Attachment D - PWS CSC Landscape.pdf

June 2024

Region 8 Colorado Service Center Landscape, Grounds Maintenance and Snow Removal Services Specification

Request for Quote: RFQ1705196

SERVICE: Landscaping, Ground Maintenance, Snow Removal and Related Services

LOCATION:

LOCATION(S):

City/State Building Name Bldg. # Building Address

1. Denver, CO Alfred A. Arraj Courthouse CO0061ZZ 901 19th Street, Denver, CO 80204

2. Denver, CO Byron G. Rogers Courthouse CO0039ZZ 1929 Stout Street, Denver, CO 80294

3. Denver, CO Byron G. Rogers Federal Office Building CO0039ZZ 1961 Stout Street, Denver, CO 80294

4. Denver, CO Byron White Courthouse CO0009ZZ 1823 Stout Street, Denver, CO 80202

5. Denver, CO U.S. Custom House CO0006ZZ 721 19th Street, Denver, CO 80204

6. Denver, CO California Street Garage CO0050ZZ 2106 California Street, Denver, CO 80294

7. Denver, CO Welton Street Garage CO0051ZZ 2101 Welton Street, Denver, CO 80294

8. Denver, CO 22nd & Stout Street Parking Lot CO0053ZZ 22nd & Stout Streets, Denver, CO 80205

9. Denver, CO Cesar E. Chavez Memorial Building CO0054ZZ 1244 Speer Boulevard Denver, CO 80204

10. Denver, CO Fox Street Garage CO0054ZZ 1300 Fox Street Denver, CO 80202

11. Boulder, CO David Skaggs Research Center (DSRC) CO0055ZZ 325 Broadway, Boulder, CO 80305

PERIOD OF PERFORMANCE:

10 MONTH BASE AND FOUR ONE YEAR OPTION

Base: April 1, 2025 - January 31, 2026 Option Year 1: February 1 , 2026 - January 31, 2027 Option Year 2: February 1 , 2027 - January 31, 2028 Option Year 3: February 1 , 2028 - January 31, 2029 Option Year 4: February 1 , 2029 - January 31, 2030

SOLICITATION ISSUE DATE: June 26, 2024

OFFER RECEIPT DATE/TIME: August 13, 2024 2:00PM

Table of Contents

B. SERVICES, ORDERING AND PRICES 11

B.1. Description of Services 11 B.2. Alternate Bid/Offer For Additional Services 11

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK 12

SECTION 1 GENERAL REQUIREMENTS 12

C.1.0 General 12

C.1.0.1 Facilities Engineering 12 C.1.0.2 Systems Thinking 12 C.1.0.3 Partnering 13 C.1.0.4 Tenant Satisfaction 13 C.1.0.5 GSA Programs and Strategic Objectives 14 C.1.0.6 Guiding Principles 14

C.1.1 Scope of Work 15 C.1.1.1 Contract Systems and General Objectives 15 C.1.1.2 Scope Exclusions 16 C.1.1.3 Discrepancy in the Specifications 16

C.1.2 Staffing and Ability to Communicate 16 C.1.2 Minimum Staffing Plan 17 C.1.2.1 Qualifications of Project Manager and Onsite Supervisory Personnel 19 C.1.2.2 Authority 20 C.1.2.3 Communication Equipment 20 C.1.2.3.1 Prohibited Telecommunications Equipment 20 C.1.2.3.2 CIO 2100 IT Security Policy 21 C.1.2.4 Language 21 C.1.2.5 Employee Suitability 22 C.1.2.6 Employee Technical Qualifications 22 C.1.2.7 Certifications 23 C.1.2.7.3 Qualifications of Technicians 23 C.1.2.7.6 Qualifications of a Production Control Clerk 24 C.1.2.8 Employee Training 24 C.1.2.8.1 Asbestos Awareness Training 24 C.1.2.8.2 Government Provided Training 25 C.1.2.8.3 Education Requirements and Certifications 25 C.1.2.8.4 NCMMS Training 25 C.1.2.8.5 Lead Awareness Training 26 C.1.2.9 Appearance 26 C.1.2.10 Standards of Conduct 27

C.1.2.11 Recording Presence 27 C.1.2.12 Personal Identity Verification Requirements 27 C.1.2.13 Credentials and Identification 28 C.1.2.14 Escorting 28 C.1.2.15 Occupancy Emergency Plan (OEP) 29

C.1.3 Quality Control Program 29 C.1.3.0.1 Quality Control Plan 29 C.1.3.0.2 Quality Control Plan Contents 30

C.1.3.0.2.1 Inspection and Data collection Program 30 C.1.3.0.2.2 Methods 30 C.1.3.0.3.1 Data Collection and Analysis Program 30 C.1.3.0.3.2 Methods 30

C.1.3.1 PERFORMANCE EVALUATION AND REVIEW 31

C.1.3.1.1 General: 31 C.1.3.1.2 Communications Requirements: 31

C.1.4 Quality Assurance 32 C.1.4.1 Contracting Officer's Representative (COR) 33 C.1.4.2 Government Monitoring 33 C.1.4.3 Performance Evaluations 34

C.1.5 Physical Security 34 C.1.5.1 Key Control 34 C.1.5.2 Lock Combinations 34

C.1.6 Safeguarding Sensitive Data and Information Technology Resources 34 C.1.6.1 General 34 C.1.6.2 Safeguarding and Dissemination of Controlled Unclassified Information35

C.1.6.2.1 General 35 C.1.6.2.2 Marking CUI 36 C.1.6.2.3 Authorized Recipients 36 C.1.6.2.4 Dissemination of CUI Information 36

