5-Attachment C -Task Area Description.pdf

RFP 2000004161

ATTACHMENT C

TASK AREA #1: PONDS

Attachment C

Stormwater Management Facilities

Task Area Descriptions

A. DEFINITION This task area encompasses the maintenance and reporting of county-owned and operated ponds, including, but not limited to:

• Peak Shaver Dry Ponds (Maintenance Guide 7.1)

• Extended Detention Ponds Dry Ponds (Maintenance Guide 7.2)

• Wet Ponds (Maintenance Guide 7.3)

• As needed, other ponds not specifically listed above.

B. SERVICES include but are not limited to maintenance, repairs, replacements, and reconstructions on stormwater management ponds as well as support services which could include land disturbance that requires erosion and sediment control plans, control installation, inspection, and traffic control.

Routine maintenance, also known as preventative maintenance, refers to the regular, scheduled tasks performed to reduce the risk and likelihood of asset failure to ensure the proper functioning, cleanliness, and upkeep of assets.

These activities are conducted to prevent costlier repairs, extend the lifespan of assets, and maintain operational efficiency. Routine maintenance typically includes cleaning, minor repairs, and adjustments. The specific tasks vary depending on the type of facility or asset. Routine maintenance is proactive, with the overarching goal of addressing potential issues before they become major problems, ensuring the continuous and optimal operation of the assets.

Routine Maintenance services may generally include:

• Mowing, trimming, and clearing of the:

o dam embankment o pond floor/impoundment area (Peak Shavers and Extended Detention Ponds only) o side slopes (Peak Shavers and Extended Detention Ponds only) o control structure (in and around)

▪ low-flow trash rack cleaning (inside and outside)

▪ top rack cleaning o emergency spillway o outfall area

• Channel cleaning (minimum 25ft radius1).

• Pond dewatering2.

• Sign repair or replacement.

• Lock installation or replacement.

• Offsite disposal of material.

Detailed routine maintenance instructions can be found in Attachment F – Post Construction Maintenance Guide. The contractor should expect to complete the tasks outlined for each scheduled event in accordance with this guide.

Regional ponds are maintained four times per year while non-regional ponds are maintained two times per year. A subset of this group is state regulated, whose maintenance only includes channel and control structure cleaning in this task area. Mowing for state regulated facilities are addressed in Task Area #6.

1 Channel cleaning beyond 25ft, if possible while onsite. Invoice and documentation should reflect additional efforts.

2 Notify the county team if pump-down operations are required. Pond dewatering should commence when the contractor identifies a blockage that cannot be resolved using hand tools.

The county is currently working to enhance the existing levels of service and mow schedules to eliminate winter maintenance months. This will require the awardee’s agreement to an altered mowing schedule in the future as the program develops. To accommodate this change, the county anticipates awarding two primary contracts, likely to be split geographically, but subject to division based on programmatic needs.

In instances where routine maintenance tasks cannot be executed in line with the maintenance specifications, the vendor should prepare and submit a scope of work to the designated project manager for non-routine maintenance on an as-needed basis. An example of such a scenario would involve removing vegetation and/or trees larger than 2 inches in diameter breast height (dbh) from an emergency spillway.

Non-Routine Maintenance, also known as corrective maintenance, refers to activities performed to repair defects, damage or address a shortfall in performance to restore the asset to a defined standard and keep it operational. Non-routine maintenance is reactive and occurs when regular operations are disrupted due to unforeseen issues. Corrective maintenance involves diagnosing the problem, determining the cause, and performing the necessary repairs or replacements to return the system or asset to its normal operational state. The goal is to address and resolve issues promptly to minimize downtime and prevent further damage.

Non-Routine Maintenance Services may encompass various tasks, including but not limited to:

• Removal of accumulated sediments.

• Repair of critical structures.

• Installation of maintenance features (forebay, plunge pools, step pools).

• Erosion and sediment control plan development, control installation, and inspection.

• Rehabilitation and stabilization of eroded or denuded areas.

• Vegetation removal and/or management.

• Any other services not listed above.

C. CERTIFICATIONS

Certifications required for each Task Area can be found in the Special Provisions document, Section 8.2.b.

D. REPORTING

Detailed reporting requirements can be found in Attachment F – Post Construction Maintenance Guide (Maintenance Guide 7.0).

E. REFERENCES

• Attachment D – Facility Inventory. Facility-specific information is provided. Note that tasks and timing may change during the contract term.

• Attachment E – Contract Line-Item Descriptions.

• Attachment F – Post Construction Maintenance Guide. The contractor should expect to complete the tasks outlined for each scheduled event in accordance with this guide. Projected Pond Mowing and Channel Cleaning Packages:

This geographical distribution map shows routine maintenance mowing packages. Mowing responsibilities will be divided evenly between two vendors, mainly within the same geographical areas.

• Task Area #1 Pricing Schedule, Part A. Refer to the line items in Part A to determine the required service level for different pond types. These items and their estimated quantities will form the basis for billing routine maintenance.

When actual quantities are impractical to obtain, County-approved estimates are acceptable.

• Task Area #1 Pricing Schedule, Part B. Line items in Part B are used for billing non-routine maintenance activities and may include items from Part A.

