DRAFT IITF Grounds_Maintenance SOW_ 21 Apr 21.docx

STATEMENT OF WORK

Grounds Maintenance

International Institute of Tropical Forestry 1201 Calle Ceiba Jardin Botanico Sur San Juan, PR 00926-1119

21 April 2021 ii

Table of Contents

3.2.3 Control Methods…………..…….………………………………………………………………3

3.2.4 Trash, Litter, and Vegetative Debris Collection and Disposal….………………...…..………...3

3.2.5 Contractor's Superintendent…………………...…………………..…………………...………..3

3.4.5 Ditch Cleaning.………………………………………………………………………………

1.0 Purpose

The purpose of this SOW is to obtain grounds maintenance services at the International Institute of Tropical Forestry, 1201 Calle Ceiba, Jardin Botanico SurSan Juan, PR 00926-1119 by means of a firm fixed price contract.

1.1 General Requirements

The Contractor must furnish all labor, supervision, equipment, and materials necessary to provide grounds maintenance services in accordance with the requirements specified herein. The operations to be performed must include cutting grass, edging, fertilization, collection and disposal of litter and trash, vegetation cutting and removal, under brushing, grassing, sodding, sprigging, erosion control, tree and shrub pruning, tree and stump removal, irrigation, ditch cleaning, and other miscellaneous services as described herein. All operations shall be performed pursuant to Executive Order 13423 [PDF], “Strengthening Federal Environmental, Energy, and Transportation Management”, and Executive Order 13514, entitled “Federal Leadership in Environmental, Energy, and Economic Performance,” which builds upon the foundations already laid through statute and prior executive action requiring the Federal Government to lead by example towards a clean energy economy. To reduce our environmental footprint, coordinated actions are required to accomplish agency wide reductions in fuel and energy consumption; increased use of renewable power sources, increased green purchasing; increased recycling, and improved monitoring of contractor compliance with sustainability-related requirements. Additionally, integrated efforts are needed to address and track greenhouse gas inventories and emissions, promote efficient use of water resources and encourage pollution prevention.

2.0 Reserved

3.0 Requirements

3.1 Work Outside Regular Hours

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

3.2 Management

The Contractor must manage the total work effort associated with the ground’s maintenance services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, report preparation, and quality control. The Contractor must provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

3.2.1 Work Control

The Contractor must implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor must plan and schedule work to assure labor, equipment, and material are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports must be provided when requested by the Contracting Officer’s Representative (COR).

3.2.2 Herbicides

No herbicides or pesticides will be applied without COR approval. The Contractor should manage invasive and noxious weeds via mechanical or hand removal. The Contractor must also use USDA Certified Biobased Weed Control Products listed in Attachment 2. Herbicide controls must be formulated to target specific plants and must be implemented only when pests have reached aesthetic or health thresholds verified by the CO. The Contractor must not perform regularly scheduled, periodic herbicide applications except in situations where no other approach or technology is available to protect personnel or property of high value. If herbicides are to be used, the application must occur during unoccupied hours and the Contractor must be licensed by the applicable State agency to provide pesticide application in the categories specified in this contract. All work must be under the superintendence of a certified, responsible individual, and in accordance with Federal, Territory, local laws and requirements. The Contractor must submit Material Safety Data Sheets meeting the requirements of 29 CFR 1910.1200(g) and the latest version of Federal Standard No. 313 for all hazardous chemicals to be used.

3.2.3 Control Methods

The Contractor must utilize only herbicides registered by the Environmental Protection Agency. Use must be in strict compliance with label directions for the control of the target weeds. Herbicides selected, application rates, and application techniques must have the prior approval of the COR. Additionally, the Contractor must control pests using integrated pest management principles (http://www.epa.gov/pesticides/factsheets/ipm.htm).

3.2.4 Trash, Litter, and Vegetative Debris Collection and Disposal The Contractor must collect trash, litter, and vegetative debris (e.g., natural vegetation, such as leaves, pine straw, limbs, and stumps) in all grassed areas, plant and shrub beds, wooded areas, sidewalks, streets, and curbs in all maintenance levels (further described below) after each cutting and/or trimming and dispose of it in the appropriate waste, recycling, or composting receptacles in accordance with EO -13834, USDA s required to divert from landfill or incineration facility disposal a minimum of 50% of the non-hazardous waste generated as a result of its operations. In support of meeting this requirement, the Contractor must divert from landfill or incineration facility disposal a minimum of 50% of the non-hazardous waste generated as a result of the Contractor’s work, to the maximum extent feasible.