C.1.6.2.4.1 By Electronic Transmission 36 C.1.6.2.4.2 By Non-electronic Form or on Portable Electronic Data Storage Devices 37 C.1.6.2.4.2.1 By Mail 37 C.1.6.2.4.2.2 In Person 37

C.1.6.2.5 Record Keeping 37 C.1.6.2.6 Safeguarding CUI Documents 37 C.1.6.2.7 Destroying CUI Information 37 C.1.6.2.8 Notice of Disposal 38

C.1.6.2.9 Incidents 38 C.1.6.2.10 Subcontracts 38 C.1.7 Hours of Operation 38

C.1.7.1 Normal Working Hours 38 C.1.7.2 Core Coverage Hours 39 C.1.7.3 Recognized Holidays 39 C.1.7.5 Property Access 39 C.1.7.6 Gate Control Access 39

C.1.8 Conservation of Utilities 40 C.1.9 Use of NCMMS 40

C.1.9.1 General 40 C.1.9.2 Operations 41 C.1.9.3 Reporting 44 C.1.10 Documentation and Records 44 C.1.11 Ordinances, Taxes, Permits, and Licenses 44 C.1.12 Other Contractors 45 C.1.13 Government Forms 45

SECTION 2 DEFINITIONS 45

C.2.0 General 45

SECTION 3 GOVERNMENT-FURNISHED PROPERTY 59

C.3.0 General 59 C.3.1 Electric Power 59 C.3.2 Water Source 59 C.3.3 Contractor Office Space and Furnishings 59 C.3.4 Storage Space 60 C.3.5 Network Equipment and Computer Hardware 60

SECTION 4 CONTRACTOR-FURNISHED PROPERTY

SUPPLIES/MATERIAL/EQUIPMENT 61

C.4.0 General 61

SECTION 5 OPERATION-SPECIFIC REQUIREMENTS 61

C.5.0 General 61 C.5.1 Inspection and Performance Plan 62

C.5.3 Asset Inventory 63 C.5.3.1 General: 63 C.5.3.2 Operations 63 C.5.3.3 Reporting 66

C.5.4 Safety Management 67 C.5.4.1 General 67

C.5.4.2 Workplace Safety and Health Program 67 C.5.4.2.1 Reporting 67

C.5.4.3 Scheduling and Record Keeping 67 C.5.4.3.1 Reporting 67

C.5.4.4 Fall Protection 68 C.5.4.7 Confined Spaces 68 C.5.4.8 Facility Hazards and Accidents 68

C.5.4.8.1 Hazards 68 C.5.4.8.2 Accidents 68

C.5.4.9 Disruptive or Hazardous Equipment 68 C.5.4.9.1 Tools 68 C.5.4.9.2 Hooks, Cranes, Hoists Chains and Slings 69

C.5.4.10 Scheduled Disruption to Utilities, Lighting, Fire Protection & Life Safety Systems, or Space Conditioning 69

C.5.4.11 Safety Data Sheets and Hazard Communication Plan 69 C.5.4.11.1 Safety Data Sheets 69 C.5.4.11.2 Hazard Communication Plan 69

C.5.4.12 Labeling and signage 70 C.5.4.13 Emergency Shutdown Instructions 70

C.5.4.14 Electrical Safety 70 C.5.5 Environmental Management 71

C.5.5.1 General 71 C.5.5.5 Fuel Storage Tank Management 71 C.5.5.5.1 Fuel Storage Tanks 72 C.5.5.5.3 Aboveground Storage Tanks 72 C.5.5.6 Solid Waste 73 C.5.5.9 Facility Hazards 73 C.5.5.10 Disposition of Hazardous Waste 73 C.5.5.11 Backflow Prevention Devices 74 C.5.5.12 Potable Water Systems - Reserved 74 C.5.5.13 Reporting 74

(a) Waste Reports 74

(b) Environmental Compliance 75

(c) Sustainable Purchasing Practices 75

(d) Sustainable Product Standards 76

(e) Proof of Compliance 76

C.5.5.14 Contractor Pandemic Plan 76

C.5.5.15 RESERVED 78

C.5.5.16 Stormwater Maintenance and Municipal Separate Storm Sewer System (MS4) or Equivalent Compliance. 78 C.5.6 Energy and Water Efficiency 80 C.5.6.1 General 80 C.5.6.2 Operations 81 C.5.6.3 Reporting 81

C.5.10 Tours 81 C.5.10.1 General 81 C.5.10.2 Proactive Facility Tours 81 C.5.10.5 Tour Logs 82 C.5.10.6 Reporting 82

C.5.11 Repairs 82 C.5.11.1 General 82

C.5.11.2 Operations 84 C.5.11.2.1 Non Reimbursable Repair 84 C.5.11.2.2 Partially Reimbursable Repairs 84 C.5.11.2.3 Fully Reimbursable Repairs 85

C.5.11.3 Warranties 85 C.5.11.4 Third-Party Contractors 85

C.5.12 Work Orders 86 C.5.12.1 General 86 C.5.12.2 Operations 86

C.5.12.2.1 Emergency Work Order (During Hours) 87 C.5.12.2.2 Emergency Callback (Beyond Normal Work Hours) 88 C.5.12.2.3 Urgent Work Order 88

C.5.12.2.4 Routine Work Orders 88 C.5.12.3 Data Maintenance 89 C.5.12.4 Reporting 89

C.5.13 Additional Services Indefinite Quantity Provisions 89 C.5.13.1 General 89 C.5.13.2 Price Proposal for Additional Services Work Request 90

