DS Landscape Maintenance PWS.docx

INDIAN HEALTH SERVICE

PERFORMANCE WORK STATEMENT

Landscape Maintenance Service Contract

FOR THE

Desert Sage Youth Wellness Center 39990 Faure Road Hemet, CA 92544

INDIAN HEALTH SERVICE

CALIFORNIA AREA OFFICE

U.S. Department of Health and Human Services Indian Health Service 650 Capitol Mall, Suite 7-100 Sacramento, CA 95814

A.

BACKGROUND AND PROJECT DESCRIPTION: The Desert Sage Youth Wellness Center (DSYWC) is a 35,000 square foot facility located on approximately 17 acres in Hemet, CA. The DSYWC is a residential behavioral health treatment facility for Native American/Alaskan Native youths (ages 12-17) with substance abuse disorders. In order to provide therapeutic outdoor spaces, landscaping and ground-keeping maintenance services are needed to provide functional and aesthetically pleasing outdoor environment.

The purpose of this landscaping maintenance service contract is to complete needed landscaping and ground-keeping maintenance tasks to ensure a healing and therapeutic outdoor environment for staff, patients and visitors.

A site location map is attached by the Indian Health Service California Area Office (IHS/CAO).

B. GENERAL: The Contractor shall provide all material, labor, and equipment to maintain landscaping and ground-keeping tasks as listed below and all associated appurtenances. All measurements shall be in English units.

C. SERVICES TO BE PERFORMED BY THE CONTRACTOR: Following the Notice to Proceed (NTP), the Contractor shall proceed to complete work.

D. SCOPE OF WORK: Landscape Maintenance Service

1. The Contractor shall:

a. Contractor shall develop and implement a Landscaping Maintenance Plan to ensure the most effective maintenance of the site is implemented. The plan must address routine maintenance as well as actions to remediate any foreseen seasonal issues (pruning, reseeding grass…etc.). the I.H.S./CAO expects the Landscaping Maintenance contractor to serve as the local expert regarding which services are required and how to prevent their presence of invasive plants and/or actions to remove them. Landscaping Maintenance services are generally accomplished through a proactive service performed as regular inspections for invasive species and reactive service performed as a result to service requests. Work with staff to plan and develop implementation procedures.

b. The Contractor shall submit to the Contracting Officer and Contracting Officer’s Representative all items listed below unless otherwise specified these items shall be submitted along with the Bi-weekly and Seasonal Landscaping Management Plan:

i. Certificates of Insurance

ii. Safety Plan

iii. Safety Hazard Analysis

iv. Name and local telephone numbers of the site supervisor and alternate

v. Exposure Report. Any exposure incidents and associated man-hours worked shall be submitted to Facilities Manager (submit within 15 business days after the first of each month).

vi. SDS for compounds to be used at this site

vii. Note. An observed violation of safety requirements shall be grounds for the Government to stop work. Such work shall not continue until the violation is corrected.

c. Bi-weekly and Seasonal Landscaping Management Plan. Create and implement a bi-weekly (twice a month) and seasonal landscaping management plan to ensure the best appearance of the current landscaped areas within the property boundaries of the DSYWC and 100 feet in front of the main gate (includes entrance area). The Bi-weekly and Seasonal Landscaping Management Plan shall identify and assess current and potential invasive plant (weed) problems. Unless otherwise informed the plan shall be submitted within 10 business days after award.

i. The plan shall emphasize the use of natural controls and chemical tactics that are not harmful to the building occupants or the environment.

ii. Establish an action threshold for each invasive plant species that is found and those that are expected. The plan shall include a maintenance schedule identifying corrective controls.

iii. Initial Inspection: The Contractor shall make a thorough initial inspection of the premises to evaluate and inventory its landscape management needs during the 10 business days after contract award. The Contractor shall brief the Contracting Officer’s Representative (COR) on all findings. The Contractor shall also continue to respond to routine service requests while performing this inspection.

iv. Ongoing Monitoring and Inspection: A critical aspect of the landscape management plan shall be implementation of a continuous monitoring and inspection program to identify invasive species zones and allow an objective assessment of their levels. The Contractor shall report findings and make detailed, site-specific recommendations in writing for corrective action to the COR. Recommendations to the IHS/CAO that can aid in the overall invasive species effort may involve improvements of site landscaping.

v. Coordination Requirements: The Contractor shall provide service in accordance with an approved detailed landscape management plan and inspection and service schedule developed for the Desert Sage Youth Wellness Center. The Contractor shall perform services that do not adversely affect tenant health or productivity during the hours of operation in the various buildings. The Contractor shall coordinate access to the site, including private areas such as the patient living quarters, and the scheduling of service with the Facilities Manager. If a particular treatment requires an exterior area to be vacated, the Contractor shall notify the Facilities Manager at least five (5) business days in advance of the treatment, provide and post all necessary signage, ensure the security of the areas being treated, and remove signage when the area is safe.

