SOW_GM_Woodford_VA.doc

PERFORMANCE BASED SERVICE CONTRACT—GROUNDS MAINTENANCE

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 requirement unless there are safety, security or communication requirements.

It is the responsibility of the Contractor to ensure that they build into their bid/proposal price the necessary hours that it will take to meet the performance standards specified.

The Contractor will be required to maintain a Quality Control Program (here on known as QCP) 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 performance becomes unacceptable.

STATEMENT OF WORK

1. CONTACTS

On-Site Point of Contact (PC)

Kendall Fancher

NOAA/NOS/National Geodetic Survey

15351 Office Drive

Woodford, VA 22580

Phone: (540) 373-1243

Email: kendall.fancher@noaa.gov

Contracting Officer Technical Representative (COR)

Sonita Tiwari

NOAA/NOS/National Geodetic Survey

Phone: 301-713-3231 x115

Email: sonata.tiwari@noaa.gov

2. SCOPE OF WORK

A. Place of performance will be as follows: National Geodetic Survey, Training Center & Laboratory, 15351 Office Drive, Woodford, VA 22580. The project site consists of approximately 8 acres, parts of which are occupied by buildings and roads. See Attachment A Figure 1 for a map identifying the areas to be maintained under this contract.

B. All work performed under this contract is required to meet the quality and performance standards as identified. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform Grounds Maintenance from the date contract is awarded for a period of one calendar year. Work shall be in a manner that will maintain healthy grass, shrubs, and plants and present a neat and professional appearance.

C. It is the responsibility of the contractor to comply with all applicable state and federal laws governing the health and safety of its employees, including all regulations promulgated under the Occupational Safety and Health Act (OSHA). Such compliance shall include, but not be limited to, ensuring that all employees are properly trained for the work to be performed and have been supplied with all necessary protective and safety equipment. The Government at its discretion may request written safety plans or guidelines for its records.

D. If services cannot be performed due to rain or thunderstorms, the Contractor shall perform any and all scheduled services the next duty day with no degradation to existing scheduled services.

3. SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

A. Government Furnished:

Electrical power will be provided on grounds for the Contractor to operate such equipment, as necessary, in the performance of this contract.

B. Contractor Furnished:

(1) The Contractor shall furnish all supplies, materials, and employee training necessary to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

(a) Training shall include all applicable OSHA and other related standards. The Contractor shall submit all Material Safety Data Sheets (MSDS) for any materials used under this contract containing “dangerous” or “warning” labels to the on-site Point of Contact (PC) within 10 days after contract award date.

(b) Furnish employees with appropriate Personal Protection Equipment to meet OSHA standard 1910.132(a) which states: Protective equipment, including personal protective equipment for eyes, face, head, and extremities, protective clothing, respiratory devices, and protective shields and barriers, shall be provided, used, and maintained in a sanitary and reliable condition wherever it is necessary by reason of hazards of processes or environment, chemical hazards, radiological hazards, or mechanical irritants encountered in a manner capable of causing injury or impairment in the function of any part of the body through absorption, inhalation or physical contact.

(2) The Contractor shall furnish all equipment necessary to accomplish the work under this contract. All equipment must meet all applicable OSHA standards. Contractor shall not use any unsafe equipment or any equipment in need of repair.

4. CONTRACTOR PERSONNEL

A. Within five days of the contract start date, the Contractor shall submit, in writing, the name of the Site Manager and an alternate to the PC. The Contractor shall supply telephone, cell phone, and/or pager numbers to the PC for use in contacting the Site Manager. The Site Manager shall conduct overall management coordination and shall be the central point of contact with the Government for performance of all work under this contract. The Site Manager shall be authorized to receive any notices of deficiency in contract performance. The notices may include, but not be limited to, the following: non-performance of work, deficiencies in work performed and notices of proposed payment deductions due to the above. This may be in the form of written and/or verbal communications. The Site Manager shall be available weekdays, between the hours of 8:00 a.m. and 3:00 p.m., within 30 minutes to meet at the facility to discuss problem areas.

B. All personnel employed by the Contractor shall be experienced in the type of work involved and familiar with the specifications of this contract.

C. The Contractor is required to provide necessary and on-going tenant relations or customer service training for their employees.

D. Contractor personnel shall conduct all operations in such a manner as to minimize any inconvenience in the use of the facilities to the occupants.

