Combined_Synopsis_Solicitation_Notice.pdf

A. SOLICITATION/CONTRACT FORM

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

THIS RFQ IS IS NOT A SMALL BUSINESS SET-ASIDE

PAGE OF PAGES

1 4

1. REQUEST NO.

47PK1220Q0001

2. DATE ISSUED

10/21/2019

3. REQUISITION/PURCHASE REQUEST NO.

EQ9PFB-20-0001

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

5a. ISSUED BY

GSA, PBS, San Francisco Service Center East Bay Field Office, 9PFB 1301 Clay Street, Ste 280N Oakl

6. DELIVER BY (Date)

5b. FOR INFORMATION CALL (NO COLLECT CALLS) 7. DELIVERY

OTHER

FOB DESTINATION (See Schedule)

NAME

David Gardner

TELEPHONE NUMBER

AREA CODE NUMBER

(510) 637-5005

9. DESTINATION

a. NAME OF CONSIGNEE

8. TO:

a. NAME b. COMPANY b. STREET ADDRESS

c. STREET ADDRESS

1301 CLAY ST

c. CITY

d. CITY

OAKLAND

e. STATE

CA

f. ZIP CODE

94612-5217

d. STATE e. ZIP CODE

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5a ON OR

BEFORE CLOSE OF BUSINESS (Date)

IMPORTANT: This is a request for information and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or service. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for

Quotation must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/ SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

Please see attached

See below for additional information

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations are are not attached.

13. NAME AND ADDRESS OF QUOTER 14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

15. DATE OF QUOTATION

a. NAME OF QUOTER

b. STREET ADDRESS 16. SIGNER

a. NAME (Type or print) b. TELEPHONE

c. COUNTY AREA CODE

d. CITY e. STATE f. ZIP CODE c. TITLE (Type or print) NUMBER

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA-FAR (48 CFR) 53.215-1(a)

GENERAL SERVICES ADMINISTRATION

PAGE OF

2 4

ITEM NO., FORM OR

STOCK NUMBER

DESCRIPTION OF ARTICLES OR SERVICES

QUAN-

TITY

UNIT

OF

ISSUE

UNIT

PRICE

AMOUNT

0001 LANDSCAPING AND GROUNDS 12 MO

MAINTENANCE AT THE OAKLAND FB

Provide labor and materials for landscaping and grounds maintenance services at the

Ronald V. Dellums Federal

Building. Provide annual plants and maintenance for the flower beds and elevated bowls on the first and fifth floors at the

Ron Dellums Federal

Building. Specifications for work are attached and made a part of this document. This contract will be for one year with three (3) one-year option years.

Deliverable

PSC: S208 -- HOUSEKEEPING-

LANDSCAPING/GROUNDSKEEPING

Contract Type: Firm Fixed Price

PoP: 01/01/2020 - 12/31/2020

Place of Performance:

CA0281ZZ RONALD DELLUMS FED

BLDG 1301 CLAY ST OAKLAND, CA

94612-5217

0002 LANDSCAPING AND GROUNDS 12 MO

MAINTENANCE AT THE OAKLAND

FB-Option Year 1

Provide labor and materials for landscaping and grounds maintenance services at the

GENERAL SERVICES ADMINISTRATION

3 4

ITEM NO., FORM OR

STOCK NUMBER

DESCRIPTION OF ARTICLES OR SERVICES

QUAN-

TITY

UNIT

OF

ISSUE

UNIT

PRICE

AMOUNT

Ronald V. Dellums Federal

Building. Provide annual plants and maintenance for the flower beds and elevated bowls on the first and fifth floors at the

Ron Dellums Federal

Building. Specifications for work are attached and made a part of this document.

Deliverable

PSC: S208 -- HOUSEKEEPING-

LANDSCAPING/GROUNDSKEEPING

Contract Type: Firm Fixed Price

PoP: 01/01/2021 - 12/31/2021

Place of Performance:

CA0281ZZ RONALD DELLUMS FED

BLDG 1301 CLAY ST OAKLAND, CA

94612-5217

0003 LANDSCAPING AND GROUNDS 12 MO

MAINTENANCE AT THE OAKLAND

FB-Option Year 2

Provide labor and materials for landscaping and grounds maintenance services at the

Ronald V. Dellums Federal

Building. Provide annual plants and maintenance for the flower beds and elevated bowls on the first and fifth floors at the

Ron Dellums Federal

Building. Specifications for work are attached and made a part of this document.

