4-RFP GMU-KS0811-26 Landscape Maintenance Services FINAL 08.25.docx

REQUEST FOR PROPOSALS

GMU-KS0811-26

ISSUE DATE: August 25, 2026

TITLE: Landscape Maintenance Services

QUESTIONS/INQUIRIES: Submit all inquiries through George Mason’s Bonfire Portal, no later than 4:00 PM Eastern Time (ET) on September 08, 2026. All questions must be submitted through George Mason’s Bonfire portal. Only submit one question per entry. Do not include your name or the name of your firm/company in the Question Subject/Title or the Question Description. For assistance with technical questions related to Bonfire, contact support.procurement@eunasolutions or visit Bonfire’s Help Forum. Responses to questions will be posted to George Mason’s Bonfire. portal and by 5:00 PM ET on September 14, 2026.

OPTIONAL PRE-PROPOSAL CONFERENCE & SITE VISITS: An optional pre-proposal conference and site visit for the Fairfax Campus will be held on September 01, 2026 and a site visit for the SMSC and Sci-Tech Campuses on September 03, 2026. See Section XVI. Clause M. for pre-proposal conference and site visit dates and information. Attendance is recommended but not mandatory in order to submit an offer.

PROPOSAL DUE DATE AND TIME: September 25, 2026 @ 2:00 PM ET. ATTENTION: PROPOSALS WILL NOT BE ACCEPTED VIA EMAIL, MAIL, THROUGH eVA OR IN PERSON. SEE SECTION XII.A.1 FOR DETAILS ON ELECTRONIC PROPOSAL SUBMISSION.

IMPORTANT! All communication with Offerors will take place in Bonfire, to include negotiations. George Mason can only message individuals at your organization that have interacted in Bonfire for this specific RFP. Please ensure the appropriate person to handle negotiations and other RFP communication has individually logged into the system and either downloaded documents, submitted your proposal or asked a question.

In Compliance With This Request For Proposal And To All The Conditions Imposed Therein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services In Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiations.

Name and Address of Firm:

Legal Name: Date:

DBA:

Address:

By:

Fax No. Title:

Email: Telephone No.

SWaM Certified: Yes: No: (See Section VII. SWaM CERTIFICATION for complete details).

SWaM Certification Number:

Check the box next to the option that applies to your proposal submission. See section IV. Final Contract for additional information.

Purchasing Department 4400 University Drive, MS 3C1, Fairfax, VA 22030 Phone: 703.993.2580; http://fiscal.gmu.edu/purchasing/

☐ Option 1: Full Acceptance:

1. We have reviewed George Mason’s Standard Contract and all related documents.

2. We have no proposed changes.

3. We understand that if we are advanced to negotiations, no contract exceptions, redlines, vendor documents, or additional terms will be considered, unless proposed by George Mason.

☐ Option 2: Proposed Exceptions and/or Additional Documents Submitted:

1. We have reviewed George Mason’s Standard Contract and all related documents.

2. We have included a list of proposed exceptions and/or redlined contract documents with our proposal.

3. We understand that if we are advanced to negotiations, no additional contract exceptions, redlines, vendor documents, or additional terms will be considered beyond what has been submitted with our proposal, unless proposed by George Mason.

This public body does not discriminate against faith-based organizations in accordance with the Governing Rules, § 36 or against a Bidder/Offeror because of race, religion, color, sex, national origin, age, disability, or any other prohibited by state law relating to discrimination in employment.

OFFEROR PROPOSAL SUBMISSION CHECKLIST

Offerors responding to this RFP should use this checklist to ensure all requested documents are completed and submitted with their proposal.

· RFP Cover Page, accurately filled in and signed with checked off box confirming your proposal contains any exceptions to George Mason’s Standard Contract and all terms and conditions or subsequent Statements of Work that could apply over the life of any resulting contract.

· All addenda, if any were issued and a signature line is included.

· Attachment A - Small Business Subcontracting Plan. This is a requirement for all Offerors.

· Attachment B - Standard Contract. Submit in a Word document with tracked changes contract exceptions (if any) for George Mason’s consideration. Note: no additional contract exceptions, redlines, or additional terms will be considered beyond what has been submitted with the Offeror’s proposal, unless proposed by George Mason.

· Any Statements of Work or supplemental document(s) George Mason may be required to sign or that could potentially be incorporated into a final contract or apply during the term of a resulting contract.

· Any agreement that George Mason would be required to sign with a third party.

· State your payment preference as required in Bonfire. Only select one payment option.

· If your proposal contains proprietary information, you must submit a second copy in accordance with Section XII.A.1. General Requirements and Section XII.A.2.d. that outlines the specific submission format.

· Questionnaire: Mark which campuses/facilities you are offering on. If offering on ALL campuses/facilities, check ALL.

· Submit your VA Department of Agriculture and Consumer Services Pesticide Applicator Certificate in Categories 3a and 3b.

· Submit your VA Department of Agriculture Certified Fertilizer Applicator Certification/License

· Submit your Fertilization Plan

· Submit your Weed Control Plan

· Submit your Integrated Pest Management Plan (IPM)

· Complete and upload pricing/Bid Table, in the requested format, as required in Bonfire.

