DRAFT NEW CSC Landscape .pdf

February 8, 2024

Region 8 Colorado Center Landscape, Grounds Maintenance and Snow Removal

Services Specification

SOLICITATION NUMBER: TBD

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: Anticipated June 2024

OFFER RECEIPT DATE/TIME: Anticipated August 2024

Table of Contents

B. SERVICES, ORDERING AND PRICES 10

B.1. Description of Services 10

B.2. Alternate Bid/Offer For Additional Services 10

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK 11

SECTION 1 GENERAL REQUIREMENTS 11

C.1.0 General 11

C.1.0.1 Facilities Engineering 11

C.1.0.2 Systems Thinking 11

C.1.0.3 Partnering 12

C.1.0.4 Tenant Satisfaction 12

C.1.0.5 GSA Programs and Strategic Objectives 13

C.1.0.6 Guiding Principles 13

C.1.1 Scope of Work 14

C.1.1.1 Contract Systems and General Objectives 14

C.1.1.2 Scope Exclusions 15

C.1.1.3 Discrepancy in the Specifications 15

C.1.2 Staffing and Ability to Communicate 15

C.1.2 Minimum Staffing Plan 16

C.1.2.1 Qualifications of Project Manager and Onsite Supervisory Personnel 18

C.1.2.2 Authority 19

C.1.2.3 Communication Equipment 19

C.1.2.3.1 Prohibited Telecommunications Equipment 19

C.1.2.3.2 CIO 2100 IT Security Policy 20

C.1.2.4 Language 20

C.1.2.5 Employee Suitability 21

C.1.2.6 Employee Technical Qualifications 21

C.1.2.7 Certifications 22

C.1.2.7.3 Qualifications of Technicians 22

C.1.2.7.6 Qualifications of a Production Control Clerk 23

C.1.2.8 Employee Training 23

C.1.2.8.1 Asbestos Awareness Training 23

C.1.2.8.2 Government Provided Training 24

C.1.2.8.3 Education Requirements and Certifications 24

C.1.2.8.4 NCMMS Training 24

C.1.2.8.5 Lead Awareness Training 25

C.1.2.9 Appearance 25

C.1.2.10 Standards of Conduct 26

C.1.2.11 Recording Presence 26

C.1.2.12 Personal Identity Verification Requirements 26

C.1.2.13 Credentials and Identification 27

C.1.2.14 Escorting 27

C.1.2.15 Occupancy Emergency Plan (OEP) 28

C.1.3 Quality Control Program 28

C.1.3.0.1 Quality Control Plan 28

C.1.3.0.2 Quality Control Plan Contents 29

C.1.3.0.2.1 Inspection and Data collection Program 29

C.1.3.0.2.2 Methods 29

C.1.3.0.3.1 Data Collection and Analysis Program 29

C.1.3.0.3.2 Methods 29

C.1.3.1 PERFORMANCE EVALUATION AND REVIEW 30

C.1.3.1.1 General: 30

C.1.3.1.2 Communications Requirements: 30

C.1.4 Quality Assurance 31

C.1.4.1 Contracting Officer's Representative (COR) 32

C.1.4.2 Government Monitoring 32

C.1.4.3 Performance Evaluations 33

C.1.5 Physical Security 33

C.1.5.1 Key Control 33

C.1.5.2 Lock Combinations 33

C.1.6 Safeguarding Sensitive Data and Information Technology Resources 33

C.1.6.1 General 33

C.1.6.2 Safeguarding and Dissemination of Controlled Unclassified Information 34

C.1.6.2.1 General 34

C.1.6.2.2 Marking CUI 35

C.1.6.2.3 Authorized Recipients 35

C.1.6.2.4 Dissemination of CUI Information 35

C.1.6.2.4.1 By Electronic Transmission 35

C.1.6.2.4.2 By Non-electronic Form or on Portable Electronic Data Storage Devices 36