4 4

ITEM NO., FORM OR

STOCK NUMBER

DESCRIPTION OF ARTICLES OR SERVICES

QUAN-

TITY

UNIT

OF

ISSUE

UNIT

PRICE

AMOUNT

Deliverable

PSC: S208 -- HOUSEKEEPING-

LANDSCAPING/GROUNDSKEEPING

Contract Type: Firm Fixed Price

PoP: 01/01/2022 - 12/31/2022

Place of Performance:

CA0281ZZ RONALD DELLUMS FED

BLDG 1301 CLAY ST OAKLAND, CA

94612-5217

0004 LANDSCAPING AND GROUNDS 12 MO

MAINTENANCE AT THE OAKLAND

FB-Option Year 3

Provide labor and materials for landscaping and grounds maintenance services at the

Ronald V. Dellums Federal

Building. Provide annual plants and maintenance for the flower beds and elevated bowls on the first and fifth floors at the

Ron Dellums Federal

Building. Specifications for work are attached and made a part of this document.

Deliverable

PSC: S208 -- HOUSEKEEPING-

LANDSCAPING/GROUNDSKEEPING

Contract Type: Firm Fixed Price

PoP: 01/01/2023 - 12/31/2023

Place of Performance:

CA0281ZZ RONALD DELLUMS FED

BLDG 1301 CLAY ST OAKLAND, CA

94612-5217

B. COMBINED SYNOPSIS/SOLICITATION – OVERVIEW

B.1 PROJECT OVERVIEW

B.1.1 Description

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Quoters are responsible for obtaining all amendments or additional information concerning this announcement at www.fbo.gov.

Important: This is a request for quote and quotations furnished are not offers. This request does not commit the Government to pay any costs incurred in the preparation of the submission of a quote or to contract for supplies or service.

(ii) The solicitation number is 47PK1220Q0001. This solicitation is issued as a request for quotation (RFQ) and will be solicited using the procedures under FAR Part 12, Acquisition of Commercial Items and FAR Part 13, Simplified Acquisition Procedures.

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-05 08/13/2019.

(iv) This solicitation is 100% set-aside for Total Small Business firms. The relevant NAICS code is 561730, Landscaping Services. The small business size standard is $8,000,000.00.

B.1.2 Parties Involved This combined synopsis/solicitation is issued by the General Services Administration (Pacific Rim Region), Public Buildings Service, Construction Services Branch, San Francisco Service Center (9PFC), herein referred to as the "Government," to obtain the services of a Contractor (also referred to as Offeror), who shall be singularly responsible to satisfy the terms of the resulting contract as follows:

Amanda Sweeney Contracting Officer GSA, PBS, San Francisco Service Center 50 United Nations Plaza, Suite 2350 San Francisco, CA Phone: 415-522-3315 amanda.sweeney@gsa.gov

Vandricia Cepeda Alternative Contracting Officer GSA, PBS, East Bay Field Office 1301 Clay St, 280N Oakland, CA 94612 Phone: 510-637-5002 vandricia.cepeda@gsa.gov

B.1.3 Contract Scope The site of this project is at the Ronald V. Dellums Federal Building located at 1301 Clay Street, Oakland, California 94612.

The intent of this project is to provide landscaping & grounds maintenance services at the Ronald V. Dellums Federal Building. The office building is owned by the Federal Government.

The contractor shall furnish adequate supervision, labor, materials, supplies and equipment necessary to perform all the services required under this contract in an orderly, timely and efficient manner.

http://www.fbo.gov/ mailto:amanda.sweeney@gsa.gov mailto:vandricia.cepeda@gsa.gov

Unless otherwise indicated, items of work are inclusive of, but not limited to, all labor, materials, equipment, traffic control, safety measures, replacement of disrupted improvements, coordination, preparation and accommodation of project constraints (whether specifically identified in these specifications or encountered during the contract) necessary to complete the item in conformance with all applicable governing agency regulations and specifications to the satisfaction of the Government and inspecting agency. Items of work that are necessary to complete the project in accordance with the plans and specifications if any, but that are not specifically called out in the Schedule of Unit Prices, are considered incidental to the project and are not subject to separate compensation.

See section C for detailed scope of work.

Proposal The contractor’s proposal should include pricing for all items listed below as well as any item the contractor believes will be needed to complete this project.

Provide labor and materials for landscaping and grounds maintenance services for the period of January 1, 2020 through December 31, 2020. Provide annual plants and maintenance for the flower beds and elevated bowls on the first and fifth floors at the Ronald V. Dellums Federal Building. The contract will include one (1) base year, and three (3) one-year options. The Government will have the unilateral option of exercising each option year.