TABLE OF CONTENTS

GMU-KS0811-26

SECTION DESCRIPTION PAGE

I. PURPOSE 5

II. PURCHASING MANUAL/GOVERNING RULES 5

III. COMMUNICATION 5

IV. FINAL CONTRACT 5

V. ADDITIONAL USERS 6

VI. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION 6

VII. SWaM CERTIFICATION 6

VIII. SMALL BUSINESS SUBCONTRACTING PLAN 6

IX. PERIOD OF PERFORMANCE 6

X. BACKGROUND 7

XI. STATEMENT OF NEEDS 7

XII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS 16

XIII. INITIAL EVALUATION CRITERIA AND SUBSEQUENT AWARD 20

XIV. CONTRACT ADMINISTRATION 20

XV. PAYMENT TERMS/METHOD OF PAYMENT 20

XVI. SOLICITATION TERMS AND CONDITIONS 20

XVII. RFP SCHEDULE 23

ATTACHMENT A SMALL BUSINESS SUBCONTRACTING PLAN 24

ATTACHMENT B STANDARD CONTRACT 26

ATTACHMENT C SAMPLE INVOICE FORMAT 38

ATTACHMENT D APPA LEVELS OF SERVICES (SEPARATE ATTACHMENT)

ATTACHMENT E NUTRIENT MANAGEMENT PLANS 2024 (SEPARATE ATTACHMENT)

*Note there are no plans currently available for Arlington Campus or SMSC

ATTACHMENT F PRICING SCHEDULE (EXCEL ATTACHMENT)

ATTACHMENT G CODE OF VA § 40.1-28.10. MINIMUM WAGES (SEPARATEATTACHMENT)

ATTACHMENT H RESERVED NA

ATTACHMENT I CAMPUS LANDSCAPE MAPS 2021 (SEPARATEATTACHMENT)

I. PURPOSE: The purpose of this Request for Proposal (RFP) is to solicit proposals to establish a contract through competitive negotiations with one or more qualified vendors to provide comprehensive landscape maintenance services at the Fairfax, Arlington, Price William (SciTech), Front Royal (SMSC), Potomac Science Center, and Point of View campuses/facilities for the Facilities Department of George Mason University. George Mason University (herein after referred to as “George Mason,” “Mason,” “GMU”, or “University”) is a public institution of higher education and agency of the Commonwealth of Virginia.

It is the University’s intent to award only one contract for all sites. However, offerors may offer on one, some, or all of the campuses/sites listed below and will still be considered for award. All offerors will be scored based on the same evaluation criteria regardless of how many or few sites they offer on. Please clearly state in your proposal if you are offering on all sites/campuses, only some of the sites/campuses or only one site/campus and clearly identify what campuses/sites you are offering on. It is at the University’s total and absolute discretion how many contracts/firms are awarded.

Note that offerors must offer on the entirety of a campus or site (we will not accept partial offers for a particular campus or site/facility). As an example, if you are offering on the Fairfax campus, it must be the entirety of the Fairfax campus and not just portions/areas of the campus.

SITE ADDRESSES TO BE COVERED UNDER SOLICITATION/CONTRACT:

1. Fairfax Campus: 4400 University Dr. Fairfax, VA 22030 (All of the “off-site” Fairfax facilities listed below are considered part of the Fairfax Campus scope and if your firm opts to offer on the Fairfax campus you will be responsible for the sites listed below as well and they cannot be bid separately:

· Mathy House: 11020 Popes Head Road, Fairfax, VA 22030

· Sally-Mathy Lodge: 11032 Popes Head Road, Fairfax, VA 22030

· Sunny-Mathy Cottage: 11030 Popes Head Road, Fairfax, VA 22030

· Liliana Mathy House: 11036 Popes Head Road

· Carty House: 10808 Kelly Drive, Fairfax, VA 22030

· Capitol Connection House: 10716 Kelly Drive, Fairfax, VA 22030

· Student Townhouses: Units A, B, & C: 4262, 4264, 4266 Chain Bridge Rd. Fairfax, VA 22030

· University Townhouses: 4260 Chain Bridge Rd. Fairfax, VA 22030

· Tallwood/Olli – 4210 Roberts Rd. Fairfax, VA 22030

2. Arlington Campus: 3351 North Fairfax Drive, Arlington, VA 22201-4426

3. Science and Technology Campus (Prince William Campus): 10900 University Blvd, Manassas, VA 20110

4. Point of View Facility: 7301 Old Spring Dr. Lorton, VA 22079

5. Potomac Science Center: 650 Mason Ferry Ave. Woodbridge, VA 22191

6. Smithsonian Mason School of Conservation (SMSC): 1500 Remount Rd, Front Royal, VA 22630

Campus Maps and Directions are available here: https://www.gmu.edu/campus-maps

II. PURCHASING MANUAL/GOVERNING RULES: This solicitation and any resulting contract shall be subject to the provisions of the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendor's, and any revisions thereto, and the Governing Rules, which are hereby incorporated into this contract in their entirety. A copy of both documents is available for review at: https://vascupp.org

III. COMMUNICATION: Communications regarding the Request for Proposals shall be formal from the date of issuance until a contract has been awarded. Unless otherwise instructed offerors are to communicate with only the Procurement Officers listed on the cover page. Offerors are not to communicate with any other employees of George Mason.