F. WARRANTY All disturbed areas must achieve adequate coverage with temporary vegetation to stabilize the soils and prevent erosion in accordance with the Virginia Erosion and Stormwater Management Program (VESMP) Regulation

(9VAC25-875) and the VESMP Handbook. Adequate coverage is defined as achieving a minimum of 85% vegetation coverage of the disturbed area to prevent erosion. If the contractor fails to achieve the minimum coverage, the County reserves the right to withhold payment.

G. SUMMARY In previous years, the county allocated approximately $500,000 to $600,000 annually for routine maintenance services. This estimate is likely to rise due to the addition of full basin area mowing, trimming, and clearing, along with extended channel cleaning, as part of preventive maintenance. The Technical Proposal may also propose increases or enhancements beyond the current level of service.

Ponds undergo inspection every two years, with few exceptions, and the County Project Manager will direct any necessary non-routine maintenance based on the inspection results. MSMD anticipates having approximately $1,000,000 to $2,000,000 available for non-routine maintenance services.

As of February 2025, maintenance of county-owned and operated ponds may include:

Figure 1 Monthly Facility Visit Counts by Contractor

Figure 2 Monthly Mow Acreage Counts by Contractor

TASK AREA #2: Green Infrastructure

A. DEFINITION This task area encompasses the maintenance and reporting of county-owned and operated green stormwater infrastructure, including, but not limited to:

• Extended Detention (Level 2) Ponds (Maintenance Guide 7.2)

• Constructed Wetlands (Maintenance Guide 7.2)

• Bioretention and Rain Gardens (Maintenance Guides 7.4 and 7.5)

• Vegetated Swales, Bioswales, and Wet Swales (including Regenerative Stormwater Conveyance) (Maintenance Guides 7.8 and 7.9)

• Treebox Filters (includes proprietary Filterra™) (Maintenance Guide 7.19)

• Floating Treatment Wetlands

• Open Spaces (includes Meadows)

• Reforestations

• Infiltration Trenches (Maintenance Guide 7.6)

B. SERVICES The objectives encompass the maintenance of facility conditions in alignment with specified mandates concerning functionality, environmental adherence, and site-specific design nuances. These mandates and nuances may entail, but are not confined to, the upkeep of approved vegetative coverage, appropriate infiltration, grading, pre-treatments, inflows, outfalls, safety protocols, structural elements, and aesthetic standards. Maintenance activities shall be overseen by individuals duly trained and certified in accordance with the National Green Infrastructure Certified Program, supplemented by an Arborist holding certification recognized in the State of Virginia.

Routine maintenance, also known as preventative maintenance, refers to the regular, scheduled tasks performed to reduce the risk and likelihood of asset failure to ensure the proper functioning, cleanliness, and upkeep of assets.

These activities are conducted to prevent costlier repairs, extend the lifespan of assets, and maintain operational efficiency. Routine maintenance typically includes cleaning, minor repairs, and adjustments. The specific tasks vary depending on the type of facility or asset. Routine maintenance is proactive, with the overarching goal of addressing potential issues before they become major problems, ensuring the continuous and optimal operation of the assets.

Routine maintenance is mandated to be provided at a Standard Level of Service and frequency to ensure that, except in cases of reasonably unforeseen non-routine maintenance needs, the requirements for function and regulatory compliance are consistently met. Additionally, an Enhanced Level of Service (refer to Table 2 within this Section) may be engaged at specific facilities to fulfill aesthetic expectations or other site-specific design considerations.

Detailed routine maintenance instructions can be found in Attachment F – Post Construction Maintenance Guide.

The contractor should expect to complete the tasks outlined for each scheduled event in accordance with this guide.

Routine Maintenance packages:

EXTENDED DETENTION (LEVEL 2) PONDS AND CONSTRUCTED WETLANDS

Regional ponds are maintained four times per year while non-regional ponds are maintained two times per year.

Routine Maintenance services may generally include:

• Mowing, trimming, and clearing of the dam embankment (Peak Shavers and Extended Detention Ponds only), emergency spillway, and outfall area.

• Pond dewatering3.

3 Pond dewatering should be initiated when a blockage is observed by the contractor using hand tools. Alert county team if a pump-down is needed.

• Channel cleaning (minimum 25ft radius4).

• Control Structure (in and around), low-flow trash rack cleaning (inside and outside), and top rack cleaning.

• Removal of accumulated trash.

• Sign repair or replacement.

• Lock installation or replacement.

• Wetland Vegetation Management (September - December) Basins and upland meadow areas within the facility footprint will be mowed and/or hand-trimmed once every two years. This schedule will be met by alternating maintenance across half of the facilities each year.

BIORETENTION - LEVEL OF SERVICE 1 (STANDARD)

The standard level of service for bioretention includes the following tasks performed four times per year:

• Mowing and clearing

• Trash and debris removal and disposal

• Selective weeding of invasive plants

• Sediment removal and disposal by hand

• Repairing minor erosion or turf damage

• Amending stone where bare earth or filter fabric is exposed

• Exercising and replacing any damaged or missing clean-out caps, as needed

Additionally, perennial cutback, dethatching, and pruning shall occur once per year.

