BPM006777.M25-0004_Solicitation_SOW__Plans__Specifications_Landscape_Maintenance_FMON___RV_Park.pdf

BPM006777/M25-0004

SCOPE OF WORK

State of Arizona Department of Emergency and Military Affairs

Facilities Management Office

PROJECT

Landscaping Maintenance Service

LOCATION

Various Locations:

Camp Navajo 1 Hughes Ave Bellemont, Az 86015

K4200 Flagstaff Armory 320 N. Thorpe Rd 86001

N4103 Show Low Armory 3600 E. Deuce of Clubs 85901

Y5380 Prescott Armory 1500 Heritage Park Rd. 86301

SPECIFICATIONS

GENERAL REQUIREMENTS

1. PART ONE

2. DESCRIPTION OF SERVICES:

2.1. Contractor shall provide periodic (twice-monthly) maintenance of plants, trees, lawn material to enhance the landscape and promote proper plant development including, but not limited to, irrigation, pruning, fertilizing, weed control, and the mowing and edging of landscaped areas.

2.2. Through the contract period, the contractor shall achieve a pleasing landscape through normal landscape maintenance practices to assure all lawn, plants, shrubs and trees are properly maintained, and plant materials are free of disease, detrimental characteristics have been eliminated, and plant material, under normal maintenance will thrive.

2.3. All areas shall be blown, swept, or raked to remove landscape debris caused by the weekly or bi-annual services. All tree trimmings, shrub trimmings, and any other debris associated with landscape maintenance shall be removed from the property by the end of the work day and disposed of off-site by the contractor.

2.4. Vendors shall provide per/hour quote for on-call and emergency on-call services in the event of an emergency.

2.4.1. On-call services are those performed outside agreed upon bi-monthly service schedule.

2.4.2. Emergency on-call services are considered services performed outside of normal business hours.

3. CONTRACTOR QUALIFICATIONS:

3.1. The contractor shall be licensed and properly insured with a minimum of 3 verifiable years of experience.

3.2. Registrar of Contractors: Vendors submitting bids shall be registered with the Arizona Registrar of Contractors with CR-21 Landscaping and Irrigation Systems License Class & Description.

3.3. Arizona Pest Management Division: Contractors must be certified in Right-of-Way application of herbicides by AZ PMD.

3.4. Vendor certifications shall be submitted with bid. Failure to submit certifications may deem bid non-responsive

3.5. English Language: Contractor’s Managers, on-site Supervisors/Lead personnel shall be able to speak, read, write and understand English. Should specific on-site Contract personnel not speak English, then such personnel shall work in a location that has a two (2)-person team where the other person speaks, reads, writes and understands English. Should a non-English speaking person cover an outlying area, then a supervisor or manager shall be available, at all times, to communicate needs to the non-English speaking person.

4. TREES:

4.1. All tree canopies shall be maintained at 6’ and inspected for any necessary trimming that would constitute a hazard to people, property and the tree itself.

4.2. All trees shall be pruned as necessary.

4.3. Pruning shall also include the removal of new runners, small branches or twisted branches to promote tree health and to produce a well-shaped tree.

4.4. Trees shall be pruned back to be two feet from any sidewalk and one foot from any common area wall or building up to the eight (8) feet.

4.5. Trees shall be fertilized as needed.

4.6. All trimming, pruning, and tree work shall be done in an acceptable horticultural manner with regard to the natural shape of the plant, growth stimulation, and space limitation.

4.7. Additional Tree Maintenance

4.7.1. Pruning/Trimming heights above eight (8) feet required shall be completed by the contractor’s or subcontractors certified Arborist.

4.7.2. Contractor shall bid a separate rate inclusive of labor, supplies, and materials for a certified arborist.

5. PLANTS, SHRUBS, GROUND COVER:

5.1. All shrubs shall be trimmed and shaped as needed to control random growth.

5.2. All ground covers shall be trimmed as needed to control random growth.

5.3. All planter areas shall be kept free of unwanted vegetation.

5.4. All plants and shrubs shall be fertilized as needed throughout the year to promote vigor and health.

5.5. All labor and cost of fertilizer shall be included by the contractor in the monthly fee and applied as required.

6. IRRIGATION SYSTEM:

6.1. Upon award of contract and within one week of contract start date; System timer shall be checked to ensure that it is properly functioning.

6.2. Upon award of contract and within one week of contract start date; Sprinklers, bubblers, and drip system shall be checked to ensure proper watering coverage is being achieved.

