SOW_Grounds_Maint_REPFAC_FY20.pdf

Eff: 10/2019

SCOPE OF WORK

1. GENERAL REQUIREMENTS: The work consists of providing all labor, materials and equipment as required to provide grounds maintenance services in accordance with the requirements specified herein. The services to be provided include cutting grass, edging, tree and shrub pruning, cultivation and mulching, activating and winterizing sprinkler system and other miscellaneous services as described herein at property located at 4018 River Park Drive, Suffolk, VA 23435.

2. COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK: Upon acceptance the contractor shall commence work NLT five (5) calendar days after notice to proceed and work diligently to complete the entire work ready for use by 10 calendar days after contract award.

3. SCOPE OF WORK:

a. DEFINITIONS TECHNICAL. As used throughout this contract, the following terms shall have the meaning set forth below.

(1) Where “as shown”, “as indicated”, “as detailed”, or words of similar import are used, it shall be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

(2) Where “as directed”, “as required”, “as permitted”, “approval”, “acceptance”, or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COTR is intended unless stated otherwise.

(3) Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

(4) Debris. Debris includes, but is not limited to, grass clippings, paper, cans, bottles, limbs and branches, pine straw and pinecones, leaves, and other similar items.

(5) Special Command Aid (SCA). Person designated by position to oversee routine day to day maintenance and operation of United States Coast Guard Representational Facility (see Quality Assurance Evaluator).

(6) Grass Cutting. Grass cutting shall include cutting and trimming, within the designated area, all grasses, weeds, and other vegetation that is one inch or less in diameter (at ground level)

(7) Pruning. Pruning is selectively removing unwanted growth to make a plant or tree grow or respond in a desired manner. Pruning differs from “shearing”. Pruning involves selection and judgment.

“Shearing” means clipping all growth on a plant at a uniform distance and shape.

(8) Quality Assurance. A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

(9) Quality Assurance Evaluator (QAE). The Government employee designated by the Contracting Officer to monitor Contractor performance (see Special Command Aid).

(10) Quality Control (QC). A method used by the Contractor to control the quality of goods and services provided.

(11) Regular Hours. The Government’s regular (normal) working hours are from 9:00am to 5:00pm, Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the COTR.

(12) Sprinkler Servicing. Activating the sprinkler system for operation during the watering season and winterizing the sprinkler system to prevent system damage due to freezing.

b. GOVERNMENT FURNISHED PROPERTY AND SERVICES. In accordance with the “GOVERNMENT FURNISHED PROPERTY (FIXED-PRICE CONTRACTS)” applicable FAR clauses, the Government will provide the Contractor the option of using certain Government owned facilities, equipment, materials, and utilities for use only in connection with this contract. The use of Government furnished property and services for other purpose is prohibited. All such facilities, equipment, and materials will be provided in “as is” condition.

(1) Government Furnished Facilities. The Government will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

(2) Government Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

(3) Government Furnished Material. The Government will not provide any materials to the Contractor.

(4) Availability of Utilities. The Government will furnish the following utility services at existing outlets for use in those facilities provided by the Government, and as may be required for the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points) . Information concerning the location of existing outlets may be obtained from the SCA. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

(a) Utilities specified above will be furnished at no cost to the Contractor.

c. CONTRACTOR FURNISHED ITEMS. Except for the items listed in clause 4, the Contractor shall provide all equipment, materials, and services to perform the requirements of this contract.

d. MANAGEMENT AND GENERAL WORK REQUIREMENTS. The Contractor shall manage the total work effort associated with the grounds maintenance services required herein to assure fully adequate and timely completion of these services. Included in this function are a full range of management duties including, but not limited to, planning, scheduling, report preparation, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

(1) Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress.

The Contractor shall plan and schedule work to assure labor, equipment, and material are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports including QA review shall be provided to the SCA/QAE. The status of any item of work must be provided within 24 hours of the request during normal working hours, and within 48 hours after regular working hours.

(2) Work Outside Regular Hours. Except as may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must submit written request to the SCA/QAE.

(3) Work Schedule. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects. The SCA shall be notified at least two working days in advance of the scheduled date of any work requirements, which will not be accomplished as scheduled. Whenever non-essential services have been scheduled on the date a holiday occurs, such services shall be performed on the following working day. No work to be performed prior to 09:00 a.m. When services cannot be performed due to weather, they shall be performed the next regular work day. Where this service affects the following week’s scheduled service, that service may be adjusted up to 48 hours.

e. MAINTENANCE LEVEL. The Contractor shall provide grounds maintenance services at the times and frequencies specified in Enclosure #1.

