RFQ 69056724Q000027.pdf

REQUEST FOR QUOTATION (RFQ)

Issuing Office: United States Department of Transportation

Federal Highway Administration (FHWA) Western Federal Lands Highway Division 610 E Fifth Street

Vancouver, WA 98661-3801

Agency Contact: Doug Taylor, Contract Specialist, (360) 619-7738 Email: WFL.Purchasing@dot.gov

Solicitation Number: 69056724Q000027

Title: FHWA-WFLHD Vancouver WA Landscape and

Grounds Maintenance Services

Solicitation Release Date: 7/23/2024

Technical Questions Due Date: Thursday, 8/08/2024, at 4:00pm PT

Quotation Due Date: Tuesday, 8/13/2024, at 2:00pm PT

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SECTION A – RFQ INFORMATION AND

INSTRUCTIONS FOR PREPARATION OF QUOTATIONS

1. RFQ INFORMATION

This combined synopsis/solicitation is prepared in accordance with Federal Acquisition Regulation (FAR) Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed in FAR 13, Simplified Acquisition Procedures, and 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.

This is a TOTAL SMALL BUSINESS SET-ASIDE solicitation, and the North American Industry Classification System (NAICS) code is 561730 with an industry size standard of $9.5 million and the associated Product Service Code (PSC) is S208. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-05 effective 5/22/2024.

A responsible quoter is one whose quotation conforms to the solicitation and will be most advantageous to the Government. It is the contractor’s responsibility to be familiar with applicable clauses and provisions. FAR Provisions and Clauses may be viewed and/or downloaded from https://www.acquisition.gov/?q=browsefar.

All contractors are reminded that, in accordance with FAR 52.204-7, System for Award Management (SAM), they must be registered and active in the www.SAM.gov database PRIOR to submission of a quote or offer.

2. INSTRUCTIONS FOR PREPARATION AND SUBMISSION OF QUOTATIONS

All questions concerning this RFQ shall be submitted electronically to WFL.Purchasing@dot.gov, no later than the due date and time on page 1 of this RFQ.

Each prospective Quoter should attempt to state each question in such a way that the Quoter would have no objection to the Government publishing that precise question (and its answer) in a formal amendment to the RFQ. Additionally, each prospective Quoter should attempt to word each question in such a way that the publication of that question (and its answer) would not divulge any information that the prospective Quoter considers to be proprietary or confidential.

NOTE: In accordance with FAR Provision 52.237-1, offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable.

Site visit arrangements can be made by contacting the Facility Manager, Lynn Brundage, at lynn.brundage@dot.gov or by calling 360-619-7768.

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In responding to this RFQ, the Contractor shall address an understanding of logistics, schedule, and any other miscellaneous issues of which the Government should be aware. The Contractor shall indicate if any technical assumptions have been made, conditions have been stipulated or exceptions have been taken with the Government Description of Requirement as written. If technical assumptions are not noted, it will be assumed that the vendor’s quote reflects no technical assumptions for the award and agrees to comply with all of the terms and conditions set forth herein.

Quotations shall be submitted electronically as Adobe (.pdf) files to WFL.Purchasing@dot.gov in an email whose size shall not exceed twenty Megabytes (20MB) no later than the due date and time on page 1 of this RFQ. If multiple emails are required, they shall be identified in sequence (1 of 3, 2 of 3, etc.). Document(s) shall not contain any security restrictions (e.g., password protection, encryption, etc.) that prevent the Government from distributing and printing the document(s) and shall not include marketing materials or letters of support/recommendation.

Quotations submitted shall be valid for a period of no less than thirty (30) days from the closing date of the RFQ.

Offerors shall not be reimbursed for the costs of developing a quote for this RFQ.

In responding to this RFQ, quotations MUST include the following:

A. Volume 1 – Technical Quote

i. TECHNICAL APPROACH – Limited to ten (10) pages.

(1) Detailed technical and staffing approach, including a narrative for each that demonstrates a thorough understanding for performing the required tasks,

ii. RESUMES – No total page limitation however, each individual resume shall not exceed two (2) pages.

(1) Resumes for Key Personnel proposed staff which shall identify the education/academic credential, professional experience as it relates to the Governments requirements (including years of experience), professional experience with offeror, and any other pertinent information. The resumes should reflect how the proposed staff meet the requirements of this solicitation. The proposed Key Personnel must be employees of the offeror (Prime Contractor),

iii. RELEVANT EXPERIENCE – Limited to five (5) pages.

(1) Overview or matrix of recent (within the last seven years) relevant (similar size and scope to the Government’s requirement) experience which must include a short description of the work, the dates of work performance, the name of the client, and the contract value to facilitate the Government’s consideration of relevant experience,

iv. DRAFT QUALITY CONTROL PLAN – Limited to ten (10) pages.

