Park Residence at:

1729 18th Avenue Menlo Park, CA 94025 B. Menlo Park Residence at:

556 Gilbert Street Menlo Park, CA 94025 C. Monterey Community Based Outpatient Clinic (CBOC) 3401 Engineer Lane Seaside, CA 93955 D. Mountain View Center (MVC) 1776 Old Middlefield Road Mountain View, CA 94043 E. Sunnyvale Center (SVC) 1080 Innovation Way Sunnyvale, CA 94089 F. Fremont Property 4168 Technology Drive Fremont, CA 94538 G. Fremont Property Technology Court Fremont, CA 94538

1.03 Changes to Grounds and Facility

Work will be performed for the areas listed in Table A below. The acreages are approximate and for information purpose only as the Contractor will be required to perform the ground maintenance for the entire site, except for the building areas. Contractor shall be responsible for measuring and verifying site dimensions for the service areas of each location for the purpose of his quote.

Areas under construction by others will not be the responsibility of the Contractor to maintain.

Changes to the landscape maintenance areas may result from new landscape improvements, new facilities, and other site changes.

The scope of work is anticipated to increase or decrease by as much as 30% over the course of this contract and will be considered to be within scope of this contract. Increases or decreases can be attributed to a change in site location, new locations being acquired, or existing locations being abandoned. See below Table reference.

Table A: Grounds Facilities = footprint of buildings Paved Areas = roadways and Parking Lots Improved Grounds = landscaped areas, courtyards, walkways, etc.

Unimproved Grounds = non-irrigated / non-landscaped areas, construction sites Total Site = Facilities + Paved Areas + Improved Grounds + Unimproved Grounds

1.04 Additional Services

Additional services may be required to address specific needs of the VA. Additional services are listed as Estimated Quantities on the price schedule and will be utilized if requested by the Contracting Officer Representative (COR).

The VA reserves the right to remove or add areas/sites to this scope. Additional/Subtractions will be negotiated with the contractor on a case by case basis.

2. Definitions

2.01 Additional Services - “Additional services” are services that the Contractor will provide at an additional cost to the Government, to include all labor, supervision, supplies and materials specifically identified as being outside the provisions of the basic services and included in the offeror’s overall pricing. These services may be provided during or after normal working hours. The Contracting Officer (CO) will issue a separate task order before work may proceed.

2.02 Contracting Officer - “Contracting officer” is the person with the overall responsibility for administering this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. Additionally, he/she may delegate certain other responsibilities to his/her authorized representatives.

2.03 Contracting Officer Representative (COR) - “Contracting officer’s representative” is the person designated by the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the COR include, but are not limited to: Evaluating Contractor performance with the Government's representative at the work site; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; compliance with contract requirements insofar as the work is concerned; and advising the CO of any factors which may cause delay in work performance.

2.04 Federal Holidays - “Federal holidays” for the purposes of this contract are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. When Federal holidays fall on weekends, a weekday is typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a Sunday are observed on the following Monday.

2.05 Indefinite Quantity - “Indefinite quantity” provisions permit the Government to order additional work, in addition to the basic services, and upon acceptance permit additional payment to the Contractor.

2.06 Modification - Modification is a bilateral or unilateral change in the terms of a contract.

2.07 Predictive Maintenance - “Predictive maintenance” is a program of maintenance activities in which scheduling of maintenance derives from monitoring the operating condition, or changes in the operating condition, of equipment being maintained.

2.08 Quality Assurance Surveillance Plan (QASP) - The QASP is the Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Work Statement (PWS).

2.09 Quality Control Program - The Contractor’s complete system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of the written plan is the responsibility of the Contractor.

2.10 Standard Service - A standard service is defined as grounds maintenance and related services that are included in the monthly price or as defined in the Contract document. Prices are to include all applicable labor, materials, supplies, equipment (except as otherwise provided), supervision, and management.

3. Transition Phase

3.01 Transition Phase Startup – There is no startup transition since this is a new requirement.

3.02 Phaseout Transition Period - When this contract expires or is otherwise terminated, the Contractor must cooperate with the incoming contractor during a phaseout period. For planning purposes, the Contractor must assume a phaseout period of 30 days.

During this phaseout period, the Contractor must assist the COR or designee and incoming contractor for a seamless transition in operations and maintenance with no adverse affect on the building tenants; provide the successor contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract; provide training to the successor contractor on methods of accessing any control systems; and show the successor contractor where all archived programs and systems literature are maintained. The Contractor will provide the incoming contractor a list of employees and their start of service dates. On the last performance day of the contract, the Contractor must turn over to the COR or designee all keys and identification badges or cards.