IV. FINAL CONTRACT: ATTACHMENT B to this solicitation is George Mason’s standard two-party contract. It is the intent of this solicitation to base the final contractual documents off of George Mason’s standard two-party contract and George Mason’s General Terms and Conditions as outlined in Attachment B – Standard Contract. Any exceptions to our standard contract and General Terms and Conditions must be denoted in your RFP response. Other documents may be incorporated into the final contract, either by way of attachment or by reference, but in all cases this contract document and George Mason’s General Terms and Conditions shall jointly take precedence over all other documents and will govern the terms and conditions of the contract.

As a public institution of higher education and agency of the Commonwealth of Virginia, George Mason cannot agree to any of the following terms in any documents:

A. An express or implied waiver of sovereign immunity.

B. An agreement to indemnify, defend or hold harmless any entity.

C. An agreement to maintain insurance.

D. An agreement providing for binding arbitration.

E. An agreement providing for the payment of attorneys' fees, costs of collection, or liquidated damages.

F. Waiver of jury trial.

G. Choice of law or venue other than the Commonwealth of Virginia.

Contracts will only be issued to the FEI/FIN Number and Firm listed on the signed cover page submitted in your RFP response. Joint proposals will not be accepted.

Note: The Offeror must include any and all terms and conditions, additional documents, and/or statements of work that could potentially be incorporated into a final contract or apply during the term of a resulting contract. As outlined in Attachment B – Standard Contract, Statements of Work (“SOW”) for specific engagements may only include the work to be performed during scope of the specific engagement. Additional terms and conditions will not be accepted on any SOW submitted during the course of the contract. All SOW’s must be on a form approved by George Mason prior to the start of the contract.

In addition to the above note, the Offeror must submit with their proposal any agreement that George Mason would be required to sign with a third party.

V. ADDITIONAL USERS: It is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or affiliated corporations may access any resulting contract if authorized by the contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) will be extended to the entities indicated above to purchase goods and services in accordance with contract terms. As a separate contractual relationship, the participating entity will place its own orders directly with the Contractor(s) and shall fully and independently administer its use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from the University. No modification of this contract or execution of a separate agreement is required to participate; however, the participating entity and the Contractor may modify the terms and conditions of the contract to accommodate specific governing laws, regulations, policies, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the contractor.

The University may require the Contractor provide semi-annual usage reports for all entities accessing the contract. The University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that the University is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances.

Use of the resulting contract(s) does not preclude any participating entity from using other contracts or competitive processes as needed.

VI. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eVA Internet electronic procurement solution, website portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet eProcurement solution by completing the free eVA Vendor Registration. All bidders or offerors agree to self-register in eVA and pay the Vendor Transaction Fees prior to being awarded a contract. Registration instructions and transaction fees may be viewed at: https://eva.virginia.gov/

VII. SWaM CERTIFICATION: Vendor agrees to fully support the Commonwealth of Virginia and George Mason’s efforts related to SWaM goals. Upon contract execution, eligible vendors (as determined by George Mason and the Virginia Department of Small Business and Supplier Diversity) shall submit all required documents necessary to achieve SWaM certification to the Department of Small Business and Supplier Diversity within 90 days. Vendors currently SWaM certified agree to maintain their certification for the duration of the contract and shall submit all required renewal documentation at least 30 days prior to existing SWaM expiration. https://www.sbsd.virginia.gov/

VIII. SMALL BUSINESS SUBCONTRACTING PLAN: All potential offerors are required to fill out and submit Attachments A with their proposal.

Note: Invoices shall only be submitted to George Mason by the entity awarded a contract. Subcontractors cannot submit invoices to George Mason under any resulting contract.

IX. PERIOD OF PERFORMANCE: One (1) year starting March 01, 2027 with six (6) successive one-year renewal options (or as negotiated).

The incumbent contract expires February 28, 2027. Offerors must be able to begin performance on March 01, 2027 and successfully transition services from the incumbent by that start date.

X. BACKGROUND: George Mason University is a leading public research university committed to advancing knowledge, expanding opportunity, and preparing students to lead in a rapidly changing world. Our work strengthens communities, drives innovation, and contributes to a more just and prosperous society. To achieve our goals at the highest level, we engage with vendors who bring expertise, creativity, and excellence to help George Mason meet our mission. Visit gmu.edu/about for more information about the university.

George Mason has campuses in Fairfax, Arlington, Prince William (SciTech campus), and Warren (SMSC campus) counties. In addition to these three campuses, George Mason University operates a site in Woodbridge, VA (Potomac Science Center) and another in Lorton, VA (Point of View) and has partnered with the Smithsonian Institution to create the Smithsonian-MasonSchool of Conservation in Front Royal, Virginia. Approximately 6,000 employees are distributed at these locations.. Each location has a distinctive academic focus that plays a critical role in the economy of its region.

Mason has a current, incumbent contractor, Brightview Landscape Services, Inc. providing comprehensive landscape maintenance services for the facilities listed in this solicitation. This contract will fully expire on February 28, 2027 and it is Mason’s intent to have the new contractor begin services on March 01, 2027.