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(1) Draft QCP for review by the Government In accordance with Section C paragraph 12.A.i.

v. DRAFT WORK SCHEDULE – Limited to five (5) pages

(1) Draft work schedule for review by the Government in accordance with PWS paragraph 1.6.1.

vi. DRAFT SNOW AND ICE REMOVAL PLAN – Limited to five (5) pages

(1) Draft snow and ice removal plan for review by the Government In accordance with PWS paragraph 3.6.2.

vii. REPRESENTATIONS AND CERTIFICATIONS

(1) Completed copy of the Representations, Certifications, and Other Statements of

Quoter in Section D.

viii. SOLICITATION AMENDMENTS – No page limitations

(1) A completed copy of each SF30 Amendment issued, if any.

Also include any information that the Offeror wishes to bring to the attention of the Government, including any assumptions, concerns, or recommendations with respect to the tasks contained with the PWS.

B. Volume 2 – Price Quote and Business Information

i. PRICE QUOTE

(1) Completed copy of the Schedule of Services table in Section B -or- the same information on a similar, vendor-generated price quote sheet.

The quoted price shall include all necessary supervision, management, labor, transportation, equipment, materials, and any other direct costs, overhead, and profit.

ii. BUSINESS INFORMATION – Limited to one (1) page

(1) Official Company Name (shall align with SAM.gov records)

(2) Official Company Address (shall align with SAM.gov records)

(3) Business Size (Small, Woman-Owned, 8(a), Disadvantaged, Hub-Zone, Large, Non- Profit, etc.)

(4) Unique Entity Identifier (UEI)

(5) Federal Tax ID Number (TIN) (Nine digits)

iii. PAST PERFORMANCE – Limited to 25 pages.

(1) A matrix of recent relevant past performance (within the last three years) for no more than five (5) relevant contracts or subcontracts performed by the Offeror, its predecessor companies, or its performance as a subcontractor performing major or critical aspects of the requirement. Relevant contracts/subcontracts are those similar in size and scope to the requirements of this solicitation, performed within

A-5 the last three years. Each past performance reference must not exceed five pages for a total maximum page count of 25 pages.

Offerors are strongly encouraged to have references utilize the Past Performance Reference Questionnaire, Attachment 0001, and submit such surveys to FHWA via e-mail at WFL.Purchasing@dot.gov with the subject line “69056724Q000027 Past Performance Review for < insert vendor name >”.

Each past performance reference must contain contact information (including phone number and email address) for the Contracting Officer (CO) and Contracting Officer’s Representative (COR) if a federal contract, or for equivalent positions if non-federal or a subcontract, as well as the contract number with agency or business name, total potential value, value of work completed, description of work performed by the Offeror, and the period of performance.

NOTE: Failure to furnish all information required above may result in your quotation being considered non-responsive and eliminated from further consideration.

The timeliness of a quote is determined by the date and time of receipt. It is the Quoter’s responsibility to ensure that the quotation submission email is received by the designated cut-off date and time. Early submission is encouraged.

This is an electronic procurement. Hard copies of quotations will not be accepted or evaluated. Please reference the RFQ number in the subject line of any e-mails related to this procurement.

3. EVALUATION OF QUOTATIONS AND BASIS FOR AWARD

The Government will evaluate quotes and make a best value award resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

• Technical Capability

• Relevant Past Performance

• Price

Technical Capability shall be based on (1) Technical Compliance with Solicitation Requirements,

(2) Personnel Qualifications, (3) Quality Control Plan, and (4) Relevant Past Experience.

Technical Capability and Relevant Past Performance, when combined, are significantly more important than Price.

Following receipt of quotations and completion of the evaluation of each Offeror’s response, the Government may perform a comparative analysis (comparing Offeror responses to each other) to select the Offeror that is best suited to fulfill the requirements based on the Offerors’ responses to the factors outlined in this RFQ.

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The Government intends to award without discussions; however, the Government reserves the right to enter discussions if determined necessary. Additionally, the Government reserves the right to make no award from this solicitation.

4. EVALUATION FACTORS

A. Factor 1 – Technical Compliance with Solicitation Requirements. To meet this technical compliance factor, Offerors must comply with ALL instructions and submit ALL items as stated in Section A of the solicitation. Offerors will be evaluated on a PASS/FAIL basis for this evaluation factor. Quotes that do not meet the requirement will fail and be excluded from further consideration and quotes that pass will be further evaluated.

B. Factor 2 – Personnel Qualification. The Government will evaluate qualifications (resumes) for proposed Key Personnel by evaluating (1) the extent to which proposed Key Personnel resumes demonstrate they meet the experience and education requirements and

(2) the resumes demonstrate the technical competency of proposed Key Personnel to support the requirements of the SOW and PWS.

Proposed personnel demonstrating strengths in landscape architecture, high experience base in landscape and groundskeeping work, extensive familiarity with a variety of tree and plant types, expertise in operating small and large hand and motorized garden and landscaping tools, and ability/willingness to work in a variety of extreme outdoor temperatures will be evaluated more favorably. Proposed Key Personnel demonstrating greater strengths and little to no weaknesses and/or deficiencies will be evaluated more favorably and those with Professional Landscape Certifications, and/or membership(s) in Professional Landscape Associations/Organizations will be evaluated most favorably.

