Attachment 2 Statement of Work SRS Athens Grounds Maintenance.pdf

US Department of Agriculture (USDA)

Performance Work Statement OR Statement of Work

Grounds Maintenance

USDA FOREST SERVICE

SOUTHERN RESEARCH STATION

FORESTRY SCIENCES LABORATORY

ATHENS, GEORGIA

April 2024

Contents

PROJECT: SRS ATHENS GROUNDS MAINTENANCE

GENERAL INFORMATION

1.0 SCOPE OF WORK

1.1 SCOPE

1.2 DESCRIPTION AND LOCATION

2.0 BACKGROUND / DEFINITIONS

2.1 DEFINITIONS

2.2 BIOPREFERRED

CONTRACTOR REQUIREMENTS

3.0 TECHNICAL REQUIREMENTS / TASKS

3.1 WORK SCHEDULE

3.2 MANAGEMENT

3.3 CONTINUITY OF SERVICES

3.4 SRS ATHENS GROUNDS MAINTENANCE SERVICES

3.5 PRODUCT REQUIREMENTS

4.0 GOVERNMENT FURNISHED

4.1 GOVERNMENT FURNISHED FACILITIES, EQUIPMENT, AND MATERIALS

4.2 AVAILABILITY OF UTILITIES

4.3 CONTRACTOR FURNISHED ITEMS

4.4 QUALITY CONTROL

5.0 DELIVERABLES / SCHEDULE

5.1 KEY DELIVERABLES – TASKS / SCHEDULE (TABLE)

5.2 KEY DELIVERABLES – REPORTS (TABLE)

6.0 CONTRACTOR’S KEY PERSONNEL

7.0 SECURITY REQUIREMENTS

7.1 PERSONNEL

7.2 EXTERIOR DOORS

7.3 ACCESS

7.4 IDENTIFICATION

PROJECT: SRS ATHENS GROUNDS MAINTENANCE

GENERAL INFORMATION

The SRS Athens Forestry Sciences Laboratory (SRS Athens) is part of the USDA Forest Service Southern Research Station (SRS), whose primary facilities are located on approximately three acres within the perimeter of the main campus of the University of Georgia, in the rapidly growing metropolitan area of Athens-Clarke County.

1.0 SCOPE OF WORK

1.1 SCOPE

This is a Statement of Work (SOW) for Grounds Maintenance defined under the scope of the contract for Southern Research Station – Athens, Georgia Facilities (SRS Athens). This SOW describes minimum requirements for grounds maintenance to be provided by the Grounds Maintenance Contractor (Contractor). Grounds maintenance services performed at this facility shall be in accordance with the terms, specifications, and provisions of this contract. All supplies used for this contract will be in accordance with the Sustainable Acquisition Policy (FAR 23.1). All, or part of, the successful offeror’s Proposal Package may be incorporated into the Contract.

The Contractor must develop and execute a Safety Plan and furnish all safety precautions, staffing, training, and labor, supervision, equipment, supplies, tools, equipment, permits, insurance, and materials, including mulch, fertilizer, seed, herbicide, provisions, and travel and transportation necessary to provide grounds maintenance services in accordance with the requirements specified herein. The operations to be performed must include cutting grass, edging, fertilization, collection and disposal of litter and trash, vegetation cutting and removal, under brushing, grassing, sodding, sprigging, erosion control, tree and shrub pruning, irrigation, ditch cleaning, and other miscellaneous services as described herein. Supplies and materials shall be of a quality and type customarily utilized by current industry standards and equipment ratings and shall be subject to the approval of the Contracting Officer (CO) or Contracting Officer’s Representative (COR) (industry standards are only applicable where they do not violate any codes or mandates).

All operations shall be performed pursuant to Executive Order 13423 [PDF], “Strengthening Federal Environmental, Energy, and Transportation Management”, and Executive Order 13514, entitled “Federal Leadership in Environmental, Energy, and Economic Performance,” which builds upon the foundations already laid through statute and prior executive action requiring the Federal Government to lead by example towards a clean energy economy. To reduce our environmental footprint, coordinated actions are required to accomplish agency wide reductions in fuel and energy consumption; increased use of renewable power sources, increased green purchasing; increased recycling, and improved monitoring of contractor compliance with sustainability-related requirements. Additionally, integrated efforts are needed to address and track greenhouse gas inventories and emissions, promote efficient use of water resources and encourage pollution prevention.