C.5.13.2.1 Parts and Materials 90 C.5.13.2.2 Labor 90

C.5.13.3 Additional (Non-Pricing Schedule) Subcontracts 90 C.5.13.4 Indirect Costs (Markup) 90 C.5.13.5 Proposal Review 91 C.5.13.6 Additional Services Work Request Ordering and Invoicing 91 C.5.13.7 Cost Documentation 91

C.5.14 Support Services 91 C.5.14.1 General 91 C.5.14.2 Miscellaneous Work - RESERVED 92 C.5.14.3 Review of Design Documents 92

C.5.14.3.1 Reporting 92 C.5.14.4 Service Request and Administrative Support /Customer Service Desk 92 C.5.14.7 Technical Program, Property, and Project Support 92

C.5.14.7.2 Project Management Assistance 93 C.5.15 Monthly Progress Report 93

C.5.15.1 General 93 C.5.16 Reference Library 94

C.5.16.1 General 94

SECTION 6 MAINTENANCE SPECIFIC REQUIREMENTS 94

C.6.0 General 94 C.6.1 Maintenance Standard 95 C.6.7 Domestic Plumbing Systems 96

C.6.7.1 General 96

SECTION 7 ADMINISTRATIVE INSTRUCTIONS 96

C.7.0 Initial Inspection 96 C.7.1 Existing Deficiency Inspection/Initial Deficiency Report 97 C.7.2 Transition Phase 98

C.7.2.1 Transition Phase Schedule 99 C.7.3 Phase-out Transition Period 99 C.7.4 Contract Closeout Examination and Withholding of Final Payment 100

SECTION 8 PUBLICATIONS AND STANDARDS 101

C.8.0 General 101 C.8.1 General Publications 101 C.8.2 Federal Publications 102

SECTION 9 OBJECTIVES AND SCOPE 106

C.9.0 General 106 C.9.1 Cleaning Hours 106

C.9.1.1 Emergency After Hours Support 106 C.9.2 Sustainable Cleaning 107 C.9.3 Sustainable Cleaning Plan 107 C.9.4 Exposure Control Plan 107 C.9.5 Contractor Pandemic Plan – Reserved see C.5.5.14 108

SECTION 10 CUSTODIAL STANDARD SERVICES 109

C.10 Standard Services 109

C.10.2 Exterior Services 109 C.10.2.1 Canopies/Shade Structures 109 C.10.2.2 Hard Surface Areas 110 C.10.2.3 Ash Receptacles and Trash Containers 110 C.10.2.4 Surfaces (Signs, Tables, Benches, Site Furniture, etc.) 110 C.10.2.5 Graffiti Removal 110 C.10.2.6 Excrement Removal (Human, Bird and Animal) 110 C.10.2.7 Policing Outside Areas 113 C.10.2.8 Exterior Water Features (ARRAJ) 113 C.10.2.9 Pressure Washing 113

SECTION 11 GROUNDS MAINTENANCE 115

C.11 Grounds Maintenance 115

C.11.1 Landscape Erosion Management 116 C.11.2 Composting 116 C.11.3 Trees and Shrubs 116 C.11.3.1 Tree Thinning 118 C.11.4 Mulching 118 C.11.5 Mowing and Trimming 118

C.11.5.1 Unimproved Grounds and Improved Grounds 119 C.11.6 Leaf Removal 119 C.11.7 Overseeding, Dethatching, Plugging and Renovate 120 C.11.8 Fertilization 120 C.11.9 Flowerbeds and Plants 120 C.11.10 Soil and Ground Covers 120 C.11.12 Fence Lines 120

C.11.13 - RESERVED 121

C.11.14 Weed Control 121 C.11.15 Irrigation 121 C.11.15.1 Backflow Preventers 122

C.11.15.1 Excavation/Soil Disturbing Activities 123 C.11.16 Watering 123 C.11.17 Integrated Pest Management Plan (IPM) 123 C.11.18 Snow and Ice Removal 124

C.11.18.1 Snow and Ice Removal Plan 129 C.11.18.2 Snow and Ice Related Damages 130

SECTION 12 SOLID WASTE MANAGEMENT 131

C.12 Solid Waste Management 131

C.12.1 Solid Waste Management Program 131

C.12.1.2 Solid Waste Audits 131 C.12.1.3 Solid Waste Removal and Disposal 132 C.12.1.4 Solid Waste Records and Reports 132 C.12.1.5 Pick-ups on Call 133

C.12.2 Recycling 133 C.12.2.1 Extent of Work 133 C.12.2.2 Recyclable Materials Disposition 133 C.12.2.3 Recycling Containers 133 C.12.2.4 Recycling Proceeds 134

C.12.3 Battery and Electronic Recycling 134 C.12.3.1 Submittals 135 C.12.3.2 Equipment 135 C.12.3.3 Submittals Material Removal 135 C.12.3.4 Disposal 136

C.12.4 Reports 136

SECTION 13 INTEGRATED PEST MANAGEMENT 136

C.13 Integrated Pest Management 136

C.13.0 General 136 C.13.1 Preventive Pest Maintenance 136 C.13.2 Initial Pest Assessment 137 C.13.3 Recommendations for Pest Management and Control 137 C.13.4 General 138 C.13.5 Pests Included and Excluded 138 C.13.6 Integrated Pest Management Plan 138 C.13.7 Pesticide Application 139 C.13.8 Structural and Procedural Recommendations 139 C.13.9 Record Keeping 140 C.13.10 Manner and Time to Conduct Service 140 C.13.11 Insect Control 140 C.13.12 Rodent Control 141 C.13.13 Safety and Health 142

SECTION 15 ABOVE STANDARD SERVICES 142

C.15 Above Standard Services 142

C.15.4 - RESERVED 143

C.15.6 Government Furnished Trees and Plants 143 C.15.8 Graffiti Removal 143

C.15.9 - RESERVED 143

SECTION 16 EXHIBITS 143

EXHIBIT 1: Denver and Boulder properties Information Sheets 145 EXHIBIT 2: Contractor Chart of Deliverables for COR 146 EXHIBIT 3: Exposure Control Plan (ECP) Example 150 EXHIBIT 4: Exterior Building Washing Guidance 153

B. SERVICES, ORDERING AND PRICES

This solicitation contains a work statement for a performance-based service. This means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the work unless there are safety, security or communication requirements.