4. Grounds Maintenance The contractor shall perform grounds maintenance Standard Services.

4.1 General - Maintain all plants, trees, shrubs, ground cover, and lawns in a manner that prolongs life and sustains a healthy appearance. The Contractor shall seek to prevent pollution by, among other things, reducing fertilizer and pesticide use, using integrated pest management techniques, recycling green waste, and minimizing runoff. Grounds maintenance services in the standard services and above standard services requirements shall benefit the environment and generate cost savings to the Federal Government by preserving and protecting the native plants and wildlife habitat entrusted to us.

4.2 Tree Maintenance

4.2.1 Maintenance: Tree supports should be kept in good condition and functioning at all times and removed when no longer needed. All trees and shrubs should be fully protected. Tree stakes, tree ties, and guy wire shall be of materials that comparable to those existing on site, and shall be replaced or repaired by the Contractor as needed. Supports or braces are to be repositioned as often as necessary to prevent damage to the tree or shrub trunk. Sand pans can be used for trees and shrubs to protect the plant trunk from the mower, and help to avoid over-watering. Keep shrubs and trees trimmed to present an attractive appearance.

4.2.2 Pruning: To promote optimum efficiency and safety for all foot and vehicular traffic, trees and shrubs shall be kept pruned to clear all roads, drives, and walking areas. Any limbs and branches touching or brushing buildings or other structures are also to be pruned to provide clearance and free air circulation around the plant. The Contractor shall remove all dead or diseased foliage or branches after pruning.

4.3 Mulching

4.3.1 Contractor shall maintain and replace existing mulch as necessary. Replacement mulch shall be commercial grade shredded hardwood bark, synthetic composite (such as Rubberific), or equivalent. It shall be free of sticks, stones, clods, or other foreign material. A sample of proposed mulch and chips shall be submitted to and approved by the COR prior to use. All areas to be mulched shall be raked, debris removed, edge reestablished, and any excessive mulch buildup worked into existing soil or removed, at the discretion of the COR, prior to mulch application.

4.4 Mowing and Edging

4.4.1 Contractor shall mow and edge all turf areas at a frequency and method that ensures that all areas present an attractive appearance at all times. Mulching mowers are to be used; however, non-mulching mowers are permitted at some sites and shall be approved by the COR. Grass clippings shall be cleared from walkways and roadways, and disposed of properly.

4.5 Leaf Removal

4.5.1 The Contractor shall remove leaves, as necessary, to maintain a neat and clean appearance. Throughout the year, the Contractor shall remove minor accumulations due to isolated leaf drop and shall check all storm drain openings on the premises and remove any leaves or debris that have accumulated. Care shall be taken to remove leaves in existing mulched areas to maintain a neat and clean appearance without substantial reduction in mulch depth or damage to herbaceous or woody plant material.

4.6 Over Seeding, Dethatching, and Plugging

4.6.1 Over-seed, dethatch, and plug as necessary to prevent bare areas and promote even growth of turf areas following common and local landscaping practices.

4.7 Fertilization

4.7.1 All lawn, trees, and ground cover shall be fertilized consistent with common local landscaping practices. Fertilizer used shall be of a balanced type that supplies all nutrients required for providing sustainable growth and development. The fertilizer application rate for the trees will be determined by tree type, girth, and height. Prior to application, the Contractor shall schedule time of application with the COR.

4.8 Flowerbeds and Plants

4.8.1 Flowerbeds are to be free from weeds and debris. Replacement plants shall be supplied by the Contractor and approved by the COR and shall be arranged in an attractive and professional manner.

4.9 Soil and Ground Cover

4.9.1 Aeration: Soil shall be aerated (frequency is dependent on the type of soil and grass but no less than one aeration-per year) by manual or mechanical methods of piercing the ground to provide an adequate air supply to the soil and promote sustained plant life.

4.9.2 Cultivation: Soil shall be cultivated to ensure the topsoil is loose for the purposes of gas exchange, water penetration, and soil aeration.

4.9.3 Groundcover: All areas shall be maintained to promote healthy and sustained growth. Ground cover must present a neat appearance.

4.10 Fence Lines

4.10.1 Maintenance: Grass, native grass, weeds, and other growth at the fence lines at border stations, shall be controlled and not exceed 6 inches in height. Any chemical treatment used must be approved by the COR prior to use. Application of any chemicals must be accomplished by a Licensed Pest Control Operator.