3.2.5 Contractor's Superintendent

During the execution of all work involving the handling and/or use of herbicides, the Contractor must give the job his personal supervision or must have on the job a responsible and competent representative with the authority to speak and act for him. The whereabouts on the activity of the supervisor must be made known to the COR at all times when work is performed.

3.3 Continuity of Services.

To ensure continuity of essential services, the successful bidder must be prepared to fully commence work on the start date of this contract, and should not assume that Government or previous Contractor employees will be available to guide, direct, or specifically orientate each Contractor employee.

3.4 IITF Administrative Site Maintenance Services

The Contractor must provide the following grounds maintenance services in the areas shown in in maintenance level I areas at the times and frequencies specified in Attachment 1, IITF Site Plan.

3.4.1 Grass Cutting

All grassed areas located within this maintenance level must be cut to a uniform height between 2.5 inches and 3.0 inches every 30 days. If any bare ground within the limits of an area becomes vegetated with grass, weeds, or other similar growths through natural spread, i.e., not artificially planted, it must be maintained as part of the basic contract. Prior to cutting, any trash, paper, or other debris that would detract from the finished appearance of the cut or present a safety hazard must be disposed of in the appropriate waste, recycling, and/or composting receptacles. Such debris includes but is not limited to paper, cans, bottles, limbs, pine cones, rocks, and other such objects within the maintenance area, and must include trash, paper, dead leaves, and other debris lodged in shrubs, hedges, fences, and along foundation and other walls. Debris must be disposed off the activity the same day as collected. Grass cutting is to be accomplished free of scalping, rutting, bruising, and uneven and rough cutting. Cutting equipment must have sharp cutting edges which produce a neat, clean, even cut. Use of cutting equipment which is out of adjustment, thereby causing streaks or irregularities, uneven cutting, plowing, or gouging of the soil must not be permitted. Ground speeds and mower speeds must be synchronized to assure effective cutting action. After cutting, grass must have a uniform height. Grass clippings must not be windrowed or allowed to be deposited in piles or clumps. Grass clippings must be uniformly distributed over the mowed area. Grass areas close or adjacent to buildings, hydrants, parking lots, manholes, fences, trees, hedges, and shrubs are included in mowing requirements, and may require hand mowing. Trimming around trees, shrubs, flower/shrub beds, cultivated areas, poles, walls, valves, and other similar objects must be accomplished to match the height and appearance of the surrounding mowed grass. Trimming may be accomplished by hand clipping, by use of "weed eater" type equipment, or by herbicide treatment. Trees and shrubs must not be damaged by trimming operations. Grassed areas, trees, or shrubs which are killed or damaged as a result of Contractor's work must be repaired or replaced by the Contractor at no cost to the Government. Trimming operations must be considered a part of grass cutting and must be accomplished concurrently (same day) with grass cutting operations. Grass cutting will not be considered complete until all trimming operations are accomplished. Grass clippings and trimmings must be removed from sidewalks and other paved areas the same day the grass is cut.

3.4.2 Edging

All sidewalks, driveways, street edges, curbs, other paved areas, and shrubbery areas located within this maintenance level must be edged each time mowing occurs. Edging must create a l/2 inch wide and l inch deep clear zone immediately adjacent to the paved surface. All edging must be by mechanical means. The edging operation must include removal of grass and other vegetation which has encroached onto street and other paved surfaces from adjoining grassed areas. Where driveway or street pavement edge is not discernable due to grass encroachment, a straight and even line approximating the edge of pavement must be established and maintained. The edging operation must produce neat, clean lines along the sides of sidewalks and other areas edged, and must be accomplished free of scalping, rutting, bruising, uneven and rough cutting. All vegetation growing in the following areas must be removed during the edging operation:

1. Sidewalk and driveway expansion joints and cracks.

2. Street/driveway curbing expansion joints.

3. Cracks between curbing and street/driveway pavement.

For continued maintenance of vegetation growing in cracks and expansion joints, herbicide treatment may be utilized to reduce the amount of mechanical work. The use of herbicides must not be allowed for the purpose of eliminating or reducing normal mechanical edging along straight paved edges (sidewalks, etc.). Debris generated by edging operations, which falls on or is thrown on sidewalks, on curbs, in gutters, streets, or is thrown on nearby sod, causing an unsightly appearance, must be removed from the site the day of the edging operation and disposed offsite t.