Full compensation for providing all labor, materials, tools and equipment necessary to meet the above requirements shall be considered included in the contract price and no additional compensation shall be allowed therefore.

Service Call Hourly Rates

Quote a price per man-hour for providing Service Call services when ordered that are in addition to the services specified herein for the Standard Services. This services provision is intended to be used to satisfy the Government's short term non-recurring needs for service.

Orders for reimbursable Service Calls up to $2,500 may be placed orally, and processed using a GSA charge card. Orders that exceed $2,500 may be placed or confirmed by issuance of a GSA Form 300, Order for Supplies or Services. The GSA Form 300 will describe the service to be provided and will establish, excluding emergencies, the maximum number of hours for which the Contractor will be compensated. Orders paid for by a GSA charge card may not exceed the cardholder’s single purchase limit. Individual orders for service calls involving more than 40 man-hours will only be issued with the Contractor’s agreement. Should a continuing need for services arise, a contract modification will be negotiated pursuant to the "Changes" clause.

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1 DEFINITIONS

General Program The work specified in this specification shall be in accordance with all Federal, State, county and city laws, codes, and ordinances and shall follow the more stringent of them. In addition to compliance with these laws, the Contractor shall follow all applicable standard industry practices including, but not limited to, the Occupational Safety and Health Act (OSHA) and the National Institute of Building Sciences (NIBS).

Above Standard Services Above Standard Services are services not covered in the monthly price of the contract. Contractor prices include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

Acceptance The term constitutes acknowledgment that the supplies or services required in the contract conform to applicable contract quality and quantity requirements.

Approval ‘Approval’ means the Government has reviewed the submittals, deliverables, or administrative documents [e.g., insurance certificates, Safety Data Sheets (SDS’s) formerly Material Safety Data Sheets (MSDS), etc.], and has determined that the documents conform to contract requirements. Government approval shall not relieve the Contractor of responsibility for complying with Federal, State, and local laws and regulations.

Building A reference to ‘facility’ and ‘site’ is interchangeable with ‘building.’ A man-made structure or edifice which services are performed within or on the exterior of the formation and is intended to support or shelter any use or continuous occupancy.

Contracting Officer (CO) The CO has the responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take action on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.

Contracting Officer's Representative (COR) The COR shall be appointed by letter from the CO. The CO uses CORs as the primary Government representatives for the administration of the contract. CORs shall have proper training and experience in inspecting contracts, but do not have the authority to modify the contract.

Contractor Reference to ‘Contractor’ throughout the SOW even for those references to subcontracted type tasks shall mean the responsibility of the contract service provider.

Environmentally Sustainable These are products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, product, chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service. Refer to the Federal Requirements section for a list of environmentally sustainable attributes and certifying entities.

Federal Holidays Federal holidays 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.

Guiding Principles for Sustainable Existing Buildings A practice of using processes that is environmentally responsible and resource-efficient throughout a building's life-cycle. The goal is to minimize and offset consumption of energy, water, and other resources and to eliminate all waste and pollution from building operations and activities. The result is to reduce the environmental impact of the Federal Government, which will expand and complement the building design economy, utility, durability, and comfort.

The common objective is to reduce the overall impact of the built environment on human health and the natural environment by:

Improving energy efficiency and reductions in greenhouse gas emissions.

Reducing water consumption intensity.

Acquiring green products and services.

Implementing pollution prevention measures, including reduction or elimination of the use of toxic and hazardous chemicals/materials.

Implementing cost-effective waste prevention and recycling programs.

Increasing diversion of solid/trash waste.

Resource: http://www.wbdg.org/resources/env_sustainability.php

GSA Green Purchasing Program (GPP) The GPP which includes the Green Purchasing Plan specifies requirements to promote the purchase of environmentally sustainable products and services.

Green Cleaning Green Cleaning is a planned and organized approach to cleaning specifically designed to protect building occupant s’ and workers’ health, while at the same time reducing environmental impacts.

LEED-EB

Leadership in Energy and Environmental Design for Existing Buildings (LEED-EB) provides building owners and operators with a concise framework for identifying and implementing practical & measurable green building design, construction, operations & maintenance solutions. Once a building has achieved LEED certification, all future purchases & services must be evaluated to ensure compliance with LEED certification.

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

Ordering Official Ordering Officials are appointed by letter from the CO. Ordering Officials shall be the Government’s representative for the ordering of supplies and services.