Training and performance of this contract shall include and comply with all applicable OSHA, EPA, local, State and Federal codes, mandates, and standards. The Contractor shall at all times provide adequate supervision of employees by an on-site Program Manager, ensuring all work is accomplished in accordance with the terms and conditions of both the Contract and the Contractor’s Quality Control process, a copy of which shall be provided in writing to the Government, in a manner that will maintain satisfactory facility condition and present a clean, neat, and professional appearance throughout the year.

Services performed under this contract shall be subject to inspection and approval by the Contracting Officer's Representative (COR). For the protection of the buildings and their equipment and the facilitation of the business to be conducted therein, first quality groundskeeping utilizing industry best practices will be required. Also required will be verification that all required tasks were completed and signed off, including any procedures specific to areas requiring special maintenance. Unsatisfactory work will be called to the attention of the Contractor, and he/she will be required to correct the work deficiencies and improve the overall work results.

Contractor will:

1.1.1 CONTRACTOR FURNISHED

Furnish all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set forth as Government furnished, except to the extent any of the supplies may be furnished directly by the Government under the contract, and otherwise accomplish all actions necessary to or incident to, perform and provide the work efforts described in the contract. Grounds maintenance operations shall be fully staffed, beginning the first day of work under the contract and throughout the entirety of the contract, unless authorized by the Contracting Officer (CO) or their designee.

1.1.2 SIGN IN / SIGN OUT

Sign in and out of the Visitors Register on arrival and departure. Log sheet will be provided by the Government.

1.1.3 US PRODUCTS

Maximize the use of goods, products, and materials that are produced in the United States.

1.1.4 SAFETY PLAN

Develop and execute a Safety Plan and furnish all safety precautions, and ensure that their employees are properly trained, licensed and/or certified to operate necessary building systems, chemicals, or equipment for which licensed and/or certified personnel are required by Federal, State, or local laws;

codes, permits or ordinances.

1.1.5 QUALITY PERFORMANCE RESPONSIBILITY

Be responsible to make the management and operational decisions to meet the quality performance standards required under this contract.

1.1.6 EFFICIENCY

Use innovation, technology and other means and methods to develop and perform the most efficient groundskeeping services for the property.

1.1.7 QUALITY CONTROL PLAN (QCP)

Implement and provide a copy of an effective Quality Control Plan (QCP) to the Government.

1.1.8 SERVICE CALL SYSTEM

Implement an effective service call system that results in prompt, professional, and courteous resolution of tenant concerns.

1.1.9 STATUS OF WORK

Keep the CO or their designee informed of status of the work being performed, provide work schedules, and provide other pertinent information, such as timing and locations of chemical applications.

1.1.10 ENVIRONMENTAL AWARENESS

Reduce the environmental impacts of work performed under this contract by using environmentally sound practices, processes, and products.

1.1.11 PERSONNEL TRAINING / CERTIFICATIONS

Provide training/certifications for their employees that stress stewardship and effective communication in groundskeeping practices. Current information on stewardship, training, educational materials, and other issues can be found on the web sites including but not limited to the University of Georgia Extension Office (https://extension.uga.edu/programs-services.html) and the Professional Grounds Management Society (https://pgms.org/).

1.1.12 RESTRICTED ACCESS SPACES

Coordinate with the Contracting Officer’s Representative (COR) and tenants to determine any restricted access spaces.

1.2 DESCRIPTION AND LOCATION

Services shall be provided at the property located within the campus of the University of Georgia - Athens, Forestry Sciences Laboratory, 320 Green Street, Athens, Georgia. There are three (3) buildings and two storage sheds located on the property, as well as two courtyards – one external and one internal. The property area is estimated at three acres.

1.2.1 FORESTRY SCIENCES LABORATORY, 320 GREEN STREET, ATHENS GA 30602

1.2.1.1 NORTH BUILDING with internal courtyard

1.2.1.2 SOUTH BUILDING with external courtyard

1.2.1.3 INSECTARY with natural areas

1.2.1.4 Maintenance Shed with natural areas

1.2.1.5 Chemical Shed

2.0 BACKGROUND / DEFINITIONS

The main office buildings are two-story structures as described in section 1.2, above. Approximately 55 individuals work from both main office buildings. The grounds also consist of parking areas on the east and west sides of the lot, with walkways between and around the main buildings. The North building has a ledge that must be maintained, as well as a courtyard interior to the building. The South building’s courtyard is exterior on its north side. The Insectary and Maintenance Shed have areas of wooded natural growth around their perimeters, and adjacent to UGA’s Miller Plant Sciences building.