E. Contractor personnel shall wear all appropriate Personal Protection Equipment as required by OSHA standards.

5. SCHEDULING WORK AND REPORTING REQUIREMENTS

Within five work days of the contract starting date, and annually thereafter for renewal periods, the Contractor shall submit to the PC schedules and plans to accomplish required services throughout the year. If changes need to be made to reduce conflicts with Government operations, special events, or other occurrences, the Contractor shall meet with the PC and revise the schedule as necessary. The PC can request changes to the monthly work schedule so spacing of services is distributed to meet the needs of the Government. The Contractor shall not deviate from this schedule without prior approval from the Contracting Officer’s Technical Representative.

6. QUALITY CONTROL PROGRAM

A. The Contractor shall establish a complete, written, Quality Control Program (QCP) to ensure that the requirements of the contract are provided as specified. The written QCP shall be submitted to the PC within 5 days of the start date of work.

B. The QCP’s purpose is to provide a plan for meeting all requirements of this contract. The QCP should include, but not be limited to, the following:

1. An inspection of the grounds which covers all services stated in “Performance Standards and Guideline Requirements” of this contract.

2. A system to ensure that the Contractor’s employees, or subcontractor’s employees, are notified of all deficiencies in their area of responsibility. A system and plan to retrain employees to ensure that deficiencies do not reoccur.

3. A plan for monitoring and correcting customer complaints. A record of customer complaints and the corrective action taken must be kept on file at this site and available for review by the Contracting Officer or his/her representative, at any time.

4. A plan for the immediate forwarding of customer complaints that are not the responsibility of the Contractor, to the PC or their designated representative.

C. The QCP must be kept current, reflecting the pertinent contract modifications and requisite changes or conditions. The Contractor shall review the plan with his onsite personnel to ensure complete understanding. A copy of the most current QCP must be kept on file at the worksite where the tasks are being accomplished.

D. If the Contractor is not meeting performance or quality measures, the Government retains the right to review the QCP and related documents. Upon review of the plan and related documents, the Government will take appropriate action to ensure that all quality and performance measures are met as specified in this contract.

7. SECURITY

A. The contractor shall be responsible for the following security aspects of work performed under this contract.

1. Contractor’s Security Point of Contact

The contractor shall submit with quote a Point of Contact for security related matters.

2. Physical Security

The contractor shall safeguard all Government property provided for Contractor use. The Contractor shall maintain physical security management of all operational areas, equipment, data, forms and products.

3. The C&A Requirements of Clause 73 do not apply and a Security Accreditation Package is not required.

PERFORMANCE STANDARDS AND GUIDELINE REQUIREMENTS

NOTE: All services provided under this contract are required to meet the quality and performance standards described herein.

A. The Contractor shall provide all labor, equipment, materials, supplies, and supervision to perform grounds maintenance and landscape services as identified in the Statement of Work.

1. The following guidelines describe what is considered to be the normal industry quality and performance standards for intended services under this type of contract.

2. The Contractor, through innovation, technology or other means, shall perform the required services in order to meet the quality and performance standards.

B. The following guidelines are for reference only and final results will be the determining factor for the success or failure of this contract. Performance will be based on the Contractor’s effort in the meeting the performance and quality standards, not the frequency or method of performance.

1. Mowing and Trimming Operations: Figures 2, 3, 4 and 5, in Attachment A define the areas to be mowed and trimmed by the Contractor. The Contractor shall be responsible for monitoring the growth of the grass and scheduling cutting/mowing operations as required. The Contractor shall prevent scalping, uneven mowing, rutting by equipment, damage to trees and shrubs during contractor operations. The Contractor shall replace shrubs and tress damaged during mowing operations. Precautions shall include removal or repair of equipment causing unnecessary damage or procedures causing unsatisfactory mowing. The Government is not responsible for damage to contractor’s equipment due to trash, debris, or uneven terrain. Contractor shall maintain all open drainage systems; open culverts under driveways and roads free of debris, trash, limbs, leaves and grass clippings. Grass shall be cut from May through October and maintained between 2 ½” and 3” height. The frequency of mowing may vary depending on weather conditions. Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks and other fixed obstacles. Trimming height shall match surrounding area grass height. Grass clippings shall be removed or mulched to provide a uniform appearance after mowing. All improved grounds shall look well manicured at all times. All areas shall be trimmed concurrent with mowing. Damage to trees and shrubs from trimming, caused by contractor shall be repaired by the Contractor at no additional cost to the Government. If a plant should die or become unhealthy due to damage caused by the Contractor, the Contractor will be responsible for replacing the damaged plant or tree with a plant or tree of the same species, and size. Plant or tree replacement or repair shall occur within 15 days of noticed damage. It is the Contractor’s responsibility to ensure their trimming or mowing services does not damage trees. Sod shall be completely removed from around base of all trees in lawn area and 24 inches away from edge of trunk, to form an even circle around the tree. If grass seeding is needed to repair damaged areas, use a compatible grass seed mixture.