Performance Based Service Contracting This is a procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

Product Preference http://www.wbdg.org/resources/env_sustainability.php

Products that are identified as environmentally sustainable shall be selected over those which do not carry such designations. The following factors to consider when selecting products include: environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

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

Quality Control Plan (QCP) The Quality Control Plan describes the methods used by the Contractor to identify and correct deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of this document is the responsibility of the Contractor.

Sanitize This is the process of removing dirt and certain bacteria so that the number of germs is reduced to a level that the spread of disease is unlikely.

Service Calls Service calls are considered standard service requirements, such as requests for rearranging of furniture in a conference room, special events support, spills, replenishing restroom supplies, etc.

Standard Services A standard service is defined as all services that are included in the monthly price or are defined in the contract document. Prices are to include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

Stewardship This is the responsibility for managing, conducting or supervising the quality, state or condition of a commercial or institutional building.

C.2 OBJECTIVES AND SCOPE

This contract is for landscaping and related services with a Performance-Based Statement of Work (PBSOW) for Region 9 Landscaping services for the Ronald V. Dellums Federal Building located at 1301 Clay Street, Oakland, CA 94612. As a performance-based contract, the requirements are stated in terms of desired results with associated quality standards. The contract consists of two major functional areas: standard services and above standard services.

Landscaping and related services provided by the Contractor are arranged and oversight is provided through one or more of the following entities: GSA’s Regional Office, Service Centers, Field Offices, or Local Offices. These entities represent the Property Management organizations that have been adopted by GSA’s regional leadership.

All references incorporated herein as Web sites (URL’s) are up-to-date but may be subject to change by their web publisher. Web pages are provided to the Contractor for additional clarity. A change to any Web site specified in this contract does not change or alter the contract objectives identified herein.

C.2.1 The Contractor Shall

1. Furnish all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set forth as Government furnished, and otherwise accomplish all actions necessary to or incident to, perform and provide the work efforts described in the contract.

2. Ensure that their employees are properly trained, licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by Federal, State, or local laws; codes, or ordinances.

3. Be responsible to make the management and operational decisions to meet the quality performance standards required under this contract.

4. Use innovation, technology and other means and methods to develop and perform the most efficient cleaning services for the building.

5. Implement an effective Quality Control Plan (QCP).

6. Implement an effective service call system that results in prompt, professional, and courteous resolution of tenant concerns.

7. Keep the CO or their designee informed of current status of the work being performed, provide all submittals and other pertinent information needed by the CO or their designee.

8. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products.

C.2.2 Landscaping Hours The performance of the landscaping at building(s) shall take place during normal business operating hours. Work creating loud noises (e.g. leaf blowing) must be completed between the hours of 6:00 A.M. and 8:30 A.M. local time.

Contractor staff shall provide onsite services a minimum of two (2) times per week. The hours shall not be changed unless authorized by the CO or their designee.

C2.3 Use of Site Limit use of the premises to the immediate work area. Do not disturb portions of the office Complex beyond the immediate work area. The contractor must repair or replace damage to existing site features caused by services. Protect the building during the work period. Keep driveways, loading docks, elevators, elevator entrances, and building entrances clear. These areas are not authorized for parking or material storage without permission. Contractor will schedule deliveries to minimize on-site storage of materials and equipment.

Work in the office building will require coordination with the project manager, Opie Opelinia, at (510) 637- 5669 or via email at opelia.opelinia@gsa.gov. Please contact her to coordinate arrangements upon behalf of the project.

C.2.4 QUALITY ASSURANCE

The contractor shall designate a specific individual as a project/contract manager. The project manager or approved designate will be on site during the time work is performed on this contract.

C.2.5 SERVICE CONTRACT WAGE RATES

Service contract wage rates are applicable to this project. The contractor shall provide accordingly in his cost proposal to the Government. Questions regarding application of Service Contract wages may be directed to the contracting officer Amanda Sweeney at (415) 522-3315.

C.3 Grounds Maintenance

The Contractor shall perform grounds maintenance standard services for the work items listed below. Contractor shall use recovered organic materials for fertilizer whenever possible.

C.3.1 Grounds Maintenance Services Maintain all plants, trees, shrubs, ground covers, 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 to protect the environment, using integrated pest management techniques, recycling green/landscape waste, and minimizing runoff. Grounds maintenance services in the standard services shall benefit the environment and generate cost savings to the Federal Government by preserving and protecting the native plants and wildlife habitats.

