Statement of Work for Ground Maintenance

Introduction

The USDA-Agricultural Research Service, Subtropical Horticulture Research Station (SHRS) in Miami, Florida is tasked with efficiently and effectively maintaining the safety, genetic integrity, health, and viability of subtropical and tropical crop and ornamental plant genetic resources. We are a germplasm repository, and we preserve genetic resources by various means, including seed and trees/plants. We are looking to set up a ground maintenance contract which will involve mowing, trimming, landscaping, use of herbicide and or using a weed eater every two (2) weeks to maintain specified areas. We are asking for a quote that will include the following:

Base Year: 3/16/2026 – 3/15/2027 Option Year One: 3/16/2027 – 3/15/2028 Option Year Two: 3/16/2028 – 3/15/2029 Option Year Three: 3/16/2029 – 3/15/2030 Option Year Four: 3/16/2030 – 3/15/2031

1. Key Assumptions

The parties agree that the schedule, level of effort, and outcomes listed in this SOW are based on the following assumptions:

Seller has the necessary personnel, equipment, and skills to perform the Services.

All Seller materials, workers on site, and work performed must be in accordance with all local, state and federal codes and regulations.

2. Seller Responsibilities

Seller shall provide ground maintenance services of specified areas (see Appendix A) for a period of 1 (one) year, beginning March 16, 2026. Location of services will be at the USDA, ARS, Subtropical Horticulture Research Service located on 13601 Old Cutler Road Miami, Fl 33158.

Contractor (Seller) must ensure that in addition to mowing, trimming, and cleaning the serviced areas, that all seller requirements in section 3 are met during each visit.

Seller shall provide all personnel and equipment necessary to perform the Services under this SOW.

Seller shall immediately escalate to Buyer contact any problems that Seller feels may jeopardize the Project Schedule.

Seller shall provide Karla Agurto, AO, a point of contact for the weekly grounds service.

Seller will address all location questions, concerns, and requests to the designated buyer contact, Karla Agurto, AO.

3. Seller Requirements

Seller will mow specified open areas and around buildings. Service performed on the East side of the main entrance will run all the way to the canopy of trees before the canal. (see Appendix A).

The area around the pond near the entrance will be maintained and mowed during each visit. Tall grass must be cut down or sprayed with herbicide, all the way down to 2 ft. after the water’s edge.

All tree branches must be above 6 feet. Anytime overhanging branches go below 6 ft. they must be trimmed.

Remove vegetation close to building walls by means of herbicide spraying or use of weed eaters.

Extra care should be taken not to girdle trees with trimmer as these trees are invaluable.

‘Suckers’ (small and new branches growing from the main trunk of a tree) must be removed during each visit.

Volunteers must also be removed during each visit.

All fallen coconuts, palm fronds, fallen branches, and any other debris on the ground must be removed during each visit.

Shrubs in front of building 89 must be trimmed to 5 feet in height.

Seller must avoid hitting and breaking sprinklers. Seller must also avoid spraying the building windows with grass when they mow or use a trimmer. Additionally, seller must avoid driving lawnmowers on sidewalks and scuffing them.

No fruits, coconut, flowers, or any type of plant material is to be removed from the trees under any circumstances.

Seller will dispose of trimmings from trees in specified pit area on USDA property. This area will be identified by Buyer contact. The pit is only to be used for vegetative debris from the landscaping services.

Contractor (Seller) and their staff are only authorized to use the front gate entrance to the property and only during normal duty hours (M-F, 7:00 a.m. to 4:00 p.m. except holidays). They are not to roam the grounds, use other exits, or drive to any area that is not serviced by the contract.

Contractor and staff must sign in building 89 when arriving to the station and sign out when departing for the day.

4. Buyer Responsibilities

Buyer will provide a designated contact: Karla Agurto, Administrative Officer, phone: 786-573-7058.

Email: Karla.Agurto@usda.gov.

Buyer Contact will review and approve all Seller invoices.

Buyer will schedule one (1) site visit for proposed contract. Site visit date and time to be determined. No late comers will be allowed.

Buyer requests an itemized proposal for the areas to be serviced (Area 1 is colored pink and Area 2 is colored green, Area 3 is colored blue/purple). Please provide one proposal with all areas included but itemized.

Buyer will provide access to the seller during the station’s hours of operation from 7:00 AM to 4:00 PM.

The station is closed on all federal holidays. On the event that service falls on a holiday, seller will make up the service on the next workday (Monday-Friday).

5. Schedule

Seller shall perform the tasks in accordance with the project schedule of every two (2) weeks.

Monthly schedule must be sent 1 month in advance of actual dates via email to Karla.Agurto@usda.gov.

6. Appendices

Appendix A – Map of highlighted areas requiring maintenance. Area 1 (Pink) is approximately 397,000 square feet, Area 2 (green) is approximately 88,500 square feet, and Area 3 (blue/purple) is approximately 153,000 square feet.

Appendix B-F- Pictures of plant material and examples of required services.

mailto:Karla.Agurto@usda.gov mailto:Karla.Agurto@usda.gov

Appendix A – Map of highlighted areas requiring maintenance

Appendix B – Remove fallen coconuts, palm fronds, fallen branches, etc.

Appendix C- Remove all ‘Suckers’ and new growth

Appendix D – Remove new growth

Appendix E – Remove volunteer plants

Appendix F – Remove ‘Suckers’