3.4.3 Plant and Shrub Pruning

Shrubs, bushes, hedges and cultivated plants must be pruned as necessary to keep sidewalks, driveways, buildings, and other travel ways clear. Tree limbs up to 15 feet above driveways and parking areas shall be trimmed. Roadsides shall be cleared to a shoulder width of at least three (3) feet. Sidewalks shall be cleared to a width of two (2) feet on both sides. All clippings and debris must be removed from the site the same day and disposed of, recycled, or composted off the activity [see Section 3.2.3.2 for waste management requirements]. Pruning must be accomplished so as to:

1. Reduce the size and growth rate of each plant and shrub by clipping approximately 20% to 30% of the total surface area approximately 3 to 6 inches inside the normal "pruned surface". This interior clipping (20% to 30%) must be uniformly distributed over the entire shrub. This procedure must be performed as a part of the normal pruning operation (when new growth is removed).

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

3. Remove vines, tree sprouts or any other extraneous vegetative growth from under or on the shrubbery.

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

3.4.4 Trash and Litter Collection and Disposal.

The Contractor must collect trash and litter in all grassed areas, plant and shrub beds, wooded areas, sidewalks, streets, and curbs every 2 weeks and dispose it in the appropriate waste, recycling, or composting receptacles [see Section 3.2.3.2 for waste management requirements]. All trash and liter must be removed off the activity the same day as collected.

3.4.5 Ditch Cleaning

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

4.0 Government Furnished Property and Service

4.1 Government Furnished Facilities

The Government will not provide office space operational facilities or lay down areas to the Contractor. Contractor should bring all necessary equipment and materials to the site for each cutting and remove all equipment and materials after cutting is complete.

4.2 Government Furnished Equipment

1. The Contractor must furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

4.3 Government Furnished Material

1. The Government will not provide any materials to the Contractor.

4.4 Availability of Utilities

The Government will furnish the following utility services at existing outlets for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity and fresh water. Contractor shall provide all cords, hoses, and other equipment necessary to utilize utilities. Information concerning the location of existing outlets may be obtained from the Government Representative.

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

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

4.5 Contractor Furnished Items

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

· Less toxic or non-toxic.

Examples include:

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

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

· CRI Green Label (http://www.carpet-rug.org/commercial-customers/green-building-and-the-environment/green-label-plus)

· Products that meet/exceed DfE, Green Seal, CRI Green Label, and/or SCAQMD specifications;

· Environmental Protection Agency designated recycled content items (http://www.epa.gov/epawaste/conserve/tools/cpg/products/index.htm);

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

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

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

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

5.0 Definitions

As used throughout this sow, the following terms must have the meaning set forth below. Additional definitions are in the "DEFINITIONS" clause, Section I.

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

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

c. Administrative Contracting Officer (ACO). The individual designated by the Contracting Officer to administer the contract. Throughout this contract, the term ACO will be used to refer to the individual designated to administer the contract or his/her designated representative. See the "DEFINITIONS" clause, Section I.

d. Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor must ensure that his/her subcontractors comply with the provisions of this contract.

e. Contractor Representative. A foreman, superintendent, or manager assigned in accordance with the "CONTRACTOR EMPLOYEES" clause, Section H.

f. Contract Discrepancy Report (CDR). A report issued by the ACO to the Contractor when performance is unsatisfactory. The Contract Discrepancy Report requires the Contractor to explain, in writing, why performance is unsatisfactory, how performance will be returned to satisfactory levels, and how reoccurrence of the problem will be prevented in the future.

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

h. Diameter at Breast Height (DBH). Diameter at Breast Height, as measured 4.5 feet above ground level.

i. Engineered Performance Standards (EPS). Engineered Performance Standards is a Department of Defense standard for determining man-hour requirements to perform various types of maintenance, repair, and housekeeping tasks.

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

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

l. Government Representative. The person(s) whom the ACO will designate by name and/or position title to conduct liaison between the Contractor and the ACO on matters pertinent to this contract and be his/her authorized representative.

m. Grass Cutting. Grass cutting must include cutting and trimming, within the designated area, all grasses, weeds, and other vegetation which is one inch or less in diameter (at ground level).

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

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

p. Pruning. Pruning is selectively removing unwanted growth to make a plant or tree grow or respond in a desired manner. Pruning differs from "shearing". Pruning involves selection and judgment. "Shearing" means clipping all growth on a plant at a uniform distance and shape.

q. Quality Assurance Program. A program implemented by the Government to provide some measure and control over the quality of services received. It is emphasized that the Government's quality assurance program is not a substitute for the quality control program implemented and administered by the Contractor.

r. Quality Assurance Evaluator (QAE). The Government employee responsible for the daily monitoring of Contractor performance.

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

t. Regular Hours. The Government's regular (normal) hours are from 0830 to 1630, Mondays through Fridays, except (a) Federal Holidays and (b) other days specifically designated by the CO.