d. Contractor shall include all needed labor, parts, materials, equipment, travel and per diem

i. Complete bi-weekly landscaping and ground-keeping maintenance tasks

ii. Bi-weekly landscaping and ground-keeping maintenance tasks shall include but not limited to: cutting of grass, pulling weeds, pruning of trees and shrubs, adding fertilizer, checking water irrigation controls are working properly and adjusting such controls as necessary for the season, manual watering of plants as needed.

iii. With the exception of grass clippings, the Contractor shall dispose of all yard trimmings (to include, but not limited to: invasive plants/weeds, tree branches, etc.) off site, as to not overflow the site’s waste bins.

e. Contractor shall complete seasonal (extra) landscaping maintenance services on these 9 months:

i. March

ii. April

iii. May

iv. June

v. July

vi. Aug.

vii. Sept.

viii. Oct.

ix. Nov.

f. In early April and October of each year, contractor shall power-wash all sidewalks and remove any stains/debris

g. Contractor shall have well-trained and qualified technicians in performing landscaping and ground-keeping maintenance work.

i. Conduct. The Contractor shall conform and require Contractor employees to conform to similar standards of conduct as Government personnel. Personal conditions such as being under the influence of intoxicating beverages, drugs, etc., which may interfere with the performance of the contract services or affect the safety of the employee or others shall not be permitted. Misconduct of the kind set forth in this paragraph shall cause the Contractor to take disciplinary action against Contractor employees, which may result in the immediate removal of employee from Government property and removal from continued work under the contract. When it is necessary to remove Contractor personnel the Contractor shall immediately provide a qualified replacement to carry out the services performed.

ii. Identification All personnel shall be required to carry a current driver’s license and/or photo company identification card. Driver’s license and/or company identification card. The Contractor shall wear shirts or hats with their company identification embroidered on them to identify to the public that they are Contractors working for the government.

iii. Vehicles & Equipment. Vehicles and equipment used by the Contractor shall have signs, magnetic or permanently affixed indicating the name of the company.

h. Contractor shall schedule the exact dates and times for all work by mutual agreement with point of contact below. Notify Facilities Manager of intent to perform inspections and schedule five (5) business days in advance

i. Contractor shall make every effort to ensure existing structural and building features are not damaged and make needed repairs to return building features to previous conditions or better.

j. Contractor shall make every effort to keep work area clean before, during and after work.

k. Contractor shall make every effort to minimize disruptions to facilities patient care services before, during and after work.

l. Contractor shall provide technical support on all installed parts, materials, and equipment

m. Unscheduled Service Calls and Repairs: contractor shall provide a quote for corrective actions needed to bring landscaped areas, water irrigation system and associated components back into standard operations. If quote is approved by government Contracting Officer (CO), then contractor shall complete all needed work to bring landscaped areas, water irrigation system and its components back to operations and minimize impact to patient care services. A modification to the contract will be required prior to the work to start, however, in an emergency a verbal approval from the CO will authorize work to be completed prior to the modification.

Deliverables:

1. Landscaping Maintenance schedule for each calendar year by Jan. 3

2. Landscape Management Plan by Jan. 3

3. Unscheduled Service Calls and Repairs: contractor shall provide a quote for corrective actions needed to bring landscaped areas, water irrigation system and associated components back into standard operations. If quote is approved by government Contracting Officer (CO), then contractor shall complete all needed work to bring landscaped areas, water irrigation system and its components back to operations and minimize impact to patient care services. A modification to the contract will be required prior to the work to start, however, in an emergency a verbal approval from the CO will authorize work to be completed prior to the modification.

Quality Assurance Surveillance Plan (QASP)

Monitoring Method: 100% inspection of milestones / deliverables associated with objective

· Deliverable Requirements

· Performance Standard. Administrative Requirements such as the Safety Plan, SDS, Exposure Reports are provided to the COR and CO as required.

· Minimum Acceptable Level (MAL) and Desire Level (DL). 100% submission of all requirements.

· Method and Frequency of Inspection. Review and approval, as allowable, by the COR.

· Incentive and Remedy. Incentive is the initialization of contracted services. Remedy is the contractor shall develop a performance plan with continuous review and inspection by the COR until performance is satisfactory.

· Landscape Maintenance

· Performance Standard. Landscape Maintenance

· Minimum Acceptable Level (MAL) and Desire Level (DL). 100% submission of all requirements.

· Method and Frequency of Inspection. Review and approval, as allowable, by the COR.

· Incentive and Remedy. Incentive is the initialization of contracted services. Remedy is the contractor shall develop a performance plan with continuous review and inspection by the COR until performance is satisfactory.

All work shall be approved by below Facility Manager or designee:

Alvaro Enriquez Desert Sage Youth Wellness Center Facility Manager Phone: 951-708-4019 Email: Alvaro.Enriquez@ihs.gov

Period of Performance:

The period of performance shall be for one (1) Base Year of 6 months and four (4) one-year option periods as follows:

Option Year 3 1 January 2026 – 31 December 2026 Option Year 4 1 January 2027 – 31 December 2027

Attachments:

1. Desert Sage Landscape as-built drawings

2. Photos of existing landscaping conditions as of May 10, 2023

3. Site Location Map

Site Location Map

Performance Work Statement: Desert Sage Landscape Maintenance Service Contract Page 4 image1.png image2.jpeg