C. Factor 3 – Quality Control Plan. To meet this technical compliance factor, Offerors must provide a draft QCP in compliance with Section C, paragraph 12.A.i. Offerors will be evaluated on a PASS/FAIL basis for this evaluation factor. Quotes that do not meet the requirement will fail and be excluded from further consideration and quotes that pass will be further evaluated.

D. Factor 4 – Relevant Past Experience. The Government will assess its level of confidence that the contractor will successfully perform the contract requirements based on its corporate experience, considering matters such as:

i. Successful landscape and grounds maintenance contract execution which Federal agencies,

ii. Successful landscape and grounds maintenance contract execution which commercial companies,

iii. Eco-friendly irrigation system maintenance and repairs, A-7

The offering contractor shall provide information (limited to five (5) pages) to facilitate the Government’s consideration of Factor 3. The Government is most interested in examples of real work with actual results in providing landscaping and grounds maintenance services as described above.

The Government is more interested in the quality and similarity of the experience examples to the requirement rather than the number of examples. The offering contractor shall include the name and contact information of no less than three (3) references that can substantiate the real example of real work and real results. The information shall be sufficiently detailed that it allows evaluators to determine whether the examples demonstrate the contractor’s experience. The Government will not contact references to obtain details lacking from the offering contractor’s submission.

E. Factor 5 – Past Performance. Past performance information is an indicator of an offeror’s ability to perform the contract successfully. The currency and relevance of the information, source of the information, the context of the data, and general trends in the contractor’s performance will be considered. The Government will evaluate the merits of the Offeror's past performance based on its performance record. The Government will consider the following areas of relatively equal importance in its evaluation of past performance:

• Timeliness – Delivery or Performance.

• Quality of products or services provided.

• Cost control.

• Relevance of the prior work to the requirements of the solicitation including scope, size, and currency.

• Overall Management of the project.

• General trends in past performance.

Evaluation of past performance may be based on information obtained from references submitted by the offeror as well as information obtained from other sources such as CPARS, FAPPIS, PPIRS, SAM, and any other sources deemed necessary by the Contracting Officer. Only ongoing contracts and contracts completed within the past three years will be evaluated concerning past performance.

The government will evaluate past performance for strengths, weaknesses, and deficiencies. Offerors that lack relevant past performance will be evaluated neither favorably nor unfavorably on past performance.

F. Factor 6 – Price. The Government will determine the Total Evaluated Price for each

Offeror utilizing the completed Schedule of Services table in Section B -or- the same information provided on a similar, vendor-generated price quote sheet within the respective Offeror’s Price Quote.

Quoted prices will be evaluated, but not scored. The price evaluation will determine whether the quoted prices are accurate, complete, and reasonable in relation to the

A-8 solicitation requirements, market rates, and the Independent Government Cost Estimate (IGCE). The IGCE will not be disclosed to the public.

Proposed prices must be entirely compatible with the technical proposal and consistent with the PWS to be determined fair and reasonable.

The Government reserves the right to request such additional information as may be necessary to determine the offeror’s qualifications for the award or to clarify any aspects of the technical and/or cost/price submissions. Such information shall be furnished promptly upon the Government’s request.

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SECTION B – SCHEDULE OF SERVICES

The Contractor shall furnish all services to perform the tasks described under this purchase order in support of the mission of the FHWA.

CLIN DESCRIPTION QTY UNIT PRICE TOTAL PRICE

00101

Landscaping and Groundskeeping Services

Pricing: Firm Fixed Price

Period of Performance: 10/01/2024 – 9/30/2025

12 MO $ $

10101

OPTION ITEM 1 to extend the term of the contract

Pricing: Firm Fixed Price

Period of Performance: 10/01/2025 – 9/30/2026

12 MO $ $

20101

OPTION ITEM 1 to extend the term of the contract

Pricing: Firm Fixed Price

Period of Performance: 10/01/2026 – 9/30/2027

12 MO $ $

30101

OPTION ITEM 1 to extend the term of the contract

Pricing: Firm Fixed Price

Period of Performance: 10/01/2027 – 9/30/2028

12 MO $ $

40101

OPTION ITEM 1 to extend the term of the contract

Pricing: Firm Fixed Price

Period of Performance: 10/01/2028 – 9/30/2029

12 MO $ $

GRAND TOTAL $

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1. PERFORMANCE-BASED SERVICE CONTRACT

This solicitation contains a work statement for performance-based services. This means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the work unless there are safety, security, or communication requirements.

It is the Contractor's responsibility to ensure that it builds into its quoted price the necessary supervision, management, labor, transportation, equipment, materials, and any other direct costs, overhead, and profit that it will take to meet the specified performance standards.

2. PRICE ADJUSTMENTS

In accordance with FAR Clause 52.222-43, Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts), price adjustments may be requested in writing not less than forty-five (45) days before each anniversary of the effective date of this contract.

