RFP 27-88277 Grounds Maintenance and Snow Removal Services Attachment I

STATEMENT OF WORK

I. EXECUTIVE SUMMARY

This Scope of Work outlines comprehensive grounds maintenance, landscaping, and snow removal services for institutional and healthcare campuses. The Contractor shall provide all labor, materials, equipment, and supervision necessary to maintain a safe, attractive, and functional outdoor environment year-round. Services include turf care, landscaping, irrigation, seasonal clean-ups, snow and ice management, and compliance with all applicable regulations and standards.

II. BACKGROUND AND CURRENT STATE

The facilities covered by this SOW include government building campuses with diverse landscaping needs. These sites require consistent maintenance to support safety, accessibility, and aesthetic standards, as well as specialized services during inclement weather. The grounds encompass lawns, gardens, parking lots and garages, walkways, and hardscapes, with varying requirements for mowing, pruning, mulching, irrigation, and snow removal. Other duties or properties may need services in emergency situations.

III. SCOPE OF WORK

a. Ground Maintenance & Landscaping

i. Turf Care: Weekly mowing, edging, trimming, and removal of clippings and debris. Maintain turf at specified heights, adjust mowing frequency seasonally, and repair any damage caused by maintenance activities. Fertilize four times per year and aerate once per year.

ii. Landscaping: Maintain flowerbeds, planters, shrubs, and trees. Water twice per week. Prune, deadhead, and remove diseased or dead plant material. Mulch beds twice annually, maintain tree rigs, and ensure all beds are weed-free

iii. Leaf Collection & Seasonal Clean-ups: Routine leaf collection in fall and winter; spring and fall clean-ups include removal of debris, raking, and preparation of beds for planting

iv. Irrigation System Maintenance: Monitor, repair, and operate irrigation systems to ensure healthy plant growth. Perform seasonal start-up and shutdown, adjust watering schedules, and comply with municipal water restrictions

v. Enhancement Services: Provide additional landscaping, hardscaping, and planting services as requested, including installation of perennials, annuals, trees, sod, and specialty borders

b. Snow and Ice Management

i. Snow Removal: Clear snow from all parking lots, roadways, walkways, building entrances, and ramps. Begin removal at 1” accumulation; maintain clear access to fire exits, hydrants, and critical areas

ii. Salting & De-Icing: Apply salt or ice melt to prevent hazardous conditions. Use environmentally friendly products approved by relevant authorities. Perform morning salting after thaw and overnight freezing

iii. Inclement Weather Response: Provide 24/7 emergency response for snow and ice events. Maintain priority access routes and coordinate with facility management for event-driven needs

c. General Requirements

i. Staffing: Assign qualified personnel, including a dedicated account manager, horticulturist, and licensed arborist. Maintain adequate staffing levels for routine and emergency operations

ii. Equipment: Own and maintain all necessary equipment for grounds maintenance and snow removal. Equipment must meet safety standards and be suitable for the scope of work

iii. Experience: Experience serving state clients or other large facilities

iv. Waste Management: Remove all debris, clippings, and waste materials daily. Promote recycling and environmentally responsible disposal practices

v. Safety & Compliance: Adhere to OSHA, EPA, and local regulations. Maintain safe work practices, provide identification badges for staff, and comply with facility-specific safety and security requirements

d. OBJECTIVES OF ENGAGEMENT

i. Maintain grounds to support safety, accessibility, and visual appeal

ii. Ensure timely response to seasonal and emergency needs

iii. Support sustainability and environmental stewardship

iv. Foster collaborative communication with facility management

e. DELIVERABLES AND DEADLINES

i. Routine Maintenance: Weekly turf care, landscaping, and inspections

ii. Seasonal Clean-ups: Spring and Fall clean-ups completed by mutually agreed dates

iii. Snow Removal: Immediate response during snow events; all critical areas cleared by 7:00 AM or as specified

iv. Reporting: Submit weekly inspection reports, action plans, and maintenance schedules to facility management

f. PAYMENT MILESTONES: Payments will be based on monthly invoices for completed services with additional services billed on a time and material or not-to-exceed basis, as approved by facility management

IV. PROJECT MANAGEMENT

a. PROJECT MANAGEMENT PLAN: Develop and maintain a milestone schedule for deliverables and events. Attend bi-weekly meetings with facility leadership

b. KEY PERSONS: Assign a contract manager and landscape foreman for direct supervision and coordination

c. OTHER PROJECT STAFF: Provide sufficient staff for routine and emergency operations

d. DOCUMENT MANAGEMENT: Maintain records of all work performed, materials used, and compliance documentation. Respondent must also submit all required certifications, licenses, and insurance documents

e. STATUS UPDATES AND REPORTING: Provide regular status updates, inspection reports, and action plans as well as communicate promptly regarding issues, emergencies, or changes in scope

V. COMPLIANCE REQUIREMENTS

The contractor is required to operate in full compliance with all applicable laws, codes, and regulations at the federal, state, and local levels. In addition to these legal obligations, the contractor must also ensure that the unique safety, security, and environmental protection standards established by each facility are consistently met. This commitment to regulatory adherence and facility-specific requirements is fundamental to maintaining a safe and responsible working environment throughout the duration of the contract.

VI. KEY PERFORMANCE INDICATORS

The State will use Key Performance Indicators (KPIs) to measure performance and outcomes of the Contract. The specific KPIs and their targets will be defined and agreed upon by the State and the Contractor during the initial phases of the requirements under the Contract. At a minimum, on time delivery at quality standards of the scope provided within the budget set forth in the Contract will each be measured. Additionally, the State will collect a modified Net Promoter Score from customers to this Contract in its discretion. Low ratings on the modified Net Promoter Score or failure to meet any other KPIs may be deemed, at the discretion of the State, to constitute default under the Contract.

VII. END OF CONTRACT TRANSITION AND TURNOVER

As the contract approaches its conclusion, the contractor is responsible for delivering comprehensive transition support. This includes preparing and providing all necessary documentation to facilitate the end-of-contract process. The contractor must also ensure that the transfer of responsibilities and records is carried out smoothly, allowing for a seamless handover to the succeeding party. This careful approach helps maintain continuity and minimizes disruption during the transition period.