Attachment A - Statement of Work.pdf

4050 Esplanade Way Tallahassee, FL 32399-0950

Ron DeSantis, Governor Pedro Allende, Secretary

Attachment A: Statement of Work Page 1 of 10 ITB No.: DMS-23/24-077, Lawn Care Services - NBRSC

STATE OF FLORIDA

DEPARTMENT OF MANAGEMENT SERVICES

ATTACHMENT A

STATEMENT OF WORK

FOR

LAWN CARE SERVICES

NORTH BROWARD REGIONAL SERVICE CENTER

DMS-23/24-077

TABLE OF CONTENTS

SECTION 1 SCOPE OF WORK

SECTION 2 CONTRACTOR DELIVERABLES

SECTION 3 OTHER SERVICES (AS NEEDED)

SECTION 4 PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

SECTION 5 CONSEQUENCES FOR NONPERFORMANCE

SECTION 6 SUBCONTRACTORS

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SECTION 1 SCOPE OF WORK

The Contractor will provide labor, materials, services, skills, supervision, and necessary tools and equipment to maintain the landscape in an attractive and healthy condition throughout the Contract period. The Contractor will deliver materials in manufacturer’s original, unopened, undamaged containers with identification labels intact. The Contractor shall have the capability to perform and complete the services in all respects in accordance with the solicitation documents.

The Contractor hereby warrants all services will be performed in a timely and first-class workmanlike manner. The Contractor shall keep the property free and clear at all times of excess materials, debris, and equipment. The Contractor shall provide the basic services identified in Section 2, Contractor Deliverables, within the boundaries of each facility.

1.1 General Facility Site Procedures

For each visit to a facility to perform work under this Contract, the entire Contractor's staff shall:

1.5.1 Sign in and out with the Facility Manager or designee at each visit.

1.5.2 Protect existing facilities from damage by workers and shall repair or replace, at the Contractor’s expense, any damage to the property caused by its employees, subcontractors, or suppliers.

1.5.3 Keep premises free from accumulation of waste materials or rubbish caused by operations and from leaks and spillage from equipment. Upon completion of the work, all waste materials and rubbish will be removed.

1.2 Contractor Facility(ies) and Equipment

The Department reserves the right to inspect the Contractor’s facility(ies) and equipment prior to contract execution and throughout the contract term. The Contractor shall respond to the Department’s request within 24 hours. A mutually agreed-to date and time will be set within five (5) days of Department request.

The Contractor may elect to permit inspection with or without escort by authorized Contractor staff; however, the unavailability of Contractor staff to accompany the Department shall not be sufficient reason for denying or postponing the inspection.

1.3 Contractor Staff Requirements

The Contractor’s staff shall, at a minimum, wear a company shirt provided by the Contractor and an identification badge that includes the employee’s full name, photograph (portrait), and company name.

1.4 Background Checks

Within ten (10) days after Contract execution, the Contractor shall identify its team members who will be performing services at the Department’s facilities. Each team member will be required to have a background screening check prior at the Contractor’s expense to perform work at any state facility and then annually thereafter pursuant to the requirements in Attachment E - Draft Contract, Section 19. Background information shall be provided to the Contract Manager ten (10) days after contract commencement and shall be maintained annually thereafter.

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1.5 Reporting Requirements

The Contractor shall inspect all grass areas, plants, and trees for signs of disease, infestation, yellowing of leaves or insect-ridden conditions each service and treat as needed. The results of these inspections and treatments will be reported to the Facility Manager during each visit and recorded on Attachment B - Monthly Summary Report.

1.6 Monthly Summary Report

Attachment B - Monthly Summary Report, will be submitted to the Department by the Contractor on a monthly basis as a means to verify the performance of services. Payment shall be made pursuant to Chapter 215, Florida Statutes. Although the contract price is included in this Contract as a yearly contracted amount, it is the express intent of the Parties that the Contract be paid monthly and the value of each monthly invoice is for one-twelfth (1/12) of the annual Contract amount. The monthly payments are directly related to the work performed each month and submitted in the Contractor’s monthly invoice, with supporting documentation including required reports. The Contract Manager shall review, approve, and submit said invoice for payment. The Contract Manager shall work with the Contractor to clarify any discrepancies that may exist prior to payment. Under no circumstances will the annual total of the monthly invoices for services under Section 2, Contractor Deliverables, exceed the yearly contract amount. Services described in Section 3, Other Services, that are provided during the term of a given monthly invoice shall be listed separately.