4.11 Weeds

4.11.1 Maintenance: All areas (excluding unimproved grounds) are to be free of weeds and unwanted growth.

4.12 Watering

4.12.1 Watering: All watering cycles shall be conducted at times that minimize inconvenience to the building occupants and visitors, and maximize percolation. Entrances and Exits shall not be wet during the arrival and departure of occupants and visitors. Watering shall be accomplished using a drip, soaker hose, or other water-saving irrigation system devices. The Contractor shall operate watering systems that use automatic timers coupled with rain/freeze sensors, in an efficient manner that considers local weather and local mandates. During periods of water restrictions, watering guidelines by the local water district shall apply. The Contractor shall not be responsible for the replacement of landscaping materials that die as a result of a lack of proper access to water during these periods of mandated water restrictions by municipalities.

4.12.2 Hand Watering: When mechanical irrigation is not available or is malfunctioning, Contractor shall use alternative hand watering methods such as gator bags, or equivalents to ensure, promote, and maintain healthy growth.

4.13 Adjust, Clean and Set Automatic Controllers

4.13.1 Maintenance: Irrigation systems on automatic controllers shall be adjusted, cleaned, and set for the most energy efficient watering periods. When watering lawns, the Contractor must make sure that the sprinklers and drip heads are clean and adjusted so that the water ejects evenly and covers all lawn areas and shrubs.

4.13.2 Irrigation systems that are damaged by the Contractor due to neglect shall be repaired by the Contractor. The Contractor shall be responsible for all costs incurred to repair and test the system. Repairs shall be performed by the Contractor or the Contractor’s sub-contractor. All repairs shall be performed by qualified individuals using industry practices.

4.13.3 Notifications: The Contractor shall be responsible to notify the Government in the event of operational malfunctions, breakages, or failures to the irrigation system, which affect the Contractor's ability to provide proper irrigation to building(s) landscaping. Failure to make timely notification to the COR shall result in the Contractor replacing damaged landscaping.

4.14 Integrated Pest Management Plan

4.14.1 The Contractor shall utilize the Integrated Pest Management Plan for controlling pests and disease to ensure that landscape, trees, and shrubs are free of disease and infestation.

4.15 Plant Replacements

4.15.1 The Contractor shall be responsible for all costs associated with the replacement of all planted materials that have been damaged as a direct result of the Contractor’s lack of oversight, neglect, or lack of proper care and maintenance.

4.16 Pressure Washing

4.16.1 The Contractor shall remove all dirt, debris, residue, gum, grease, and tar within the exterior areas of the building(s) with the approval of the COR. Clean-up shall be done in an environmentally sound manner to minimize the amount of waste washed into the storm sewers or onto the ground.

4.17 Tree Thinning

4.17.1 Tree thinning shall reduce the density of live branches towards developing the natural branching structure. Thinning shall result in an even distribution of branches on individual limbs and throughout the crown to provide free air circulation through the remaining limbs and branches. Not more than 25 percent of the crown should be removed within an annual growing season.

4.17.2 Tree maintenance shall be performed only by arborists or arborist trainees who, through related training or on-the-job experience, or both, are familiar with the practices and hazards of arboriculture and the equipment used in such operations. This standard shall not take precedence over arboricultural safe work practices. Operations shall comply with applicable Occupational Safety and Health Administration (OSHA) standards, ANSI Z133.1, as well as State and local regulations.

4.17.3 Climbing spurs shall not be used when climbing and pruning trees. Tree branches shall be removed in such a manner so as not to cause damage to other parts of the tree or to other plants or property. Branches too large to support with one hand shall be precut to avoid splitting of the wood or tearing of the bark. Where necessary, ropes or other equipment shall be used to lower large branches or portions of branches to the ground.

4.18 Trash and Solid Waste Disposal and Removal (Does not apply to Menlo Park Residences #1 and #2)

4.18.1 The Contractor shall collect and transport all solid waste, trash, and debris to designated locations on the loading dock or other areas (holding areas) for removal from the premises. Holding areas for solid waste accumulation shall be identified by the COR.

4.18.2 Contractor shall remove and properly dispose of pet waste from landscaped areas and paved pedestrian areas.

4.18.3 Contractor is not responsible for the cleanup of bodily fluids, consisting of vomit, blood or any material deemed to be a biohazard, from the grounds. VA Environmental Management Service (EMS) will be responsible for the cleanup of bio hazardous materials.

4.19 Paved Pedestrian Areas (Does not apply to Menlo Park Residences #1 and #2)

4.19.1 All pedestrian areas, including sidewalks, walkways, building entrances, courtyards and plazas, shall be kept clean and free from litter per the Contractor’s schedule established for the work and approved by the Contracting Officer’s Representative.

4.19.2 Contractor shall use effective and appropriate means to clean and remove stains, such as soda, coffee, food and bird droppings, from these areas.