(1) Grass Cutting. All grassed areas located within this maintenance level shall be cut to a uniform height between 1.5 and 3 inches at the frequencies specified in Enclosure #1. Grass areas close or adjacent to buildings, driveways, fences, trees, hedges, and shrubs are included in mowing requirements, and may require hand mowing. If any bare ground within the limits of a lawn area becomes vegetated with grass, weeds, or other similar growths through natural spread, i.e., not artificially planted, it shall be maintained as part of the basic contract.

(a) Prior to cutting, any trash, paper, or other debris that would detract from the finished appearance of the cut or present a safety hazard shall be removed. Such debris includes but is not limited to paper, cans, bottles, limbs, pine cones, rocks, and other such objects within the maintenance area, and shall include trash, paper, dead leaves, and other debris lodged in shrubs, hedges, fences, and along foundation and other walls. Debris shall be disposed of off the activity the same day as collected.

(b) Grass cutting is to be accomplished free of scalping, rutting, bruising, and uneven and rough cutting. Cutting equipment shall have sharp cutting edges that produce a neat, clean, even cut.

Use of cutting equipment which is out of adjustment, thereby causing streaks or irregularities, uneven cutting, plowing, or gouging of the soil shall not be permitted. After cutting, grass shall have a uniform height. Grass clippings shall be uniformly distributed over the mowed area, and shall not be windrowed or allowed to be deposited in piles or clumps. Grass clippings and trimmings shall be removed from sidewalks and other paved areas the same day the grass is cut and disposed of off the activity.

(c) Trimming around trees, shrubs, flower/shrub beds, cultivated areas, poles, walls, valves, and other similar objects shall be accomplished to match the height and appearance of the surrounding mowed grass. Trimming may be accomplished by hand clipping, by use of portable string trimmer equipment, or by herbicide treatment. Trimming operations shall not damage trees and shrubs.

Trimming with herbicide treatment shall be confined to an area extending 12 inches from the object being trimmed. Grassed areas, trees, or shrubs which are killed or damaged as a result of the Contractor’s work shall be repaired or replaced by the Contractor at no cost to the Government. Trimming operations shall be considered a part of grass cutting and shall be accomplished concurrently (same day) with grass cutting operations. Grass cutting will not be considered complete until all trimming operations are accomplished.

(2) Edging. All sidewalks, driveways, street edges, curbs, and other paved areas located within this maintenance level shall be edged in accordance with the frequencies specified in Enclosure #1.

Edging shall create a one-inch wide and one-inch deep clear zone immediately adjacent to the paved surface. Edged lines shall be neat and clean, and shall be free of scalping, rutting, bruising, and uneven and rough cutting. Vegetation, which has encroached onto paved areas, shall be removed and disposed of off the activity.

(a) All edging shall be performed by mechanical (non-herbicidal) means, except where driveway and street pavement edges are not discernable due to grass encroachment. In these cases a straight and even line approximating the pavement edge shall be established and maintained using a contact herbicide or by mechanical means. Herbicides shall not be used to eliminate or reduce normal mechanical edging along discernable straight paved edges such as sidewalks, curbs, etc.

(b) In conjunction with the performance of edging all vegetation shall be removed from expansion joints and cracks in all paved surfaces in the parcel being edged. Herbicides may be utilized to reduce the amount of mechanical work.

(c) Debris generated by edging operations which falls or is thrown on sidewalks, curbs, gutters, or streets; or is thrown on nearby grass shall be removed from the site the same day the edging is accomplished and disposed of off the activity.

(3) Plant and Shrub Pruning. Shrubs, hedges, and cultivated plants shall be pruned at the frequency shown in Enclosure #1. All clippings and debris shall be removed from the site the same day and disposed of off the activity. Pruning shall be accomplished so as to:

(a) Remove new growth attaining a length of 6 inches.

(b) Reduce the size and growth rate of each plant by clipping approximately 20% to

30% of the total surface area approximately three to six inches inside the normal “pruned surface”. This interior clipping (20% to 30%) shall be uniformly distributed over the entire plant. This procedure shall be performed as a part of the normal pruning operation (when new growth is removed)

(c) Evenly form and balance the plant in order to shape it according to its natural growth habits. “Box” or “circular” shaping is not acceptable, except with hedges. Hedges shall be sheared or pruned, as appropriate, to maintain their established shape and appearance.

(d) Remove dead, damaged or diseased wood. If the entire plant should die, remove the entire plant to six inches below ground level. If in a lawn area, the hole and any other surface damage caused by removal shall be filled with topsoil, fertilized, raked, and seeded. If the hole is not in a lawn area, it shall be filled with topsoil and the surface prepared to match the surrounding surface, or a delivery order will be issued and another shrub planted.