The contractor will be required to maintain a quality control program to ensure that the requirements of this contract are met. This program shall be created for identifying and correcting deficiencies in the quality of services before the performance becomes unacceptable.

B.1. Description of Services The Contractor shall provide all management, supervision, labor, materials, supplies and equipment (except as otherwise provided), and shall plan, schedule, coordinate and assure effective performance of all services described herein. The Contractor will be required to provide Management, Landscaping, Grounds Maintenance, Waste Management, and Snow Removal and related services during the initial ten (10) months of service, plus four (4) one-year (12 months) options in accordance with the requirements of this solicitation and prices for basic and alternate services.

B.2. Alternate Bid/Offer For Additional Services Offerors must quote a price per man-hour for providing additional services when ordered by the Contracting Officer (CO)/Contracting Officer’s Representative (COR) in addition to the services specified as “basic services” in Section C. This additional services provision is to be used to satisfy the Government’s short-term non-recurring need for service.

Should a continuing need for additional service arise; a contract modification will be negotiated pursuant to the “Changes” clause contained on the Supplemental Contract Clauses Service Contracts.

Orders for additional services may be placed for each service by the CO. All individual orders will be confirmed by issuance of a GSA Form 300, Order for Supplies or Services. The GSA Form 300 will describe the service provided and will establish the hours of service for which the Contractor will be compensated, based on the CO or his/her designee authorization log. Monthly orders totaling less than $2,500.00 will be processed via use of the Government Visa credit card or direct pay system as shown in Section G, and will not be confirmed in writing. If an emergency arises after hours, the contractor must contact the COR for authorization to perform emergency repairs.

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

SECTION 1 GENERAL REQUIREMENTS

C.1.0 General This is a Performance Based Work Statement (PWS) for Landscaping, Grounds Maintenance, Waste Management, Snow Removal and Related Services defined under the scope of this contract. This PWS describes the minimum requirements of the U.S.

General Services Administration (GSA) and acceptable outcomes to be performed by the Landscaping, Grounds Maintenance, Snow Removal and Related Services Contractor (known from here on as Contractor). All, or part of, the successful offeror’s Management Plan shall be incorporated into the contract.

C.1.0.1 Facilities Engineering GSA intends to purchase Contractor provided technical and managerial expertise to assist in the holistic management of the Government's properties in relation to landscaping, grounds maintenance, snow removal and related services over the long term and for this contract. For the purpose of this contract, this relates to the overall properties including but not limited to the maintenance of: exterior grounds/services, equipment, systems, solid waste management, integrated pest management and above standard services stipulated in this performance work statement. This program strategy has taken the name “facilities engineering” and has proven to be a successful model resulting in efficient and effective management, while maintaining a lower overall cost.

The facilities engineering model is dependent upon an effective partnership with a highly skilled Contractor whose objectives are based on mutual understanding of the stated requirements and objectives. A higher level of effective communication between the Government and Contractor is essential for partnering and for this performance based service contract to succeed, whereas the success of this contract is shared between the Government and the Contractor. More emphasis is placed on the Contractor’s self-management of quality, not the usual inspection by Government inspectors, although that is a part of this contract as well. All parties shall act proactively to reduce service cost.

C.1.0.2 Systems Thinking To establish a standard of facilities engineering practices, thought processes and problem solving throughout the model, GSA established a program philosophy rooted in “systems thinking” whereby the means and methods for providing effective operations and maintenance of properties through landscaping, grounds maintenance, snow removal and related services are established through investigations, metrics, and feedback loops, and by establishing a partnership between the Government and

Contractor to achieve joint performance objectives. The goal of applying systems thinking to overall property management is to see that every action or decision in operating, maintaining, and retrofitting/modifying the exterior grounds, related items/elements, equipment and associated systems shall result in an impact (financial, environmental or, human resource, or any combination thereof), and to evaluate the “full circle” implications. Long term application of systems thinking throughout GSA has resulted in both Contractor and Government joint command of short-term and long-term cohesive management of the Government's properties. This concept will also be applied in relation to this landscaping, grounds maintenance and related services contract.

C.1.0.3 Partnering GSA seeks to establish a partnering relationship with the Contractor to accomplish the program objectives in this contract. The objective of the partnering process is to provide an effective problem-finding/problem-solving management team composed of personnel from both parties, thus creating a single culture with one set of goals and objectives.

Partnering requires that both parties recognize and address those opportunities and challenges that shall be confronted to help maintain the health of the Contractor/GSA relationship. The relationship is based on trust, dedication to common goals, and an understanding of each other's individual expectations and values. The team shall utilize a facilities engineering and systems thinking approach to provide solutions from a global perspective. The outcome of this initiative is for GSA to leverage Contractor expertise to assist GSA in accomplishing GSA goals and objectives.

GSA team members, as a minimum, shall include the Contracting Officer Representative (COR), Property Manager(s), Facilities Management Subject Management Experts (SME), and if necessary the Contracting Officer.

Recurring partnering meetings will be vital in establishing a complete understanding by all stakeholders of the government's key performance measures and contract requirements, and in communicating means and methods by which the Contractor is working to ensure they are consistently met.