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

2.1 DEFINITIONS

2.1.1 ANNUALLY

Annually. Once during the contract period.

2.1.2 BIANNUALLY

Biannually. Once every six months. Twice during the contract period.

2.1.3 BIWEEKLY

Biweekly. Twice every calendar month.

2.1.4 CONTRACTING OFFICER (CO)

Contracting Officer (CO). The person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

2.1.5 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

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

2.1.6 CONTRACTOR

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.

2.1.7 CONTRACTOR REPRESENTATIVE

Contractor Representative. A foreman, superintendent, or manager assigned in accordance with the "CONTRACTOR’S KEY PERSONNEL" clause, Section 7.0.

2.1.8 DEBRIS

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

2.1.9 ENVIRONMENTAL PROTECTION AGENCY (EPA)

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

2.1.10 FERTILIZATION

Fertilization is the process of applying nutrient elements to the soil where the soil has become deficient in nutrients essential for proper plant growth.

2.1.11 GRASS CUTTING / MOWING

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).

2.1.12 MAINTENANCE LEVEL

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

2.1.13 MONTHLY

Monthly. Once every calendar month.

2.1.14 PARCEL

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

2.1.15 PERMISSIONS / REQUIREMENTS

Where "as directed", "as required", "as permitted", "approval", "acceptance", or words of similar import are used, it must be understood that direction, requirement, permission, approval, or acceptance of the ACO is intended unless stated otherwise.

2.1.16 PRUNING

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.

2.1.17 QUALITY ASSURANCE (QA)

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

2.1.18 QUALITY CONTROL (QC)

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

2.1.19 QUARTERLY

Quarterly. Within a standard three-month period on calendar. Four times per year.

2.1.20 REFERENCES

References. Where "as shown", "as indicated", "as detailed", or words of similar import are used, it must be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

2.1.21 REGULAR HOURS

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

2.1.22 SUSTAINABLE ACQUISITIONS

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

2.1.23 WEEKLY

Weekly. Standard calendar week.

2.2 BIOPREFERRED

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management," and the Federal Acquisition Regulation to provide biobased products.

The Contractor shall utilize products and material made from biobased materials (e.g., biobased greases, biobased hydraulic fluids, biobased absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All 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 CO.

The following are examples of products that may be used in this contract for which biobased products are available. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

• Fertilizers

• Herbicides

• Soil Amendments

• Gardening Supplies and Accessories

• Erosion Control

• Mulch and Compost

• pH Neutralizing Products

Biobased products that are designated for preferred procurement under USDA's Bio-Preferred program must meet the required minimum biobased content as stated at www.biopreferred.gov. The Contractor shall provide data for their biobased products such as biobased content.

In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio- Preferred Program, the Contractor is encouraged to use other biobased products.

The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification.

The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

A Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

Contractor shall file Biobased Report to report purchases of Biobased products in the System for Award Management (SAM), at SAM.gov by Oct 30 for the prior fiscal year (Oct. 1 - Sep. 30) ending the performance period of the contract base period, and for each option year, if exercised.

CONTRACTOR REQUIREMENTS

3.0 TECHNICAL REQUIREMENTS / TASKS

3.1 WORK SCHEDULE

Except as may otherwise be specified, all work must be performed during regular hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular hours, they may submit written request to the Contracting Officer (CO) for approval.

3.2 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.

Contractor will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

During the execution of services under this Contract, and all work involving the handling and/or use of herbicides, the Contractor must give the job their personal supervision or must have on the job a responsible and competent representative with the authority to speak and act for them, and who is responsible for quality control of services provided. The whereabouts of the activity of the supervisor and employees must be made known to the COR at all times when work is performed.

3.2.1 WORK CONTROL

The Contractor must 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 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.

Written schedules and status reports must be provided when requested by the Contracting Officer’s Representative (COR).