C.3.2 Landscape Management and Erosion Control Plan The Contractor shall submit to the CO within 30 days from the start of the contract, a plan outlining how environmentally sustainable strategies will be implemented to correct erosion problems typically found as the result of foot traffic that kills vegetation, steep slopes where sheet flow from storm water exceeds existing vegetation holding power, and/or point storm water outflow that exceeds the holding power of the vegetation covering the soil. Strategies for correcting erosion problems include: temporary and permanent seeding, mulching, earth dikes, silt fencing, sediment traps and sediment basins. Further information and guidance on this requirement can be found in section “J” in the “Landscape Management and Erosion Control Plan” exhibit.

C.3.3 Composting To reduce the amount of material being disposed of in landfills, the Contractor is required to compost, to the greatest extent possible, yard waste generated by the Contractor's operations. The Contractor shall not compost material on-site unless authorized by the CO or their designee. The Contractor shall utilize an approved recycling or composting facility or compost the material at the Contractor's own facility. Where applicable, the Contractor shall work with on site cafeterias and wet stands to recover and compost all possible materials. The Contractor is responsible to pay for composting services for landscaping debris.

C.3.4 Trees and Shrubs Maintenance: Tree supports shall be kept in good condition, functioning at all times and be removed when no longer needed. All trees and shrubs shall be fully protected. Tree stakes, tree ties, and guy wire shall be of materials that are 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.

Trimming: Shrubs/Hedges: The Contractor shall trim all shrubs and hedges to remove overgrown branches and excess growth to allow proper moisture and light. The Contractor shall be responsible for trimming the full height of the shrubs and hedges.

Pruning: Trees/Shrubs: The Contractor shall prune all trees and shrubs and elevate any hanging limbs that are interfering on roads, drives, and walking areas. Any tree limbs, branches or shrubs touching or brushing buildings, fences, or other structures are also to be pruned to provide clearance and free air circulation. The Contractor shall be responsible for pruning the full height of the trees and shrubs.

Examples of pruning include:

Raising: Removes lower branches to provide clearance for pedestrians, buildings, etc.

Reduction Pruning: Shortens exterior branches while preserving interior foliage

Thinning: Removes excessive foliage throughout the canopy (NOTE: Thinning is an Above Standard Service; see Section C.11.6.

Prior approval from the COR is required before performing the work.)

The Contractor shall remove dead or diseased foliage or branches to help control or direct growth, increase quality, and to add structural strength prior to pruning, to eliminate damage to the trees or shrubs. The Contractor shall consider the environment (i.e. climate and temperature) to determine the timing of the work to be performed.

Survey: A certified grounds maintenance professional shall conduct a survey of the trees and an evaluation of their condition. This shall be completed within 30 days from the start of the contract and shall be submitted to the CO. The survey shall be conducted at the beginning of a new contract and the survey shall be good for a term of five years.

The requirement shall include an inventory of all the trees on the property and at a minimum, identify each trees 1) location, 2) species, 3) approximate height and diameter, 4) approximate age, 5) overall health and life expectancy, 6) recommendations for proper maintenance (i.e. pruning, thinning, trimming, fertilization, etc.), and/or removal/replacement, 7) price list for any special treatment not covered by this contract. Special treatment would address, but is not limited to, some of the following conditions: diseases, fungus, infestation (bag worms), blight, and canker worms.

Examples of a tree surveys (samples only, not intended to be comprehensive):

1. http://coyotevalley.sanjoseca.gov/coyotevalley/EIR/DEIR/Appendix%20H.pdf

2. http://www.westreecompany.co.uk/Example%20tree%20survey.pdf

C.3.5 Mulching Contractor shall maintain and replace existing mulch as necessary. Replacement mulch shall be commercial grade shredded hardwood bark, or equivalent, including rubber. It shall be free of sticks, stones, clods, or other foreign materials. A sample of proposed mulch and chips shall be submitted to the CO or their designee for approval prior to use. All areas to be mulched shall be raked, debris removed, edges reestablished, and any excessive mulch buildup worked into existing soil or removed, at the discretion of the CO or their designee, prior to mulch application.

C.3.6 Mowing and Edging 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 shall be used; however, at some locations non-mulching mowers may be permitted but shall be approved by the CO or their designee prior to use. Grass clippings shall be cleared from walkways and roadways and blown onto the grass. As appropriate, grass clippings shall be left in place, composted, or mulched as coordinated by the CO or their designee.

