Attach 3 Statement of Work Santee Lawn and Grounds Maintenance.pdf

Santee Lawn Care and Grounds Maintenance 1244505024Q0012

US Department of Agriculture (USDA)

Statement of Work

04 March 2024

Contents Project

1.0 GENERAL INFORMATION

1.1 Scope of Work

1.2 Site Description

1.2 Definitions

1.2.1 Frequency of Service Definitions

1.3 Government-Furnished Property

1.3.1 Dumpster

1.3.2 Utilities

1.3.3 Storage

1.3.4 Restrooms

1.4 Contractor Furnished Property

1.4.1 GENERAL

1.4.2 EQUIPMENT CONDITION

1.4.3 CONTRACTOR EQUIPMENT RESPONSIBILITIES AND CONDUCT

2.0 ENVIRONMENTAL AND SUPPLY SPECIFICATIONS

2.1 BIO-BASED/BIO-PREFERRED PRODUCTS

2.2 Herbicides and Pesticides

2.2.1 Control Methods

2.2.2 Contractor's Superintendent

2.3 Trash, Litter, and Vegetative Debris Collection and Disposal

3.0 ADMINSTRATIVE

3.1 Protection of Government Property

3.2 Work Outside Regular Hours

3.3 Management

3.4 Work Control

3.5 Continuity of Services

3.6 Lost/Found Articles

3.7 Inspection and Acceptance

3.7.1 Inspection Methods

4.0 GROUNDS MAINTENANCE TASKS

4.1 Grass Cutting

4.2 Edging

4.3 Shrub Pruning

4.4 Cultivation and Mulching of Shrubs, Hedges, and Flower Beds

4.5 Fire Ants

Project Lawn Care and Grounds Maintenance at Santee Experimental Forest, SC

1.0 GENERAL INFORMATION

1.1 Scope of Work

The USDA Forest Service, Santee Experimental Forest, 3734 Highway 402, Cordesville, SC 29434 required services for Lawn Care and Grounds Maintenance that will be performed on approximately eight (8) acres of land in a manner that will maintain a healthy grass, trees, shrubs, and plants. The grounds will present a clean, neat, and professional appearance. Except for items listed under the Government Furnished Property, the contractor shall furnish all labor, supplies, materials, equipment, transportation, incidentals, and supervision necessary to perform lawn services in accordance with the terms, specifications, and provisions of this contract. All lawn supplies used for this contract will be in accordance with the Sustainable Acquisition Policy (FAR 23.1).

1.2 Site Description.

The site consists of approximately eight (8) acres of land and includes flower beds and concrete walkways. See Attachment 1-Site Map for more details.

1.2 Definitions.

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

a. Contracting Officer (CO). The individual with sole authority to bind the Government on contractual matters.

Individual has the authority to enter into, administer, and/or terminate the contract.

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

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

d. Contracting Officer’s Representative (COR). The person(s) whom the CO will designate in wiring to perform specific technical or administrative functions. Responsible for monitoring of Contractor performance as per the contractor’s QCP submitted and approved by the government.

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

f. Growing Season. The normal growing season is from April 01 to October 31.

g. Maintenance Level. A designation used to specify the frequency of services and type of grounds maintenance required on a land parcel.

h. Off Season. The off season is from November 01 to March 31.

i. Parcel. A given area of land. Each area shown on maps accompanying this specification is divided into various parcels.

j. 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.

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

l. Regular Hours. The Government's regular (normal) hours are from 0800 to 1630, Mondays through Fridays, except (a) Federal Holidays and (b) other days specifically designated by the CO.

m. Sustainable acquisitions. Products that are energy-efficient, water-efficient, biobased environmentally preferable, non-ozone depleting, and products made with recovered material.

n. Spring and Fall Clean-up. This occurs seasonally and includes removal of dead vegetation from beds, bushes and trees around buildings and parking lot, and the placement of pine-straw in beds.

