ESBD_535600_1783616056754_SOL_EXH_F.8_Statement of Work.pdf

Rev. 06/03/2024

TEXAS DEPARTMENT OF PUBLIC SAFETY

GROUNDS MAINTENANCE STATEMENT OF WORK

1.0 Service Location:

111 Tejas Drive Terrell, TX 75160 Approximate Acres*: 4

* Contractor is responsible for verifying acreage.

2.0 Contractor Service Requirements:

The Contractor must furnish all labor necessary to perform service. The Contract Monitor must approve any changes to this schedule in service in writing. (This excludes holidays when the office is closed).

During a pandemic, as determined by DPS, when the Contractor arrives at a DPS Office for a pre-bid conference or to perform contracted services after award, they must bring their own Personal Protective Equipment.

A. Contractor must follow agency-adopted pandemic protocols.

3.0 General Requirements:

A. The Contractor representative must meet with the DPS Contract Monitor and/or their designee, before or within the first 30 days of commencing work, at the project site, under this contract and for each subsequent renewal period. The Contract Monitor and their designee(s) must be identified at this meeting. The Contractor is responsible for ensuring that a sufficient number of employees have passed the required background check for each location to prevent a lapse in service if the primary contract employee is unavailable.

B. The Contractor must complete the Grounds Care Checklist after each service by recording the date, selecting only the service categories completed as outlined in this specification, and writing the contracted employee name(s). This service report requires a signature from the Contractor, sub-contractor, or their employee. If deficiencies, as outlined in this statement of work, exist, the Contract Monitor and Contractor (or representative) must agree upon a plan of action and identify amounts of invoice adjustment. The checklist (Attachment A) must be provided to the DPS Contract Monitor. Failure to provide a signed checklist as specified must result in a delay in payment for services rendered.

C. Contractors assigned building access security badges are not required to sign in.

Contractors must check in at the front desk before each service unless the start time is after hours.

If an access badge is lost or stolen, the Contractor must notify the Contract Monitor immediately. Upon termination of this contract, all badges must be returned to the Contract Monitor, or the Contractor must pay the cost of each card.

D. The Contractor must provide all Grounds Keeping equipment, tools, and supplies. The Contractor must provide a copy of the Safety Data Sheet (SDS) for any chemical used in a DPS facility upon request (Including but not limited to weed killer, fertilizer, and pre and post-emergent). The Contractor must utilize their equipment with manufacturer safety equipment in place (i.e., guard).

E. The Contractor is responsible for immediately notifying local building staff of all deficiencies, damages, potential hazards, and other conditions or injuries that may occur. At no additional cost to DPS, the Contractor must replace or repair any property damaged by the Contractor within two (2) weeks. Replacement material(s) must be the same size and variety as the damaged material. Alternatives to size, variety, and replacement scheduling must have written permission from the Contract Monitor or their designee. A licensed irrigator must perform sprinkler system repairs. Failure to report damages may result in negative vendor performance reporting and/or contract termination.

4.0 Grounds Maintenance

The following duties must be performed as specified below. The Contract Monitor must determine the required service dates and may modify the schedule as needed based on regional climate with a one-week notice in writing.

A. Category 1: Mowing

1. Mow the lawn and all grassy areas of the property no more than three (3) inches in height, except in designated locations approved in writing by the Contract Monitor or their designee. The Contract Monitor may modify the schedule with a one-week written notice.

Note:

No more than 26 mows must be allowed during a 12-month period.

B. Category 2: Edging / Trimming

1. Edge curbs, sidewalks, parking areas, and driveways at each mowing.

Note:

Herbicides must not be used for “edging” or preventing plant growth around trees, sign poles, buildings, or other fixed objects.

2. Trim grass or weeds around fixed objects and trees.

3. Trimming, pruning, and shaping bushes and shrubs to keep windows and traffic paths for pedestrians and vehicles clear.

4. Prune and trim low-hanging branches over sidewalks and parking spaces to clear pedestrian and vehicle traffic paths. This includes away from building walls to keep branches from touching any buildings and /or fence lines.

Note:

Tree branches must be trimmed to a minimum of seven (7) feet in height over sidewalks and parking areas. Notify the Contract Monitor if an Arborist is needed.