4.20 Canopies/Overhangs

4.20.1 Cleaning: All canopies and anything affixed to, or included in the surfaces of canopies shall be clean and free of all dirt, dust, cobwebs, nests, bird excrement, trash, and debris.

4.21 Hard Surface Areas

4.21.1 Cleaning: All areas (sidewalks, brick areas, hard surfaces, parking areas, garages, docks, moats, platforms, driveways, ramps, lanes, etc.) shall be clean and free of dirt, debris, gum, litter, gravel, weeds, oil, and grease. No residual dirt shall remain after the removal of the debris. Spill residue and clean-up materials shall be disposed in accordance with the Environmental Protection Agency (EPA), and State and local regulatory agency requirements.

4.21.2 Power washing effluent must be captured and recyceled, residual water cannot be disposed in the storm water systems.

4.22 Ash Receptacles and Trash Containers

4.22.1 Cleaning: All trash shall be collected and removed to a location designated by the COR. Trash containers and ash receptacles shall be emptied and kept clean, odor-free, and free of dirt, dust, ash, cigarette butts, debris, residue, and spilled material. Sand in ash receptacles shall be replenished as necessary. Plastic liners for all trash containers shall not be torn, worn, or contain residue.

4.23 Surfaces (signs, tables, etc.)

4.23.1 Cleaning: Surfaces shall be clean, with no dirt, dust, residue, streaks, spots, soil substances, discoloration, or cloth streaks. Spill residue and clean-up materials used shall be disposed of properly.

4.24 Parking Structures, Parking Lot(s), and Dock Areas

4.24.1 Cleaning: Areas shall be cleaned and free of dirt, water, streaks, mop marks, and oil spill(s). Spill residue and clean-up materials shall be disposed in accordance with the Environmental Protection Agency (EPA), and State and local regulatory agency requirements.

4.24.2 Vehicular areas shall be swept once a month. Power washing to deep clean the parking lot stall shall occur annually. Power washing pedestrian walkways and stairwells shall occur on a needed basis.

4.24.3 Sweeping and washing of the parking stalls and vehicular circulation areas should take place during the weekends or Federal holidays, when the parking structure is minimally utilized.

4.25 Excrement Removal (Human, Avian and Rodent)

4.25.1 Cleaning: All steps and stairs, entrances, sidewalks, arcades, landings, balconies, and ledges shall be cleaned of all excrement while following established safety precautions as outlined in the Center of Disease Control protocols. Knowledge of cautionary requirements in cleaning areas contaminated by bat, pigeon, or other avian pest excrement is required. The Contractor shall fully train all employees designated to perform these services in accordance with OSHA standards and OSHA approved State plans.

4.26 Policing Outside Areas

4.26.1 Policing: All areas including lawn, grounds, planted areas, sidewalks, hard surfaces, parking areas, garages, docks, platforms, driveways, ramps, lanes, etc) shall be clean of gum, litter, debris, paper, trash, and other discarded material.

4.26.2 Unimproved grounds: All areas shall be cleared of trash, debris, and other discarded material each time the native grasses, weeds, etc. are cut.

4.26.3 Fence Lines: Fence lines shall be cleared of trash, debris, and other discarded material.

5. Integrated Pest Management Program

5.01 The Contractor shall employ practices and techniques as they relate to cleaning, trash, and materials handling that reduce the sources of food, harborage, and access routes used by pests in and around buildings. Techniques may include, but are not limited to, keeping containers closed, removal of debris, etc.

5.02 The Contractor shall implement a preventive maintenance program that identifies and corrects conditions that contribute to pest infestation. Some of the most effective EXAMPLES include but are not limited to:

· Self-contained compactors rather than dumpsters or stationary dumpsters for storing solid waste awaiting pickup.

· Pressure washing of trash rooms, loading docks, and food preparation facilities.

· Food preparation and storage areas remain clean.

· Dedicated, tightly covered receptacles for food waste in indoor areas with chronic pest problems.

· Replacement of dense ground cover in landscapes with chronic rodent problems.

5.03 Pests Included and Excluded

5.03.1 The Contractor shall adequately suppress indoor populations of rats, mice, cockroaches, ants, flies, and any other arthropod pests not specifically excluded in this exhibit. This includes populations of these pests that are located outside of the specified facilities, but within the property boundaries of the facilities.

5.03.2 Populations of the following pests are excluded from this contract:

· Birds

· Bats

· Snakes

· Termites

· Other wood-destroying organisms.