1.2.1 Frequency of Service Definitions.

a. Weekly. Services performed once each standard calendar week during business hours.

b. Bi-Weekly. Services performed once every 2 weeks during business hours (i.e. 26 services).

c. Bi-Annually. Services performed twice per year during business hours.

d. Annual. Services performed once during a standard calendar year.

1.3 Government-Furnished Property

The government shall make available the items below. The Contractor will take care to not damage any government property. Maliciously damaging government property will result in termination of this contract and potentially financial and/or civil actions.

1.3.1 Dumpster.

The Contractor will dispose of the trash and refuse in the dumpster located in the immediate vicinity or as directed by the Contracting Officer Representative (COR). Dumpster doors shall be closed after each use.

1.3.2 Utilities.

Water and electricity will be provided to operate equipment as necessary to complete these services.

1.3.3 Storage.

The Government does not have any storage available.

1.3.4 Restrooms.

Contractor will be permitted to utilize restroom facilities.

1.4 Contractor Furnished Property

1.4.1 GENERAL.

Except for those items or services specifically stated to be Government furnished, the contractor shall furnish everything (equipment, materials, supplies, incidentals, etc.) required to perform the tasks identified in this contract, including gas, chemicals, and pine straw.

1.4.2 EQUIPMENT CONDITION.

All Contractor equipment will be of commercial size, quality, and type sustainable for accomplishing the work specified in this contract. All equipment shall meet federal, state, and local laws and safety regulations, shall be in good repair, shall operate properly without non-factory modifications, and shall be maintained in to present a neat and professional appearance. The CO, COR, or Inspector may inspect the Contractor's equipment at any time and direct the removal of any unsafe equipment.

1.4.3 CONTRACTOR EQUIPMENT RESPONSIBILITIES AND CONDUCT.

The contractor is responsible for:

a. Maintenance and operation of all ground’s equipment including lawnmowers, weed eaters. This includes all hand tools and equipment that are provided by the contractor to carry out the requirements of this contract.

b. Damages caused by flying debris while mowing, trimming/edging.

c. The removal of debris and trash prior to mowing. Trash/garbage is to be placed in an onsite bin. Tree limbs, branches, rocks etc., will be placed at the edge of the forest on the NE side of the site.

d. The contractor shall keep all roads, walkways, sidewalks, and parking lots, clean of all debris. Clean-up must be completed the same day work is performed.

e. The contractor may be subject to all weather conditions, hot, cold, wet, etc., and work in a dirty dusty environment.

f. The contractor is not responsible for cleanup of down trees, branches, debris, or trash that is caused by an extreme weather event. The agency will provide the cleanup of the grounds when caused by extreme weather events, i.e.

hurricanes, tornados.

2.0 ENVIRONMENTAL AND SUPPLY SPECIFICATIONS

2.1 BIO-BASED/BIO-PREFERRED PRODUCTS

The Contractor shall utilize sustainable materials for this contract as is adequately and financially feasible. The biobased supplies and materials shall be of a type and quality that conform to applicable federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR). The following bio based/bio preferred products may be used in this contract (this list is not all inclusive): oil, gas, strings, and environmentally friendly equipment.USDA's Bio Preferred program can be found at www.biopreferred.gov.

2.2 Herbicides and Pesticides

The Contractor must manage invasive and noxious weeds via the least toxic means available. The Contractor must also use bio-based products. (designated BioPreferred by the U.S. Department of Agriculture). Herbicide and pesticide controls must be formulated to target specific pests and must be implemented only when pests have reached aesthetic or health thresholds verified by the COR. The Contractor must not perform regularly scheduled, periodic pesticide or herbicide applications except in situations where no other approach or technology is available to protect personnel or property of high value. If herbicides or pesticides are to be used, the application must occur during unoccupied hours and the Contractor must be licensed by the applicable State agency to provide pesticide application in the categories specified in this contract. All work must be under the superintendence of a certified, responsible individual, and in accordance with Federal, State, local laws and requirements. The Contractor must submit Material Safety Data Sheets meeting the requirements of 29 CFR 1910.1200(g) and the latest version of Federal Standard No. 313 for all hazardous chemicals to be used.