C.1.6.2.4.2.1 By Mail 36

C.1.6.2.4.2.2 In Person 36

C.1.6.2.5 Record Keeping 36

C.1.6.2.6 Safeguarding CUI Documents 36

C.1.6.2.7 Destroying CUI Information 36

C.1.6.2.8 Notice of Disposal 37

C.1.6.2.9 Incidents 37

C.1.6.2.10 Subcontracts 37

C.1.7 Hours of Operation 37

C.1.7.1 Normal Working Hours 37

C.1.7.2 Core Coverage Hours 38

C.1.7.3 Recognized Holidays 38

C.1.7.5 Property Access 38

C.1.7.6 Gate Control Access 38

C.1.8 Conservation of Utilities 39

C.1.9 Use of NCMMS 39

C.1.9.1 General 39

C.1.9.2 Operations 40

C.1.9.3 Reporting 43

C.1.10 Documentation and Records 43

C.1.11 Ordinances, Taxes, Permits, and Licenses 43

C.1.12 Other Contractors 44

C.1.13 Government Forms 44

SECTION 2 DEFINITIONS 44

C.2.0 General 44

SECTION 3 GOVERNMENT-FURNISHED PROPERTY 58

C.3.0 General 58

C.3.1 Electric Power 58

C.3.2 Water Source 58

C.3.3 Contractor Office Space and Furnishings 59

C.3.4 Storage Space 59

C.3.5 Network Equipment and Computer Hardware 59

SECTION 4 CONTRACTOR-FURNISHED PROPERTY

SUPPLIES/MATERIAL/EQUIPMENT 60

C.4.0 General 60

SECTION 5 OPERATION-SPECIFIC REQUIREMENTS 60

C.5.0 General 60

C.5.1 Inspection and Performance Plan 61

C.5.3 Asset Inventory 62

C.5.3.1 General: 62

C.5.3.2 Operations 62

C.5.3.3 Reporting 65

C.5.4 Safety Management 66

C.5.4.1 General 66

C.5.4.2 Workplace Safety and Health Program 66

C.5.4.2.1 Reporting 66

C.5.4.3 Scheduling and Record Keeping 66

C.5.4.3.1 Reporting 66

C.5.4.4 Fall Protection 67

C.5.4.7 Confined Spaces 67

C.5.4.8 Facility Hazards and Accidents 67

C.5.4.8.1 Hazards 67

C.5.4.8.2 Accidents 67

C.5.4.9 Disruptive or Hazardous Equipment 67

C.5.4.9.1 Tools 67

C.5.4.9.2 Hooks, Cranes, Hoists Chains and Slings 68

C.5.4.10 Scheduled Disruption to Utilities, Lighting, Fire Protection & Life Safety Systems, or Space Conditioning 68

C.5.4.11 Safety Data Sheets and Hazard Communication Plan 68

C.5.4.11.1 Safety Data Sheets 68

C.5.4.11.2 Hazard Communication Plan 68

C.5.4.12 Labeling and signage 69

C.5.4.13 Emergency Shutdown Instructions 69

C.5.4.14 Electrical Safety 69

C.5.5 Environmental Management 70

C.5.5.1 General 70

C.5.5.5 Fuel Storage Tank Management 70

C.5.5.5.1 Fuel Storage Tanks 71

C.5.5.5.3 Aboveground Storage Tanks 71

C.5.5.6 Solid Waste 72

C.5.5.9 Facility Hazards 72

C.5.5.10 Disposition of Hazardous Waste 72

C.5.5.11 Backflow Prevention Devices 73

C.5.5.12 Potable Water Systems - Reserved 73

C.5.5.13 Reporting 73

(a) Waste Reports 73

(b) Environmental Compliance 74

(c) Sustainable Purchasing Practices 74

(d) Sustainable Product Standards 75

(e) Proof of Compliance 75

C.5.5.14 Contractor Pandemic Plan 75

C.5.5.15 RESERVED 77

C.5.5.16 Stormwater Maintenance and Municipal Separate Storm Sewer System (MS4) or Equivalent Compliance. 77