BIORETENTION - LEVEL OF SERVICE 2 (ENHANCED)

The enhanced level of service for bioretention includes the following tasks performed four times per year:

• All items listed in Level of Service 1 (Standard)

Additionally, weeding (all species) and mulching shall occur once per year.

VEGETATED SWALE / INFILTRATION TRENCH- LEVEL OF SERVICE 1 (STANDARD)

The standard level of service for vegetated swales includes the following tasks performed four times per year:

• Mowing and clearing

• Trash and debris removal and disposal

• Selective weeding

• Sediment removal and disposal by hand

• Repairing minor erosion or turf damage

• Amending stone where bare earth or filter fabric is exposed

• Minor erosion repair

• Replacing damaged or missing clean-out caps

Additionally, pruning shall occur once per year, as needed, during the October maintenance visit.

VEGETATED SWALE - LEVEL OF SERVICE 2 (ENHANCED)

The enhanced level of service for vegetated swales includes the following tasks performed four times per year:

• All services listed in Level of Service 1 (Standard)

4 Channel cleaning beyond 25ft, if possible while onsite. Invoice and documentation should reflect additional efforts.

Additionally, perennial cutback, dethatching, mulching, and pruning shall occur once per year.

TREEBOX FILTER, FILTERRA™

The level of service for treebox filters includes the following tasks performed four times per year:

• Trash and debris removal and disposal

• Sediment removal and disposal by hand

• Weeding

• Dethatching

• Replenishment of energy dissipation rocks

Additionally, pruning shall occur once per year, as needed, during the October maintenance visit.

FLOATING TREATMENT WETLAND

The level of service for floating wetlands includes the following tasks performed once per year during the growing season:

• Trash and debris removal and disposal

• Selective weeding

• Perennial cutback

• Pruning

Please note this activity requires a boat.

The application of pesticides and herbicides must be conducted by individuals properly trained and certified according to the Virginia Pesticide Control Act (§3.2-3900 et seq. of the Code of Virginia), as established by the Virginia Pesticide Control Board. The vendor will provide a list of treatment chemicals used on all County facilities with a list of corresponding invasive plants treated, consistent with the 'Virginia Invasive Plant Species List.

Non-Routine Maintenance, also known as corrective maintenance, refers to activities performed to repair defects, damage or address a shortfall in performance to restore the asset to a defined standard and keep it operational. Non-routine maintenance is reactive and occurs when regular operations are disrupted due to unforeseen issues.

Corrective maintenance involves diagnosing the problem, determining the cause, and performing the necessary repairs or replacements to return the system or asset to its normal operational state. The goal is to address and resolve issues promptly to minimize downtime and prevent further damage.

Non-Routine Maintenance Services may encompass various tasks, including but not limited to weeding, pruning, mowing, perennial cutback, mulching, and sediment/debris removal within the asset and any associated pre-treatments/inflows/outfalls. Non-routine maintenance shall also include structural repair, repairing of minor erosion or turf, or amending of stone where bare earth or filter fabric is continuously exposed and replacing of damaged or missing clean-out caps.

Non-Routine Maintenance Services may encompass various tasks, including but not limited to:

• Flushing underdrain systems/pipes

• Rehabilitation and stabilization of eroded areas

• Repair of critical structures

• Rebuilding of existing facilities

• Plant installations

• Any other services not covered by the routine maintenance services

C. REPORTING

Detailed reporting requirements can be found in Attachment F – Post Construction Maintenance Guide. The contractor should expect to complete the tasks outlined for each scheduled event in accordance with this guide.

D. CERTIFICATIONS

Certifications required for each Task Area can be found in the Special Provisions document, Section 8.2.b.

• Attachment D – Facility Inventory. Facility-specific information is provided. Note that tasks and timing may change during the contract term.

• Attachment E – Contract Line-Item Descriptions.

• Attachment F – Post Construction Maintenance Guide. The contractor should expect to complete the tasks outlined for each scheduled event in accordance with this guide.

• Task Area #2 Pricing Schedule, Part A. Refer to the line items in Part A to determine the required service level for different facility types. These items and their estimated quantities will form the basis for billing routine maintenance. When actual quantities are impractical to obtain, County-approved estimates are acceptable.

• Task Area #2 Pricing Schedule, Part B. Line items in Part B are used for billing non-routine maintenance activities and may include items from Part A.

F. WARRANTY All disturbed areas must achieve adequate coverage with temporary vegetation to stabilize the soils and prevent erosion in accordance with the Virginia Erosion and Stormwater Management Program (VESMP) Regulation (9VAC25-875) and the VESMP Handbook. Adequate coverage is defined as achieving a minimum of 85% vegetation coverage of the disturbed area to prevent erosion. If the contractor fails to achieve the minimum coverage, the County reserves the right to withhold payment.

G. SUMMARY In previous years, the county allocated approximately $1,000,000 to $1,500,000 annually for routine maintenance services. The Technical Proposal may propose increases or enhancements beyond the current levels of service. With the addition of vegetated ponds, the county anticipates increasing the allocation for this task area.