2.2.1 Control Methods

The Contractor must utilize only herbicides registered by the Environmental Protection Agency. Use must be in strict compliance with label directions for the control of the target weeds. Herbicides selected, application rates, and application techniques must have the prior approval of the COR. Additionally, the Contractor must control pests using integrated pest management principles (http://www.epa.gov/pesticides/factsheets/ipm.htm).

http://www.biopreferred.gov/ http://www.epa.gov/pesticides/factsheets/ipm.htm

2.2.2 Contractor's Superintendent

During the execution of all work involving the handling and/or use of herbicides, the Contractor must give the job his personal supervision or must have on the job a responsible and competent representative with the authority to speak and act for him. The whereabouts on the activity of the supervisor must be made known to the Government Representative at all times when work is performed.

2.3 Trash, Litter, and Vegetative Debris Collection and Disposal The Contractor must collect trash, litter, and vegetative debris (e.g., natural such as leaves, sticks and, limbs) in all grassed areas, plant and shrub beds, wooded areas, sidewalks, streets, and curbs in all areas after each cutting and/or trimming and dispose of it in the appropriate waste, recycling, or composting receptacles. In accordance with EO 13514, FAA is required to divert from landfill or incineration facility disposal a minimum of 50% of the non-hazardous waste generated as a result of its operations. In support of meeting this requirement, the Contractor must divert from landfill or incineration facility disposal a minimum of 50% of the non-hazardous waste generated as a result of the Contractor’s work, to the maximum extent feasible. All trash, liter, and vegetative debris must be removed off the activity the same day as collected. Trash and garbage to be placed in an onsite trash bin. Litter does not include natural vegetation, such as leaves, rocks, and limbs. Tree limbs, branches, rocks etc., can be placed at the edge of the forest on the NE side of the site.

3.0 ADMINSTRATIVE

3.1 Protection of Government Property

The contractor must ensure grass clippings, leaves, and other debris do not damage Government property. Grass clippings and leaves shall not be blown into generators, open windows, HVAC units, or HVAC intakes. When clearing debris from driveways and parking lots, blown debris shall not impact employee or Government vehicles.

3.2 Work Outside Regular Hours

Except when approved in advance, all work must be performed during regular working hours. (Monday thru Friday 8:00 AM to 4:30 PM EST). If the Contractor desires to carry out work on Saturday, Sunday, or outside regular hours, he/she may submit a request to the Contracting Officers Representative (COR) or the designated Government technical Monitor (GTM). Work on federal holidays will not be authorized.

Federal Holidays New Year’s Day Labor Day Martin Luther King Jr’s Birthday Columbus Day Washington’s Birthday Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

3.3 Management

The Contractor must 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 will be a full range of management duties including, but not limited to, planning, scheduling, report preparation, and quality control. The Contractor must 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.

3.4 Work Control

The Contractor must implement all necessary work control procedures to ensure timely accomplishment of work requirements. The Contractor must 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 must be provided when requested by the COR or GTM.

3.5 Continuity of Services

To ensure continuity of essential services, the successful bidder must be prepared to fully commence work on the start date of this contract and should not assume that Government or previous Contractor employees will be available to guide, direct, or specifically orientate each Contractor employee.

The Contractor shall notify the COR of any conditions that may interrupt or delay performance under this SOW, such as vehicles parked on the grass or any other hindrance prohibiting access. The Contractor will not be penalized for any interruptions or delays that are deemed acceptable by the CO, COR or Inspector.

3.6 Lost/Found Articles

Turn in lost and found articles to the COR noting where and when found.

3.7 Inspection and Acceptance

Inspection of work performed under this contract will be made by the CO, COR or Inspector as work progresses at such intervals as are necessary to ensure compliance with the contract specifications and provisions. If the work is not accepted by the COR the contractor shall complete any remedial work required for acceptance.