C.3.7 Leaf Removal http://coyotevalley.sanjoseca.gov/coyotevalley/EIR/DEIR/Appendix%20H.pdf http://www.westreecompany.co.uk/Example%20tree%20survey.pdf

The Contractor shall remove leaves, as necessary, to maintain a neat and clean appearance. Leaves should be composted as appropriate. Throughout the year, the Contractor shall remove minor accumulations due to isolated leaf droppings and shall check all storm drain openings on the premises to 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.

C.3.8 Over Seeding, Dethatching and Plugging Over-seed, dethatch, and plug as necessary to prevent bare areas and promote even growth of turf areas following common and local landscaping practices.

C.3.9 Fertilization All lawns, trees, and ground cover shall be fertilized consistent with common local landscaping practices. Application by the Contractor shall employ the best practices to minimize chemical runoff. 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 CO or their designee.

C.3.10 Flowerbeds and Plants Flowerbeds are to be free from weeds and debris. Replacement plants shall be supplied by the Contractor. Plants supplied by Contractor shall be approved by the CO or their designee. Plants shall be arranged in an attractive and professional manner. Preference shall be given to the use of native perennials instead of annuals and, to the maximum extent possible, plants beneficial to pollinators. Consideration shall also be given to purchasing of plants that are drought tolerant to help further reduce the use of irrigation water.

C.3.11 Plant Replacements 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.

Preference shall be given to the use of native perennials instead of annuals and, to the maximum extent possible, plants beneficial to pollinators. Consideration shall also be given to purchasing of plants that are drought tolerant to help further reduce the use of irrigation water.

C.3.12 Soil and Ground Cover 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.

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

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

C.3.13 Fence / Property Lines Grass, native grasses, weeds, and other growths at fence lines including Land Ports of Entry, shall be controlled and not exceed four (4) inches in height. Any chemical treatment used must be approved by the CO or their designee prior to use. Application of any chemicals must be accomplished by a Licensed Pest Control Operator. Application of chemicals shall be documented in a record log book on the types of pesticides applied and date(s) of application.

C.3.14 Weeds All area sidewalks, parking lots, and roadways (excluding unimproved grounds) are to be free of weeds and unwanted growths.

C.3.15 Irrigation Initial Deficiency Walk-Through: The Contractor shall conduct a walk-through to inspect all irrigation systems (sprinklers, rain and freeze sensors, and drip systems) and submit a list of all damages to those systems to the CO within 5 days prior to the start of work. Damages noted during the initial deficiency walk-through shall be repaired on a reimbursable basis.

Once the initial deficiency repairs have been completed, the Contractor shall be responsible for the maintenance and repairs of the landscape irrigation systems that are above-ground (e.g. sprinkler heads, drip hoses, or any other water distribution component above ground level).

C.3.16 Adjust, Clean and Set Automatic Controllers Irrigation systems with 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. The Contractor must ensure irrigated water does not spray on to paved areas or walkways and run-off into drains and sewers. 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 qualified personnel such as the Contractor, the Contractor’s sub-contractor, or the O&M Contractor. All repairs shall be performed using industry practices.

The Contractor shall be responsible to notify the CO or their designee in the event of operational malfunctions, breakages, or failures to the irrigation system, which affects the Contractor's ability to provide proper irrigation to building’s landscaping. Failure to make timely notification to the CO or their designee shall result in the Contractor replacing damaged landscaping materials.

C.3.17 Watering Watering: All watering cycles shall be conducted at times that minimize inconvenience to the building occupants and visitors and maximize percolation. Watering shall be performed to minimize run-off into drains and sewers. 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 another water-saving irrigation system device. 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 water restrictions by municipalities.

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

Watering shall be performed to minimize run-off into drains and sewers.

C.4 ABOVE STANDARD SERVICES

The Contractor shall provide interior and exterior Above Standard Services to fulfill the Government’s intermittent need for work. These services are in addition to the services specified as a standard service.

The Contractor shall not divert workforce to accomplish Above Standard Services.

Submit to the CO 30 days after contract award a commercial price list for above standard service listed item(s). The commercial price(s) shall include the duration that the price is valid, minimum quantities to be ordered and any other stipulations that may apply. Unless otherwise requested by the Ordering Official, commercial prices for these services should be given by the square foot for any work defined in terms of its floor space. Work items whose unit of quantity is listed as ‘each’ should be on a “per item” basis (per blind, per window, per tree, etc.). However, the Ordering Official may request that the Contractor provide the work line items on another basis, ‘such as per job’ translated as quantity times unit price.

The Government reserves the right to obtain supplies and services from other sources if prices are found not to be fair and reasonable, based on competitive fair market prices.