C.1.0.4 Tenant Satisfaction While all GSA measures are important, it is imperative that the Contractor has an understanding of the government’s prioritization of commitment to tenant satisfaction. In order to improve the customer experience, it is necessary that the Contractor ensure that accurate and timely communications on issues that have a global impact on the tenant environment are communicated timely to GSA.

C.1.0.5 GSA Programs and Strategic Objectives The Contractor shall work closely with GSA in management of strategic program goals and objectives. These goals, objectives and measures include but are not limited to the following:

● Assimilate into GSA programs and strategic objectives

○ Management of GSA objectives, performance measures and KPIs (energy and water consumption, tenant satisfaction, NCMMS, and sustainability, etc.)

■ Environmental Compliance

■ GSA Sustainability Program

■ Tenant Satisfaction

○ Leveraging GSA information technology resources (current examples include, but are not limited to, the following)

■ Use of the GSA Google Platform (Google Drive (shared documents, sites, storage)

■ Use of GSA networks and automation systems on the network (shared document storage, paperless environment)

■ Metering and analysis technologies

● To work jointly and/or in stewardship with other facility related initiatives including design, construction and other activities performed by GSA or other 3rd party contractors

○ Architectural and engineering, construction, studies and surveys, environmental and energy assessments, etc.

○ Upon invitation participate in - Design reviews, consultation, punch lists, quality inspections, etc.

C.1.0.6 Guiding Principles The Contractor, through innovation, technology, or other means, shall perform the required maintenance of these facilities by following our Guiding Principles for Sustainable Buildings:

1. Employ Integrated Assessment, Operation and Management Principles

a. In conjunction with the CO or his/her designee establish operational performance goals for energy, water, material use and recycling, and ensure incorporation of these goals throughout the lifecycle of this contract

b. Ensure that operating decisions are carried out with regard to sustainable operations.

c. Use low emitting materials for maintenance, fertilizer and weed sprays. In particular, use products that have low pollutant emissions; adhesives, sealants, and solvents.

d. Use products meeting or exceeding EPA’s recycled content recommendations for building maintenance.

e. For more information see EPA’s Comprehensive Procurement Guideline website.

f. Use materials with the highest content level per USDA’s biobased content recommendations (website) for maintenance of or use upon the land and grounds surfaces.

g. Use environmentally preferable products that have a lesser or reduced effect on human health and the environment,

h. Provide salvage, reuse and recycling services for waste generated from building operations, maintenance, and repair and discarded equipment.

i. Eliminate the use of ozone depleting compounds where alternative environmentally preferable products are available consistent with the Clean Air Act.

2. Optimize Energy Performance – GSA is in the process of optimizing energy performance through many means and processes. Operate all equipment to optimize efficiency to reduce energy use and otherwise seek operating costs reductions wherever possible

3. Protect and Conserve Water where possible inside and outside. Metering systems may be already installed or will be installed in government buildings to aid in reducing consumption. Where available use EPA’s WaterSense-labeled products or other water conserving products, where available.

4. Be aware that the equipment and management involved with this contract may be in the process of establishing processes, instituting plans, and operational procedures to meet energy efficiency goals either through receiving an ENERGY STAR rating, LEED or comparable programs. The contractor will play an integral part of obtaining these goals and should be aware of the programs and processes.

5. The policy of GSA is to bring existing equipment into conformity with GSA’s Strategic Sustainability Performance Plan (SSPP).

The following sections detail the GSA minimum requirements and acceptable outcomes. The Contractor shall closely monitor all aspects of the work, identify deficiencies and implement corrective action, without reliance on Government oversight.

C.1.1 Scope of Work C.1.1.1 Contract Systems and General Objectives The Contractor shall provide management, supervision, labor, materials, equipment, and supplies (shipping & handling) and shall be responsible for the efficient, effective, economical, and satisfactory landscape, grounds maintenance, snow removal and waste removal operations, scheduled and unscheduled maintenance, repair of equipment and systems,(listed below), and all related services located within the property line of the Denver and Boulder properties.

a. Landscaping, grounds maintenance and related services

b. Snow and Ice Removal

c. Maintenance of landscape irrigation systems to include backflow devices, controllers, pumps, timers, sensors and sprinkler nozzles.

d. All control systems that are within the scope of this Contract:

1. Automation Systems (such as the irrigation system, are connected to the

GSA network, the Contractor’s employees will need to obtain a GSA Enterprise (ENT) account to access systems).

e. Waste Management and Recycling

f. Storm drainage equipment and systems

g. Post Storm Clean up

h. Management of grass, flowers, trees, bushes and shrubs

i. Provide program administration (to include tracking of service requests and input of some existing and replacement items in NCMMS system)

j. Service request desk operations to include asset/equipment records management, real-time production control and dispatching of tenant or any reactive requests for all types of services, development and scheduling of planned maintenance and repairs, creation and use of query based reports, and record keeping using the National computerized maintenance management system (NCMMS).

k. Custodial and Related Services

C.1.1.2 Scope Exclusions Excluded from this scope are:

a. Perimeter fence and gate repairs

b. Intervening with maimed animals other than to contact Denver/Boulder Animal

Control to Report them

c. Pest and Rodent control inside of buildings

C.1.1.3 Discrepancy in the Specifications In any cases of a discrepancy in the specifications, the matter shall be immediately submitted to the Contracting Officer (CO). The decision of the CO as to the proper interpretation of the specifications shall be final, in accordance with the Disputes Clause of this Contract.

C.1.2 Staffing and Ability to Communicate The Contractor must provide all management, supervision, labor, subcontracts, materials, equipment, and supplies as necessary to meet all the requirements and objectives as detailed within this PWS. A staffing plan shall be included as a portion of the Contractor’s Management Plan including key personnel and qualifications.