The request must include complete documentation establishing that the price adjustments are necessary to compensate the contractor for changes in the cost of performing under the contract that may have arisen since the preceding anniversary. FHWA shall approve price adjustments to the extent they are necessary to compensate the contractor for changes in the costs of performing under this contract experienced by the contractor since the preceding anniversary. The price adjustments approved by FHWA shall be effective as of the next anniversary following the contractor's submission of the request for price adjustment.

3. CHANGES IN REQUIREMENTS

In accordance with FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services, any revision to the Performance Work Statement which reduces or increases the service requirements agreed upon, may only be accomplished by a written agreement of the parties.

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SECTION C –STATEMENT OF WORK (SOW)

1. BACKGROUND

Western Federal Lands Highway Division (WFLHD), a division of the US Department of Transportation – Federal Highway Administration, designs and administers, primarily, road construction projects on Federal Lands in the states of Alaska, Washington, Oregon, Idaho, Montana, and Wyoming. The type of construction is generally 2‐lane roads or highways either accessing Federal lands or within Federal lands.

2. SCOPE

To fulfill the objective of this contract, the Contractor shall provide grounds maintenance and landscaping services that span a wide range of responsibilities, including Project Management support.

The WFLHD federally owned and operated facility, located at 610 E. 5th Street, Vancouver, Clark County, WA 98661-3801, is situated on approximately 4.3 acres of paved, turfed, landscaped, and unimproved land. Additional location information from Google Earth Pro is provided on the following page.

The Government anticipates the period of performance for this requirement will be October 1, 2024, with a 12-month base period, including a 15-day transition period from the incumbent contractor, and four 12-month option periods for a potential maximum of five years. Within the specified period, the contractor shall complete all work defined within the SOW and Performance Work Statement (PWS).

The contractor shall provide all personnel, tools, transportation, equipment, and supervision necessary to provide the required services. Control, management, and supervision of the performance of Contractor employees while performing the services required by the contract shall be the sole responsibility of the Contractor.

3. INCUMBENT CONTRACTOR

Sanford Federal, Inc (SAM UEI RBCJDAS355L9) located in Stafford, Virginia, under contract number 69056722C000023.

4. DEFINITIONS

Acceptable Quality Level (AQL) – The number of defects, the maximum percentage of defective work, or the maximum number of defects per hundred units that will be allowed before work is considered unsatisfactory. AQL does not imply that the contractor may knowingly perform in an unsatisfactory way, but that the Government recognizes that unsatisfactory performance might occur unintentionally. When unsatisfactory performance does not exceed the AQL, the service will not be subject to payment reduction by the Government. The contractor, however, must perform all unsatisfactory work again unless excused by the COR.

FHWA-WFLHD

Vancouver, Clark County, WA

Legend

200 ft

N

N Image Landsat / Copernicus

Image Landsat / Copernicus

Image Landsat / Copernicus douglas.g.taylor Line douglas.g.taylor Line douglas.g.taylor Line douglas.g.taylor Line

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Contract Clause – A term or condition used in both the contract and solicitation and applying after contract award or both before and after award. Clauses state the rights and obligations of the parties to a contract.

Contract Discrepancy Report (CDR) – A report issued by the CO to the Contractor when performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, why performance is unsatisfactory, how performance will be returned to satisfactory levels, and how reoccurrence of the problem will be prevented in the future.

Contracting Officer (CO) – The person with the authority to enter, administer, and terminate contracts and make related determinations and findings.

Contracting Officer's Representative (COR) – The designated individual who has the authority to administer the contract as described in TAR Clause 1252.242-73. The COR is WFLHD's primary contact with the Contractor. The COR does not have the authority to change the terms and conditions of the contract.

Contractor – Refers to both the prime contractor and any subcontractors. The prime contractor shall ensure that their subcontractors comply with the provisions of this contract.

Day(s) – As defined in FAR 2.101, unless otherwise specified, a calendar day.

Debris – Debris includes, but is not limited to, paper, cans, bottles, limbs, pine straw, pinecones, leaves, rocks, and other similar items.

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

Diameter at Breast Height (DBH) – Diameter at Breast Height, as measured 4.5 feet above ground level.

Environmental Protection Agency (EPA) – The Federal agency delegated with authority to enforce the Federal laws which are concerned with pollution of the environment.

Eradicate – Completely remove by chemical, mechanical, or other means.

Federal Acquisition Regulation (FAR) – Established for the codification and publication of uniform policies and procedures for acquisition by all executive agencies.

Government – Western Federal Lands Highway Division.

Performance Work Statement (PWS) – Sets forth the services required, the qualifications, and the acceptance process.

Quality Assurance Program (QAP) – A program implemented by the Government to provide some measure and control over the quality of services received. It is emphasized that the

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Government's QAP is not a substitute for the quality control program implemented and administered by the Contractor.