Most facilities undergo inspection every two years, and the County Project Manager will direct any necessary non-routine maintenance based on the inspection results. MSMD anticipates having approximately $100,000 to $200,000 available for non-routine maintenance services.

Maintenance of County-owned and operated green infrastructure may include:

As of February 2025, maintenance of county-owned and operated extended detention ponds (Level 2) and constructed wetlands may include:

• Number of Facilities: 100

• Mowing Area (Dam Embankments): 26 acres

• Mowing Area (Impoundment Area): 46 acres

• Channel Length (25’ from riser): 2,500 linear feet

Table 1: Task Area #2, Green Infrastructure Facilities Package and Maintenance Area Summary (as of Dec 2024)

FACILITY TYPE LEVEL OF SERVICE

NO. OF

FACILITIES

TOTAL

AREA (SF)

MAINTENANCE

FREQUENCY

(ANNUAL)

BIORETENTION STANDARD 75 102,247 4

ENHANCED 84 108,417 4

VEGETATED SWALE

STANDARD 64 122,581 4

ENHANCED 9 3,710 4

TREE BOX FILTER STANDARD 243 14,934 4

FLOATING TREATMENT WETLAND STANDARD 10 2,883 1

OPEN SPACE 7 133,248 AS-NEEDED

REFORESTATION 58 813,141 AS-NEEDED

INFILTRATION TRENCH 109 203,287 AS-NEEDED

TASK AREA #3: UNDERGROUND STORMWATER MANAGEMENT FACILITIES

A. DEFINITION This task area encompasses the maintenance and reporting of county-owned and operated underground facilities, including, but not limited to:

• Underground Detention Pipes/Vaults (e.g., corrugated metal or concrete, proprietary modular systems, STORMTRAP SingleTrap®, DoubleTrap®, Stormtech chambers, or similar) (Manufacturer’s Guidelines and Maintenance Guide 7.16)

• Filtration Devices (e.g., CONTECH StormFilter®, ADS BayFilter™, CONTECH Jellyfish® Filter) (Manufacturer’s Guidelines and Maintenance Guide 7.23)

• Hydrodynamic Separators (e.g., CONTECH Vortechs®, CONTECH CDS®) (Manufacturer’s Guidelines and Maintenance Guide 7.21)

• Sand Filters (e.g., Surface (Austin), Underground (Delaware), Perimeter (D.C.)) (Manufacturer’s Guidelines and Maintenance Guide 7.7)

• Cistern/Rainwater Harvesting Systems (Manufacturer’s Guidelines and Maintenance Guide 7.15)

B. SERVICES

Routine maintenance, also known as preventative maintenance, refers to the regular, scheduled tasks performed to reduce the risk and likelihood of asset failure to ensure the proper functioning, cleanliness, and upkeep of assets.

These activities are conducted to prevent costlier repairs, extend the lifespan of assets, and maintain operational efficiency. Routine maintenance typically includes cleaning, minor repairs, and adjustments. The specific tasks vary depending on the type of facility or asset. Routine maintenance is proactive, with the overarching goal of addressing potential issues before they become major problems, ensuring the continuous and optimal operation of the assets.

This task area does not have a routine maintenance program. All underground facilities will be inspected annually by the County or a third party. Based on inspection results, the County Project Manager will direct non-routine maintenance as needed. Occasionally, permit-required confined space entry inspections will be requested to further assess the condition of underground infrastructure.

Non-Routine Maintenance, also known as corrective maintenance, refers to activities performed to repair defects, damage or address a shortfall in performance to restore the asset to a defined standard and keep it operational. Non-routine maintenance is reactive and occurs when regular operations are disrupted due to unforeseen issues.

Corrective maintenance involves diagnosing the problem, determining the cause, and performing the necessary repairs or replacements to return the system or asset to its normal operational state. The goal is to address and resolve issues promptly to minimize downtime and prevent further damage.

Non-Routine Maintenance Services may encompass various tasks, including but not limited to:

• Inspection and reporting for each facility type as required by the County.

• Collection and removal of all accumulated sediment, oil, trash, and debris.

• Cleaning of internal components such as chambers and bays, inflow pipes, outfall pipes, and trash racks as appropriate for each system, whether proprietary or non-proprietary.

• Cartridge replacement, cleaning of weirs and exterior surfaces.

• Waste haul and disposal of collected materials.

Qualified vendors should be CONTECH Certified Maintenance Providers.

Detailed reporting requirements can be found in Attachment F – Post Construction Maintenance Guide.

Certifications required for each Task Area can be found in the Special Provisions document, Section 8.2.b.

• Attachment D – Facility Inventory. Facility-specific information is provided. Note that tasks and timing may change during the contract term.

• Attachment E – Contract Line-Item Descriptions.

• Attachment F – Post Construction Maintenance Guide. The contractor should expect to complete the tasks outlined for each scheduled event in accordance with this guide.

• Task Area #3 Pricing Schedule, Part A. N/A

• Task Area #3 Pricing Schedule, Part B. Line items in Part B are used for billing non-routine maintenance activities.

F. SUMMARY Most facilities undergo annual inspections, and the County Project Manager will direct any necessary non-routine maintenance based on the inspection results. MSMD anticipates having approximately $100,000 to $200,000 available for non-routine maintenance services.