The Contractor must propose and adhere to a staffing and subcontracting plan that provides sufficient numbers of personnel at the various levels of expertise to ensure all requirements of this contract are achieved.

Provide qualified staff and onsite personnel to ensure services are continued without disruption to the tenant. The Contractor must be able to respond immediately to a variety of service requests involving multiple trades, including the operation, troubleshooting, and maintenance of Denver and Boulder properties operations.

The labor categories in the staffing and subcontracting plan shall correlate with the categories in the Service Contract Act. Personnel must be properly licensed and certified to work on facility systems or equipment for which licensed and or certified personnel are required by Federal, State, or local law, codes, or ordinances. Any qualitative or quantitative changes to the proposed staffing or subcontracting plan (including both the number of personnel, qualifications, and/or the areas of expertise or disciplines) must be approved by the Contracting Officer and their designee. Approval may be contingent upon an equitable adjustment in contract payment. Prolonged and/or unjustified vacancies beyond thirty calendar days may result in an equitable adjustment or payment deduction.

The contractor must submit emergency contact information for key personnel (including subcontractors, as applicable) to the COR or designee during the Transition Phase.

C.1.2 Minimum Staffing Plan

The Contractor shall:

A. Provide qualified staff and onsite technicians to ensure services are continued without disruption to the tenant. The Contractor shall be able to respond immediately to a variety of service requests involving multiple trades, including the operation of building control and energy management systems. Technicians shall be certified and properly licensed to work on building systems, where applicable, in accordance with Federal, State, or Local laws, codes, or ordinances.

1. Project Manager - The Project Manager is a person, designated in writing, by the Contractor, who has complete authority to act for the Contractor in every detail, on a day-to-day basis, during the term of the contract. This includes authority to accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor.

2. Onsite Maintenance Supervision - Onsite Maintenance Supervision is a person(s) designated in writing by the Contractor, who has the authority to direct the workforce, and the work to be accomplished under this contract on behalf of the Contractor. This position is dedicated to workload management, planning, supervision, inspections, and Quality Management; not the performance of service requests or preventive maintenance. Depending on Minimum Staffing Plan, agreed to by GSA, the Onsite Maintenance Supervisor(s) may be the same person as Project Manager. NOTE: If the accepted Minimum Staffing Plan does not include an additional supervisory position, other than the Project Manager, then the Project Manager must be onsite.

If leave is needed for either the Project Manager, or the Onsite Maintenance Supervisor, for 1-5 business days, these positions can cover for each other. If the accepted Minimum Staffing Plan does not include an additional supervisory position, other than the Project Manager, then the contractor shall propose, to the CO or their designee, a qualified employee to cover absences.

If leave over 5 business days is needed for the onsite Project Manager or the Onsite Maintenance Supervisor, the Contractor must provide a written plan on how coverage will be provided that does not include a solution where these positions cover for each other.

3. Production Control and Administrative Support - At a minimum the Contractor should have a position dedicated to Production control and other Administration.

4. Irrigation Technician - At a minimum the Contractor should have staff dedicated to Irrigation

B. Maintain communication with the Government during normal duty hours and after hours for emergencies.

C. Immediately notify the CO or their designee of any recognized safety hazard that might severely affect the building occupants.

D. Develop and submit to the CO or their designee within 6 business days of contract award a list of key personnel and emergency contact information (which may include subcontractor contacts, as applicable).

E. Shall have all contract employees, including subcontractor employees, sign in and out, upon entering or exiting the building using a log established at each building for security and contract administration purposes.

F. On each official Federal workday the Contractor shall provide fully qualified and trained mechanical personnel and appropriate administrative support staff on the premises to enhance satisfactory/timely performance and customer service response and delivery to building tenants.

1. At a minimum, these personnel shall be on the premises and available to the CO/COR during core working hours established in this performance work statement. Monday through Friday, excluding Federal Holidays.

2. Support staff duties shall include answering the phones for the Contractor during normal working hours established in this PWS, with a backup to be provided if the support person is off. (During breaks and lunch periods, the phones may roll over to a cell phone.)

3. Offerors are advised that the "On Premises" hours specified above DO NOT necessarily represent the time needed to successfully perform all the building operation and maintenance services specified herein.

4. Also, "On Premises" hours are NOT IN ADDITION TO the normal work requirements outlined in this specification. These hours can be performed in conjunction with other on-site work requirements (except reimbursable repairs) and which does not otherwise prohibit service delivery responsibilities.

C.1.2.1 Qualifications of Project Manager and Onsite Supervisory Personnel The project manager is a person, designated in writing by the Contractor, who has complete authority to act for the Contractor in every detail during the term of the contract. The Project Manager must have the authority to accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor. The Project Manager's physical location and availability must be satisfactory to the Contracting Officer and/or the designee. The Project Manager must have at a minimum, seven (7) years of Landscape/Denver and Boulder properties Management type experience, with at least four (4) years in a project management/supervisory role. The proposed Project Manager’s experience must be in the operation, management, and supervision of Landscape and Snow Removal maintenance operations for land areas of the approximate size, complexity, and characteristics of the location to be covered by this contract. A detailed resume containing the information specified in this document must be submitted to the CO and their designees for approval during the Transition Phase and prior to the assignment of the project manager to the contract. Both new and replacement project managers must meet these qualification standards. Minimally the resume must contain:

1. The full name of the proposed project manager.

2. A detailed description of the previous seven (5) years’ employment history of the proposed project manager.

3. The names and addresses of the companies for whom the proposed project manager worked for the past seven (5) years, along with the names and telephone numbers of the immediate supervisors.