The information below is provided for historical reference purposes ONLY and is not indicative of future spending or budget. Nothing herein shall be construed as a commitment or obligation of minimum spend. A copy of the incumbent contract, GMU-1743-21, with Brightview Landscaping, including addendums, is available on George Mason’s Contract Portal. See below approximate spend for the previous contract award (consisting of both the firm fixed portion (FFP) (annual spend) and the IDIQ spend for any work performed outside of the FFP scope:

(for additional work performed outside base scope) – Note that these amounts all include snow removal services which will be split into a separate scope/contract and not covered under this contract/scope.

XI. STATEMENT OF NEEDS:

A. GENERAL REQUIREMENTS: The intent of the University is to strive for and adhere to the established APPA Grounds Standards framework of a Level 2 standard (High-Level Maintenance) with modifications tailored specific to George Mason University (GMU) requirements, see Attachment D for the APPA standards. Strict adherence to certain specialty areas that are regulated by approved practices and guidelines such as storm water management and nutrient management is also required, see link for Storm Water MS4 Program (available at the following link: https://facilities.gmu.edu/resources/land-development/ ) and Attachment E for Nutrient Management Plan. This is a performance-based Statement of Work (SOW) meaning, to the greatest extent possible, the requirements will be structured around the purpose of the work to be performed as opposed to the manner in which the work is to be performed. The intent is to give the Contractor/Service Provider the freedom to determine how to meet the SOW and encourage innovation. The Offerors will describe how they intend to meet the SOW requirements in their Technical Proposal.

1. It is the intent of the University to function as a contract monitor only. The Contractor/Service Provider will be responsible for ALL aspects of grounds care including quality assurance and quality control (QA/QC).

Offerors should include their QA/QC Plan in their technical proposal.

2. The Contractor/Service Provider shall provide innovative, customer service oriented, organized management and well-trained personnel. The Contractor/Service Provider and subcontractor employees must act at all times in a professional manner; present a professional, clean and neat appearance and maintain personal hygiene and a professional image; be dressed in clean uniforms at all times with their name and the company name stitched on their shirts or wear an appropriate identification badge; be properly trained; and utilize all required safety equipment and Personal Protective Equipment (PPE).

3. The Contractor/Service Provider shall perform firm fixed-price (FFP) landscaping services. The Offerors are encouraged to utilize Google Earth in addition to site plans/maps, Attachments D-I, for workload data necessary for estimating the effort and cost data for accomplishing this Statement of Work’s requirement. The Contractor/ Service Provider will be responsible for providing all equipment necessary including but not limited to blowers, mowers, weed-eaters, rakes, shovels, and other equipment and supplies. The Contractor/ Service Provider or subcontractor must hold the VA Department of Agriculture and Consumer Services Pesticide Applicator Certificate in Categories 3a and 3b and also be registered as a Certified Fertilizer Applicator with the same agency. Proof of these certifications should be included in the Technical Proposal.

4. The University expects the Contractor/Service Provider to maintain a smooth, well-manicured lawn, free of eroded or bare spots, to provide for a neat and professional appearance; maintain shrubs, trees, ornamental plantings, and flower beds, to provide for a neat and professional appearance; and ensure a clean exterior appearance, free of litter and debris, including sidewalks, parking lots and all landscaped areas, particularly at building entrances, to provide for a neat and professional appearance. The Contractor/Service Provider shall maintain turf areas by watering, fertilizing, mowing, weeding, trimming, reseeding, and other operations, such as aerating and rolling, and replanting as required to maintain a smooth, acceptable lawn, free of weeds, pests, disease and eroded or bare spots.

5. Work includes, but shall not be limited to; mowing, trimming and edging of lawn areas, lawn fertilization, lawn aeration, spot seeding, general over seeding, soil testing, plant pruning, mulching, leaf removal, weed control, and grounds policing/litter control. The Contractor/Service Provider shall additionally develop and implement an ongoing Integrated Pest Management (IPM) program to be included in the basic firm fixed contract price. The Offeror’s should include their experience with IPM programs and what they intend to do at George Mason University in their technical proposal.

6. Services to be performed on an “as-needed” basis at an additional cost to the contract price shall be indicated as pre-approved time and material (T&M). The Offeror shall provide labor rates for all labor categories associated with their offerings on this RFP in Tab 2 and 3 (Optional) of Attachment F – Pricing Schedule. GMU has provided sample/example labor categories in the pricing table but offerors may add additional services and categories along with their pricing for any T&M services.

7. All work shall be performed following the direction of the University’s Contract Administrator (CA) or designee. All equipment and personnel shall meet and comply with OSHA/VOSH standards. The University’s regular hours of operation are Monday through Friday between 7am—5pm. There are exceptions to the “regular” hours. Noise restrictions are in place for Residential Housing areas and during exam periods. Those specific dates and times are to be coordinated with the Contract Administrator. Requests to work outside of these hours will be handled on an as-needed basis, case by case.

8. The Offeror shall provide weekly schedule to show staffing and scheduled tasks for each week while performing the services requested by the Contract Administrator.

9. The Offeror shall provide a dedicated crew of staff members who are assigned to direct report daily to the assigned University sites. This request shall be explained and demonstrated in the Technical Proposal.