As of February 2025, maintenance of county-owned and operated underground facilities may include:

• Number of Underground Detention Pipes/Vaults: 128

• Number of Filtration Devices: 23

• Number of Hydrodynamic Separators: 9

• Number of Sand Filters: 8

• Number of Cistern/Rainwater Harvesting Systems: 3

TASK AREA #4 – GREEN ROOFS

green roofs (Maintenance Guide 7.18), including, but not limited to:

• Intensive vegetated roofs

• Extensive vegetated roofs

B. SERVICES Objectives include, but are not limited to, maintaining facility conditions according to the specified requirements for function, regulatory compliance, and site-specific design considerations. Examples of requirements and considerations include maintenance of healthy soils, approved vegetative coverage, proper infiltration, structural components, and aesthetic quality.

Routine maintenance, also known as preventative maintenance, refers to the regular, scheduled tasks performed to reduce the risk and likelihood of asset failure to ensure the proper functioning, cleanliness, and upkeep of assets. These activities are conducted to prevent costlier repairs, extend the lifespan of assets, and maintain operational efficiency. Routine maintenance typically includes cleaning, watering, scouting for insect and disease pressure, minor repairs, and adjustments. The specific tasks vary depending on the type of facility or asset. Routine maintenance is proactive, with the overarching goal of addressing potential issues before they become major problems, ensuring the continuous and optimal operation of the assets.

Routine maintenance is mandated to be provided at a standard Level of Service and frequency to ensure that, except in cases of reasonably unforeseen non-routine maintenance needs, the requirements for function and regulatory compliance are consistently met. Additionally, an enhanced level of service may be engaged at specific facilities to fulfill aesthetic expectations or other site-specific design considerations.

A component of the routine maintenance shall include weeding, maintaining desirable herbaceous vegetation and woody stock, clearing sediment and debris from the vegetated roof surface and associated roof drains and emergency overflows, noting missing plantings, and pruning approved shrubs and trees during late winter/early spring. The time frame for pruning is optimally before bud break but not after any plants have put on more than 4 inches of new growth for the season. Another component of routine maintenance includes an initial assessment of the maintenance needs for each facility. Results of the assessment provide recommendations for non-routine maintenance work, as well as justification and a plan of action for those recommendations, in a report for each asset before routine services begin.

Goal: 90% of the vegetated surface coverage consists of approved, healthy plant species.

Routine Maintenance packages:

EXTENSIVE VEGETATED GREEN ROOF – SUCCULENTS

The level of service for extensive green roofs includes the following tasks performed eight times per year monthly between March and October:

• Trash and debris removal and disposal

• Sediment removal and disposal by hand

• Weeding

• Watering

Additionally, perennial cutback and soil testing for nutrients shall occur once per year.

INTENSIVE VEGETATED GREEN ROOF

The level of service for intensive green roofs includes the following tasks performed eight times per year, monthly between March and October:

• All services listed in Extensive Vegetated Green Roofs

Additionally, perennial cutback and soil testing for nutrients shall occur once per year.

Non-Routine Maintenance, also known as corrective maintenance, refers to activities performed to repair defects, damage or address a shortfall in performance to restore the asset to a defined standard and keep it operational. Non-routine maintenance is reactive and occurs when regular operations are disrupted due to unforeseen issues. Corrective maintenance involves diagnosing the problem, determining the cause, and performing the necessary repairs or replacements to return the system or asset to its normal operational state.

The goal is to address and resolve issues promptly to minimize downtime and prevent further damage.

Non-Routine Maintenance Services may encompass various tasks, including but not limited to:

• Soil amendments and augmentation

• Pest control

• Temporary watering

• Plant installation

• Minor repairs to scuppers/ports

• Maintenance of associated irrigation systems

• Any routine maintenance line items that fall outside the scope of routine service specifications.

Certifications required for each Task Area can be found in the Special Provisions document, Section 8.2.b.

• Attachment D – Facility Inventory. Facility-specific information is provided. Note that tasks and timing may change during the contract term.

• Attachment E – Contract Line-Item Descriptions.

• Attachment F – Post Construction Maintenance Guide. The contractor should expect to complete the tasks outlined for each scheduled event in accordance with this guide.

• Task Area #4 Pricing Schedule, Part A. Refer to the line items in Part A to determine the required service level for different facility types. These items and their estimated quantities will form the basis for billing routine maintenance. When actual quantities are impractical to obtain, County-approved estimates are acceptable.

• Task Area #4 Pricing Schedule, Part B. Line items in Part B are used for billing non-routine maintenance activities and may include items from Part A.

F. WARRANTY All perennial vegetation planted under this Contract shall extend one full growing season and at least one (1) year from date of Substantial Completion for the planting (i.e., if the plants are installed on May 1, the warranty would extend to November 15 of the following year). Note that extended warranty periods (2 or more years) may apply as specified in the contract documents.

G. SUMMARY In previous years, the county allocated approximately $80,000 annually for routine maintenance services. The frequency of visits has been extended from four visits to eight visits with this contract. The Technical Proposal may propose increases or enhancements beyond the current levels of service.