5.04 Pest Application

5.04.1 The Contractor shall not apply any pesticide product that has not been approved in writing by the COR. Only qualified, trained, and licensed/certified personnel shall apply chemicals. Uncertified individuals working under the supervision of a Certified Applicator shall not be permitted to provide service under the terms of this contract. Chemicals shall be applied according to manufacturers’ recommendation and shall be applied evenly. Chemicals shall be applied with extreme care to avoid hazard to any person or animal in the immediate or adjacent areas, or property damage. All chemicals shall be in the original manufacturer’s containers and properly labeled.

5.04.2 Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticides in any area shall not occur unless visual inspections or monitoring devices indicate the presence of pests in that specific area. In no case shall extremely toxic materials be permitted. The Contractor shall not store any pesticide product on Government property.

5.05 Manner and Time to Conduct Services

5.05.1 Routine pest control services that do not adversely affect tenant health or productivity shall be performed during the tenants’ normal working hours. When it is necessary to perform work outside of the tenants normal working hours, the Contractor shall notify the COR at least one day in advance.

5.06 Pest Control

5.06.1 Non-pesticide Products and Use: The Contractor shall use non-pesticide methods of control wherever possible. For example:

· Portable vacuums

· Trapping devices

5.06.2 Contractor shall fully comply with all applicable laws and regulations, i.e. Occupational Safety and Health Act (OSHA), Title 29 code of Federal Regulations (CFR) 1910.20, Access to employee exposure and medical records; 29 CFR 1910.132, Personal Protective Equipment; 29 CFR 1910.134, Respiratory Protection; 29 CFR 1910.1200, Hazard Communications, and Environmental Protection Agency (EPA), Federal Insecticide, Fungicide and Rodenticide Act (FIFRA), involving pesticide use and other pest control procedures. All work shall also comply with applicable state and municipal safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply.

5.06.3 All pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency (EPA). Transport, handing and use of all pesticides shall be in strict accordance with the manufacturer’s labels and all applicable Federal, state, and local law and regulations.

5.06.4 Contractor shall furnish the Contracting Officer’s Representative with copies of labels, and Material Safety Data Sheets (MSDS) for every pesticide potentially used for the maintenance of the landscape areas.

5.06.5 Contractor shall not store any pesticide product on the premises listed herein.

5.06.6 Contractor shall not formulate pesticides from concentrate on the premises listed herein without written approval by the Contracting Officer’s Representative.

5.06.7 Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticide shall not occur unless visual inspections or monitoring devices indicate the presences of pests in the specific area. Preventive pesticide treatments of areas where surveillance indicates a potential insect infestation are acceptable on a case-by-case basis. Written approval must be granted by the Contracting Officer’s Representative prior to any preventive pesticide application.

5.06.8 When pesticide use is necessary, the Contractor shall employ the least hazardous material, most precise application technique and minimum quality of pesticide necessary to achieve control.

5.06.9 When pesticides are applied to an area of ten (10) square feet or greater, the Contractor shall notify the Contracting Officer’s Representative at a minimum of one week in advance of the application.

5.07 Record Keeping

5.07.1 The Contractor shall be responsible for maintaining a pest control logbook or file for each building or site specified in this contract. These records shall be kept on Government property and maintained by the Contractor.

5.07.2 Each log book should contain at a minimum:

· Date of application / operation

· Target Pest

· Location of specific area where the work is performed

· Operation activity of function; e.g. baiting, spraying, dusting, mechanical

· Pesticide used

· EPA registration number of pesticide

· Percentage of mix used in dilution

· Amount of pesticide used expressed in pounds of active ingredient

· Applicator or operator and applicator’s certification identity

5.08 Restricted Pesticides

5.08.1 Contractor must obtained written approval by the VA to apply a California Restricted Material on the premises listed herein. The use of California Restricted Materials must adhere to the permit program, rules and regulations of the California Department of Pesticide Regulation.

5.08.2 The VA has banned the use of the herbicide 2, 4-Dichlorophenoxyacetic Acid (2, 4-D) on all Veterans Health Administration facility grounds, which include all premises listed herein.

6. Cleaning Schedules

6.01 The cleaning schedule is considered the Contractor’s efficient approach to the work, and shall not limit the Contractor to specific levels of staffing, means or methods. Changes necessary for achieving the contract performance work statement requirements shall be the responsibility of the Contractor. The initial cleaning schedules shall be submitted to the COR no later than 14 days prior to the contract start date. Any revisions will also be submitted to the COR.