3.2.2 HERBICIDES

No herbicides or pesticides will be applied without COR approval. The Contractor should manage invasive and noxious weeds via mechanical or hand removal. The Contractor must also use USDA Certified Biobased Weed Control Products listed in Attachment 2. Herbicide controls must be formulated to target specific plants and must be implemented only when pests have reached aesthetic or health thresholds verified by the CO. The Contractor must not perform regularly scheduled, periodic herbicide applications except in situations where no other approach or technology is available to protect personnel or property of high value. If herbicides 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, Territory, local laws and requirements.

The Contractor must submit 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.

3.2.3 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).

3.2.4 TRASH, LITTER, AND VEGETATIVE DEBIRS COLLECTION AND DISPOSAL

The Contractor must collect trash, litter, and vegetative debris (e.g., natural vegetation, such as leaves, pine straw, limbs, and stumps) in all grassed areas, plant and shrub beds, wooded areas, sidewalks, http://www.epa.gov/pesticides/factsheets/ipm.htm streets, and curbs in all maintenance levels (further described below) after each cutting and/or trimming, and dispose of it in the appropriate waste, recycling, or composting receptacles in accordance with EO-13834. USDA is required to divert form 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 a s a result of the Contractor’s work, to the maximum extent feasible.

3.2.5 PROTECTION OF GOVERNMENT PROPERTY

The contractor must ensure services performed AND 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.

3.2.6 CONTRACTOR’S SUPERINTENDENT

During the execution of all work under this contract, and especially 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 COR at all times when work is performed.

3.3 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 orient each Contractor employee. Contractor will ensure adequately trained personnel are available to take over for periods of absence due to vacation and sick leave.

3.4 SRS ATHENS GROUNDS MAINTENANCE SERVICES

The Contractor must provide the following grounds maintenance services in the areas shown in Attachment 3. SRS Athens Site Plan.

3.4.1 GRASS CUTTING

All grassed areas, approximately 1 acre total, located within this maintenance level must be cut to a uniform height between 3 and 4 inches weekly from March through October, and monthly from November through February. If any bare ground within the limits of an area becomes vegetated with grass, weeds, or other similar growths through natural spread, i.e., not artificially planted, it must be maintained as part of the basic contract.

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 receptacles. Such debris includes but is not limited to paper, cans, bottles, limbs greater than ½ inch diameter, pinecones, 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, and that which has accumulated at all building entrances, alcoves, stairwells, courtyards, and sidewalks around all buildings.

Debris must be disposed of the same day as collected.

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. Clippings must be removed when not mulched on initial mowing and should be removed when there is such a concentration of clippings on the grass that damage may occur to the live plants. Grass areas close or adjacent to buildings, hydrants, parking lots, manholes, fences, trees, hedges, and shrubs are included in mowing requirements, and may require mowing with a string trimmer.

Trimming around trees, shrubs, flower/shrub beds, cultivated areas, poles, walls and other vertical surfaces, valves and other outdoor utilities, sidewalks and curbs, signs, equipment, lamp posts, and other similar objects must coincide with mowing to match the height and appearance of the surrounding mowed grass. Trimming may be accomplished by use of string trimmer type equipment, or by herbicide treatment. Trees and shrubs must not be damaged by trimming operations. 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.

Pick up all trash and limbs greater than ½ inch in diameter each mowing. Trim all growth around air conditioner compressors on all buildings monthly.

3.4.2 EDGING

All sidewalks, driveways, street edges, curbs, other paved areas, and shrubbery areas must be edged each time mowing occurs. Edging must create a l/2 inch wide and 1 to 2 inches 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:

• Sidewalk and driveway expansion joints and cracks.

• Street/driveway curbing expansion joints.

• 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 offsite.

3.4.3 PLANT, TREE, AND SHRUB PRUNING

Shrubs, trees, bushes, hedges, and cultivated plants must be pruned as necessary to keep sidewalks, driveways, buildings, 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:

• Reduce the size and growth rate of each plant and 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).

• Remove dead, damaged, or diseased wood. If the entire plant or shrub should die, remove the entire shrub to 6 inches below ground level. The hole and any other surface damage caused by removal must be filled with topsoil, fertilized, raked, and seeded.

• Remove vines, tree sprouts, or any other extraneous vegetative growth from under or on the shrubbery, and in the courtyards, the building ledges, and building walls and drains.

• Prune or remove growth in front of windows or where vision is obstructed at street intersections.