SERVICES WITH QUALITY STANDARDS

C.4.1 Tree Thinning 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 annually.

Tree maintenance shall be performed only by arborists or arborist trainees who, through related training, 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.

Climbing spurs shall not be used when climbing and pruning trees. Tree branches shall be removed in a manner not to cause damage to other parts of the tree, 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.

C.4.2 Government Furnished Trees and Plants (Planted In Ground or Planters) Government furnished trees and plants shall be planted in the ground or in planters as approved by the CO or their designee.

C.5 SERVICE CALLS

Contractor shall provide adequate staff to respond to service calls during building(s) operating hours (see Exhibit 1 section J, ‘Building Information Sheet’) and during the Contractor’s regular landscaping schedule. Contractors shall detail in their Quality Control Plan (QCP) how they will monitor and respond to service calls.

The Contractor shall include a method of recording customer calls, the time to complete the service call, and the corrective action taken. These records shall be made available for review by the CO or their designee.

The costs of all service calls shall be reimbursed to the Contractor if the request is outside the building(s) operating hours AND outside the Contractor’s regular schedule.

The Contractor shall respond to all service call requests using building specific service call procedures.

Service calls that the CO or their designee determines to be urgent shall be handled within four (4) hours of receiving a call.

C.6 PROTECTION AND DAMAGE

The Contractor shall make reasonable efforts to assist the Government to prevent hazardous conditions and property damage. To the extent that relevant conditions or activities are noted but are not associated with the Contractor’s scope, the Contractor shall promptly report such conditions or activities to the CO or their designee, or to security personnel.

The Contractor shall protect Government’s property, buildings, materials, equipment, supplies, records and data that are within the Contractor’s control against unauthorized access, loss or damage.

The Contractor shall establish a system for on-site work force personnel to report potentially hazardous conditions in the building to the CO or their designee or other designated Government representatives, regardless of whether the condition is within the Contractor’s responsibility.

The Contractor, Contractor’s employees and subcontractors shall comply with the General Services Administration, Rules and Regulations Governing Public Buildings and Grounds that are posted in the building. The Contractors shall promptly report violations by employees, or as otherwise observed to the CO or their designee, or security personnel.

Refer to FAR 52.237-2, Protection of Government Buildings, Equipment and Vegetation.

C.7 QUALITY CONTROL PLAN (QCP)

The QCP shall be submitted by the Contractor to the CO within 15 days prior to the start of work.

The CO shall submit the QCP to the COR for review and acceptance. The Contractor is not authorized to start work until the QCP is accepted AND the proper security clearances are obtained. Refer to Section H of the solicitation, in regard to proper security clearance requirements.

The Contractor shall establish and implement a complete Quality Control Plan (QCP) to ensure the requirements of the contract are met. The QCP is a written document that specifies a system for determining whether or not cleaning service requirements are being met and identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. The QCP also identifies opportunities where the Contractor can make improvements in how services are provided.

The QCP is a living document and may be subject to change depending on the needs of the contract. When the contract is revised, the Contractor is required to provide an updated QCP, maintenance schedule and listing of current employees to the CO for acceptance. The Contractor shall submit a QCP to the CO within 15 days prior to the start of work.

The QCP shall include the following, at a minimum:

1. How the Contractor will control quality and quantity of supplies and services.

2. Define the roles and responsibilities of the Contractor’s operating personnel.

3. How project management, inspections, plan implementation, process improvement changes, and correction of deficiencies will be accomplished.

4. 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:

a. Date of inspection performed

b. Location of inspection

c. Description of findings

d. Description of action(s) taken (if necessary)

e. Signature and date of completion

5. A written training program to ensure that the Contractor’s employees are capable of successfully accomplishing all work task(s) under this contract.

6. How Contractor shall 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.

7. How Contractor shall measure and document performance against the scope of work.

8. Service calls and how they shall be monitored and responded to in a timely manner

9. A Communication Plan detailing how the Contractor plans on using technology (two-way digital communication) to communicate with GSA to receive and respond to service calls, emergencies, status of projects, etc.

10. Contractor incentives.

11. How the Contractor will utilize the Government’s Tenant Satisfaction Survey results to improve the delivery of custodial and related services.

C.8 SCHEDULES

The Contractor shall submit their Schedule to the CO within 5 days prior to the start of work. 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. Cleaning schedules and any revisions are to be submitted to the CO.