6.02 The Contractor’s cleaning schedule shall, as a minimum, include the following frequency:

A. Daily cleaning B. Periodic

· Weekly cleaning

· Monthly cleaning

· Other frequencies

7. Irrigation System Maintenance (not applicable to all locations)

7.01 The irrigation system consists of automatic controllers, low voltage wires, irrigation pipes, valves, sprinkler heads, bubblers, drip emitters, drip emitter tubing, drip line, filters, pressure regulator, and all other incidentals associated with the irrigation systems located at the service location

7.02 Maintenance of the existing systems shall include, but not limited to, all expenses related to the following items:

A. Annual blowing out of lateral lines to remove debris by removing the last irrigation head and flushing lines. Alternate methods of clearing the lateral lines are acceptable.

B. Monthly exercising of controller and valves at select service locations to be determined by the Contracting Officer’s Representative C. Monthly check of mains, lateral, risers and heads for leaks at select service locations to be determined by the Contracting Officer’s Representative D. All repairs/replacements from downstream of the master valve or each station valve as required for a fully functioning irrigation system.

E. Checking bubblers and drip systems for correct flow, cleaning filters, adjusting pressure reducing valves, cleaning and adjusting valves F. Raising and / or straightening of sprinkler heads that are sunken and / or tipped as necessary or as directed G. Cleaning and adjusting valves, emitters, bubblers, sprinkler heads for optimum performance H. Annual cleaning of all Y-Strainers I. In the event of a drought, the Contractor shall cooperate in the enforcement of mandated water allocations.

J. The Contractor shall keep all controllers functioning properly and at less than 80% of the calculated ETo for each controller.

K. Contractor shall respond and make necessary repairs with in forty-eight (48) hours.

L. Contractor shall submit a record of the current irrigation systems to the Contracting Officer’s Representative annually. Records shall include copies of all controller charts and as-built drawings documenting changes to the irrigation systems by the Contractor during the past 12 months.

7.03 Irrigation Repairs

A. Irrigation repairs will be identified by the Contractor or the Contracting Officer’s Representative. Repairs shall be completed within forty-eight (48) hours after notification of the Contractor.

B. All repairs or replacements not resulting from maintenance operations are not covered under this contract. The Contractor shall submit a proposal for such work for Contracting Officer’s approval. Work shall not commence prior to the Contracting Officer’s acceptance of the proposal via a written and signed task order.

C. Installation of replacement parts must be as per original design intent.

D. The same exact OEM parts (i.e. same drip bubbler with same Gallon per Hour rating) must be used for replacements unless otherwise specified by the Contracting Officer’s Representative.

7.04 Irrigation System Scheduling

A. Irrigation shall be scheduled with appropriate frequency and duration to meet the water requirements of the plants served by the valve. Excessive water use shall not be allowed.

B. Irrigation duration shall be adjusted for each valve to apply the appropriate amount of water required to uniformly wet the root zone of the plants within that irrigation zone. Irrigation duration shall consider the following:

i. Precipitation rate (inches per hour) of the specific sprinkler operated by that valve.

ii. Infiltration rate of the soil

iii. Water holding capacity of the soil (inches of available water per foot of soil)

iv. Rooting depth of plant materials:

• Turf 8 inches

• Groundcover 12 inches

• Shrubs 24 inches

• Trees 36 inches

v. Irrigation shall be applied in a manner to avoid erosion, excessive run-off, ponding, or creation of waterlogged soil condition. Irrigation cycling may be required to maintain proper soil moisture levels.

C. Controller:

i. Irrigation controllers shall be programmed as necessary, and as climate conditions dictate or as directed by the Contracting Officer’s Representative.

ii. Controllers program shall be designed to conserve water and encourage deep rooting of all trees, shrubs and groundcovers.

iii. Controllers shall be set to irrigate between the hours of 9:00 pm and 5:00 am.

8. Tree Care Services Tree care services are considered an Additional Service.

8.01 Tree Care Services will be provided on an as-needed basis as requested by the COR. These services are not included in Section 4.

8.02 The following is a general description of the types of services to be provided on an as needed basis.

A. Tree and stump removal B. Emergency tree care, including spot pruning and tree removal

8.03 All tree care services shall be performed under the supervision of a certified arborist.

8.04 Tree and Stump Removal

8.04.1 Trees that pose threats to structures or buildings shall be removed.

8.04.2 Tree or limbs being removed that are large enough to cause hardscape or infrastructure damage on impact with the ground or infrastructure shall be lowered with roping or rigging techniques.

8.04.3 Tree stump and perimeter roots shall be completely removed, by cutting and grinding all growth to a minimum of 8 inches below grade.

8.04.4 Stumps shall be ground within one (1) day of the tree removal date.

8.04.5 Stump-grinding debris shall be removed the same day grinding is performed.

8.05 In turf areas, Contractor shall backfill with topsoil, and lay sod to match the existing ground grade. In non-turf areas, Contractor shall backfill with topsoil and compact to match existing grades.