10. The Offeror shall alert a minimum of 72 hours in advance the Contract Administrator of any special requirements such as chemical turf applications or bedding applications.

11. Event Coordination shall be accomplished through the Contact Administrator with the emphasis on alerts and communication to the stakeholders to ensure success in the planning process.

12. The Offeror shall adhere to the parking policies of the Mason Parking and Transportation Department. Offerors are responsible for procuring their own parking passes for their employees, that price shall be incorporated into the firm fixed price and the University shall not reimburse separately for parking. The Offeror must also be mindful of the parking policies of all Mason campuses. If there are any logistical needs or issues concerning a project the Contract Administrator must be notified for coordination. Contact the Mason Parking department for parking pass information and fees or visit their website at: https://transportation.gmu.edu/parking/ or you can call them at (703) 993-2828 to discuss the parking plans, options, and pricing available for your firm.

13. The Offeror and the Contract Administrator shall meet monthly to review performance and invoices during the term of the contract, prior to any final approval of any invoice whether it be monthly or special enhancement projects outside of the general contract. If necessary, a quarterly meeting with all of the stakeholders can be set up to review the performance and address the needs of the contract at the discretion of the Contract Administrator.

14. Each year there will be two (2) special events, Mason Spring Commencements and the annual Fall return of the students to each respective campus. An event schedule will be provided to the Offeror by the Contract Administrator well in advance for planning and coordinating purposes.

15. George Mason University will provide long-term storge (laydown area) at the Fairfax Campus ONLY. All other campuses/facilities/sites will have to be on a temporary “daily use” basis. In addition, if temporary laydown areas are needed for bulk materials such as mulches/soils & plant materials, that must be arranged in advance upon request with the Contract Administrator/Grounds Program Manager on case by case program for every campus.

16. The Offeror should address in their proposal how they handle inclement weather (heavy rain, snow, winds, etc.) and what their recovery plan is to maintain the facilities/campuses at the required levels.

B. LANDSCAPE MAINTENANCE REQUIREMENTS: The following items, 1 through 13, shall be included in the contractor’s offer as part of their comprehensive landscape maintenance service plan/offer. These services must be included in the monthly fixed price that the offeror proposes for each area Attachment F – Pricing Schedule (Tab 1).

1. LAWN CARE: The following requirements apply to ALL turf grass areas covered by this contract.

1. Mowing, Trimming and Edging:

i. Turf shall be mowed to consistently maintain a height of 3.5”, as seasonal conditions dictate. If weather patterns prevent the Contractor from adhering to the planned schedule, it is the responsibility of the Contractor to add additional staffing or hours to their schedule, including working on weekends or holidays, in order to keep up with any back-logged areas in need and to prevent the turf grasses from exceeding the required height. It will be the responsibility of the Contractor to notify the Contract Administrator if these conditions arise. During optimal growing times mowing equipment and patterns shall be employed to permit recycling of the clippings and to present a neat, well-groomed appearance. All mowing shall be accomplished in a manner to preclude scalping, rutting, bruising, uneven and rough cutting, and to prevent excess clumps of grass.

ii. Mower blades shall be sharp, to prevent the tearing of grass blades.

iii. Mowers shall be mechanically sound, safe, and operated at a speed which will achieve a maximum and quality cut.

iv. Trimming shall be performed around physical features (i.e. poles, walls, fire hydrants, signs, etc.) at every mowing interval to match the height and appearance of surrounding vegetation.

v. Turf adjacent to all parking and non-parking curbs shall be vertically edged and trimmed at EVERY mowing interval.

vi. Turf adjacent to all sidewalks, landings, driveways, and other paved surfaces shall be vertically edged/trimmed at EVERY mowing interval.

vii. Turf adjacent to established bedding areas, including mulched tree rings, shall be vertically edged/trimmed at EVERY mowing interval.

viii. The Contractor/Service Provider shall perform as many mowing, trimming, edging operations as may be required by this specification throughout the grass growing season to all turf areas.

ix. Grass clippings shall be removed or mulched when visible after mowing. Remove all grass clippings from walkways, roadways and parking lots after mowing.

2. Fertilization: A pre-approved (by the Contract Administrator), “slow release”, fertilizer shall be applied to all turf areas as required. No more than a total maximum of 3.5lbs. of actual nitrogen per 1000sq. ft. of turf may be applied. Strict adherence to the current University Nutrient Management Plan, see Attachment E, must be followed. The Contractor/Service Provider shall perform an effective commercial fertilizer/ lime/ herbicide/ fungicide application program for all mowed turf areas. The Offeror’s fertilization plan shall be included in their technical proposal. The application program shall be part of the Contractor/Service Provider’s approved Integrated Pest Management (IPM) program. All applications shall be applied in accordance with the manufacturer’s instructions. It is recommended that the type and amount of fertilizer/lime/herbicides/fungicides be based on the results of an annual soil test by a qualified soil laboratory

i. If granular products are used, any and all overthrown product material that hits sidewalks, roadways, or any other hardscape surfaces shall be removed immediately and thoroughly before applicators or service personnel leave the site.

ii. Do not apply fertilizer within 25’ of a water feature, storm drain inlet, drainage ditch, or any other water conveyance system. Strict adherence to Department of Environmental Quality’s, (DEQ), storm water Best Management Practices (BMP) is required for ALL identified conveyance locations, especially retention ponds (whether considered “wet” or “dry”). These practices and locations will be pre-located, reviewed and agreed upon with the Contractor/Service Provider and the Contract Administrator prior to any applications.