Most facilities undergo inspection every two years, and the County Project Manager will direct any necessary non-routine maintenance based on the inspection results. MSMD anticipates having approximately $20,000 available for non-routine maintenance services.

Maintenance of County-owned and operated Green Roofs may include:

5 The vegetation in facilities with a turf cover is typically maintained by others. However, in these cases, we shall still maintain other stormwater components of the facility.

LEVEL OF SERVICE

NO. OF

FACILITIES

TOTAL

AREA (SF)

CURRENT ANNUAL

MAINTENANCE FREQUENCY

INTENSIVE 2 5,730 8

EXTENSIVE,

SUCCULENTS

14 47,002 8

EXTENSIVE, TURF5 1 69,700 As Needed

Task Area #5: VEGETATION MANAGEMENT vegetated facilities, including, but not limited to:

• Ponds, primarily Extended Detention (Level 2) and Constructed Wetlands

• Bioretention and Vegetated Swales

• Tree Box Filters

• Floating Treatment Wetlands

• Open Spaces (e.g., meadows)

• Reforestation

• Infiltration Trenches

• Other Regulated Facilities

Routine maintenance, also known as preventative maintenance, to the regular, scheduled tasks performed to reduce the risk and likelihood of asset failure to ensure the proper functioning, cleanliness, and upkeep of assets. These activities are conducted to prevent costlier repairs, extend the lifespan of assets, and maintain operational efficiency. Routine maintenance typically includes cleaning, minor repairs, and adjustments. The specific tasks vary depending on the type of facility or asset. Routine maintenance is proactive, with the overarching goal of addressing potential issues before they become major problems, ensuring the continuous and optimal operation of the assets.

Routine Maintenance package:

EXTENDED DETENTION (LEVEL 2) PONDS AND CONSTRUCTED WETLANDS

This task includes the annual identification and documentation of invasive plant species within the stormwater facility, along with the development of an Invasive Species Management Plan to be implemented within the same 8-month growing season. Cataloging must be performed by trained professionals and should reference the Virginia DCR Invasives Plant List. This activity helps determine the level of non-routine (corrective) maintenance required for effective invasive species management.

Non-Routine Maintenance, also known as corrective maintenance, refers to activities performed to repair defects, damage or address a shortfall in performance to restore the asset to a defined standard and keep it operational. Non-routine maintenance is reactive and occurs when regular operations are disrupted due to unforeseen issues. Corrective maintenance involves diagnosing the problem, determining the cause, and performing the necessary repairs or replacements to return the system or asset to its normal operational state.

The goal is to address and resolve issues promptly to minimize downtime and prevent further damage.

Vegetation management services will be requested on an as-needed basis for Task Areas #1, #2, #4, or #6 facilities.

Non-Routine Maintenance Services may encompass various tasks, including but not limited to:

• Invasive Plant Species Management

• Plant installation

• Soil preparation

• Reseeding and sodding

• Soil amendments and augmentation

• Mulching

• Limited hardscaping

• Watering

• Weeding

• Pruning

• Invasive plant management (mechanical and chemical controls)

• Tree removal and protection

• Limited fencing

• Soil testing

Both aquatic and terrestrial vegetation may be included. The application of pesticides and herbicides must be conducted by individuals properly trained and certified according to the Virginia Pesticide Control Act (§3.2- 3900 et seq. of the Code of Virginia), as established by the Virginia Pesticide Control Board.

Certifications required for each Task Area can be found in the Special Provisions document, Section 8.2.b.

• Attachment D – Facility Inventory. Facility-specific information is provided. Note that tasks and timing may change during the contract term.

• Attachment E – Contract Line-Item Descriptions.

• Attachment F – Post Construction Maintenance Guide.

• Task Area #5 Pricing Schedule, Part A. N/A

• Task Area #5 Pricing Schedule, Part B. Line items in Part B are used for billing non-routine maintenance activities.

F. WARRANTY All perennial vegetation planted under this Contract shall extend one full growing season and at least one (1) year from date of Substantial Completion for the planting (i.e., if the plants are installed on May 1, the warranty would extend to November 15 of the following year). Note that extended warranty periods (2 or more years) may apply as specified in the contract documents.

All disturbed areas must achieve adequate coverage with temporary vegetation to stabilize the soils and prevent erosion in accordance with the Virginia Erosion and Stormwater Management Program (VESMP) Regulation (9VAC25-875) and the VESMP Handbook. Adequate coverage is defined as achieving a minimum of 85% vegetation coverage of the disturbed area to prevent erosion. If the contractor fails to achieve the minimum coverage, the County reserves the right to withhold payment.

G. SUMMARY Most facilities undergo inspection every two years, and the County Project Manager will direct any necessary non-routine maintenance based on the inspection results. MSMD anticipates having approximately $200,000 to $250,000 available for non-routine maintenance services.

Vegetation management services will be requested on an as-needed basis.

Maintenance of County-owned and operated infrastructure may include:

• Task Area #1 – Ponds

• Task Area #2 – Green Infrastructure

• Task Area #4 – Green Roofs

• Task Area #6 – Regulated Facilities

• Other planting needs not specified herein (meadows, open space, etc.)