Quality Assurance Surveillance (QAS) – A program implemented by the Government to provide some measure and control over the quality of services received. It is emphasized that the Government's quality assurance surveillance program is not a substitute for the quality control program implemented and administered by the Contractor.

Quality Assurance Surveillance Plan (QASP) – The document government personnel use to assess contractor performance and identify what is going to be inspected, the inspection process, and who will do the inspecting. The results of those inspections will then be used to document contractor performance.

Resume – A list of information about an individual’s qualifications as required to meet the requirements of this contract.

Scalp – Cut grass to a level that exposes non-green grass blades.

Standard – Criterion against which the performance objective is measured.

Supervisor – Contractor provided supervisor.

Transportation Acquisition Manual (TAM) – Establishes the Department of Transportation (DOT) uniform internal operating acquisition procedures, which implement or supplement the Federal Acquisition Regulation (FAR) and the Transportation Acquisition Regulation (TAR), other agency regulations, and statutory requirements.

Transportation Acquisition Regulation (TAR) – Establishes uniform acquisition policies and procedures, which implement and supplement the Federal Acquisition Regulation (FAR).

Unsatisfactory Performance – A service output that does not meet the standard of performance associated with contract requirements.

WFLHD – Western Federal Lands Highway Division of the Federal Lands Highway Office of the Federal Highway Administration, Vancouver, Washington.

5. MEETINGS

A. Kick-Off Meeting. Participate in a kick-off meeting within 30 days after contract award.

The objective of this meeting is to introduce the Contractors to WFLHD staff, define roles and responsibilities, and respond to any questions.

B. Partnering Meetings. Participate in Partnering Meetings which may take place any time during the contract at the option of either the Government or the Contractor. The concept of “partnering” is working together towards a common interest or goal. Both parties will

C-5 re-visit the idea of having a partnering session on the anniversary date of the order. Each partnering session will be held at a mutually agreed-upon time and location.

Meeting minutes shall be maintained and distributed by the meeting initiator no more than 3-days post meeting.

6. WORK BY OTHERS

The Government reserves the right to undertake by contract, by Government personnel, or by other means, the same or similar kinds of work as contracted for in this order, depending on the availability of resources. Such actions shall not be violations of this order and shall not be considered as terminations in whole or in part of any work procured through this order.

7. QUARTERLY PROGRESS REPORTS

Submit quarterly progress reports via email to the COR no later than the 10th of the month following the quarter being reported. Each progress report shall be delivered in a Microsoft Office or Adobe PDF format containing concise statements covering the activities relevant to the contract, including:

• Actual funding expenditures to date and cumulative funds remaining under the contract.

• Actual bills submitted by subcontractors for services procured.

• Summary listing of any identified problems, especially those that would affect the completion of the contract within the time and money constraints as outlined in the contract, together with recommended solutions to such problems.

8. RESTRICTIONS AND STANDARDS OF CONDUCT

Conduct business covered only by this contract during periods paid for by the Government and shall not conduct any other business on Government premises. During all operations on Government premises, the Contractor shall comply with the rules, regulations, and procedures governing the conduct of personnel and the safe, secure, and effective operation of the facility, as expressed in written, oral, and logical procedures.

9. REMOVAL AND REPLACEMENT OF CONTRACTOR PERSONNEL

The CO has the authority to require the removal and replacement of any Contractor personnel not exhibiting integrity, capability, responsibility, or reasonable safety in their job performance; see TAR Clause 1252.237-70, Qualifications of Contractor Employee. Personnel removed due to Government determination of unsuitability shall be replaced within seven (7) days. A determination to remove an employee will be made for but is not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency, and unsuitable job performance as listed below:

• The contractor employee causes a safety hazard at the worksite.

• The contractor employee consistently produces error-ridden or incomplete work.

• The contractor employee does not exhibit adequate capability in performing the work.

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• On-site contractor employees do not follow the restrictions of the Hatch Act. (Partisan Politics)

• Failure to receive a suitability determination, temporary clearance, or clearance from

WFLHD.

• Violation of Federal, State, or local law.

• Violation of the Rules and Regulations Governing Public Buildings and Grounds, 41 CFR

101-20.3. This includes the carrying or possession of explosives, or items intended to be used to fabricate an explosive or incendiary device.

• Neglect of duty, including sleeping while on duty, unreasonable delays, or failure to carry out assigned tasks, conducting personal affairs during official time, refusing to render assistance, or failure to cooperate in upholding the integrity of the security program at the worksite.

• Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records.

• Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, fighting, or participation in disruptive activities, which interferes with the normal efficient operations of the Government.

• Theft, vandalism, immoral conduct, or any other criminal actions.

• Selling, consuming or being under the influence of intoxicants, drugs, or substances that produce similar effects while in or on Federally controlled property.

• Unauthorized use of communication equipment on Government property.

• Violation of security procedures or regulations.

• Violation of Title 18, U.S.C., Section 930, which prohibits the knowing possession or the causing to be present of firearms or other dangerous weapons in Federal facilities and Court facilities.