C.5.6 Energy and Water Efficiency 79

C.5.6.1 General 79

C.5.6.2 Operations 80

C.5.6.3 Reporting 80

C.5.10 Tours 80

C.5.10.1 General 80

C.5.10.2 Proactive Facility Tours 80

C.5.10.5 Tour Logs 81

C.5.10.6 Reporting 81

C.5.11 Repairs 81

C.5.11.1 General 81

C.5.11.2 Operations 83

C.5.11.2.1 Non Reimbursable Repair 83

C.5.11.2.2 Partially Reimbursable Repairs 83

C.5.11.2.3 Fully Reimbursable Repairs 84

C.5.11.3 Warranties 84

C.5.11.4 Third-Party Contractors 84

C.5.12 Work Orders 85

C.5.12.1 General 85

C.5.12.2 Operations 85

C.5.12.2.1 Emergency Work Order (During Hours) 86

C.5.12.2.2 Emergency Callback (Beyond Normal Work Hours) 87

C.5.12.2.3 Urgent Work Order 87

C.5.12.2.4 Routine Work Orders 87

C.5.12.3 Data Maintenance 88

C.5.12.4 Reporting 88

C.5.13 Additional Services Indefinite Quantity Provisions 88

C.5.13.1 General 88

C.5.13.2 Price Proposal for Additional Services Work Request 89

C.5.13.2.1 Parts and Materials 89

C.5.13.2.2 Labor 89

C.5.13.3 Additional (Non-Pricing Schedule) Subcontracts 89

C.5.13.4 Indirect Costs (Markup) 89

C.5.13.5 Proposal Review 90

C.5.13.6 Additional Services Work Request Ordering and Invoicing 90

C.5.13.7 Cost Documentation 90

C.5.14 Support Services 90

C.5.14.1 General 90

C.5.14.2 Miscellaneous Work - RESERVED 91

C.5.14.3 Review of Design Documents 91

C.5.14.3.1 Reporting 91

C.5.14.4 Service Request and Administrative Support /Customer Service Desk 91

C.5.14.7 Technical Program, Property, and Project Support 91

C.5.14.7.2 Project Management Assistance 92

C.5.15 Monthly Progress Report 92

C.5.15.1 General 92

C.5.16 Reference Library 93

C.5.16.1 General 93

SECTION 6 MAINTENANCE SPECIFIC REQUIREMENTS 93

C.6.0 General 93

C.6.1 Maintenance Standard 94

C.6.7 Domestic Plumbing Systems 95

C.6.7.1 General 95

SECTION 7 ADMINISTRATIVE INSTRUCTIONS 95

C.7.0 Initial Inspection 95

C.7.1 Existing Deficiency Inspection/Initial Deficiency Report 96

C.7.2 Transition Phase 97

C.7.2.1 Transition Phase Schedule 98

C.7.3 Phase-out Transition Period 98

C.7.4 Contract Closeout Examination and Withholding of Final Payment 99

SECTION 8 PUBLICATIONS AND STANDARDS 100

C.8.0 General 100

C.8.1 General Publications 100

C.8.2 Federal Publications 101

SECTION 9 OBJECTIVES AND SCOPE 105

C.9.0 General 105

C.9.1 Cleaning Hours 105

C.9.1.1 Emergency After Hours Support 105

C.9.2 Sustainable Cleaning 106

C.9.3 Sustainable Cleaning Plan 106

C.9.4 Exposure Control Plan 106

C.9.5 Contractor Pandemic Plan – Reserved see C.5.5.14 107

SECTION 10 CUSTODIAL STANDARD SERVICES 108

C.10 Standard Services 108

C.10.2 Exterior Services 108

C.10.2.1 Canopies/Shade Structures 108

C.10.2.2 Hard Surface Areas 109

C.10.2.3 Ash Receptacles and Trash Containers 109

C.10.2.4 Surfaces (Signs, Tables, Benches, Site Furniture, etc.) 109

C.10.2.5 Graffiti Removal 109

C.10.2.6 Excrement Removal (Human, Bird and Animal) 109

C.10.2.7 Policing Outside Areas 112

C.10.2.8 Exterior Water Features (ARRAJ) 112

C.10.2.9 Pressure Washing 112