8.06 Contractor shall be responsible for removing all debris generated from tree and stump removal operations.

8.07 The schedule for tree removal in association with energized utility or power lines shall be based on the size of the trees to be removed.

8.08 Trees identified for removal shall be considered within the following categories: Large, Medium, and Small, as based on their diameter. The diameter of the tree shall be determined by measuring the Diameter Breast Height (DBH). Trees with multiple trunks shall be measured as follows: All trunk diameters shall be measured. The largest trunk diameter shall be recorded. Each remaining trunk diameter shall be halved. All values will then be added together to obtain the final tree diameter.

· Large Trees: 36” and greater

· Medium Trees: 24” to less than 36”

· Small Trees: less than 24”

8.09 The schedule for tree removal shall be as follows:

Large Trees: Remove within 2 workdays from the Work Order date Medium Trees: Remove within 2 workdays from the Work Order date Small Trees: Remove within 1 working day from the Work Order date

9. General Requirements

9.01 Laws and Regulations - Contractor shall comply with all Federal, state and local standards and regulations, as well as Organization of Safety Heath Agency (OSHA) and Environmental Protection Agency (EPA) regulations, throughout the duration of the contract work.

9.02 Permits and Licenses - The Contractor shall procure all permits and licenses, play all charges and fees, give all notices necessary and incidental to the due and lawful prosecution of the provision of services.

9.03 Patents - Contractor shall assume all responsibility arising from the use of patented materials, equipment, devices, or processes used on or incorporated in the provision of services.

9.04 Work Hours

A. Normal working hours shall be scheduled between 6:30 AM and 4:00 PM, Monday through Friday, excluding Federal Holidays.

B. Work at the Menlo Park Residences #1 and #2 should be scheduled between 8:00 AM and 5:00 PM, Monday through Friday, excluding Federal Holidays.

9.05 Public Convenience and Safety

9.05.1 If lane(s) closure is required for the contract work, the Contractor shall follow temporary traffic control procedures in conformance with OSHA requirements, and the Traffic Control Plan, as submitted to and accepted by the Contracting Officer’s Representative. In no way shall compliance with these requirements and standards relieve the Contractor of any liability for claims or damages arising from Contractor’s work.

• All work associated with traffic control shall be considered to be the Contractor’s sole expenses.

9.05.2 Contractor shall not use power blowers within twenty (20) feet of patients, patient areas.

9.05.3 Prior to the Contractor’s work break, all landscape equipment and debris shall be removed from pedestrian pathways adjacent to their work area, to allow safe usage. Contractor may resume closure of pathway, if needed, when work continues after the break.

9.06 Water Pollution Control Requirements

9.06.1 Water pollution control is intended to provide prevention, control, and abatement of water pollution to storm drain systems, streams, waterways, ground water and other water bodies of water.

9.06.2 The Contractor shall at all times observe and comply with, and shall cause all the Contractor’s agents, employees, and subcontractors to observe and comply with all existing and future Federal, state , and local laws, ordinances, regulations, orders and decrees of bodies or tribunals having any jurisdiction or authority over the work.

9.06.3 These include Attachment B, VA Palo Alto Health Care Memorandum SAFE-14-34 Green Environmental Management System (GEMS), and Attachment C, VA Palo Alto Health Care Memorandum SAFE 14-45 Pollution Prevention and Waste Management.

9.06.4 The Contractor shall exercise every reasonable precaution to protect storm drain systems, streams, lakes, reservoirs, bays and coastal waters from pollution with sediments, fuels, oils, bitumen, pesticides and other harmful materials, and shall conduct and schedule their operations so as to avoid or minimize muddying and sifting of said storm drain systems, streams, lakes, reservoirs, bays and coastal waters.

9.06.5 The Contractor shall maintain a neat appearance to the work site. The Contractor shall not sweep construction and /or other materials into the storm drain system and shall prevent such materials from entering the storm drains. The Contractor is advised that disposal of dirt and / or other debris into the public storm drain system is prohibited under local municipal codes and the California Department of Fish & Game Code.

9.06.6 In order to provide effective and continuous control of water pollution, the Contractor shall provide temporary water pollution control measures which may become necessary as a result of their operations. Temporary measures include, but not limited to, dikes, basins, ditches, tarps, and apply straw and seed. The Contractor shall provide proper storage and disposal of all materials used in their operations. If measures being taken by the Contractor are inadequate to control water pollution effectively, the Contracting Officer’s Representative may direct the Contractor to revise their operations and water pollution control measures. No further work shall be performed until the water pollution control measures are adequate. The VA will not be liable to the Contractor for any delays to their work due to the Contractor’s failure to provide adequate water pollution control measures.