3. Weed Control: It is the intent of the University to strive to and adhere to the APPA Level 2 relative to weed control. The Contractor/Service Provider is responsible for controlling all weeds. The Contractor/Service Provider shall include a weed control plan in their Technical Proposal.

i. Herbicides can be used according to manufacturer’s recommendations and in accordance with VA State Law and the Environmental Protection Agency (EPA) regulations. All applications shall be modified according to predicted weather conditions. In the event of wind, rain, or other poor atmospheric conditions, application of liquid/granular herbicides should be either rescheduled or undertaken with EXTREME caution to avoid wind drift, offsite movement, etc. which may endanger nearby plants, people, or any other non-target species.

ii. The offeror will also be required to provide chemical application services (for herbicides, fertilizers, etc.) as necessary to maintain the sites/facilities in accordance with the APPA standards.

4. Renovations and Improvements:

i. Aeration: It shall be the responsibility of the Contractor/Service Provider to aerate as needed. It is required that all turf areas are aerated a minimum of (2) times per growing season or more depending on soil and growth conditions. Upon completion of aerating practices, over-seeding of all areas is also required.

ii. Seeding:

· The Contractor/Service Provider is responsible for correcting all bare or sparse spots to maintain a smooth and appealing lawn. Timing for seeding should be based on proper atmospheric conditions for Zone 7 for cool season turf grass species and also with core aeration practices for optimal growth.

· Seed utilized for over-seeding turf areas shall be a blue tag certified seed mixture which is compatible with existing turf grass. A copy of the seed tag is to be provided to the Contract Administrator. Seeding rates shall be determined by seed variety recommendations.

· If soil amendments, i.e compost, are needed then a recommendation and proposal is to be provided to the Contract Administrator for consideration based on soil testing results.

5. Soil Tests: A soil test shall be performed by the Contractor/Service Provider not less than once per year in each designated area. Results of the soil test shall be provided to and discussed with the Contract Administrator. Based on the results of the soil tests, the Contractor/Service Provider shall recommend if liming is required. If any liming is required, it is the responsibility of the Contractor/Service Provider to provide as part of their fixed-fee. Soil tests should also adhere to and coincide with the current University Nutrient Management Plan.

2. TREES, SHRUBS, GROUND COVER, BEDDING/MULCHED AREAS, AND WOODLAND PATHWAYS:

a. Pruning:

i. ALL ornamental trees, shrubs, and groundcover on the site shall be pruned and shaped in accordance with accepted horticultural practices (this should include considerations to the preservation of flower buds and berry production) to promote proper plant vigor and growth.

ii. ALL trees, shrubs, and groundcover shall be pruned to remove dead or damaged branches to develop and retain the natural form of the plant and/or create and accomplish their use in the landscape design. Plant material and shrub growth shall also be prevented from growing in front of windows, walkways, building entrances, light fixtures, seating areas, irrigation controls, pedestrian pathways, signage, and egress areas.

iii. Trees and shrubs located in or near parking lots/spaces and right-of-ways shall be pruned and maintained to allow proper visibility and sightlines, or as not to obstruct safe visual sightlines.

iv. Unless otherwise directed by the University, tree leaders are not to be cut.

v. Shearing shall be confined to areas of formal plantings, such as hedges that are horticulturally responsive to such practices.

vi. The Contractor/Service Provider shall prune and correct damage and/or breakage done to plants and shrubs caused by routine storms, ice, wind, and vandalism. Severe or excessive damage due to out of the ordinary, violent, or catastrophic events shall be evaluated and discussed with the Contract Administrator.

vii. The Contractor/Service Provider shall remove limbs:

· Which rub against buildings or structures,

· Which interfere with pedestrian or vehicular traffic,

· In order to maintain heights to ensure sightlines, illumination of stairs, ramps, and security at doors or features.

viii. ALL pruned, trimmed, sheared, or otherwise removed material due to pruning activities shall be removed from the site immediately following said practices.

ix. The Contractor/Service Provider shall maintain and practice horticulturally accepted methods of cleaning, sterilizing, and maintaining pruning related tools as to provide clean and accurate cuts and mitigation of potential spread of disease.

x. The Contractor/Service provider will be responsible for ALL plantings. This should include all above grade potted plants, planters, raised garden areas, roof gardens, or unique arrangements beyond the normal below grade trees/cultivars. This includes initial watering, if long term watering is necessary that will be discussed with the Contract Administrator.

b. Weed Control:

i. The Contractor/Service Provider is expected to control weeds in all planting, landscaped, and hardscaped areas. Weed control is to be performed by both manual and chemical means. It is the desire of the University to achieve and maintain an APPA Level 2 Service Level for all areas defined. The Contractor/Service Provider must include their weed control plan with their Technical Proposal.

ii. The Contractor/Service Provider shall coordinate all applications in conjunction with any “in-house” horticulture operations. This should be coordinated prior to any activity.