The CO will make all determinations regarding the removal of any employees from the worksite(s). When the CO is not available, either during the day or after hours, or in situations where a delay would not be in the best interest of the Government or is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population, the COR will have the authority to immediately remove the contract employee from the worksite.

10. KEY PERSONNEL

The following key personnel shall be designated, in writing to the CO, prior to beginning any work performance:

A. Project Manager. Responsible for management and supervision of contract operations to include, but not limited to, the hiring/termination of staff; scheduling; purchasing and inventory control; safety, selecting and managing subcontractors, budgeting, and cost estimating; quality control; professional development of subordinates and maintaining effective communications with client representatives. Responsible for the development and

C-7 administration of OSHA, EPA, local codes, and hazardous materials management program.

Will interact directly with the CO and may interact directly with the COR.

i. MINIMUM EXPERIENCE: No less than five (5) years of recent (within the last seven years) experience in operations management of similar size and scope.

ii. MINIMUM EDUCATION: BA/BS degree

B. Landscape Supervisor. Responsible for on-site management of the work crew and the day-to-day landscaping services to include, but not limited to, planning/designing landscaping/grounds maintenance activities, troubleshooting problem areas, quality, and productivity. Possesses considerable knowledge of landscaping and grounds maintenance and related safety practices, plant and soil types, horticulture and professional landscaping practices, supervisory practices, and sprinkler system layout and design. Will interact directly with the COR.

i. MINIMUM EXPERIENCE: Three (3) years of related supervisory experience as landscape supervisor of similar size and scope.

ii. MINIMUM EDUCATION: High school diploma or equivalent. AA/AS or higher degree in a relevant field such as horticulture, landscape architecture, or botany would be beneficial but is not required.

C. Irrigation Specialist. Responsible for inspecting, auditing, adjusting, and repairing the irrigation system to ensure performance at maximum efficiency and water conservation.

May interact directly with the COR.

i. MINIMUM EXPERIENCE: Five (5) years of related irrigation experience with the ability to coordinate and train workers in irrigation activities.

ii. MINIMUM EDUCATION: High school diploma or equivalent. AA/AS or higher degree in a relevant field such as turf grass management, ag engineering or landscape architecture would be beneficial but is not required.

11. IDENTIFICATION OF CONTRACTOR EMPLOYEES

All personnel working in situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Contractor employees shall wear uniforms or badges identifying them as Contractor personnel during the performance of this contract.

12. QUALITY CONTROL

This order consists of work requiring the planning and implementation of a quality process to ensure work conforms to the contract requirements and includes quality control (QC) inspection and documentation.

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A. Quality Control Plan (QCP). The QCP is a system that specifies quality standards, practices, resources, specifications, and the sequence of activities relevant to a particular product, service, project, or contract. The QCP shall recognize the responsibilities of the Contractor to carry out its quality control obligations and shall contain measurable inspection and acceptance criteria corresponding to the performance requirements of the contract and should specifically define:

• Objectives to be attained (for example, characteristics or specifications, uniformity, effectiveness, aesthetics, cycle time, cost, natural resources, utilization, yield, dependability, and so on as applicable),

• Steps in the processes that constitute the operating practice or procedures of the organization,

• Allocation of responsibilities, authority, and resources during the different phases of the process or project,

• Specific documented standards, practices, procedures, and instructions to be applied,

• Suitable testing, inspection, examination, and audit programs at appropriate stages,

• A documented procedure for changes and modifications to a quality plan as a process is improved,

• A method for measuring the achievement of the quality objectives, and

• Other actions necessary to meet the objectives.

At the highest level, quality goals and plans should be integrated with overall strategic plans of the organization. As organizational objectives and plans are deployed throughout the organization, each function fashions its own best way for contributing to the top-level goals and objectives.

At lower levels, the quality plan assumes the role of an actionable plan. Such plans may take many different forms depending on the outcome they are to produce. Quality plans may also be represented by more than one type of document to produce a given outcome.

i. DEVELOPMENT – Develop a draft QCP and submit it in Adobe PDF format with the quote for review by the Government. A complete QCP will help assure the performance requirements of the Contract are met and shall contain detailed information on:

(1) Quality Control Organization. Provide a description or an organizational chart of the quality control organization within your company, including key personnel and their roles.

(2) Quality Control Responsibilities. Define or describe the responsibilities of each of the key personnel involved in quality control. This includes the Quality Control Manager, inspectors, and other relevant staff.

(3) Quality Control Procedures. Define or describe how the QCP will be implemented including, but not limited, to planning, execution, and monitoring,

(4) Quality Assurance. Describe the quality assurance procedures that will be implemented to ensure the effectiveness of the QCP, including internal audits and

C-9 reviews, performance evaluations of quality control processes, and QA procedures to ensure compliance with the PWS Standards.