1.7 Cost Minimization Bids

The Contractor will submit written bids for any cost minimization activities, including value additives or thoughts on cost saving opportunities, to the Facility Manager or designee, for review utilizing Attachment B - Monthly Summary Report. Acceptable bids shall be upon written mutual agreement of both Parties through a Contract Amendment.

SECTION 2 CONTRACTOR DELIVERABLES

The Contractor shall provide the following Lawn Care Services within the boundaries of the facility that include, but are not limited to:

Mowing, edging, fertilizing, watering, and cleanup of lawns and courtyards.

Pruning, fertilizing, watering, and cleanup of shrubs, trees, and other plantings.

Preventative maintenance and spray program.

Open field mowing.

Retention basin maintenance Irrigation system maintenance, if Contractor is contracted to provide irrigation services.

2.1. Mowing Service

2.1.1. Lawns shall be mowed at the appropriate height to keep a neat appearance. The suggested height is three (3) to four (4) inches above root. Considering topography, the Contractor is required to use the proper mowing equipment to provide a high-quality cut and minimize the occurrence of unnecessary scalping due to uneven terrain.

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2.1.2. Excessive clippings are to be collected and removed from the job site at the end of each mowing. Clippings and debris on non-lawn areas are to be cleared at the end of each mowing. The use of bagging attachments is required.

The Contractor will maintain retention basin per the requirements of the facility. The Contractor should include the cost of maintaining any retention basin areas in the basic services annual pricing. The retention basin at the NBRSC should be mowed at the same frequency and the remainder of the property (see Section 2.8.2). The maintenance of the retention basin must meet local code enforcement guidelines and ordinances.

2.2. Trimming and Edging Service

2.2.1. Permanent fixtures in the lawn areas are to be trimmed with weed-eaters to avoid unsightly growth at the base. Care is to be taken at all times when operating around fixtures to prevent damage.

2.2.2. Edging and trimming along walks, bed edges, and tree wells shall be done to keep a neat appearance. All hard edges shall be mechanically edged every mowing to maintain definition of the edges.

2.2.3. Turf along curbs and sidewalks that cannot be addressed with routine edging operations due to broken curbs or uneven borders are to be treated chemically or physically removed with a spade.

2.2.4. Edging that cannot be addressed during regular visits, due to vehicles or other obstructions, should be discussed with the Facility Manager to achieve a solution.

2.2.5. Ornamental flowering trees are to be pruned at the proper time of year to encourage maximum flower production.

2.2.6. Groundcover shall be kept trimmed within curbs and along walkways.

Groundcover shall not be allowed to grow into or through shrubs or other plantings.

Tree branches must be thinned and elevated as needed. This applies to tree branches, limbs, and palm fronds fifteen (15) feet or less from the ground.

2.2.7. Deep but selective pruning and hard cutbacks will be performed on plant material during winter months for corrective and restorative purposes, if applicable to the climate. The Facility Manager shall be informed before any drastic cutbacks are performed.

2.2.8. Natural debris and unnatural foreign material will be removed from all paved surfaces. Ground cover plant material that infringes on paved surfaces will be trimmed and/or edged in conjunction with landscape maintenance.

2.2.9. Where applicable, the Contractor shall include details on trimming along facility boundaries including but not limited to fences and walls. This shall be accomplished based upon local code enforcement guidelines and/or ordinances and uniformity of appearance. Where applicable, the Contractor should include the cost of trimming any fenced or walled areas in the basic services annual pricing. Frequency shall be determined by the Facility Manager and shall, at a minimum, meet local code enforcement guidelines and/or ordinances.

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2.3. Debris Removal Service

2.3.1. During routine maintenance visits the Contractor is responsible for removing trash and debris from the property including sidewalks, parking lots, and access roads.

Debris includes leaves, fallen tree branches and limbs, and trash. Debris must be removed from parking lots and must be removed prior to mowing and weedeating.

2.3.2. Sidewalks, gutters, roadways, and other surfaces surrounding the facilities shall be free of leaves and other debris. Parking areas, walkways, and drive lanes shall be cleared of all debris generated after each service.

2.4. Weed, Fertilizer, Herbicide, and Pesticide Applications Service

2.4.1. Well-balanced fertilizer shall be applied two (2) times per year to maintain a healthy green color and will be based on an agreed upon fertilizing program. All grass, trees, plants, and shrubs are to be fertilized according to industry standards applicable to geographic locations, plant material, and grass type. All lawn areas shall be treated with broadleaf weed control, or other applicable pesticide, as agreed upon in the weed/lawn control maintenance program. The Contractor is to provide pricing and other options for green technology, report any such application on Attachment B, Monthly Summary Report, and apply pre-emergent weed control in spring and fall.