TASK AREA #6: SPECIALIZED TURF MANAGEMENT FOR REGULATED FACILITES

regulated facilities, including, but not limited to:

• State-Regulated Dams

• Stormwater Levee

• Other Regulated Facilities

B. SERVICES include but are not limited to grass turf maintenance, repair, replacement, and nutrient management on regulated stormwater management facilities as well as support services which could include land disturbance that requires erosion and sediment control plans, control installation, inspection, and nutrient management plan support services.

Routine maintenance also known as preventative maintenance, refers to the regular, scheduled tasks performed to reduce the risk and likelihood of asset failure to ensure the proper functioning, cleanliness, and upkeep of assets. These activities are conducted to prevent costlier repairs, extend the lifespan of assets, and maintain operational efficiency. Routine maintenance typically includes cleaning, minor repairs, and adjustments. The specific tasks vary depending on the type of facility or asset. Routine maintenance is proactive, with the overarching goal of addressing potential issues before they become major problems, ensuring the continuous and optimal operation of the assets.

Routine maintenance services for Regulated Facilities include mowing on steep slopes and string trimming, as well as nutrient management plan implementation, update/renewal, and reporting. The objective of the routine services is to maintain a healthy grass turf cover capable of resisting erosion. Finished height of grass should be cut to 5.5-6 inches in height. Grass must not be cut less than five (5) inches in height.

Mowing must be done in horizontal pattern (i.e., mowing pattern up and down the slope is not allowed) providing an even grass cut length. Equipment used for routine maintenance must be able to traverse steep slopes horizontally without slipping or impacting the earth (rutting). String trimming includes perimeters of sites, shoreline, riprap areas, and other areas not accessible by mowing equipment. Routine maintenance also includes minor turf repair (i.e., seed and stabilize minor bare spots), as needed.

Routine maintenance work for Nutrient Management Plans includes plan implementation, update/renewal, and nutrient management application reporting. Development of the plans and implementation oversight shall be done by a Virginia Department of Conservation and Recreation (DCR) Certified Nutrient Management Planner.

The line items within Task Area #6 Pricing Schedule, Part A encompass routine maintenance services for Turf

Management on regulated facilities within the inventory. See Attachment D – Facility Inventory for facility and routine maintenance information including detailed information on facility location, slopes, mow and nutrient management area, mow/trimming frequency, nutrient management plan status, and nutrient management application frequency.

Non-Routine Maintenance, also known as corrective maintenance, refers to activities performed to repair defects, damage or address a shortfall in performance to restore the asset to a defined standard and keep it operational. Non-routine maintenance is reactive and occurs when regular operations are disrupted due to unforeseen issues. Corrective maintenance involves diagnosing the problem, determining the cause, and performing the necessary repairs or replacements to return the system or asset to its normal operational state.

The goal is to address and resolve issues promptly to minimize downtime and prevent further damage.

Non-Routine Maintenance Services may encompass various tasks, including but not limited to:

• Aeration

• Seeding

• Nutrient management (fertilizer and herbicide)

• Significant bare spot repair and/or turf rehabilitation

• Soil testing

• Erosion and sediment control plan development, control installation, and inspection

• Any other services not covered by the routine maintenance specifications

The application of pesticides and herbicides shall be conducted by person(s) who are properly trained and certified per the Virginia Pesticide Control Act (§3.2-3900 et seq. of the Code of Virginia). The requirement of the Virginia Pesticide Control Act is established by the Virginia Pesticide Control Board. The line items within

Task Area #6 Pricing Schedule, Part B encompass non-routine maintenance services for Turf Management on regulated facilities within the inventory. See Attachment D – Facility Inventory for details including anticipated nutrient management frequencies, maintenance area, etc.

Certifications required for each Task Area can be found in the Special Provisions document, Section 8.2.b.

• Attachment D – Facility Inventory. Facility-specific information is provided. Note that tasks and timing may change during the contract term.

• Attachment E – Contract Line-Item Descriptions.

• Attachment F – Post Construction Maintenance Guide. The contractor should expect to complete the tasks outlined for each scheduled event in accordance with this guide.

• Task Area #6 Pricing Schedule, Part A. Refer to the line items in Part A to determine the required service level for different facility types. These items and their estimated quantities will form the basis for billing routine maintenance. When actual quantities are impractical to obtain, County-approved estimates are acceptable.

• Task Area #6 Pricing Schedule, Part B. Line items in Part B are used for billing non-routine maintenance

F. WARRANTY All disturbed areas must achieve adequate coverage with temporary vegetation to stabilize the soils and prevent erosion in accordance with the Virginia Erosion and Stormwater Management Program (VESMP) Regulation (9VAC25-875) and the VESMP Handbook. Adequate coverage is defined as achieving a minimum of 85% vegetation coverage of the disturbed area to prevent erosion. If the contractor fails to achieve the minimum coverage, the County reserves the right to withhold payment.

G. SUMMARY In previous years, the county allocated approximately $100,000 to $150,000 annually for routine maintenance services. The Technical Proposal may propose increases or enhancements beyond the current levels of service.

The facility condition and nutrient management plan and testing will dictate non-routine maintenance service needs. MSMD anticipates having approximately $250,000 to $300,000 available annually for non-routine maintenance services.