2. Fertilize Grounds. Figure 7, in Attachment A defines the areas to be fertilized. The Contractor shall furnish and apply a slow release fertilizer in (2) separate treatments; once in the spring and once again in the fall in defined areas.

3. Over seed. Figure 7, in Attachment A defines the areas to be over seeded. In the spring of the year the Contractor shall furnish and spread grass seed in defined areas. Seed shall be a mix that does well in northern Virginia’s climate and is weed free at a minimum rate of 2 lbs per 1,000 sq. ft.

4. Edging. Figure 6, in Attachment A identifies the sidewalks and concrete pad to be edged. Figure 7, in Attachment A identifies the area where landscaping is to be edged. Grass shall be cut back from all edges 0.5” to 1.5” and not cut deeper than 1.5” to 2”. Edging shall include removal of vegetation from cracks, and expansion joints in sidewalks, driveways, stone landscaping, and curbs. Grass shall not extend over the edge of parking lots, concrete streets, pads, sidewalks, driveways, paved areas or curbs in all areas. During the first year of this contract edging shall be established around trees where the grass intersects the mulch bed. During the option years of this contract this edging shall be maintained.

5. Weed Control. Figure 7, in Attachment A defines the area requiring weed control. Defined areas shall be maintained to show continual progress in removal of annual and perennial weeds, including all clover and coarse grass species. Parking lots, road surfaces, plant beds, walkways, shall be kept free of weeds, grasses, leaves and debris. Planting beds shall be kept free of weeds, grasses, leaves and debris. Sprays specific for problem vegetation are permitted.

6. Lime Application. Figure 7, in Attachment A defines the area requiring lime application. The Contractor shall furnish and apply pelletized lime once in the in the fall at a minimum rate of 40 lbs per 1,000 sq. ft in defined areas.

7. Tree Pruning. Figures 2, 3, 4 and 5, in Attachment A define the areas to receive tree pruning by the Contractor. Remove dead, damaged, or diseased wood from all trees (within 6 feet from the ground). This is a continuous requirement.

8. Bark Mulching. Figure 2 and Figure 7, in Attachment A identifies the areas requiring bark mulching. During the month of May the Contractor shall provide and place bark mulch around trees and plant beds in defined areas. Quantities supplied must be sufficient to maintain planting bed areas with a minimum mulch depth of four (4) inches, and tree mounds with a minimum depth of six (6) inches. A sample of mulch shall be submitted to the PC prior to application.

9. Cleanup. All grass clippings, weeds, and pruning shall be removed from the project premises as necessary. Walks and driveways shall be kept free of equipment and debris. Exterior walls of building shall be kept free of soil. When on the job site police entire grounds to remove all trash, debris and leaves. This shall include the vehicle parking lots, walkways and lawn areas.

10. Final Work. During the last two weeks of the contract, the Contractor shall leave all tree mounds and planning bed areas in a weed free condition. Grass shall be mowed, weather conditions permitting, regardless of height.

ITEMIZED SERVICES REQUIREMENT SHEET

I. The following are services INCLUDED under this performance-based solicitation. The following are major service items and therefore, some minor or sub item services may not be listed. See Attachment A for services to be conducted in specific areas.

A. Grass Mowing B. Edging C. Trimming D. Fertilizing E. Lime F. Over Seeding G. Mulching H. Pruning

I. Weeding

J. Bed Preparation and Maintenance

Performance Objectives and Thresholds

General

The contractor service requirements are summarized into performance objectives that relate directly to essential services. The stated performance thresholds are the minimum acceptable levels of service for each stated requirement. All aspects of the contractor performance are subject to Government surveillance, and absence of any contract requirement form the Performance objectives identified below shall not detract from its enforceability nor limit the rights or remedies of the Government under contract clauses.

Performance Objective

Performance Threshold

Perform all services required in accordance with the SOW Not to exceed 1 valid complaint

On a daily or weekly basis of unsatisfactory service per week

Perform all periodic services as required Not to exceed 1 valid complaint of Unsatisfactory service per interval

The preferred method of resolving deficiencies is to allow re-performance to correct the deficiencies. The Contractor shall be provided with the opportunity to correct substandard performance within one business day. When substandard performance is not corrected within the specified timeframe or the Contractor refuses to re-perform the service, the unsatisfactory service is then logged as a deficiency. Deductions for deficiencies shall be calculated as 1/30th of unit price for each day that the Contractor fails to correct.