iii. The Contractor/Service Provider shall visually inspect, at EVERY mowing interval, during the regular growing season, all mulched areas. As necessary, manually remove weeds and/or apply weed control herbicide to control weeds and annul grasses. Weed controls should be practiced when weeds present a visible problem. Levels should never reach more than 5% of the total surface of the area observed.

iv. The Contractor/Service Provider shall inspect, at every other mowing interval during the normal growing season; all woodland sidewalks, buffers, and right-of-ways and as necessary apply a post-emergent to control encroaching undergrowth, poison ivy, and other noxious weeds within four (4) feet.

v. Manual weeding of ALL planting beds shall be performed as-needed to maintain 5% or less and to ensure proper follow-up control.

vi. Manual weeding around all tree bases/rings shall be required as to gain proper root collar flare and avoid bark/cambium damage from string trimmers.

vii. The Contractor/Service Provider shall, as-needed during the regular growing season, inspect all joints and cracks in concrete, asphalt or graveled curbs, roadways, sidewalks, and parking lots for invasive weed growth. As necessary, the Contractor/Service Provider shall apply a quality non-selective herbicide for the control of such weeds. Extreme caution shall be exercised when using these controls as to avoid damaging nearby desirable plant materials.

c. Mulch:

i. For the health of the plants ALL trees, shrubs, and planting beds shall be uniformly mulched to achieve a maximum depth of three (3) inches. The Contractor/Service Provider shall not be required to remove existing mulch, unless the site has an excess of the maximum allowable depths. Existing mulch shall be cultivated prior to applying new mulch in order to minimize compaction, over-applications, and allow for maximum percolation. Examples are mulch volcanoes around trees. This condition is unacceptable and shall be corrected by the Contractor/Service Provider”

· For aesthetic and horticultural purposes color-enhanced mulching shall be performed at least (1) time during the growing season. If additional applications are needed, they are to be coordinated with the Contract Administrator on a case by case basis. The 1st application shall be performed in early spring, and must be 100% complete prior to University Commencement in May.

· If necessary, a 2nd application, shall be completed during early August, prior to the return of the student body. This is to be especially considered at our Main Campus public venues (EBA, Center for the Arts, Merten Hall areas). If other areas require a second application the need is to be coordinated with the Contract Administrator.

ii. Mulch shall be spread around and under all plant material and will not cover any above ground portions of the plants.

iii. Mulch shall be spread evenly over the entire planting area to provide a uniform appearance. Careful attention should be paid as to prevent the creation of “mulch volcanos” around trees and bedding areas, and to allow proper “flaring” of the root collars of trees and shrubs.

iv. Mulch shall be confined to the planting beds and will not “bleed” outside of the bedding areas.

v. Mulch shall never be spread or allowed to migrate into or around any of our existing stormwater conveyances/drains/inlets in order to allow proper flow and no accumulating blockages.

vi. Mulched areas that are disturbed by mowing or cultural maintenance activities shall be replenished to provide a neat and well maintained appearance at all times.

d. Edging:

i. All mulch beds and in-lawn trees/rings shall be edged prior to or in conjunction with the application of the mulch. Special consideration should be used while working near plant species with surface type root systems, such as Maples.

ii. Edging is to be performed manually with a spade tool around all hardscape areas or physical features that inhibit the use of mechanical tools or may cause damage. Mechanical means and methods are acceptable at all other open areas, provided that pedestrian traffic has been considered.

e. Fertilization of Trees, Shrubs, and Groundcover: The Contractor/Service Provider shall fertilize trees, shrubs and groundcovers as required.

3. LEAF REMOVAL:

1. The Contractor/Service Provider shall collect and remove all leaves from the lawn areas, in and around plants and shrubs, along surfaced areas (walkways and roadways) and next to all buildings and structures. The University’s expectation is:

i. There shall be no turf grass damage/decline due to the accumulation of leaf litter.

ii. There shall be no build-up of leaves on turf areas that could cause unsightliness.

iii. There shall be no build-up of leaves in planting areas that could cause plant damage, unsightliness, or decline to overall plant vigor.

iv. Leaves shall not build-up on walkways, parking lots, curbs, storm drains, staircases, building entrances, loading docks, etc. to prevent flooding of roadways, tripping/slip hazards, and to allow for proper storm water runoff.

2. Leaf, sticks, and organic debris removal shall be performed DAILY during the months of October, November, and December. It is expected that bulk collections may also be necessary during the contract period. Leaf, sticks, limbs and organic debris removal shall be performed as-needed, such as in the case of storms, heavy winds, etc., in order to keep building entrances, stairs, storm structures, light fixtures, drains, roadways, etc. clear to prevent hazardous conditions. The Contract Administrator may contact the Contractor/Service Provider to schedule the prompt removal (within 24 hours) of said target or problem areas. This service is to be included in the fixed-fee cost.

3. The Contractor/Service Provider shall provide off-site disposal of all collected leaves, sticks, limbs, or organic debris. The use of University dumpsters is strictly prohibited.

4. FLORAL PLANTINGS:

1. The Contractor/Service Provider shall provide labor, tools, and materials to install spring and fall flower rotations in beds at campus entrances, formal building signage/entrances, and areas of high pedestrian visibility as to provide a pleasing landscape at an APPA Level 2.