5. Remove all root sprouts (tree suckers) within six (6) feet of the tree base or shrub base

6. Keep lawns, flowerbeds, planters, sidewalks, parking lots, and tree wells free of weeds.

Note:

Weed removal must be performed by chemical and non-chemical industry-accepted methods, including hand or mechanical weeding methods.

7. Cut back old dead growth on all plants.

C. Category 3: Other

1. Clean all debris in the following areas during each service:

a) Lawn

b) Flower beds

c) Sidewalks

d) Curbs

e) Parking Lots

Note:

This includes but is not limited to trash, pulling weeds, rake/remove leaves, branches, twigs, and other natural debris throughout the grounds. All clippings, debris, and litter removed from the grounds must be disposed of offsite according to local ordinances.

5.0 Periodic Services:

The following periodic services must be provided only at the request of the Contract Monitor. Payment for periodic services must only be rendered if services are requested by the Contract Monitor and provided.

A. Weed Killer

1. Apply weed control as needed and/or upon request.

Note:

Weed removal must be performed by chemical and non-chemical industry-accepted methods, including hand or mechanical weeding methods. No more than three (3) weed-killer applications are allowed per year.

B. Fertilization / Winterize

1. Apply plant fertilizer from late March to early April

2. Apply plant winterizer from the months of October to November.

No more than two (2) applications are allowed per year.

C. Pre and Post Emergent

1. Apply pre-emergent during the months of:

- late January to early February

- May to early June

2. Apply post-emergent in late June to early July.

No more than two (2) applications are allowed per year.

6.0 Prorating:

The Contractor must not be entitled to payment for any service(s) not performed. The monthly payment must be prorated based on the information gathered on the required Contractor Lawn Care Checklist (Attachment A).

If services are not performed satisfactorily, payment may be prorated up to the entire amount of services, per the schedule shown in Attachment A.

7.0 Invoices

Invoices must be submitted by the 5th day of each month following the previous month’s service. The itemized invoice must include the DPS PO number and month of service.

Note: If the document is not received, payments may be delayed until received. This information must be sent to:

Department of Public Safety, Finance, PO Box 4087, Austin, TX 78773-0130 or emailed to APinvoices@dps.texas.gov, and a courtesy copy must be sent to Reg1AdminWorkOrderReq DPS will incur no penalty for late payment if payment is made in 30 or fewer days from receipt of goods or services and an uncontested invoice.

8.0 Attachments

Attachment A:

• Contract Lawn Care Checklist.

End of Section mailto:APinvoices@dps.texas.gov

Attachment A

VENDOR LAWN CARE - CHECKLIST

(To be filled out by onsite DPS Representative assigned by the Facilities Manager if no one is available please have the vendor Mgr. sign off and forward per instructions below)

Work

Performed (Yes/No)

Type of Service

Percent reduction if not performed

Unacceptable (Needs to be redone)

Needs

Improvement

Meets

Standard

Above

Standard

Reason for Unacceptable/Needs Improvement

Each Visit

Mowing 50%

Edging & Trimming 25%

Other (Bag and dispose of clippings, cuttings, plant materials, debris, etc.)

25%

All services above must be completed to DPS satisfaction to receive 100% payment. Payment will be made when all 3 service categories are satisfactorily completed.

Partial / Unsatisfactory services will be paid as outlined in the service contract specifications.

Periodic Services Weed Killer 20% Fertilization /

Winterizer

20%

Pre-Emergent 20% Post-Emergent 20% Other (Explain in

Reason section)

20%

Date Of Service:

DATE:

TIME BEGAN: DPS LOCATION:

VENDOR

COMPANY

NAME:

VENDOR

SIGNATURE:

DPS

REPRESENTATIVE

PRINTED NAME:

This form is to be signed at date/time of services being rendered. This form is to be submitted to the below email address, or fax number at the end of each month for payment processing for that month. If you have any questions, please feel free to contact (RFM- to enter contact name) at Phone: (enter phone number to call) Email to: (enter Contract Monitors email address) Fax No: (enter fax #)

attachment a.pdf