2.4.2. Product

All herbicides, fungicides, and insecticides will be as specified in IFAS Publication number SP 135, “Your Florida Landscape: A Complete Guide to Planting and Maintenance” or IFAS Publication number SP 45, “The Florida Lawn Handbook.”

Once product submittals have been submitted and approved by the Facility Manager and the Contractor commences the work, the Contractor must not change the approved products at any time during the term of this Contract without prior written approval from the Facility Manager. The link to the Handbook is:

IFASBooks - Your Florida Landscape: A Complete Guide to Planting and Maintenance (ufl.edu)

The amount of fertilizer needed should be dictated by a soil analysis, completed by the Contractor, and type of grass and approved by the Facility Manager prior to application. If there is a need, two (2) applications a year are recommended with one (1) pound of fertilizer per 1,000 square feet in the spring and one-half (½) pound of fertilizer per 1,000 square feet in fall.

No more than two (2) pounds of nitrogen per 1000 square feet per application may be applied in the spring and no more than one (1) pound of nitrogen per 1000 square feet per application may be made during the fall. The 0.7 pounds of soluble nitrogen per application rule still applies when 2 pounds of nitrogen per 1000 square feet are applied, thus in order to make a two (2) pound nitrogen per 1000 square feet application the fertilizer mixture must contain no more than 35% water soluble nitrogen. The remaining 65% of the nitrogen in the mixture must be in slow or controlled release form.

Maintenance of established turfgrass lawns do not typically require phosphorus fertilization, thus phosphorus should not be included in fertilizer applied on the site.

Phosphorus should only be applied when dictated by a soil test conducted by the

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Contractor supports the application of phosphorus and the application is approved by the Facility Manager.

2.4.3. Manufacturer Requirements

The Contractor will provide fertilizer and chemicals manufactured by a firm with a minimum of five (5) years experience in manufacturing the type of products used.

2.4.4. Pest Control and Herbicide Application Requirements

All application of pest control or herbicide products must be performed by or under the direct supervision of a licensed applicator as verified by the Facility Manager.

After each application signage must be posted in accordance with applicable laws or ordinances.

2.4.5. Weed Control

Weed control is to be by whatever method necessary, including manual extraction.

An Integrated Pest Management (IPM) Program shall be utilized to minimize the use of pesticides. The Contractor must develop and follow a pest control program, applying the concepts of IPM to minimize the use of pesticides. Proper culture, pest monitoring, sanitation, and timing are all part of the IPM program. Pest control shall be accomplished primarily by granular application except for spot spraying of insecticide.

2.4.6. Disease Control

Plant material shall be inspected and treated, if needed, at each service to detect potential infestations of insects and/or disease. A preventative spray program is to be implemented by the Contractor to provide protection against potential infestations. Legally approved chemicals are to be used to treat any problems.

Due care will be taken at all times when applying pesticides and must be performed by or under the direct supervision of a licensed applicator. Upon award, the Contractor will provide a preventative spray program in writing for all lawn, weed, shrub, tree, and bed maintenance to be reviewed and approved by the Department within 30 days of Contract execution.

2.4.7. Warranty

The Contractor warrants that all applications of fertilizer or chemicals will accomplish the intended results and that any damage to any existing landscaping caused by application will be replaced with new landscaping equal to the original at no cost to the Department.

2.5. Mulching Application

2.5.1. Mulch must be Red Mulch, Cypress Mulch, Rubber Mulch, or Pine Straw as determined by the site location and Facility Manager. Hardwood mulch, such as Hemlock, may be used as an alternative, if approved by the Facility Manager.

2.5.2. Mulch in planting beds must be maintained at a minimum depth of three (3) inches during all seasons of the year. Shrub beds and tree wells are to be mulched a minimum of twice a year during the months of April and October. The Contractor shall avoid excessive application of mulch around and on top of plants and shrubs.

2.5.3. Existing mulch must be removed prior to placement of new mulch. The Facility

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Manager may make an exception to this, if warranted and discussed prior to the placement of mulch.

2.6. Facility Irrigation System Maintenance

2.6.1. All maintenance, repairs, or alterations to the existing irrigation system (excluding pumps and timers), are the responsibility of the Contractor and must be performed by an Irrigation Specialty Contractor certified pursuant to Rule 61G-15.035, Florida Administrative Code.