The Onsite Supervisor(s) shall possess at least 3 years of recent experience in directing operation and maintenance of landscape and snow removal services in a supervisory capacity, which includes knowledge of irrigation systems, managing snow removal activities, maintaining grass, flowers and trees, and other characteristics for locations of the approximate size, complexity of the location to be operated and maintained under this Contract. A detailed resume for each candidate containing the information specified in this document shall be submitted to the CO or their designee for approval during the Transition Phase and prior to the assignment of any supervisor to the Contract. Both new and replacement onsite supervisors shall meet these qualification standards.

Minimally the resume shall contain:

1. The full name of the proposed supervisor.

2. A detailed description of the previous 3 years’ employment history of the proposed supervisor.

3. The names and addresses of the companies for whom the proposed supervisor worked for the past 3 years, along with the names and telephone numbers of the immediate supervisors.

C.1.2.2 Authority The Project Manager shall have complete authority to act for the Contractor in every detail during the term of the Contract, and shall have the authority to exercise financial expenditures and controls, accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor.

C.1.2.3 Communication Equipment The Contractor shall provide key operational personnel (Managers, Supervisors) with portable electronic means to communicate with GSA for all work covered under this Contract (Work Orders, emergencies, status of projects). Outside of normal working hours, the Contractor shall maintain some designated form of communication with on-call staff to allow the CO or their designee to contact such on-call staff at any time for emergency response. Electronic communication methods are the following:

● Phone/Emails/Text messaging smartphone or tablet devices. The Contractor is responsible for all initial and monthly costs associated with the device(s). Such devices shall be on the list of GSA- approved devices for remote mobile management. This shall allow for mobile access to GSA email and Building Automation Systems (BAS) alarms. The process for this and the list of currently approved devices is available upon request. Contractor personnel under this Contract must obtain and maintain an official GSA ENT account (this is your enterprise account for signing into systems administered by GSA) and monitor their GSA email account for all notifications.

● Fax. Receiving and sending faxes is acceptable as a secondary communication method for locations that have problems with wireless device signal strength.

However, delaying faxes because of combined usage of voice and fax on the same line is not acceptable.

● Administrative Station – The management of NCMMS for the contract equipment and services will require at least one administrative station to administer the scheduling, communication log, creation and modification of route plans, creation of task planning, work order process flow, report generation and maintenance, preventive maintenance tracking and accomplishment for the contract, and numerous other functions not able to be performed on portable device. The contractor is responsible for providing internet connection for this administrative station in order to gain access to the web based NCMMS database. GSA will provide a Government approved laptop for use of the NCMMS system. The contractor is responsible for the training of contract personnel on the use of the device, how to perform an email/text, how to use their radio, tablet and phone.

Note: In areas where cellular service is unavailable, or unreliable, special exceptions shall be made by the CO or designee on a case-by-case basis.

C.1.2.3.1 Prohibited Telecommunications Equipment The contractor shall comply with Section 889 of the John S. McCain National Defense Authorization Act (NDAA) for Fiscal Year 2019. Section 889 of the NDAA includes two prohibitions regarding certain telecommunications and video surveillance equipment and services (telecom).

● Part A, the Government cannot obtain prohibited telecom: Effective August 13, 2019, the Government may not obtain (through a contract or other instrument) certain telecommunications equipment or services produced by the following companies or their subsidiaries and affiliates:

o Huawei Technologies Company o ZTE Corporation o Hytera Communications Corporation o Hangzhou Hikvision Digital Technology Company o Dahua Technology Company

● Part B, Contractors cannot use prohibited telecom: Effective August 13, 2020, the Government may not contract with an entity that uses telecommunications equipment or services, as a substantial or essential component of any system, or as critical technology as part of any system, produced by the same companies listed in Part A.

○ Use is “regardless of whether that use is in performance of a Federal contract”

○ Section 889 Part B applies to every contract: no matter what your company makes or sells. As of August 13, 2020, any technology the Contractor uses must be checked to ensure that it does not include prohibited components and be able to complete representation/reporting requirements in Federal Acquisition Regulation (FAR) subpart 4.21

C.1.2.3.2 CIO 2100 IT Security Policy The Contractor shall ensure compliance with GSA Order CIO 2100.1N. Contractor core personnel under this Contract must obtain an official GSA email account. Employees must have clearance before they shall access GSA email, NCMMS, or other Government systems. The GSA Order CIO 2100 prohibits an employee or Contractor supporting GSA from creating or sending information using a non-official GSA electronic messaging account (i.e., company or personal email account). The Contractor shall ensure compliance with the Department of Homeland Security ICS-CERT cyber security guidance and recommendations. Guidance can be found at the GSA Directives Library located here.

C.1.2.4 Language On-site personnel and the Contractor’s Point of Contact (POC) for GSA need to be proficient in English, and must be able to read, write, speak, and understand English.

https://www.gsa.gov/directives-library/gsa-information-technology-it-security-policy-16

C.1.2.5 Employee Suitability The GSAR 552.237-71 Qualifications of Employees (May 1989) clause shall be followed at all times during the performance of this Contract.

a. All Contract employees requiring routine unescorted access to federally controlled facilities or information systems, or both, for more than six months (Regular Employees) shall be required to undergo a suitability determination before personal identification verification (PIV) card is issued. After the request for suitability determination is sent to the determining authority, requested personnel may not enter the facility for work associated with the contract. They may enter to attend training or indoctrination activities only. After their initial favorable suitability determination is received, Contractor personnel may enter for work and shall comply with normal facility access control procedures, including recording presence, temporary badging, and escorted entry, as applicable. When a favorable final suitability determination is received and PIV card issued, entry will be allowed by presenting the PIV card.

b. Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the Contract.

c. Contract employees working less than six months (Temporary Employees) shall, at the Government's option, be required to undergo a lesser form of suitability determination. Prior to the time that an identification card is issued, if at all, such Temporary Employees shall be required to comply with normal facility access control procedures, including recording presence, temporary badge, and escorted entry, as applicable.

d. The Government, at its sole discretion, may grant temporary suitability determinations to Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination shall follow.

e. The CO or designee shall provide the Contractor with the required clearance procedures for obtaining necessary clearances. The Contractor shall comply with these clearance procedures.

f. The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse for any lack of Contractor performance under the Contract.