2. Recommendation on planting sites should be included in the Contractor’s technical proposal. Current mapping of those sites will be provided via Attachments for reference. To the greatest extent possible; native, drought tolerant, and non-invasive plants should be considered.

3. The Contractor/Service Provider shall fertilize and irrigate the plantings as needed to provide a pleasing appearance. Health and vigor will dictate the cycle of fertilization and disease/insect control, and beds are to be kept weed free. Dead plants shall be removed and replaced by the Contractor/Service Provider.

4. The specific species and cultivar will need to be reviewed and approved by the Contract Administrator prior to installation. GMU reserves the right to choose any variety or combination of varieties prior to the order being placed.

5. Water will be provided for use in irrigating floral plantings, but only on the grounds of GMU.

5. INTEGRATED PEST MANAGEMENT (IPM):

1. The Contractor/Service Provider shall develop and implement an IPM program for the control of insects and diseases for all turf, ornamental trees, shrubs, groundcover, and all rotational floral plantings covered by this contract. Regular and timely reports are to be created and copies provided to the Contract Administrator. This shall be included in your Technical Proposal for review.

2. Based on the results of the inspections and reports, the Contractor/Service Provider shall be responsible for immediately notifying the Contract Administrator as to the need to apply insecticides or fungicides to control insects and diseases which exceed acceptable thresholds and/or may cause damage to or be detrimental to the health of the plant material. The Contractor/Service Provider will be responsible for repairing any and all damage caused by lack of prompt notification including treating, repairing, or replacing to the satisfaction of the University at no additional cost.

3. The Contractor/Service Provider shall recommend insecticide, herbicide, or fungicide along with type, dosage rate, number of applications, and specify areas that require coverage.

4. The Contractor/Service Provider shall provide, as-needed, all insecticide, herbicide, or fungicide applications. These applications will be pre-approved by the Contract Administrator or designee.

5. All necessary applications shall be done at the time of minimal pedestrian activity.

6. On occasion, preventive control measures may be required to control potential insect and disease problems considered inevitable due to environmental conditions. If such conditions exist, the Contractor/Service Provider shall promptly notify the Contract Administrator.

6. GROUNDS POLICING:

1. The Contractor/Service Provider shall police all of the grounds areas prior to the start of landscape maintenance operations, at every site visit. This work includes the cleanup of all debris such as litter, trash, twigs and sticks to be in compliance with the Level 2 APPA Service Standard

C. SERVICES TO BE PERFORMED IN ADDITION TO THE BASIC CONTRACT PRICE: The Contractor/Service Provider shall provide the following services on an “As Needed” basis. These services will be billed on a time and material (T&M) basis (or as a separate firm fixed priced proposal based off of the negotiated labor rates); labor categories and rates shall be provided in as a separate IDIQ/T&M pricing schedule in Attachment F. Material, equipment, parts etc. shall be billed at actual cost to the contractor and invoices will be required to substantiate the cost. If these services are requested, the Contractor/Service Provider shall provide a written estimate to the Contract Administrator upon request, for approval. Services shall be performed only after a University (eVA) purchase order has been issued except in the case of an emergency. Labor rates, as offered in the vendor’s proposal, are expected to be part of the technical proposal, contract agreement and referenced for the pricing of any additional services.

1. Emergency Services or Repairs: Emergency services shall be billed on a time and material basis. Categories include, but are not limited to; damage to trees, turf, or plant material caused by unforeseen catastrophic events such as high winds, hurricanes, lightning, ice/snow damage, or vandalism.

2. Replacement of Trees, Shrubs, Groundcover, and Turf: The Contractor/Service Provider shall evaluate and provide a written estimate for replacement. Prior to replacement, a meeting with the Contract Administrator shall be held to determine the cause of any plant material failure. If at the time of diagnosis it is found to be the responsibility of the Contractor/Service Provider for the plant material’s decline, they will replace at their expense. The Contractor/Service Provider shall provide adequate water to new plantings that will ensure proper establishment. The Contractor/Service Provider agrees to provide 100% guarantee for replacement, if the newly planted materials fail, for up to a minimum of (1) one year from the installation date. For all new or replacement plantings or their considerations; the Contractor/Service Provider shall request and be provided the approved plant list housed by the University prior to any installations. Strong consideration must be given to the use of native plants or cultivars of native plants prior to approval. Invasive species are prohibited.

1. Tree Trimming (beyond the base contract scope)

2. Tree Removal (with or without stump removal)

3. Additional Leaf Removal/Clean-up (beyond the base contract scope)

4. Additional mulching (beyond the base contract scope)

5. Turf Renovation

6. Aeration (beyond the base contract scope)

7. Top Soiling, composting and topdressing (beyond the base contract scope)

8. Snow Removal Services (Priced Per Event): If the Contactor is able to offer snow removal services provide pricing, in their IDIQ/T&M Pricing List, to include snow removal services and materials. While the University will have separate contracts in place specifically for snow removal services we may need additional or backup services from time-to-time to be billed on a T&M basis. Offerors are not required to offer on this item if they do provide these services and can mark as “No Bid” on the pricing schedule.

9. Any other categories/rates/services that…