SECTION 11 GROUNDS MAINTENANCE 114

C.11 Grounds Maintenance 114

C.11.1 Landscape Erosion Management 115

C.11.2 Composting 115

C.11.3 Trees and Shrubs 115

C.11.3.1 Tree Thinning 116

C.11.4 Mulching 117

C.11.5 Mowing and Trimming 117

C.11.5.1 Unimproved Grounds and Improved Grounds 117

C.11.6 Leaf Removal 118

C.11.7 Overseeding, Dethatching, Plugging and Renovate 118

C.11.8 Fertilization 118

C.11.9 Flowerbeds and Plants 119

C.11.10 Soil and Ground Covers 119

C.11.12 Fence Lines 119

C.11.13 - RESERVED 119

C.11.14 Weed Control 119

C.11.15 Irrigation 120

C.11.15.1 Backflow Preventers 121

C.11.15.1 Excavation/Soil Disturbing Activities 121

C.11.16 Watering 122

C.11.17 Integrated Pest Management Plan (IPM) 122

C.11.18 Snow and Ice Removal 122

C.11.18.1 Snow and Ice Removal Plan 127

C.11.18.2 Snow and Ice Related Damages 129

SECTION 12 SOLID WASTE MANAGEMENT 130

C.12 Solid Waste Management 130

C.12.1 Solid Waste Management Program 130

C.12.1.2 Solid Waste Audits 130

C.12.1.3 Solid Waste Removal and Disposal 130

C.12.1.4 Solid Waste Records and Reports 131

C.12.1.5 Pick-ups on Call 131

C.12.2 Recycling 131

C.12.2.1 Extent of Work 131

C.12.2.2 Recyclable Materials Disposition 132

C.12.2.3 Recycling Containers 132

C.12.2.4 Recycling Proceeds 133

C.12.3 - Battery and Electronic Recycling 133

C.12.3.1 Submittals 133

C.12.3.2 Equipment 134

C.12.3.3 Submittals Material Removal 134

C.12.3.4 Disposal 134

C.12.4 Reports 134

SECTION 13 INTEGRATED PEST MANAGEMENT 135

C.13 Integrated Pest Management 135

C.13.0 General 135

C.13.1 Preventive Pest Maintenance 135

C.13.2 Initial Pest Assessment 135

C.13.3 Recommendations for Pest Management and Control 136

C.13.4 General 136

C.13.5 Pests Included and Excluded 136

C.13.6 Integrated Pest Management Plan 137

C.13.7 Pesticide Application 137

C.13.8 Structural and Procedural Recommendations 138

C.13.9 Record Keeping 138

C.13.10 Manner and Time to Conduct Service 139

C.13.11 Insect Control 139

C.13.12 Rodent Control 140

C.13.13 Safety and Health 141

SECTION 15 ABOVE STANDARD SERVICES 141

C.15 Above Standard Services 141

C.15.4 - RESERVED 141

C.15.6 Government Furnished Trees and Plants 141

C.15.8 Graffiti Removal 141

C.15.9 - RESERVED 142

SECTION 16 EXHIBITS 142

EXHIBIT 1: Denver and Boulder properties Information Sheets 143

EXHIBIT 2: Contractor Chart of Deliverables for COR 144

EXHIBIT 3: Exposure Control Plan (ECP) Example 148

EXHIBIT 4: Exterior Building Washing Guidance 151

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, and Snow

Removal and related services during the initial eight (8) 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, 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 removal vehicles and equipment shall be trained in the safe operations of such vehicles and equipment and the contractor shall provide the CO or their designee a copy of the training and a list of operators that attended. Training shall be provided, at a minimum, annually.