3.4.4 DITCH CLEANING

Vegetative growth in drainage ditches must be cut to a height of 2 to 4 inches on bottom and sides. All wood and brush cuttings, trash, and debris must be removed and disposed of from SRS Athens Grounds the same day of cleaning. Mouths of ditches, inlets, and outlets must be cleared of sediment, vegetation, and debris to allow unrestricted flow of water. Where ditch bottoms are paved, all mud and debris must be removed from the paved surface and disposed of off SRS Athens Grounds the same day of cleaning. Where ditch bottoms are not vegetated and have intermittent water flow, woody and aquatic vegetation must be removed or chemically treated. Approved herbicides for vegetation control will be permitted.

3.4.5 BUILDING LEDGE, ROCK WALL, AND COURTYARD MAINTENANCE

Contractor shall be responsible for maintenance of North building ledge and rock wall, and courtyards, including the interior courtyard of the North building and the exterior courtyard of the South building.

Contractor shall inspect building ledges, walls, and courtyards monthly, keeping these areas free of tree seedlings to prevent establishment. Weed and/or spray ledge around North Building and any vegetation growing on rock wall around North building monthly. Vegetation shall be trimmed on a quarterly basis, once every 3 months. Vegetation shall be maintained at a height range between 3 to 5 inches.

Contractor shall provide ledge and courtyard supplemental plantings at the request of the COR with appropriate plant material as specified by the planting specifications as needed or as directed by the COR. The landscape contractor will ensure their workers are in compliance with OSHA’S “Duty to have Fall Protection” (29 CFR 1926.501) when service/maintenance work is required in any area with an unprotected side or edge of 6 feet or more above the lower level. CUSTOMER will provide a list of these work areas, as well as an opportunity for the contractor to inspect prior to initiating maintenance /service work”.

1926.501 (b) (1) “Unprotected sides and edges.” Each employee on a walking/working surface (horizontal and vertical surface) with an unprotected side or edge which is 6 feet (1.8) or more above a lower level shall be protected from falling by the use of guardrail systems, safety net systems, or personal fall arrest systems. In addition, on roofs with slopes of 4% or less see (29 CFR 1926.501-502) also allows the use of warning line systems with safety monitors.

Access to ledges will vary and may be through a private office, some ledges and courtyard areas will require advanced notice for access. Contractor shall provide COR with five days prior notice to access the ledges and interior courtyard.

3.4.6 RE-SEEDING

Bare spots greater than 12 inches in diameter should be re-seeded.

3.4.7 AERATION

Aeration of grass areas will take place annually in May

3.4.8 FERTILIZATION

Fertilization for all turf areas will occur in May. One (1) pound of nitrogen/1000 sq. ft will be applied in May and an additional 0.5 pound of nitrogen/1000 sq. ft will be applied in August or September.

Fertilizer will be removed from sidewalks the day of the application.

3.4.9 MULCH

Hardwood mulch will be applied around trees and shrubs and in all established mulch beds to maintain a mulch depth of 2 to 3 inches. Mulch application will take place biannually in March / April and September / October. Prior to biannual application, mulch beds will be sprayed with an herbicide to kill any unwanted vegetation. Mulch beds will be marked with orange marking paint around all buildings for the purpose of bid solicitation for this contract. Mulch shall not be applied in the area of a 6-to-8-inch border around all buildings, to prevent moisture and pest build up against exterior walls. Care should be taken around trees, not to create a “volcano” of mulch against the trunks, also to prevent moisture buildup and pest infestations, and to allow water to reach the roots.

If biannual mulch application does not maintain a 2-to-3-inch depth during the year, more frequent (quarterly) applications should be scheduled.

3.4.10 LEAF COLLECTION

Remove all leaves starting in late October and continue once a month until January or February after most have fallen Remove all leaves from lawn areas, mulch beds, alcoves, entrances, stairwells, and any other areas around all buildings where they accumulate. Additionally, check these areas monthly throughout the year and remove any leaf/debris build-up.