(5) Inspection. Detail and describe the inspection procedures (types and criteria for acceptance/rejection)

(6) Documentation and Records. List the types of documentation required for quality control activities (i.e., inspection reports, test results, and non-conformance reports) and explain the record-keeping procedures.

(7) Non-Conformance and Corrective Actions. Describe the procedures for identifying and documenting non-conformances and outline the procedures for implementing corrective actions.

(8) Continuous Improvement. Describe the plan for continuous improvement of quality control processes and for collecting feedback from stakeholders and using it to improve quality control processes.

(9) Training and Awareness. Describe the training program for quality control personnel and the initiatives to raise awareness of quality control practices among all project personnel.

(10) Communication and Reporting. Detail the communication plan for quality control activities and the procedures for reporting quality control activities and findings.

(11) Review and Update of the Quality Control Plan. Describe the procedures for regularly reviewing and updating the QCP including, but not limited to, the frequency of reviews and stakeholders involved in the review process.

No more than ten (10) days after the contract is awarded, the Government will provide comments/feedback on the draft QCP. Within five (5) days after receipt of the Government comments/feedback, provide the final QCP to the CO and COR

The QCP is a "fluid" document and subject to change depending on the needs of the contract. When the QCP is revised, an updated copy shall be provided to the CO and COR for review and acceptance.

ii. PERSONNEL – Within two (2) days following approval of the QCP, designate in writing, a QC Manager (QCM) and alternate to act as QCM in the QCM’s absence.

The designated QCM or Alternate shall perform QC inspections based on the performance standards outlined in the order and inspection requirements outlined in the QCP. Forward a copy of each inspection to the COR within 2 business days after completion of the inspection.

The Government reserves the right to witness all surveillance at the Government facility, as may be necessary to determine that the services conform to the contract requirements.

B. Quality Control (QC) Meetings. Schedule and attend monthly meetings between the

Contractor and COR. 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

C-10 as determined by the CO or COR. The Contractor shall distribute meeting minutes to all participants within 3 business days after the meeting.

The frequency of QC meetings is subject to change based on the needs of the contract.

13. QUALITY ASSURANCE (QA)

The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in the PWS and are assessed using the performance monitoring techniques defined in the QCP. The Contractor is responsible for the quality, technical accuracy, and the coordination of work performed or services provided under this contract and all work shall fully comply with the requirements of this contract. The Government may reject any service performed that does not comply with the above.

A. Implementation. Implement QA activities as described in the accepted QCP. Do not begin work until the QCP is approved by the CO.

QA surveillance accomplished by the Contractor will be reported to the Government using the QCP inspection forms indicated in the contractor's QCP no more than two (2) days post-inspection. When completed, these forms will document the self-assessment of the Contractor’s performance to ensure that the required results are being achieved.

B. Government QA Surveillance. Government surveillance will be accomplished in accordance with the QASP. The QASP is not part of the contract, nor is it intended to duplicate the contractor’s quality control plan. This QASP is a "living document" and flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance. The government will provide a copy of the QASP to the contractor to facilitate open communication and collaboration.

Before the 10th of each month, the COR will prepare a written report summarizing the overall results of the Government’s QA surveillance of the contractor’s performance for the previous month. This written report will become part of the QA documentation and that demonstrate whether the contractor is meeting the stated objectives and performance standards.

14. CONTRACTOR’S FAILURE TO PERFORM REQUIRED SERVICES

The rights of the Government and remedies described in this section are in addition to all other rights and remedies outlined in the contract. Specifically, the Government reserves its rights under the Inspection of Services and Termination Clauses. Any reductions in the Contractor’s invoice shall reflect the contract’s reduced value resulting from the Contractor’s failure to perform required services. The Contractor shall not be relieved of the full performance of the services hereunder and may be terminated for default based upon the inadequate performance of services, even if a reduction was previously taken for any inadequate performance.

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15. PROHIBITED POLITICAL ACTIVITY

For this order, on-site contractor employees have the same restrictions as Federal Employees regarding 5 U.S.C. §§ 7321-7326, the Hatch Act. Contractor personnel shall not engage in any political activity while at the WFLHD facility or while working under this contract. Such activity includes the wearing of campaign paraphernalia, discussing partisan political issues, campaigning, or soliciting funds or votes.

16. TRAINING

Ensure employees are kept current on the latest standard industry technology and provide training to employees accordingly. Additional training requirements may exist and will be specifically identified in the PWS.

17. SAFETY

All work performed by the Contractor and Contractor employees shall be performed safely. The Contractor is responsible for instructing their employees on appropriate safety measures and informing them of their obligation to obey existing regulations.

Always maintain industry-standard safety and health protocols. Develop, implement, and maintain a safety program for all contractor employees which, at the minimum, accomplishes the following:

• Provide applicable safety training to landscape employees.

• Provide a safety inspection program for landscape tools and equipment.

• Provide personal protective equipment, including protective footwear, to landscape employees.

The COR will provide safety training to the Project Manager that describes actions to take in the event of an emergency at FHWA. The Project Manager will be responsible for providing safety training to the Contractor employees on how to respond to a safety incident, including but not limited to injuries, spill, or misuse of chemicals, and reporting of any "near miss".