9.06.7 Any fines or penalties levied against the Contractor for violation of the above and related regulations are the sole responsibility of the Contractor.

9.07 Preservation of Property, Care and Protection

A. Due care shall be exercised to avoid injury to existing improvements or facilities, adjacent property and real or personal property that is not to be removed.

B. Contractor shall be entirely responsible for any damage to the VA’s or adjacent property due to hauling materials or other causes attributable to the conduct of the work, and all such damage will be repaired by the Contractor when and as directed by the Contracting Officer’s Representative, and as required to place the property in as good condition as before the commencement of the work.

9.08 Cooperation

A. Should work be performed by other firms within or adjacent to the limits of the services specified or should work of any other nature be underway by other firms within or adjacent to said limits, Contractor shall cooperate with all such other firms so that any delay or hindrance to their work will be avoided. The right is reserved to the VA to perform other services as additional work at or near the serviced areas at any time, by use of other firms.

B. When two or more firms are employed on related or adjacent work, each shall conduct their operations in such a manner as to not cause any unnecessary delay or hindrance to the other.

C. Each firm shall be responsible to the other for all damage to work, to persons or property caused to the other by their operations, and for loss caused the other due to Contractor’s unnecessary delays or failure to finish the services within the time specified for completion.

9.09 Worker Safety

A. Contractor shall observe applicable OSHA and Cal-OHSA requirements.

9.10 Identification

A. All personnel working at all service locations shall wear clothing, which clearly bears the Contractor’s Company name.

B. All equipment used in performance of the work shall be clearly marked with the Contractor’s name, insignia, or other identifying emblem. Such marking shall be provided at the Contractor’s sole expense.

9.11 Contractor’s On-site Office and Storage Areas

A. The VA will not provide any outdoor or indoor space for the Contractor’s use as an on-site office.

9.12 Supervision

A. It is the Contractor’s responsibility to furnish proper supervision of the project consisting of one employee who oversees and coordinates the maintenance activities of each premises listed herein. One Site Superintendent may oversee several service locations.

B. Work under this section may include, but not limited to:

i. Keep daily maintenance records

ii. Prepare monthly reports, landscape areas and irrigation updates, pesticide reports, etc.

iii. Provide field supervision and verifying daily assignments of the various maintenance activities

iv. Report on visually obvious deficiencies of any kind to the Contracting Officer’s Representative, e.g. damaged site furniture, etc.

v. Coordinate the efforts of the different maintenance activities to obtain the maximum quality landscape appearance

vi. Receive directions from the Contracting Officer’s Representative and adjust schedules and the amount of various activities to be performed

10. Reporting Summary

10.01 Monthly Reports

10.01.1 Summary of landscape maintenance activities performed for:

i. Maintenance of Landscape Areas, as described in Section 2.00

ii. Irrigation System Maintenance, as described in Section 3.00

10.02 Pesticide use report, as described in Section 2.12 Pest Control Recording and Reporting

11. Quality Control Program

11.01 The Contractor shall establish and implement a complete Quality Control Program (QCP) to assure the requirements of the Contract are met. The QCP is a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. A Quality Control Plan must be developed and submitted for approval to the CO and COR prior to issuance of the Notice to Proceed. Upon approval, the Contractor must implement the QCP.

11.02 The QCP is a living document and may be subject to change depending on the needs of the contract. Revisions to the Plan must be submitted to the CO and COR for approval.

11.03 The QCP shall include the following, as a minimum:

11.03.1 How the Contractor will control quality of supplies and services.

11.03.2 How project management, inspections, plan implementation, process improvement changes, correction of deficiencies, and green cleaning compliance will be accomplished.

11.03.3 An inspection plan or checklist tailored to the specific building(s) being cleaned and serviced under this contract. The inspection plan or checklist shall detail how services at the work site shall be inspected to ensure that the outcome of the work meets all the quality standards set forth in the Contract and shall include, but is not limited to:

· Date of inspection performed

· Location of inspection

· Description of findings

· Description of action(s) taken (if necessary)

· Signature and date of completion

11.03.4 A plan to ensure continuity of services in the event of separation of employees or employee absence.

11.03.5 Methods detailing how the Contractor will monitor deficiencies of work output in relation to the performance standards, methods of informing employees of deficiencies in their area(s) of responsibility, and a process to ensure that the deficiencies are corrected and do not reoccur.

12. Government Quality Assurance Surveillance Program

12.01 The Government will inspect the Contractor using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this contract. Please see the QASP in Attachment IV.

12.02 Performance Standards – Please see Attachment D QASP

13. Performance Summary See below table:

4.25, 4.26, 4.27

Sources Sought Notice