(e) Remove vines, tree sprouts, ground cover, or any other extraneous vegetative growth from under or on the plant.

(f) Prune or remove growth in front of windows, over entrance ways or walks, or where vision is obstructed at street intersections.

(4) Cultivation and Mulching of Shrubs, Hedges, and Flower Beds. Shrubs, hedges, and flowerbeds shall be cultivated and mulched at the frequencies and times specified in Enclosure #1.

Cultivation shall be extended a sufficient distance from bases of shrubs to ensure their protection from damage by lawn mowers and trimmer/edgers, and to provide proper care for the plants, but in no case less than 18 inches. Cultivation shall be extended to a depth of two inches, care being taken that the roots of the plants are not damaged. All extraneous vegetation, such as grass, weeds, and tree sprouts shall be removed. All edges shall be worked to a neat and true line. All timber, brick, concrete, aluminum, or plastic bed edging shall be realigned as needed. Debris encountered during cultivation shall be removed and disposed of off the activity. Mulch in bed areas, such as wood bark chips, pine straw, etc., shall be well groomed after cultivation. Additional mulch, of the same type as existing, shall be provided and placed around all shrubs and flowerbeds as required to maintain a minimum depth of three inches.

Shrubbery without existing mulch shall be mulched to a minimum depth of three inches with bark mulch.

(5) Trash and Litter Collection and Disposal. The Contractor shall collect and dispose of trash and litter in all grassed areas, flower and shrub beds, wooded areas, sidewalks, streets, and curbs found at the time grounds services are being provided Trash and litter does not include natural vegetation, such as leaves, pine straw, and limbs. All trash and litter shall be disposed of off the activity the same day as collected.

(6) Sprinkler System Servicing. Following the schedule in enclosure (1), the Contractor shall winterize 14 zone sprinkler system to prevent damage due to freezing at the end of watering season and activate the system the system in the spring, performing an operational check reporting results to

QAE/SCA.

4. SITE VISIT: All bidders are strongly encouraged to visit the site to field verify any/all quantities before submitting bids. Interested parties shall make arrangements for a site visit with

John Rusch John.H.Rusch@uscg.mil (757)686-4044.

5. DESIGNATED CONTRACTING OFFICER’S QUALITY ASSURANCE

EVALUATOR (QAE) REPRESENTATIVE: The designated contracting officer’s QAE representative and Point of Contact for this project is Chief Petty Officer Rafael Rivera-Barrios

Rafael.A.Rivera-Barrios@uscg.mil (787) 565-5666. Inquiries concerning any phase of the specification before or after award shall be made to John Rusch John.H.Rusch@uscg.mil

(757)686.4044.

mailto:John.H.Rusch@uscg.mil mailto:Rafael.A.Rivera-Barrios@uscg.mil mailto:John.H.Rusch@uscg.mil

6. CONDITIONS AFFECTING THE WORK: The Offeror should visit the site and take such other steps as may be reasonably necessary to ascertain the nature and location of the work, the general and local conditions which can affect the cost of the work thereof. Failure to do so will not relieve bidders from responsibility for estimating properly the difficulty or cost of successfully performing the work. The government will assume no responsibility for any understanding or misrepresentations concerning conditions made by any of its officers or agents prior to the execution of the contract, unless included in the request for quotes, the specification or related documents.

7. AFTER AWARD OF THE CONTRACT: The contractor must immediately notify the contracting officer’s QAE representative of his intended start date. The work shall be done in accordance with the specification.

8. ORAL MODIFICATION: No oral statement of any person other than the contracting officer shall in any manner or degree, modify or otherwise affect the terms of this contract.

9. WORKMANSHIP: All work shall be accomplished with the best standard practices, and by workmen thoroughly experienced in the required trades. The work shall be supervised by experienced personnel and shall be satisfactory to the Contracting Officer.

10. PERMITS: The contractor shall without additional expense to the government, obtain all appointments, licenses, and permits required for the prosecution of the work. The contractor shall comply with all applicable federal, state and local laws.

11. CLEAN UP: All trash and debris shall be removed from the site daily. The job site shall be left in a clean and neat manner.

12. WORK OUTSIDE REGULAR HOURS: If the contractor desires to carry on work on

Saturday, Sunday, holidays or outside the station’s regular hours, he may submit his request in writing to the Contracting Officer’s QAE Representative for approval consideration. The contractor shall allow ample time to enable satisfactory arrangements to be made by the government for inspecting the work in progress.

13. UPON COMPLETION OF WORK: Contact the Contracting Officer QAE Representative to arrange for inspection/acceptance of work.