The irrigation system will be maintained by the Contractor through head–to-head checks, balancing, and adjustments. Spray pattern of each sprinkler head to be maintained for proper water distribution and to minimize overflow of water onto sidewalks, driveways, roads, and facilities.

The cost of any repairs, replacements, or alterations made to any portion of the irrigation system and/or parts which have been damaged by a third party shall be the Department’s responsibility. The Contractor shall charge the Department its additional irrigation services hourly price and percentage mark up on parts, if required.

2.6.2. Any damage to the irrigation system, including any damage, leaks, or malfunctions of the irrigation system observed by the Contractor must be immediately reported to the DMS Facility Manager or designee.

2.6.3. Attachment B - Monthly Summary Report, must contain any details of any damage, leaks or malfunctions of the irrigation system previously reported to the DMS Facility Manager or designee.

2.6.4. Repair of any damage to the irrigation system caused by the Contractor, as determined by the Department, is the responsibility of the Contractor. Any cost of repairs for Contractor’s damage to the irrigation system shall be borne by the Contractor.

2.6.5. If a third party is engaged to make repairs to damage to the irrigation system caused by the Contractor, the cost of repairs to the irrigation system for damage caused by the Contractor will be paid directly to the company making the repairs.

The Department reserves the right to approve or deny the company proposed to make the facility irrigation system repairs.

2.7. Miscellaneous

2.7.1. Maintain a soil PH between 6.0 and 7.0 by the application of lime or sulfur. Soil samples are to be taken by the Contractor at the start of the Contract and annually thereafter. If the soil PH is not between 6.0 and 7.0 in the first sample, the contractor will provide the agency a price to bring the soil to the required PH. The Department reserves the right to purchase this service from a third party.

Contractor is not to include in its price for Basic Services the cost of this initial soil PH adjustment. The Contractor will report any applications on Attachment B - Monthly Summary Report.

2.7.2. Occasionally a tree may need to be staked or re-staked to correct a leaning

Attachment A: Statement of Work Page 8 of 11 problem. Tree ties shall be monitored closely and loosened, as necessary, to prevent girdling. Stakes shall be removed as soon as roots are established sufficiently to anchor the tree.

2.7.3. Trees, shrubs, grasses, and other plants shall show no sign of excessive dryness or excessive watering.

2.7.4. The Contractor shall monitor trees and shrubs for signs of disease and insect infestations. If plants are over twelve (12) feet in height, appropriate recommendations for treatment shall be submitted to the Facility Manager. If plants affected are less than twelve (12) feet in height, spot treatments are the responsibility of the Contractor. The Contractor must report any treatments on Attachment B - Monthly Summary Report.

2.7.5. The Contractor will implement and maintain xeriscape landscaping where possible to support water conservation measures.

2.7.6. Color displays shall provide fullness and impact and shall look fresh at all times.

Plants selected must be compatible with the climate in which they are installed.

Overall design must be in harmony and scale with the existing landscape and planting area.

2.7.7. All new plants shall be installed at the appropriate depth and on-center spacing.

New planting shall be watered in. All nursery tags shall be removed from planting material. All new plants must be native to the area and promote xeriscape landscaping.

2.7.8. The Contractor is responsible for monitoring the water needs of all seasonal color beds and coordinating the appropriate irrigation settings. The Contractor shall make provisions to provide watering services during each site visit for non-irrigated areas such as containers. The Contractor is responsible for ensuring that all local codes, ordinances, and other applicable regulations are followed.

2.8. Service Times

All services, unless otherwise coordinated and approved by the Facility Manager or designee, shall be provided by the Contractor between the hours of 7:00 a.m. and 7:00 p.m. local time, Monday through Friday, excluding State holidays (per section 110.117, F.S.). The Contractor shall establish a method of checking in and out with the Facility Manager to provide a verifiable method of tracking site visits, including the time of arrival and departure and services performed. Services may be accomplished on weekends if the Contractor provides the Facility Manager a verifiable method of determining the services provided and times the site visits are performed.

All grounds are to be cleaned of accumulated trash and debris prior to any other services being provided. This should be accomplished each time services are scheduled and performed.

The Contractor shall provide the following services at the specified frequency in addition to all other services described herein:

2.8.1. Weekly

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Clean parking areas, walkways, and drive lanes of all debris generated from each service. All grassy areas will be mowed a minimum of once weekly during the period of May through October. Edging of all driveways, sidewalks, street curbs, and flower beds will be done a minimum of once weekly during the period of May through October.