The Contractor’s cleaning schedule shall, at a minimum, include the following frequencies:

1. Periodic services

2. Weekly services

3. Monthly services

4. Other frequencies

C.9 COMMUNICATION REQUIREMENTS

Quality Control Meetings: The Contractor shall attend quarterly meetings, which will be held between the Contractor and the CO or their designee. The purpose of these meetings will be to discuss the Contractor’s performance, areas of deficiencies, areas of satisfaction, and tenant needs or concerns. The frequency of these meetings may be increased or decreased depending upon performance as determined by the CO or their designee.

Partnering Meeting: The Contractor shall attend at least one partnering session with GSA after the Post-Award conference. Other sessions may take place during the course of the contract at the option of either GSA or the Contractor. The concept of “partnering” is working together towards a common interest or goal. Both parties will re-visit the idea of having a partnering session on the anniversary date of the contract. Each partnering session will be held at a mutually agreed upon time and location.

Joint Service Inspections: The Contractor shall accommodate all requests by the Government to participate in the Contractor’s inspection of work performed by Contractor personnel. Scheduling for these joint inspections shall be coordinated through the CO or their designee. This inspection shall be used with other measures of performance in discussions on Contractor performance during the Quality Control Meetings.

C.10 PROJECT COMPLETION PERIOD

Completion of work is herein defined as follows: All work specified shall be fully completed per the plans and specification and accepted by the governing agencies, all certifications, as-built plans, and guarantees are submitted to the Government.

The working days specified shall be inclusive of all construction windows, utility energizing, punch list buy-off and final acceptance of all facilities.

The project work shall not be considered complete until these items have been addressed. They are:

a. Published punch-list work items must be corrected in a manner acceptable to the

Government.

b. The final payment request accompanied by a release of claims form must be made available to the Government.

C.11 PRODUCTS

The work of this project shall be constructed of new products delivered to the job site in their original unopened, undamaged containers. Provide only products manufactured or specifically recommended to match existing installed components.

Whenever available, products, equipment and materials utilized and installed under this statement of work shall comply with the following energy efficient and eco-friendly standards:

a. Energy-efficient (ENERGY STAR® or Federal Energy Management Program (FEMP)-designated);

b. Water-efficient;

c. Biobased;

d. Environmentally preferable (e.g., EPEAT-registered, or non-toxic or less toxic alternatives);

e. Non-ozone depleting; and/or

f. Made with recovered materials.

Contractor to provide all documentation verifying adherence to the standards listed above.

C.12 SCHEDULE SUMISSION

The contractor shall submit a schedule regarding the work of this project to the Government for review and approval before the work of this project shall begin.

C.13 SECURITY CLEARANCE INFORMATION

The contractor shall submit a Requesting Official Contractor Approval List (ROCAL) to the GSA Project Manager. The GSA Project Manager shall identify the type of investigation and credential required and will submit with approval to the Zonal Help Desk. The ROCAL must contain the name(s) of each applicant proposed for each Contractor Information Worksheet (CIW) provided. The CIW will not be processed until the ROCAL list is updated and resubmitted to the Zonal Help Desk. The ROCAL list will be made available to the contractor from the GSA Project Manager. Once the ROCAL list is submitted to the Zonal Help Desk, the Zonal Help Desk will provide the contractor with the CIW template to complete Section 1 and returned to the Zonal Help Desk. Do not send the CIW to the GSA Field Office. CIWs received from the contractor by the Zonal Help Desk for applicants not listed on the ROCAL will be rejected back to the contractor. It is the responsibility of the contractor to ensure the ROCAL is updated each time an individual leaves the contract, or new individuals are added.

It is the contractor’s responsibility to verify the forms are completed correctly, properly endorsed and dated. Please note recent history suggests the evaluation of the forms by the Zonal Help Desk requires a minimum of ten working days. The actual evaluation time is a function of the Zonal Help Desk’s work load. Submit the forms a suitable period in advance of the actual start of work in order to maintain the projected construction schedule. Only those individuals who receive a favorable security response from Zonal Help Desk will be allowed to work on the project.

C.14 BOND AND INSURANCE SUBMISSION

The contractor shall submit the required bond and insurance requirements to the contracting officer before the work of the contract may begin. For proposals $30,000 - $150,000, a payment bond is required.

Proposals exceeding $150,000 require a Performance Bond.

C.15 CLEAN-UP OPERATIONS: The project site must be left in a clean condition at the conclusion of each work shift to the satisfaction of the GSA. Contractor shall employ green cleaning practices whenever possible.

C.16 ROLES AND RESPONSIBILITIES:

Coordinate with the project/building manager when construction work may generate noise, airborne debris,…