3.5 PRODUCT REQUIREMENTS

When a chemical product is used, it must be an Environmental Protection Agency (EPA)-registered product or another product containing the same active ingredient(s) at the same or greater concentration and, to the maximum extent practicable, be EPA Design for the Environment (DfE)-certified. A list of disinfectants that are both EPA-registered and DfE-certified is at https://www.epa.gov/pesticide-labels/dfe-certified-disinfectants. The Contractor must use the https://www.epa.gov/pesticide-labels/dfe-certified-disinfectants disinfectants in accordance with directions provided by the manufacturers. The Contractor must wear disposable gloves (e.g., latex or nitrile), facemasks (if applicable), and any additional required personal protective equipment as recommended by the manufacturer when cleaning. The Contractor shall select, and track, cleaning product and material purchases as described herein.

3.5.1 SUSTAINABLE PRODUCT REQUIREMENTS

Products used in conjunction with services provided by the Contractor under this contract must be USDA BioPreferred® certified. In addition, they must be certified to one of the following ecolabels in order to ensure they contain no intentionally added per- and polyfluoroalkyl substances (PFAS):

• EPA SaferChoice

• Green Seal® GS-37

• Green Seal® GS-41

• Green Seal® GS-53

• BioPreferred

• CPG

• Energy Star

• SNAP

• WaterSense

As noted in FAR clause 52.208-9, the Contractor must use Ability One (“Skilcraft”) consumables purchased from Ability One Suppliers unless the Contractor has notified the CO and the CO has obtained an exception. If the Contractor cannot acquire a product meeting the sustainability requirements listed above from any source competitively within a reasonable time frame, meeting reasonable performance standards, or at a reasonable price, the Contractor shall provide the CO or COR with a short, written justification for a proposed exemption.

3.5.2 PROOF OF COMPLIANCE

15 days prior to the start of contract performance, the Contractor shall submit to the CO or their designee a product list and, for each product, proof of compliance with the sustainable product requirements.

Contractors may show proof of compliance by providing an ecolabel compliance certificate, a screenshot of a product description showing compliance, or other method deemed acceptable by the Government.

3.5.3 SUSTAINABLE MAINTENANCE PLAN

The Contractor shall submit a sustainable service plan that sets forth the procedures, products, and equipment that will be used to reduce the exposure of occupants and maintenance personnel to potentially hazardous chemical, biological, and particulate contaminants. The plan shall include building-specific standards that will apply to chemical handling and tracking, equipment, and associated planned maintenance. Plan shall also describe how maintenance will minimize chemical use; practices for maintenance; practices for the handling and storage of chemicals to minimize spills, leaks, and other mismanagement; practices related to the use of chemical concentrates and dilutions systems; personnel training; and sustainable quality control processes. The Sustainable Maintenance Plan is due to the CO or their designee within 15 calendar days before the start of the contract.

The Contractor shall also ensure that chemical products that require dilution are used whenever possible as compared to ready-to-use products. Dilution control equipment should be utilized to ensure correct dilutions of concentrates and to protect workers from exposure to concentrated chemicals.

3.5.4 HAZARD COMMUNICATION PLAN

The Contractor shall submit a hazard communication plan in accordance with the OSHA requirements in 29 C.F.R. § 1910.1200. The plan will list all chemical products proposed to be used in the performance of the contract and include current Safety Data Sheets (SDS) for each product. The plan shall include documentation of training for all Contractor staff in the plan and the hazard communication standard.

The plan shall also identify the method of labeling the Contractor will use for all chemical product containers, including secondary dispensing containers used on site. The standard requires the Contractor to maintain a copy of their written Hazard Communication Plan onsite and it must be readily available to employees. The Hazard Communication Plan is due to the CO or their designee within 15 calendar days after the start of the contract. The sustainable cleaning and hazard communication plans may be combined into a single document at the discretion of the Contractor.

3.5.4.1 SAFETY DATA SHEETS

All new products used during the life of the contract must have Safety Data Sheets (SDS) provided to the CO or their designee prior to bringing and/or using these products on site. The Contractor shall use only commercially available products that meet Federal, State, and local codes.

The Contractor shall maintain the SDS in a location accessible to all employees and shall advise the CO or their designee of its location. The SDS shall be available for inspection by the CO or their designee upon request. The Contractor shall take every precaution to ensure that environmentally sustainable products are used. Information can be obtained from Federal, State, and local agencies concerning safe chemical cleaning materials. An inventory list of products to be used under this contract shall be provided to the CO or their designee. This list shall be updated as necessary, with a copy provided to the CO or their designee, throughout the term of the contract. The CO or their designee shall contact the Contractor immediately if any item is deemed inappropriate for use under this contract.