C.1.2.6 Employee Technical Qualifications Employees or subcontractors performing Contract work involving the operation, maintenance or repair, inspection, or testing of any piece of equipment or system shall be trained and possess the knowledge, experience and skills pertinent to the equipment or system as demonstrated by a current training certificate from an equipment manufacturer or a certificate by an organization acceptable to the CO. Contractor personnel shall have NCMMS skills sufficient for “Use of NCMMS” as described in this subsection. All personnel or sub-contractor personnel shall possess all certifications and licenses required by Federal, state and local jurisdictions for equipment that they shall be, operating, maintaining, repairing, inspecting or testing. These tasks include such operations as maintaining backflow preventers and operating snow removal vehicles and equipment.

C.1.2.7 Certifications Copies of all certifications for Contractor employees shall be kept in an approved system of record and provided to the Government upon request. The Contractor shall provide to the CO or their designee documentation of the certificates of training, licenses, and permits for all new employees not later than seven business days prior to that person beginning work under the terms of this Contract. The Contractor shall ensure that all certificates of training, licenses, permits, and bonds are current and valid and are loaded in NCMMS.

C.1.2.7.3 Qualifications of Technicians Technicians shall be trained and possess a current training certificate for inspecting, testing, and maintaining components (within the scope of this contract) from an equipment manufacturer or a certificate by an organization acceptable to the CO. The Contractor shall submit to the CO or designee the certification document and expiration date, issued by the equipment manufacturer or organization confirming the technician has been trained, for each field technician and inspector responsible for performing the inspection, testing, and maintenance of such systems/equipment under the terms of this Contract.

C.1.2.7.3.1 Qualifications of Irrigation Technician

Manufacturer Certification

Persons performing this role must have a minimum of three (3) years of experience in maintaining and repairing commercial, agricultural, or related irrigation systems to include programming time clocks and understanding peripheral devices such as weather and ground saturation sensors and their use.

Technician(s) shall receive certification through the manufacturer of the current irrigation system that shows competency on the system’s use and operation acceptable by the CO or their designee.

Licenses and certifications must be kept current annually as a condition of employment.

Post Secondary training in irrigation or landscaping is required as well as manufacturer-specific training in operations and control of the current irrigation control system.

C.1.2.7.6 Qualifications of a Production Control Clerk Persons performing this role must have 2 years’ experience performing the activities similar to those described in paragraph C.1.9 and be proficient in MS Office. Position duties include receipt, recording, and distributing work orders utilizing IBM Maximo 7.6, or most current version, to service groups or crews upon customer requests. Customers include building tenants, visitors, government officials, or property management. The Service Order Dispatcher / Production Control Clerk records information, such as name, address, article to be repaired or service to be rendered, prepares work orders and distributes them to service crew or group. The Service Order Dispatcher /Production Control Clerk function dispatches and ensures satisfactory performance of service, keeps record of service Requests and work orders, and may dispatch orders and relay messages and special instructions to mobile crews and other departments using radio or cellular telephone equipment. He or she may perform any combination of the following duties: compile and record production data from customer service Requests, work tickets, asset specifications, and individual worker production sheets following prescribed recording procedures within the NCMMS system.

The schedule function includes develop and generate preventive-predictive maintenance schedules, update asset records, dispatch preventive and corrective maintenance tasks to staff or groups for accomplishment, record accomplishment and expended labor hours to perform the tasks.

C.1.2.8 Employee Training The Contractor shall submit a training program to ensure employees working on Federal facilities have the experience, knowledge, skills and abilities to perform the work required by this Contract. The training program must be submitted to the CO or their designee for approval no later than 90 calendar days after contract services date. The program must include training subjects, to include initial safety training, and dates that employees will be attending the sessions. The training program shall stipulate training for any new hires that are brought on staff anytime during the contract term. The Contractor shall document training and provide documentation to the CO or designee.

The Contractor shall review their submitted training program annually, and propose any updates due to changes in laws, regulation, or best practices. Additionally, the Contractor shall provide the Government with a summary of all training provided during the previous year.

C.1.2.8.1 Asbestos Awareness Training The Contractor shall ensure that all employees, to include temporary and replacement workers, receive asbestos training and refresher training provided by the GSA EPG annually. The Contractor shall submit a written certification to the CO or designee within five (5) business days of the completion of training.

C.1.2.8.2 Government Provided Training The contractor shall ensure that all employees, including replacement workers, receive training by the GSA Environmental Program Group (EPG) annually unless otherwise required by the GSA EPG;

Debris Project Monitor Training

Fuel storage Inspection Training

Stormwater Maintenance Training

Hazardous Waste Training

This training shall be provided to the Contractor at no cost, by the GSA EPG as needed.

C.1.2.8.3 Education Requirements and Certifications All employees shall be trained and certified on their specific duties (where applicable, examples are the current irrigation system and associated controls, etc.). Each employee shall, at a minimum, be required to attend local training on stormwater system maintenance and upkeep and asbestos awareness (training provided by GSA EPG program personnel annually).

Personnel assigned to operate snow…