ESBD_File_347268_SOLICIEXH_F.6_SOW.pdf

Rev. 02/22/2022

TEXAS DEPARTMENT OF PUBLIC SAFETY

GROUNDS MAINTENANCE STATEMENT OF WORK

1.0 Service Location:

Plainview Area Office 1108 S. Columbia Plainview, TX 79072 Approximate Acres*: 4.1

* Contractor is responsible for verifying acreage.

2.0 DPS Contract Monitor:

Brenda Romero 1404 Lubbock Business Park Blvd. Suite 100, Lubbock Tx 79403 806-740-8960 Brenda.Romero@dps.texas.gov

3.0 Period of Service:

The service period will be from Date of Award through 08/31/2027. Note: Contract durations cannot exceed four (4) years; this includes the initial term plus one renewal.

DPS reserves the right to terminate this contract in accordance with the standard terms and conditions.

Unless otherwise coordinated with, and approved by, the contract monitor in writing, all services must be performed on a time and day approved by DPS contract monitor.

4.0 Contractor Service Requirements:

The Contractor will furnish all labor, equipment and supplies necessary to perform services. Any changes to this schedule in service must be approved by the Contract Monitor 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 prebid conference or to perform contracted services after award, they will be required to bring their own Personal Protective Equipment.

1. There may be a check in point where DPS staff could take their temperature.

2. There may be a checkpoint where the Contractor, and all members of their team, will be asked to show that they have a mask.

3. Contractor may be asked to fill out a short questionnaire concerning possible COVID 19 symptoms.

4. Contractor will be expected to wear a mask and keep social distance of at least 6’-0”, which is the recommendation of the CDC. (Even for meetings that take place outside of the building, this will be expected.)

5.0 Criminal History Background Checks:

Contractor will have its project personnel submit to a DPS fingerprint-based criminal history background investigation completed within ten calendar days from date of award. To facilitate this criminal history background investigation, each person is required to complete the DPS Contractor Background Information form (HR-22), provided by DPS. Contractor is not responsible for any costs associated with obtaining any fingerprints for the criminal history background investigation. In the event of a failed background check, the Contractor will have five calendar days from the announcement of failure date to re-submit completed Background forms to the Contract Monitor for replacement personnel. DPS will not allow personnel to work at the facility who have not successfully completed a DPS fingerprint-based criminal history background investigation and who do not otherwise maintain a DPS security clearance. In addition, DPS has the right to prevent Contractor’s personnel from gaining access to the DPS building(s) and computer systems if DPS determines that such personnel do not pass the background check or fail to otherwise maintain a DPS security clearance

If all personnel have not been cleared within 30 calendar days from the date of award, the purchase order (PO) -may be cancelled and awarded to next qualified Bidder listed on the Bid Tabulation. The above procedures and stipulations will apply to any subsequent Bidders that are awarded the project. DPS is a Law Enforcement organization and will make every effort to enforce applicable State of Texas, Federal and International laws. Persons with outstanding warrants will be subject to immediate arrest. Persons with criminal histories are not allowed on DPS property. Non-disclosure statements may also be required when working on or within certain DPS locations.

6.0 General Requirements:

A. Lawn Service Meeting: A Contractor Representative must meet with the DPS

Contract Monitor and/or their designee, prior to or within the first 30 days of commencing work, at the project site, under this contract and for each subsequent renewal period. At this meeting, the Contract Monitor and their designee(s) will be identified.

B. Vendor Lawn Care Checklist (Attachment A): The contractor must complete the Lawn 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. In the event 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. Checklist must be provided to the DPS Contract Monitor. Failure to provide signed checklist as specified will result delay in payment for services rendered.

C. Contractor Sign In: Contractors assigned a building access security badge will not be required to sign in. Contractors must check in at the front desk prior to 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. Lawn Equipment and Supplies: The contractor will be responsible for providing all lawn equipment and supplies. The contractor must provide a copy of the Safety Data Sheet (SDS) for any chemical used in a Department facility upon request (This includes but is not limited to weed killer, fertilizer, and pre and post emergent).

Contractor must utilize their equipment with manufacturer safety equipment in place (i.e. guard).

E. Damaged Property: The Contractor is responsible for immediately notifying local building staff of all damages, potential hazards, and other conditions or injuries that may occur. The contractor, at no additional cost to DPS, must replace or repair within two (2) weeks any property damaged by the Contractor. Replacement material must be of the same size and variety as the damaged material. Alternatives to size, variety, and scheduling of replacement must have written permission of the Contract Monitor or their designee. A licensed irrigator must perform sprinkler system repairs.

Failure to report damages may result negative vendor performance reporting and/or termination of the contract.

7.0 Grounds Maintenance

The following duties will be performed as specified below. Contract monitor will determine the required service dates and may modify schedule as needed based on regional climate.

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. Not to exceed 26 lawn services. The contract monitor in writing with a one-week notice may modify a schedule.

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NOTE: No More than 26 mows will 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 the purpose of “edging” or preventing plant growth around trees, sign poles, buildings or other fixed objects.

2. Trim grass around fixed objects and trees.

3. Trimming, pruning, and shaping bushes and shrubs as needed to keep windows, pedestrian and vehicle traffic paths clear.

4. Prune and trim low hanging branches over sidewalks and parking spaces to keep pedestrian and vehicle traffic paths clear. This includes away from building walls so branches are not touching any buildings and /or fence lines.

Note:

Tree branches must be trimmed to a minimum of 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 6 feet of the tree base or shrub base.

6. Keep lawn, 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 in accordance to local ordinances.

8.0 Prorating:

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

In the event services are not performed satisfactorily, payment may be prorated, up to the entire amount of services, in accordance with the schedule shown in Attachment A.

9.0 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 purchase order (PO) number and month of service along with a copy of the Vendor Lawn Care Checklist (Attachment A). 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 Reg5AdminWorkOrderReq@dps.texas.gov 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.

10.0 Attachments

See below to view the listed attachments.

mailto:APinvoices@dps.texas.gov

Attachment A:

• Vendor Lawn Care Checklist.

End of Section

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%

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 #)