4.0 GOVERNMENT FURNISHED

The government shall make available to the contractor the following listed material, supplies, and property (hereinafter referred to as "Government-Furnished Property") at the place and time specified below. The contractor shall be liable for all loss or damage of such delivered Government-Furnished Property until completion and final acceptance of work required under this contract. If the Government fails to make timely delivery of such Government-Furnished Property suitable for its intended use, and upon written request from the contractor, the Contracting Officer shall make an equitable adjustment of contract delivery of performance dates or contract price or both, pursuant to the ‘changes’ clause of the FAR 52-532-01 in this contract.

4.1 GOVERNMENT FURNISHED FACILITIES, EQUIPMENT, AND MATERIALS

The Government will provide access to the interior courtyard of the North building, for service to that area. The Government will not provide office or storage space, tools, equipment, materials, or supplies to the Contractor. Contractor should bring all necessary tools, equipment, materials, and supplies to the site for each service and remove same after each service is completed.

4.2 AVAILABILITY OF UTILITIES

The Government will furnish the following utility services at existing outlets for use at those facilities provided by the Government and as may be required for the work to be performed under the contract:

electricity, potable water, and recycled water. Contractor shall provide all cords, hoses, and other equipment necessary to utilize utilities. Information concerning the location of existing outlets may be obtained from the Government Representative.

4.2.1 NO COST

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

4.2.2 CONTRACTOR CONSERVATION

The Contractor must be responsible for instructing employees in utilities conservation practices. Water faucets or valves must be turned off after the required usage has been accomplished. To conserve water, only the minimum quantity of water needed for the required usage must be expended.

4.3 CONTRACTOR FURNISHED ITEMS

Except for the items listed in the "GOVERNMENT FURNISHED PROPERTY AND SERVICES" clause, the Contractor must provide all equipment, materials, supplies, and services to perform the requirements of this contract. The Contractor must ensure that all items furnished exclusively for use in support of government contracts are:

4.3.1 LESS TOXIC OR NON-TOXIC

Contractor shall utilize less toxic or non-toxic chemicals. Examples include:

• Environmental Protection Agency’s Design for the Environment (DfE) label (http://www.epa.gov/dfe)

• Green Seal certified (http://www.greenseal.org)

4.3.2 BIOPREFERRED

Designated as BioPreferred by the U.S. Department of Agriculture (http://www.biopreferred.gov);

4.3.3 WATERSENSE

WaterSense certified (http://www.epa.gov/WaterSense) or meets/exceeds WaterSense specifications.

4.3.4 NON-OZONE-DEPLETING

Non-ozone-depleting chemical substitutes identified by the Environmental Protection Agency’s Significant New Alternatives Policy (SNAP) (http://www.epa.gov/ozone/snap/index.html)

These program elements are described on the Office of the Federal Environment Executive website (http://www.ofee.gov).

4.4 QUALITY CONTROL

The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting, and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract.

http://www.greenseal.org/

4.4.1 INSPECTIONS AND SURVEILLANCE

The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS. The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

4.4.1.1 PERIODIC SURVEILLANCE

This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

4.4.1.2 CUSTOMER COMPLAINT SURVEILLANCE

This action is instituted when the COR receives a complaint from a stakeholder regarding contractor service. The occupant/tenant will notify the COR of their complaint in writing and the COR will conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the contracting Officer for action. The COR will notify both the Contract Manager and the complainant of the Government’s response to their complaint.

4.4.2 CONTRACT DISCREPANCY REPORT (CDR)

In the event of unsatisfactory contractor performance, the COR or CO will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

5.0 DELIVERABLES / SCHEDULE

5.1 KEY DELIVERABLES – TASKS / SCHEDULE (TABLE)

5.2 KEY DELIVERABLES – REPORTS (TABLE)

Key Deliverables Tables follow.