3.7.1 Inspection Methods

a. Periodic Inspections. This method requires the COR to employ a "spot check" style of evaluation based on the contractor's cleaning schedule. Any deficiency shall be documented, and the contractor shall re-perform the service, if appropriate, at no increase in contract amount.

b. Customer Complaints. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaint. The Contracting Officer shall make the final determination of the validity of customer complaint'(s) in cases of disagreement with the COR and the contractor. Any validated customer complaint shall be documented, and the contractor shall re-perform the service, if appropriate, at no increase in contract amount.

4.0 GROUNDS MAINTENANCE TASKS

The Contractor must provide the following grounds maintenance services in the areas shown in Attachment 1, IITF Site Plan. The Contractor must follow the Landscape Frequency Schedule as provided in Attachment 2, Landscape Frequency Schedule.

a. The Contractor shall provide all labor and supervision required to maintain shrubs/flowers beds, trimming shrub/hedges, mulch beds, remove weeds, cutting the lawn, edging the lawn, mowing.

b. Lawn cutting and edging/trimming will occur bi-weekly, for the period April thru October, and monthly, for the period November – March, to a uniform height between minimum of 2.5 inches and a maximum of 4 inches.

Unless agreed upon by the Contracting Officer Representative (COR) or the designated Government technical Monitor (GTM).

c. Hedge and shrub trimming will occur based on their natural growth habits or by the Landscape Frequency

Schedule.

d. Blowing off of grass from sidewalks and driveways concurrently with grass cutting operations, or cleanup operations.

e. Maintenance of shrubs/flowers beds are to have fresh pine straw applied in designated areas according to the

Landscape Frequency Schedule during bi-annual spring and fall clean-up.

4.1 Grass Cutting

All grassed areas will be cut bi-weekly, for the period April thru October, and monthly, for the period November – March, to a uniform height between minimum of 2.5 inches and a maximum of 4 inches. The Contractor will the cut grasses areas which includes the inside and outside of the front perimeter fence and the inside of the two fenced enclosures within the site (e.g. weather station, hydroedaphytron). Prior to cutting, any trash, paper, or other debris that would detract from the finished appearance of the cut or present a safety hazard must be disposed of in the appropriate waste, recycling, and/or composting receptacles. Such debris includes but is not limited to paper, cans, bottles, limbs, pine cones, rocks, and other such objects within the maintenance area, and must include trash, paper, dead leaves, and other debris lodged in shrubs, hedges, fences, and along foundation and other walls.

Grass cutting is to be accomplished free of scalping, rutting, bruising, and uneven and rough cutting. Cutting equipment must have sharp cutting edges which 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 must not be permitted. Ground speeds and mower speeds must be synchronized to assure effective cutting action. After cutting, grass must have a uniform height. Grass clippings must not be windrowed or allowed to be deposited in piles or clumps. Grass clippings must be uniformly distributed over the mowed area. Grass areas close or adjacent to buildings, hydrants, parking lots, fences, trees, hedges, and shrubs are included in mowing requirements, and may require hand mowing. Trimming around trees, shrubs, flower/shrub beds, cultivated areas, poles, walls, valves, and other similar objects must be accomplished to match the height and appearance of the surrounding mowed grass. Trimming may be accomplished by hand clipping, by use of "weed eater" type equipment, or by herbicide treatment. Trees and shrubs must not be damaged by trimming operations. Trimming with herbicide treatment must be confined to an area extending l2 inches from the object being trimmed. Grassed areas, trees, or shrubs which are killed or damaged because of Contractor's work must be repaired or replaced by the Contractor at no cost to the Government. Trimming operations must be considered a part of grass cutting and must be accomplished concurrently (same day) with grass cutting operations. Grass cutting will not be considered complete until all trimming operations are accomplished. Grass clippings and trimmings must be removed from sidewalks and other paved areas the same day the grass is cut.

