Section_C-5.E_Grounds_Maintenance_Landscaping.pdf

Federal Law Enforcement Training Centers Charleston SC

HSFLCS-16-R-00001

C-5.E-1

SECTION C-5.E – GROUNDS MAINTENANCE / LANDSCAPING

TABLE OF CONTENTS

No. Title Page No.

C-5.E.1 GENERAL REQUIREMENTS................................................................... C-5.E-1

C-5.E.2 DEFINITIONS - TECHNICAL..................................................................... C-5.E-1

C-5.E.3 CONTRACTOR FURNISHED ITEMS......................................................... C-5.E-2

C-5.E.4 MANAGEMENT.............................................................................................. C-5.E-2

C-5.E.5 GROUNDS MAINTENANCE PERFORMANCE REQUIREMENTS......... C-5.E-3

(a) Maintenance Level I

(b) Maintenance Level II

(c) Maintenance Level III

(d) Additional tasks

ATTACHMENTS

C-21 Grounds Maintenance Building/Parcel/Sq.Ft/Acreage C-22 Grounds Maintenance Map of FLETC, Charleston Complex C-23 Grounds Maintenance Map of FLETC, Naval Weapons Station areas

All provisions under this Sub-section (unless identified below) are Firm Fixed Price and shall be priced accordingly.

C-5.E.1 GENERAL REQUIREMENTS

The Contractor shall furnish all labor, supervision, equipment, and materials necessary to provide grounds maintenance services for the properties/parcels listed in Section J, Attachments C-21. Maps of the Charleston Federal Complex and the Naval Weapons Station areas are shown in Section J, Attachments C-22 and C-23. The operations to be performed shall include cutting grass, edging, fertilization, weed control, collection and disposal of litter and trash, vegetation cutting and removal, under-brushing, grassing, sodding, erosion control, tree and shrub pruning, tree and stump removal, irrigation, ditch cleaning, and other miscellaneous services as described herein.

The government reserves the right to increase or decrease the times and frequency of any task. The use of herbicides to accomplish certain grounds maintenance functions shall be permitted if approved by the COR/Contracting Officer in accordance with provisions covered in Sections C-4 and herein.

C-5.E.2 DEFINITIONS – TECHNICAL

As used throughout this statement of work, the following terms shall have the meaning set forth below. Additional definitions, which are equally applicable, are in the “DEFINITIONS - TECHNICAL” Section C-2.

C-5.E-2

(a) Debris. Debris includes, but is not limited to, paper, cans, bottles, limbs, pine straw and pine cones, leaves, rocks, and other similar items.

(b) Diameter at Breast Height (DBH). Diameter at Breast Height, as measured 4.5 feet above ground level.

(c) Environmental Protection Agency (EPA). The Federal agency delegated with authority to enforce the Federal laws, which are concerned with pollution of the environment.

(d) Fertilization. Fertilization is the process of applying nutrient elements to the soil where the soil has become deficient in nutrients essential for proper plant growth.

(e) Grass Cutting. Grass cutting shall include cutting, trimming, and edging within the designated area, all grasses, weeds, and other vegetation which is one inch or less in diameter (at ground level).

(f) Lay down site. This is a pre-assigned grounds area that may be used by the Contractor for material and debris laydown as well as to store grounds maintenance equipment.

(g) Maintenance Level. A designation used to specify the frequency of services and type of grounds maintenance required on a land parcel.

(h) Parcel. A given area of land. Each area shown on maps accompanying this specification is divided into various parcels.

(i) Pruning. Pruning is selectively removing unwanted growth to make a plant or tree grow or respond in a desired manner. Pruning differs from “shearing”. Pruning involves selection and judgment. “Shearing” means clipping all growth on a plant at a uniform distance and shape.

(j) Regular Hours. The Government’s regular (normal) hours are from 7:00 am to 5:00 p.m. , Mondays through Fridays, except (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer.

C-5.E.3 CONTRACTOR FURNISHED ITEMS

Except for the items listed in the “Government Furnished Facilities, Equipment & Materials”, the Contractor shall provide all equipment, materials, and services to perform the requirements of this contract.