5.1 CRITICAL TASKS

CLIN 1 WEEKLY

REMOVE DEBRIS PRIOR TO MOWING Remove and dispose of debris prior to mowing, per 3.4.1

MOW LAWNS AND TRIM EDGES Mow and trim lawns and edges weekly during growing season, per 3.4.1

REMOVE CLIPPINGS FROM PAVED

SURFACES Blow or collect clippings from surfaces per 3.4.1

MAINTAIN EDGING Edge lawns and beds per 3.4.2

CLIN 2 MONTHLY

REMOVE WEEDS

Spray sidewalks, driveways, courtyards, mulch beds, and other areas monthly per

TRIM GROWTH AROUND AIR

CONDITIONERS Trim growth around HVAC units monthly, per 3.4.1

MAINTAIN ROCK WALL AND LEDGE OF

NORTH BUILDING, AND BOTH

COURTYARDS Inspect areas monthly and maintain vegetation per 3.4.5

COLLECT LEAVES Collect fallen leaves October through February, per 3.4.10

CLEAN DITCHES

CLIN 3 QUARTERLY

MULCH BEDS

Apply 2-3 inches of mulch to trees, shrubs, and beds quarterly, if biannually does not maintain specified depth, per 3.4.9

CLIN 4 BIANNUALLY

MULCH BEDS Apply 2-3 inches of mulch to trees, shrubs, and beds biannually per 3.4.9

CLIN 5 ANNUALLY

AERATE LAWN AREAS Aeration annually in May, per 3.4.7 FERTILIZE LAWN AREAS Fertilization annually in May, per 3.4.8

CLIN 5 AS NEEDED

CONTROL INSECTS AND DISEASE Maintain control of insects and disease manually or by chemical means

CONTROL OTHER WEEDS

Maintain control over infestations of other weeds, manually or by chemical means

RE-SEED BARE SPOTS DURING GROWING

SEASON

Re-seed bare spots greater than 12 inches in diameter, as needed during lawn maintenance season, March to October, per 3.4.6

TRIM SHRUBS AND LOW-HANGING TREE

LIMBS Trim as needed per standard landscaping guidelines and per 3.4.3

5.2 REPORTS

Item No.

Deliverable / Item Title

Description Frequency Reference Delivery Format

Due By

Quality Control Process

Should this be evaluation factor?

YES, along with technical approach

Safety Plan Do we need this?

Biobased

Report Report purchases of Biobased products in the System for Award Management (SAM) By Oct 30 for prior fiscal year (Oct. 1 - Sep. 30) ending the performance period of the contract base period and for each option year, if exercised

Annually, by Oct 30

SAM.gov

Schedule of Quarterly, Annual, etc. Services

6.0 CONTRACTOR’S KEY PERSONNEL

During the execution of services under this Contract, the Contractor must give the job their personal supervision or must have on the job a responsible, trained, and competent representative, cleared with Forest Service Personnel Security, with the authority to speak and act for the Contractor, and who is responsible for quality control of services provided. The whereabouts and the activity of the supervisor and employees must be made known to the COR at all times when work is performed.

7.0 SECURITY REQUIREMENTS

Security of the Facility and its employees is of the utmost importance. The following security requirements must be observed.

7.1 PERSONNEL

The Contractor shall provide the Contracting Officer with a list of names, addresses, and telephone numbers of all the Contractor's employees who will be working at this facility. No employee will be permitted in the building prior to completing and submitting the required PII sheet and two fingerprint cards issued by the contracting agency. This list and completed forms shall be submitted prior to the first workday of the contract period, and any changes to the list shall be provided within twenty-four (24) hours of such change. Once contacted by the Forest Service, Personnel Security staff, each contract employee must complete and submit the eQuip application and form OF-306 within 14 business days.

Contract employees are to respond to any follow up requests from Personnel Security staff for missing application data within 2 business days. Failure to comply with these timelines will result in blocked access to the building.

7.2 EXTERIOR DOORS

All exterior doors should remain shut and locked. The one exception to this is the front entrance door while the Receptionist is present. If an exterior door needs to remain open for any length of time, there needs to be a Forest Service or contract employee present to ensure security of the building and that no unauthorized personnel enter. At no time should an exterior door remain open unattended.

7.3 ACCESS

The Contractor is required to re-lock these areas after completion of work, even if area is found to be unlocked when he arrives to perform services. The Contractor shall be provided a key(s) to gain access to areas requiring service. The COR should be immediately notified if a key is lost.

7.4 IDENTIFICATION

The Contractor and all employees shall wear badges or monograms providing ready identification.

Employees shall be required to dress neatly, commensurate with the tasks being performed. At no time will anyone visiting the grounds maintenance staff be permitted in the building unless they are cleared through Forest Service Personnel Security and providing contractual services and the COR is notified.