6.3. A cursory check shall be made by the contractor bi-monthly on the entire irrigation system and included in the monthly service fee. This check is to inspect the control valves visually and operate them manually to identify any problems including, but not limited to, main line breaks, missing or malfunctioning sprinkler heads or drip emitters, etc.

6.4. All time clocks shall be inspected monthly and reprogrammed as needed. Initial inspections shall be provided and any changes to the programming and any problems, damage, or any other problems with the time clock itself shall be reported to the Department designated contact.

6.5. IRRIGATION REPAIRS:

6.5.1. Damage by Contractor: Sprinkler heads, emitters, PVC lines, and other irrigation parts shall be replaced at no charge if damaged by the contractor.

6.5.2. Any damage shall be reported to the Department designated point of contact immediately and upon notification shall be repaired by the contractor within 24 hours.

6.5.3. Contractor shall bid a separate hourly rate for minor irrigation repairs with a percent discount off parts.

6.5.4. Emergency irrigation repairs shall be immediately reported to the Department designated point of contact and the contractor shall provide a written quotation within 24 hours for the cost of the repair.

6.5.4.1. The manufactures warranty shall apply on all replacement parts and the contractor shall provide a one year (1) warranty on labor.

7. GRANITE AND RIVER ROCK AREAS:

7.1. Granite areas shall be raked as needed to keep a well-groomed appearance.

7.2. All areas shall be blown free of debris, cleaned up and removed from premises during bi-monthly servicing.

7.3. All labor and chemicals (post-emergent) required to keep granite and rock areas, sidewalks, pavement and curb areas free of weeds shall be included in the monthly fee.

7.4. Application of pre/post emergent shall be in accordance with Part One Section 11 - Weed Control

8. FENCE LINE:

8.1. Contractor shall maintain free of weeds and debris a three (3) foot border on each side of perimeter fencing through the installations.

9. SITE MAP:

9.1. Department location borders and areas of weed control have been added and labeled appropriately.

Please see attachment,

10. DESCRIPTION OF REPAIRS AND ADDITIONAL LANDSCAPING:

10.1. Declining, diseased, or dead plants or areas needing new plantings shall be promptly reported to the Department designated point of contact along with a proposal for replacement based on good landscape practices for the area.

10.2. A ninety (90) day warranty shall be given on any shrubs installed by the contractor

10.3. A one (1) year warranty shall be given on any trees installed as long as maintenance is being performed by the contractor through that given period.

10.4. Plant materials lost due to negligence on the part of the contractor shall be replaced at no cost.

11. Department storage facilities shall NOT BE permitted to be utilized by the contractor or subcontractor.

No equipment shall be left onsite longer than the time the contractor or subcontractor is working on the premises.

12. WEED CONTROL:

12.1. Weed control shall be performed Base Wide and at each Readiness Center two times per year in order to control perennial and annual weed growth. Furthermore,

12.2. Contractor shall perform at least two (2) applications per year of pre-emergent.

12.3. Post emergent shall be applied on an as needed basis in order to maintain weed control throughout Department properties.

12.4. Both the pre-emergent and post emergent shall be included in the contractor’s monthly maintenance pricing.

12.5. Vendors are responsible for verifying any estimated property dimensions prior to submitting a bid against this scope of work. The Department is unable to estimate the number of acres requiring post emergent.

12.6. Notification to Department designated point of contact from the contractor shall be given one (1) week prior to any applications of pre/post emergent.

12.7. The contractor shall supply a copy of their active Right-of-Way application of herbicides issued by AZ Pest Management Division and on-site landscaping staff shall submit a copy of their active Arizona Certified Applicator’s license(s) covered under the Qualifying Party License to the Contracting Officer upon request prior to any award.

12.8. Contractor shall provide copies of all Safety Data Sheets for all chemicals intended to be used on-site to the contracting officer at the time of the bid and any and all updates to Safety Data Sheets throughout the term of the contract prior to use.

12.9. Contractor shall provide a monthly chemical usage report in a computerized format to be determined (word, excel etc) to the Department designated point of contact no later than the 5th day of the following month.

12.10. Each application of herbicide shall be recorded and submitted to Base POC after each application. A record sample is provided in Exhibit Two, M17-0028 Herbicide Treatment Record (attached).

13. PART TWO:

14. LOCATIONS: The following is a list of the locations and addresses where the services shall be performed Monthly at these locations:

14.1. Flagstaff Armory 320 N. Thorpe Rd. Flagstaff, Az 86001.

14.2. Show Low Armory 3600 E. Deuce of Clubs Show Low, Az 85901.

14.3. Prescott Armory 1500 Heritage Park Rd. Prescott, Az 86301

15. LOCATIONS: The services shall be performed Weekly at these locations:

15.1. Camp Navajo Military Reservation 1 Hughes Ave Bellemont, Az 86015.

15.2. CN RV Park 1 Hughes Ave Bellemont, Az 86015.

16. PART THREE:

17. ADDITIONAL INFORMATION:

17.1. Point of Contact. Designated Department personnel shall be the primary government Point of Contact concerning removal and installation services.

17.2. POC will be identified at time of award.

17.3. Contractor shall inform Department POC upon arrival and departure.

18. CONTRACTOR ACCESS:

18.1. The contractor will have Base access during the hours of operation (6:00 a.m. – 4:30 p.m.).

18.2. Exceptions from these hours include State observed holidays.

18.3. State observed holidays include

18.3.1. New Year's Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Independence

Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

18.4. In the event that a service day falls on a holiday, Contractor shall communicate with Department POC to ensure services are performed.

19. GOVERNMENT QUALITY ASSURANCE:

19.1. The government will regularly evaluate the contractor’s performance to ensure compliance with contract terms and conditions.

19.2. Quality assurance and performance evaluations will be performed by designated Department personnel.

20. CONTRACTOR POINT OF CONTACT:

20.1. The contractor shall provide the name of a point of contact and an alternate that shall be responsible for the performance of services.

20.2. The contractor point of contact shall be available via telephone, during normal business hours, for discussion of removal and installation issues with the designated Department personnel.

20.3. The contractor shall designate these individuals, in writing, to the Department Contracting

Office prior to contract start date.

21. TRAFFIC LAWS:

21.1. Contractor employees shall comply with all base traffic regulations.

21.2. Contractor employees are subject to random vehicle speed control checks.

21.3. Contractor personnel cited for speeding on the installation may suffer loss of base driving privileges, debarment from the base, or other administrative action.

22. RANDOM PERSONNEL AND VEHICLE SEARCHES:

22.1. Contractor personnel are subject to random personnel and vehicle searches.

22.2. If contractor personnel refuse to be searched, they will be denied entry to the base, and may result in loss of base driving privileges, debarment from the base, or other administrative action.

23. WEAPONS, FIREARMS, AND AMMUNITION:

23.1. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned vehicle or privately owned vehicle while on Department properties.

24. REPORTING REQUIREMENTS:

24.1. Contractor personnel shall immediately report to an appropriate government authority any information or circumstances of which they are aware may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.

24.2. All activities of the Contractor and his employees and any approved subcontractors and their employees while on the installation shall be conducted in strict accordance with all Arizona National Guard regulations including those of the Fire Marshall as well as security directives.

25. PHYSICAL SECURITY:

25.1. Contractor employees shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

26. SAFETY:

26.1. The contractor shall comply with all applicable laws and safety regulations.

26.2. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor, and the government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities.

27. WORK ARE:

27.1. The contractor shall, at all times, keep work areas free from accumulations of waste material, rubbish, tools, scaffolding, equipment, and materials.

27.2. Upon completion of the job or when away from the work site, the contractor shall leave the work area and premises in a clean, neat, safe and workmanlike condition.

27.3. The contractor is responsible for removal and proper disposal of all job related waste material at a permitted site.

28. ENVIRONMENTAL AWARENESS:

28.1. Reference 40 CFR 261.20 through 261.24.

28.2. The Contractor shall diligently attempt to use products that are environmentally “friendly”.

28.3. If the Contractor is unable to provide environmentally “friendly” products, he shall submit to the Owner at the start of work, a list of those products considered “unfriendly” along with their

Safety Data Sheets (SDS’s). The Contractor shall have the SDS’s in their possession while at each site.

28.3.1. Characteristics of environmentally “unfriendly” products consist of, but are not necessarily limited to, the following:

28.3.1.1. Ignitability – flashpoint of less than 140 degrees F (60 degrees C).

28.3.1.2. Corrosivity – pH less than or equal to 2, or greater than or equal to 12.5

28.3.1.3. Reactivity – reacts violently with water or generates toxic gases, vapors, or fumes when mixed with water.

28.3.1.4. Toxicity – any product that may create waste in quantities exceeding those in Table

1 of 40 CFR 261.24.

28.3.1.5. Toxic Release Inventory (TRI) – any product that appears on the list prepared by the

EPA

28.4. Asbestos

28.4.1. Materials containing asbestos are prohibited on this project. Use only asbestos free products.

END OF SCOPE