As of February 2025, maintenance of county-owned regulated facilities includes:

• Number of Facilities: 20

• Total Maintenance Visits: 196

• Mowing/Nutrient Management Area: 59 acres

• Nutrient Management Plans: 20

TASK AREA #7: WATER QUALITY MONITORING AND LAKE MANAGEMENT

facilities, including, but not limited to:

• Wet Ponds

• Dry Ponds

• PL566 Facilities

• Fountain Management

• Other facilities, as needed

Routine maintenance, also known as preventative maintenance, refers to the regular, scheduled tasks performed to reduce the risk and likelihood of asset failure to ensure the proper functioning, cleanliness, and upkeep of assets. These activities are conducted to prevent costlier repairs, extend the lifespan of assets, and maintain operational efficiency. Routine maintenance typically includes cleaning, minor repairs, and adjustments. The specific tasks vary depending on the type of facility or asset. Routine maintenance is proactive, with the overarching goal of addressing potential issues before they become major problems, ensuring the continuous and optimal operation of the assets.

Routine Maintenance services generally include:

• Inspection and reporting

• Treatment, control, and removal of aquatic / terrestrial weeds, vegetation, nutrients, algae, and invasive plants

• Application of pesticides and herbicides as necessary.

The application of pesticides and herbicides must be conducted by individuals properly trained and certified according to the Virginia Pesticide Control Act (§3.2-3900 et seq. of the Code of Virginia), as established by the Virginia Pesticide Control Board. The vendor will provide a list of treatment chemicals used on all County facilities with a list of corresponding invasive plants treated, consistent with the 'Virginia Invasive Plant Species List.

Ponds

• Services include twice-monthly inspections, water quality monitoring, and invasive plant control applications during the growing season (March – November).

• During the non-growing season (December – February), these services are required once per month.

• Annual water quality monitoring data will be collected for each facility to prescribe treatment strategies, including the management of alkalinity and nutrients.

• Pricing includes all costs, such as transportation, tools (e.g., sprayers or boats), and any pesticides or herbicides used.

PL566 Facilities

• Invasive species treatment for PL566 facilities will occur bimonthly, with a total of three services during the growing season (June, August, and October).

• Only one visit per month is needed.

• Treatment will primarily target Trapa bispinosa, but other invasive species identified at the location may also be targeted.

• Pricing includes all costs, such as transportation, tools (e.g., sprayers or boats), and any pesticides or herbicides used.

• Any findings of Trapa bispinosa must be reported to Fairfax County within 48 hours.

Fountain Maintenance

• Fountain startup will be performed in March.

• Monthly operational/ functionality checks will be performed from March to November.

• Fountain shutdown will be performed in November.

• The maintenance of the fountains and control systems is not included in this contract, but any maintenance needs identified during inspections will be reported to County staff.

Non-Routine Maintenance, also known as corrective maintenance, refers to activities performed to repair defects, damage or address a shortfall in performance to restore the asset to a defined standard and keep it operational. Non-routine maintenance is reactive and occurs when regular operations are disrupted due to unforeseen issues. Corrective maintenance involves diagnosing the problem, determining the cause, and performing the necessary repairs or replacements to return the system or asset to its normal operational state.

The goal is to address and resolve issues promptly to minimize downtime and prevent further damage.

Non-Routine Maintenance Services may encompass various tasks, including but not limited to:

• Assessment and Reporting/Identification of target invasives o Identify invasives and notify County Project Manager

• Invasive plant management (mechanical removal and/or chemical controls)

• Proper disposal of collected vegetative materials

• Follow up assessment to ensure removal of invasive(s) was successful

• Troubleshooting fountain issues, scopes for repairs, etc.

• Any other services not covered by the routine maintenance services

Certifications required for each Task Area can be found in the Special Provisions document, Section 8.2.b.

D. REFERENCES

• Attachment D – Facility Inventory. Facility-specific information is provided. Note that tasks and timing may change during the contract term.

• Attachment E – Contract Line-Item Descriptions.

• Attachment F – Post Construction Maintenance Guide.

• Task Area #7 Pricing Schedule, Part A. Refer to the line items in Part A to determine the required service level for different facility types. These items and their estimated quantities will form the basis for billing routine maintenance. When actual quantities are impractical to obtain, County-approved estimates are acceptable.

• Task Area #7 Pricing Schedule, Part B. Line items in Part B are used for billing non-routine maintenance

B. SUMMARY In previous years, the county allocated approximately $85,000 annually for routine maintenance services. The Technical Proposal may propose increases or enhancements beyond the current levels of service.

Most facilities undergo inspection every year, and the County Project Manager will direct any necessary non-routine maintenance based on the inspection results. MSMD anticipates having approximately $50,000 available for non-routine maintenance services.

As of February 2025, maintenance of county-owned and operated stormwater management facilities may include but are not limited to:

• Wet Ponds – 15

• Dry Ponds –Extended Detention Level 2 – 7

• PL 566 Facilities (Wet Ponds) – 3

• Fountains – 3

Total monitoring visits per year: 484 visits managing 106 acres.

Total fountain checks per year: 3 fountains, totaling 27 maintenance visits.