2.8.2. Bi-Weekly (every two (2) weeks, twice per month)

All grassy areas will be mowed a minimum of once bi-weekly during the period of November through April. Edging of all driveways, sidewalks, street curbs and flower beds will be done a minimum of once bi-weekly during the period of November through April.

2.8.3. Monthly

All bushes, hedges, flowerbeds, and ornamental vines will be trimmed and/or shaped at least monthly. Certain areas may require trimming more often for aesthetic reasons. Additional trimming will be at the discretion of the Facility Manager. Open fields and/or other areas designated as part of the site are to be mowed on a monthly basis. Areas of this nature will be identified during the required site visit.

2.8.4. Semi-Annual

New mulch will be put down in the months of April and October. Minimum fertilizer application will take place no less than twice a year in the spring and fall. All grass, trees, plants, and shrubs are to be fertilized according to industry standards applicable to geographic locations, plant material and grass type.

2.8.5. Annual

Lawns are to receive an application of iron annually or as needed, which will be determined by the soil samples taken by the Contractor. Application shall be done in such a manner as to avoid iron deposits on sidewalks.

SECTION 3 OTHER SERVICES (AS NEEDED)

The Department may request any or all of the following services during the course of the Contract.

These services will be requested by the Facility Manager or the Contract Manager with a scope of the services requested and a timeline for completion. The Contractor will be asked to provide a quote for the additional services from the prices on Attachment D - Price Sheet. Payment will be made upon completion of the service(s).

3.1. Pressure Washing

The Contractor shall provide or cause to be provided all equipment, labor, and materials required to pressure wash concrete and other surfaces as requested by the Department.

The designated areas are to be cleaned in their entirety, not spot-cleaned.

The Contractor shall furnish equipment capable of delivering high-pressure, hot water suitable for removing stains, spills, etc. from concrete and surfaces without damaging the surface material. In addition, equipment shall be capable of absorbing all runoff from pressure washings to prevent said runoff from entering the storm drain system.

3.2. Dethatching and Aerating

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The Contractor shall provide all equipment, labor, and materials required to dethatch and aerate grass areas as requested by the Department. The Contractor shall furnish the equipment necessary to dethatch and aerate grass areas without causing harm to the existing grass.

3.3. Tree Trimming

The Contractor shall provide all equipment, labor, and materials required to trim trees (fifteen (15) feet or less from the ground) located on the facility property as requested by the Department. The Contractor shall remove all trimmings and debris upon completion of the work without causing any harm to the existing grass and bushes around the workspace.

This section 3.3 does not apply to any tree trimming required by sections 2.2.5 and 2.2.6 hereof, which the Contractor shall perform as required thereby and not as other/additional services under this section 3.

3.4. Storm Debris Clean Up

The Contractor shall provide all equipment, labor, and materials required to clear all storm debris located on the facility property as requested by the Department. The Contractor shall remove all debris without causing harm to the existing grass and bushes around the workspace. This storm debris cleanup is intended to serve the needs of the Department should an occasional scenario occur where debris is required to be removed outside of a regularly scheduled service time.

3.5. Additional Irrigation Services (Optional)

3.5.1 Attachment D – Price Sheet, Hourly Price

If the Department is in need of additional irrigation services (outside of those identified in Sections 2.6.1 through 2.6.5), the Contractor shall provide hourly prices for the additional irrigation services identified in Attachment D – Price Sheet, with a percentage mark up for parts, if applicable, and in accordance with Section 2.6.1.

In the event additional irrigation services are required, the Department reserves the right to seek additional quotes and contract with a third party for performance of those services.

3.5.2 Attachment D – Price Sheet, No Hourly Price

If no hourly price was provided by the Contractor for the optional Additional Irrigation Services, the Department will seek quotes from certified irrigation vendors to perform the required work.

SECTION 4 PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

See Attachment C - Performance Standards and Guarantees.

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SECTION 5 CONSEQUENCES FOR NONPERFORMANCE

In addition to the specific financial consequences explained in the Attachment C - Performance Standards and Guarantees, the Department reserves the right to withhold payment or implement other appropriate remedies, such as contract termination or non-renewal, when the Contractor has failed to perform and comply with provisions of this Contract. These consequences for non-performance shall not be considered penalties.

SECTION 6 SUBCONTRACTORS

The Contractor shall use only those subcontractors as contained in the subcontracting form of the Contractor’s response to the solicitation. Should the Contractor desire to subcontract any services to a subcontractor not identified in the Contractor’s Response to the solicitation, the Contractor shall submit a written request to the Department’s Contract Manager and shall obtain prior written approval.

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