4.2 Edging

All sidewalks, driveways, street edges, curbs, other paved areas, and shrubbery areas located within this maintenance level must be edged monthly, in both the growing season and off season. Edging must create a l/2-inch-wide and l inch deep clear zone immediately adjacent to the paved surface. All edging must be by mechanical means. The edging operation must include removal of grass and other vegetation which has encroached onto street and other paved surfaces from adjoining grassed areas. Where driveway or street pavement edge is not discernable due to grass encroachment, a straight and even line approximating the edge of pavement must be established and maintained. The edging operation must produce neat, clean lines along the sides of sidewalks and other areas edged, and must be accomplished free of scalping, rutting, bruising, uneven and rough cutting. All vegetation growing in the following areas must be removed during the edging operation:

a. Sidewalk and driveway expansion joints and cracks.

b. Street/driveway curbing expansion joints.

c. Cracks between curbing and street/driveway pavement.

For continued maintenance of vegetation growing in cracks and expansion joints, herbicide treatment may be utilized to reduce the amount of mechanical work. The use of herbicides must not be allowed for the purpose of eliminating or reducing normal mechanical edging along straight paved edges (sidewalks, etc.). Debris generated by edging operations, which falls on or is thrown on sidewalks, on curbs, in gutters, streets, or is thrown on nearby sod, causing an unsightly appearance, must be removed from the site the day of the edging operation and disposed of the activity.

4.3 Shrub Pruning

Shrubs, bushes, hedges, and cultivated plants must be pruned as necessary to keep sidewalks, driveways, buildings, HVAC systems, and other travel ways clear. Limbs up to 15 feet above roads, driveways, sidewalks, and parking areas shall be trimmed. Roadsides shall be cleared to a shoulder width of at least three (3) feet. Sidewalks shall be cleared to a width of two (2) feet on both sides. All clippings and debris must be removed from the site the same day and disposed of, recycled, or composted off the activity [see Section 3.2.3.2 for waste management requirements]. Pruning must be accomplished so as to:

1. Reduce the size and growth rate of each shrub by clipping approximately 20% to 30% of the total surface area approximately 3 to 6 inches inside the normal "pruned surface". This interior clipping (20% to 30%) must be uniformly distributed over the entire shrub. This procedure must be performed as a part of the normal pruning operation (when new growth is removed).

2. Evenly form and balance the shrub, bush, or plant in order to shape it according to its natural growth habits.

"Box" or "circular" shaping is not acceptable, except with hedges. Hedges must be sheared or pruned, as appropriate, to maintain their established shape and appearance.

3. Remove vines, tree sprouts or any other extraneous vegetative growth from under or on the shrubbery.

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

4.4 Cultivation and Mulching of Shrubs, Hedges, and Flower Beds Shrubs, hedges, must be cultivated and mulched (pine straw) during the spring and fall clean-up. Cultivation includes weeding of shrubs, hedges. Cultivation must be extended a sufficient distance from bases of shrubs to ensure their protection from damage by lawn mowers, and trimmer/edges, and to provide proper care for the plants, but in no case less than l8 inches. Cultivation must be extended to a depth of 2 inches, care being taken that the roots of the plants are not damaged. Removal of grass, weeds, rocks, and debris encountered during cultivation must be considered part of cultivation. All edges must be worked to a neat and true line. All timber, brick, concrete, aluminum, or plastic bed edging must be realigned as needed. Mulch in bed areas such as wood bark chips, pine straw, etc., must be well groomed after removal of weeds, rocks, etc. Additional mulch, of the same type as existing, must be provided and placed around all shrubs and flower beds as required to maintain a minimum depth of three inches. Shrubbery without existing mulch must be mulched to a minimum depth of three inches with pine-straw mulch.

4.5 Fire Ants

Contractor must apply chemical on fire ant mounds to control their activity. Applications should be done on an as-needed basis when mounds are visible.

1.4 Contractor Furnished Property

2.3 Trash, Litter, and Vegetative Debris Collection and Disposal