C-5.E.4 MANAGEMENT

(a) The Contractor shall have a dedicated Landscaping/Grounds Supervisor to manage the total work effort associated with the grounds maintenance services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, report preparation, and quality control. The Contractor shall provide a qualified staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices. The Grounds Maintenance Supervisor shall possess a minimum of an associate’s degree in Horticulture Technology as well as three years experience in commercial/industrial grounds maintenance (See Section H). Professional knowledge of turf, plants, plant bedding, soil, tree maintenance, pruning, removal; and other landscape issues required. In the event of a disagreement as to the time and frequency for a particular task, the government reserves the right to increase or decrease the times and frequency. The contractor will perform all the tasks and performance requirements outlined in Section C-5.E.5 below. Upon the Contracting Officer’s request, the contractor shall provide a schedule of all tasks to be performed, including times and frequencies.

(b) Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and

C-5.E-3 schedule work to assure labor, equipment, and material are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. There shall be a written schedule submitted weekly to the COR/Contracting Officer describing the work goals and schedules.

(c) Monthly Work Schedule. In addition to the requirements of the “WORK SCHEDULE” provision, Section F, any changes due to inclement weather will be provided to COR/Contracting Officer. The Contractor shall strictly adhere to the performance requirements outlined herein in order to facilitate the Government’s inspection of the work. The COR/Contracting Officer shall be notified at least two working days in advance of the scheduled date of any work requirements, which will not be accomplished. Except as may otherwise be specified, all work shall be performed during regular hours. If the Contractor desires to perform work on Saturday, Sunday, holidays, or outside regular hours, he/she may submit application to the COR for Contracting Officer approval.

(d) Herbicides. The Contractor shall be licensed by the applicable State agency to provide vegetation control in the categories specified in this contract. All work shall be under the supervision of a certified, responsible individual, and in accordance with Federal, State, local, and activity laws and requirements.

(1) Control Methods. The Contractor shall utilize only herbicides registered by the Environmental Protection Agency. Use shall be in strict compliance with label directions for the control of the target weeds.

Herbicides selected, application rates, and application techniques shall have the prior approval of the Contracting Officer through the COR and FLETC Environmental/Safety Manager.

(2) Contractor’s Superintendent. During the execution of all work involving the handling and/or use of herbicides, the Contractor shall ensure the supervisor is present when the herbicides are being applied.

(3) Herbicide Use Records. The Contractor shall prepare and maintain daily records of herbicide usage as weed control operations are performed, and all entries shall be completed within 24 hours of chemical usage. A report shall be submitted to the COR/Contracting Officer, with the monthly invoice, for each month following the month of operation. Forms which are rejected by the COR/Contracting Officer, due to improper preparation, shall be resubmitted by the Contractor.

C-5.E.5 GROUND MAINTENANCE PERFORMANCE REQUIREMENTS

(a) Maintenance Level I. The Contractor shall provide grounds maintenance services in maintenance Level I areas. Section J, Attachment C-21 provides information on the size, location, and acreage of the land parcels which make up maintenance Level I areas. Maintenance Level 1 areas shall be serviced every ten days during the growing season (May-October) unless otherwise specified.

(1) Grass Cutting. All grassed areas located within this maintenance level shall be mowed every ten days during the growing season. The off season schedule for these areas shall be monthly mowing. If any bare ground within the limits of an area becomes vegetated with grass, weeds, or other similar growths through natural spread, i.e., not artificially planted, it shall be maintained as part of the basic contract. Prior to cutting, any trash, paper, or other debris that would detract from the finished appearance of the cut or present a safety hazard shall be removed. Such debris includes but is not limited to paper, cans, bottles, limbs, pine cones, rocks, and other such objects within the maintenance area, and shall include trash, paper, dead leaves, and other debris lodged in shrubs, hedges, fences, and along foundation and other walls. Debris shall be disposed of off the activity the same day as collected. