DDJC Sources Sought RFI final.pdf

Sources Sought and Request for Information Groundskeeping Operations at DDJC

The Defense Logistics Agency (DLA) Distribution is issuing this Sources Sought Notice for planning purposes only.

The purpose of this Source Sought (SS) is to determine if there are commercial sources capable of providing and maintaining groundskeeping operations at DLA Distribution San Joaquin, CA. Interested parties are requested to provide a Capabilities Statement that presents a brief overview of the parties’ capability to perform each of the below items as well as provide the requested information regarding similar past performance in Attachment 1, DDJC SSN – Past Performance. The Capabilities Statement should include company information such as: name, address, phone number, point of contact, CAGE Code, and business size/applicable small business category(ies). The response shall address each of the lettered and numbered requirements in the same order they are listed in this SSN.

Interested parties who may not currently have capability to provide all of the scope identified below are still encouraged to respond and notate the sections which can/cannot be provided. Specifically, the Government is interested in whether landscaping and groundskeeping companies could provide the services identified in sections 1.1, 1.12 and 1.13 or if these items are outside the scope of standard groundskeeping support. Thus, feedback on the Scope of Work below is requested to include any recommended changes, additions, deletions, or clarifications.

In addition, the Government is looking for interested parties’ input for Contract Line Item (CLIN) Structure for ease of invoicing/administration, suggested contract type (FAR 12/FFP/T&M), and/or any standard terms and conditions which should be considered for this type of work. The Government is seeking small business input and any other feedback which may help with evaluation of the scope identified below.

SCOPE OF WORK

The Contractor shall provide the groundskeeping operations at DLA Distribution San Joaquin, CA location, which encompasses all management, personnel, supervision, materials, tools, equipment, and any other items and services not government-furnished. This includes maintaining lawns, bedding areas, roads, grass, trees, shrubs, plant beds and plants. It includes maintaining all common areas, all improved grounds (lawns), playgrounds areas, maintaining road and parking lots pavements. This also includes Pest Management Services, which is the protection of public health and installation property by controlling insects, rodents and other pests, vermin or organisms while minimizing the use of pesticides. This also includes providing wild animal control services.

1.0 FIXED SCHEDULED REQUIREMENTS

The Contractor shall provide roads and grounds maintenance. Road/Paved area maintenance ensures that paved areas are clean and provide a safe driving surface. The Contractor shall maintain grounds such as lawns, bedding areas, grass, trees, shrubs, plant beds and plants. DLA Distribution San Joaquin uses four (4) designations of grounds: improved, semi-improved, unimproved, and security right of way. The Contractor shall edge, trim, prune, top dress, weed, and mow IAW the requirements described below. The Contractor shall provide grounds maintenance services to all areas of the depot.

1.1 ROADS, PARKING AREAS, RAILROAD TRACKS AND DRIVES

A. The Contractor shall inspect the roads weekly to identify deficiencies, such as pot holes, damaged catch basins, manhole covers, ruts, etc.

B. The Contractor shall provide street sweeping services for paved roads, streets and parking lots once every two (2) weeks year round weather permitting. Sweeping shall be increased to weekly September thru November. After sweeping, pavements shall be free of dirt, debris, and foreign matter.

C. The Contractor shall run a magnet once per month Depot wide. The Contractor shall perform magnet sweeping on all streets around high traffic parking lots (Buildings 100 (North and East), 16, 30, 57 at and low traffic areas, twice monthly.

D. Railroad tracks shall be maintained free of foliage and debris.

1.2 GROUNDS

A. During Contractor performance of grounds maintenance, if a plant should die or become unhealthy due to Contractor damage or neglect, the Contractor shall notify the KO or designee immediately and replace the damaged plant with a plant of same size and type, at no additional cost to the Government. The Contractor shall perform plant replacement within five (5) working days of noticed damage.

1.3 IMPROVED GROUNDS

A. The Contractor shall not use equipment that will cause ruts, furrows, grooves, or other damage to the turf. The Contractor shall equip field type tractors with turf type tires with smooth tread that will not injure the turf. The Contractor shall not use mud grip type tires, bar cleats, or chains on lawns. The Contractor shall not use sickle-bar type mowers on lawn areas including playgrounds and picnic areas. The Contractor shall mow grass on improved grounds to maintain a height not to exceed 3 inches and no less than 2 inches for a manicured look. The Contractor shall remove visible accumulated grass clumps on turf areas after cutting/mowing. The Contractor shall collect and dispose of any grass clippings which fall or blow onto streets or sidewalks. The Contractor shall remove grass or weeds on any bare ground within the limits of improved ground areas that becomes populated with grass or weeds through natural spread, e.g., not artificially planted. The Contractor shall adhere to these standards at all times but especially during high-level visits. The Contractor shall take extreme care that no scalping occurs in any area or location. Scalping shall be considered to be cutting the grass so short as to permanently injure, kill or remove the grass. Should scalping occur, the Contractor shall replace, reseed, or sod the area to return it to its original condition. Not all improved grounds have grass. Fertilizer shall be applied twice a year, once in the spring and once in the fall.

1.4 EDGING AND TRIMMING

A. The Contractor shall maintain a neat and trimmed appearance at all times for sidewalks, driveways, curbs, and other concrete or asphalt edges. The edge shall be defined as the intersection of turf and cultivated shrub-beds with posts, asphalt, concrete, or any object. The Contractor shall edge, which includes the removal of vegetation from cracks in sidewalks, driveways, and curbs within 0.25 inch of the edged surface and to a depth of two (2) inches. The Contractor shall trim grass and weeds around trees, shrubs, buildings, fences, security barriers and planters, poles, posts, fire hydrants, curbs, parking lot bumper blocks, boulders, and other fixed obstacles. Trimming height shall match surrounding area grass heights. The Contractor shall trim concurrently with mowing.

1.5 BEDDINGS AND PLANTED AREAS

A. The Contractor shall maintain all bedding, plants in containers and planted areas so that they present a healthy and attractive appearance throughout the year. The Contractor shall fertilize twice per year, once in the spring and once in the fall. The Contractor shall eliminate weeds and maintain mulch depths monthly in shrub and plant beds, Landscaped Areas.

The Contractor shall water as needed to maintain healthy planted areas. The Contractor shall remove or eradicate weeds manually or mechanically (not chemically) at the child development center, and playground areas.

1.6 TREES, SHRUBS, AND HEDGES

A. The Contractor shall prune trees, shrubs, and hedges in all areas as required, or as directed by the KO or designee, maintaining their natural growth characteristics and enhancing their beauty and health. Hedges shall be maintained to their natural mature height and to a manicured shape. The Contractor shall prune trees and shrubs that interfere with driver vision on streets, or with adjacent industrial processes, or that cause maintenance problems for buildings and utilities, using acceptable industry practices. The Contractor shall maintain minimum safety clearance of fourteen (14) feet over streets, twelve (12) feet over driveways; eight (8) feet over walk areas, and four (4) feet from buildings. The Contractor shall trim and prune trees around power lines to a minimum distance of ten (10) feet. The Contractor shall cut off at ground level all volunteer vines, young tree seedlings, and other undesirable foreign plant growth, growing intermingled with shrubs and removing without damage to shrubs. Tree limbs shall be trimmed away from communication lines as directed by the KO or designee.

1.7 PLAYGROUND AND RECREATIONAL AREAS

A. The Contractor shall maintain playground and recreational areas. There is a playground at the Child Development Center. The recreation areas include ball fields, the RV/Boat Parking lots Fitness Centers, picnic area/tennis court/fish pond basketball court, sand boxes, horseshoe pits, and volleyball court. The Contractor shall maintain the grassy areas. The Contractor shall not use chemicals in Playground area. The Contractor shall remove weeds through non-chemical methods.

The Contractor shall clean outside drinking fountains weekly.

1.8 LITTER AND DEBRIS REMOVAL

A. The Contractor shall perform general litter patrol to remove and dispose of debris to prevent unsightly or inordinate accumulations. The Contractor shall perform but is not limited to, the removal and disposal of all natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris. The Contractor shall police high traffic building parking lots and improved grounds (Buildings 100, 16, 30); and improved grounds once during each week. During the fall months, fallen leaves shall be removed weekly from all affected areas. Prior to and during mowing operations, the Contractor shall survey the area for any trash or debris such as; foreign material, cuttings (grass etc.) metal, rocks, paper, glass, cardboard, leaves, bark, dead vegetation, sticks, branches, fallen dead or live trees and trash from the maintenance area and structures and remove and dispose of before mowing.

1.9 FENCE LINES AND GATES

A. All security right of ways shall look well-manicured and provide clear visual access of 20 feet at all times inside/outside fence line IAW the security regulations (as specified in DLAI 4306, Physical Security Program). Debris along fence lines shall be removed to prevent unsightly or inordinate accumulation. The Contractor shall ensure fence line maintains no gaps that may allow entry into the depot.

1.10 TURF AREAS

A. Turf areas requiring maintenance may have special maintenance requirements above and beyond weed and debris removal of the other landscaped areas. Reference the OEM care manual.

B. General cleaning of the turf should consist of using a leaf blower.

C. In the event that the turf lays flat, SP is to utilize tow behind apparatus to brush surface only going in 2 directions and should not be used more than 1 time per month.

D. Weeds may grow between turf and curb. Treat with a biodegradable weed killer that has been approved through the PUP (Pesticide Usage Proposal).

1.11 SEMI-IMPROVED AND UNIMPROVED GROUNDS

A. Semi-improved and unimproved areas shall be maintained to a height of 3 inches or less. The Contractor shall be responsible for removing debris and obstructions in the right-of-way areas that abuts the installation perimeter fencing and all open areas. The Contractor shall trim grassy areas around fire hydrants.

1.12 MISCELLANEOUS GROUNDS SUPPORT

A. The Contractor shall provide heavy equipment support for the following: hauling loads of topsoil materials, backhoe excavation support, removal of debris/dirt for HAZMAT spill clean-up operations and lifting heavy objects with a forklift or other heavy equipment. The Contractor shall provide heavy equipment support incidental to all other specified requirements of the PWS.

B. Typical heavy equipment support the Contractor shall provide:

1. Backhoe, loader services for all utility repairs/replacements, concrete, blacktop support, environmental support, work requests, special projects, and to fire house personnel for emergence response, training and hazardous spill clean-ups

2. Rough Terrain (RT) Forklift services for facilities, security, tenants, housing as needed. Examples are moving concrete barriers, planters, etc.

3. For removing sediment from retention ponds and maintaining drain flow to the pond. Additionally, the Contractor shall maintain the pond slopes due to erosion.

NOTE: Typically the storm water in the retention ponds evaporates and percolates back into the ground. The Contractor shall remove sediment and break up the ground for efficient percolation.

4. Sinkhole investigation and repairs.

C. The Contractor shall provide dirt and sand, digging ditches; covering storm drains, opening of manholes, and other tasks as required for control and cleanup operations.

D. The Contractor shall remove weeds in and around outside storage areas by mechanical means.

1.13 PEST MANAGEMENT SERVICES

A. The Contractor shall implement The DDJC Integrated Pest Management Plan and provide input and recommendations for the Plan’s annual update. The Government's Installation Pest Management Coordinator will update the Plan annually.

B. The objective of pest management services is to protect public health and installation property by controlling insects, rodents and other pests, vermin or organisms, and bird, rodent, and animal feces/droppings while minimizing the use of pesticides. The Contractor’s pest control technicians shall be California state certified as described in 40 CFR 171.4 (c).

Contractor shall provide the Pest Management Report and corresponding copies of Contractor's Pesticide Usage Tags, monthly, to the KO or designee.

C. The Contractor shall only use pesticides (insecticides, herbicides, rodenticides, etc.) from the list of authorized chemicals and pesticides listed in the DDJC Integrated Pest Management Plan. All items for the Pesticide Self-Help program will be supplied via the Pharmacy. The Contractor shall not add or remove chemicals from the list without the approval of the Government's Installation Pest Management Coordinator. The Contractor shall maintain all SDS and labels of covered products in the Contractor’s possession in a local file.

D. The Contractor shall maintain complete daily pesticide application records for two (2) years and assure these records are archived for permanent retention. The Contractor shall collect and record the quantity of pesticides used on the installation and submits monthly report to KO or designee. The Contractor shall utilize the Pesticide Use Proposal each month. The Contractor shall provide copies (digital preferred) of SDS and the pesticide labels to the KO or designee.

The Contractor shall plan upcoming workload and send the plan to the KO or designee annually.

E. The Contractor shall perform monthly scheduled inspections and treatments in the following facilities: Child Develop

Center, Cafeterias, and subsistence warehouses (currently warehouses 6, 17 and 30). The Contractor shall deploy and monitor pest surveillance systems (pheromone traps, glue boards, tin cats) at facilities and submit weekly surveillance reports to the KO or designee. The Contractor shall inspect facilities for indications of infestation. The Contractor shall apply treatment at the time of inspection unless infestation is at a level requiring additional or more extensive treatment.

If facility needs further treatment, the Contractor shall schedule the service at a time to minimize inconvenience to facility operations, typically after facility is closed.

F. The Contractor shall maintain certified pest management personnel to control mosquito populations. The Contractor shall treat standing water (storm drains, ponds, etc.) as requested by the KO or designee, by insertion of Altosid insecticide tablets, or approved.

G. The Contractor shall inspect for termites at least biennially and provide KO or designee a hard copy and electronic copy of inspection findings and recommendations to include a summary by building number.

H. The Contractor shall maintain containment areas, storage, office space, and rest areas of the pesticide storage facility within the required pest control regulatory guidelines. The Contractor shall maintain an accurate inventory of pest control products and submit a monthly report to KO or designee, and shall undergo various inspections as required. If deficiencies are noted the Contractor shall correct them within twenty four (24) hours.

I. A historical list of Pesticide usage for the ast 5 Years will be provided. Additionally, a list of authorized chemicals will also be provided.

1.14 FIXED UNSCHEDULED REQUIREMENTS – GROUNDS MAINTENANCE

A. The Contractor shall perform all unscheduled and emergent tasks related to groundskeeping services described in the scope of work. In the event the Contractor cannot perform the specific SO in the timeframe required due to extenuating circumstances, e.g., special supply requirements, weather, etc., the Contractor shall notify the KO or designee and provide the reason(s) for requesting an exception to the timeframe. The KO or designee will provide concurrence or non-concurrence with the request within three (3) work days. The Contractor shall document the approved exception in

EBS.

RFI SUBMISSION INFORMATION.

This SSN is for market research only and may not result in a requirement. This SSN does not commit the Government to contract for the identified services and does not commit the Government to set aside this acquisition for a small business concern. If a solicitation is released, it will be synopsized at https://beta.sam.gov/ website. It is the responsibility of potential offerors to monitor this site for additional information pertaining to a future procurement. The information provided in this SSN is subject to change and is not binding on the Government. Any information submitted in response to this SSN is voluntary. The release of this SSN should not be construed as a commitment or as authorization to incur cost for which reimbursement would be required or sought. Respondents are advised that DLA Distribution will not pay for any information or administrative cost incurred in responding to this SSN. In addition, the Government will not entertain any requests to meet individually with a contractor regarding the content of this SSN, and will not respond to any electronic or telephonic inquiries for this purpose.

A response to this Notice is requested by January 6, 2021 at 4:00 pm EST. Responses must be submitted electronically to tyler.houser@dla.mil and jada.weaver@dla.mil. Please be advised that any responses exceeding the government’s email size of 15 MB may be returned undelivered and may require two or more separate email submissions in order to successfully submit any and all attachments. Respondents are responsible for contacting tyler.houser@dla.mil to confirm receipt of their response.

https://beta.sam.gov/