Each Contractor employee is expected to have full command of the English language and be able to provide clear communications to emergency responders and FHWA staff in the event of an emergency. Contractor employees must report emergencies to the COR as soon as practicable and safe to do so. Emergencies include but are not limited to, fire, personnel injury requiring first aid or medical treatment, water/gas/chemical leaks, building damage, etc.

In the event of a mishap that results in damage to government property, equipment, or occupational injury or illness to personnel, a report of the said incident shall be provided to the COR within twenty-four (24) hours. FHWA reserves the right to conduct investigations of all mishaps which occur because of contractor operations.

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18. CONTRACTOR PANDEMIC PLAN

The Government is required by the National Strategy for Pandemic Influenza Preparedness to prepare a plan that safeguards its employees and provides for continued operations in the event of an influenza pandemic. Prepare a Pandemic Plan that outlines the steps taken to prevent and reduce the spread and mitigate the potential effect of an influenza pandemic at WFLHD. Given the unpredictable length and severity of a pandemic, the Contractor’s plan shall link their planned actions to the periods and phases established by the World Health Organization for a pandemic cycle. For information on the phases of a pandemic, cycle see http://www.who.int. Submit the plan to the COR within thirty (30) calendar days of the start of the contract. Additional information can be found on the Basic Components of Pandemic Planning website at http://www.ed.gov/admins/lead/safety/emergencyplan/pandemic/planning-guide/basic.pdf

19. RESPONSIBILITY FOR DAMAGE CLAIMS

A. Indemnification. The Contractor shall indemnify and hold harmless the Government, its employees, and its consultants from suits, actions, or claims brought for injuries or damage received or sustained by any person, persons, or property resulting from the performance of the work under this contract.

B. Insurance. Until final acceptance of the contract, the Contractor shall procure and maintain liability insurance of the types specified below. The Contractor shall obtain insurance from companies authorized to do business in the appropriate state. The insurance shall cover all operations under the contract, whether performed by the Contractor or by subcontractors.

Before work begins, furnish a "Certificate of Insurance" certifying that the policies will not be changed or canceled until 30 days of written notice has been given to the Government. Insurance coverage in the minimum amounts set forth below shall not relieve the Contractor of liability above the coverage.

The Contractor shall carry insurance meeting the following minimums:

i. Worker's Compensation Insurance. Minimum required by law.

ii. Comprehensive or commercial general liability insurance. Comprehensive or commercial general liability shall cover personal injury and property damage. It shall include coverage for contractual liability related to the indemnity provided under this contract and coverage for completed operations liability. Coverage limits shall not be less than $1,000,000 combined single limit for each occurrence. If the coverage has a general aggregate limit, it shall not be less than $2,000,000.

iii. Automobile Liability Insurance. Automobile liability insurance may be written in combination with comprehensive or commercial general liability insurance. Coverage limits shall not be less than $1,000,000 combined single limit for each occurrence.

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iv. Any other insurance required by state law.

20. DELIVERABLES SUMMARY

Ref. Deliverable Submittal Format Due Date Due to

5.A Kick-Off Meeting Attendance N/A 30 days ACA* N/A

7. Quarterly Progress Report

Word .docx or Adobe .PDF

10th of the month following the quarter being reported CO

10. Key Personnel Designations Adobe .PDF 10 days ACA* CO

12.A.i Final Quality Control Plan Adobe .PDF 5 days after receipt of

FHWA comments CO/COR

12.A.ii QC Manager designation Adobe .PDF 2 days after QCP approval CO/COR

12.B QC Meeting Attendance N/A Monthly N/A

12.B QC Meeting Minutes Word.docx or Adobe.PDF 3 days post-meeting COR

13.A QA Surveillance inspection documentation

Adobe PDF 2 days post-inspection COR

18. Pandemic Plan Adobe .PDF 30 days ACA* CO

19. Certificate of Insurance Adobe .PDF Before onsite work begins CO

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*NOTE: ACA = After Contract Award

21. PERFORMANCE SCHEDULE

The period of performance of this procurement will be a base period of twelve (12) months in duration and four (4) optional periods of performance, each twelve (12) months in duration. The anticipated Period of Performance is as follows:

• Base Period: 10/01/2024 – 9/30/2025

• Option 1: 10/01/2025 – 9/30/2026

• Option 2: 10/01/2026 – 9/30/2027

• Option 3: 10/01/2027 – 9/30/2028

• Option 4: 10/01/2028 – 9/30/2029

22. NON-PERSONAL SERVICES

This order is a non-personal service as defined in the FAR at subpart 37.101. It is understood and agreed that the Contractor and/or Contractor’s employees and subcontractors:

• Shall perform the services specified herein as independent contractors, not as employees of the government,

• Shall be responsible for their management and administration of the work required and bear sole responsibility for complying with any technical, schedule, or financial…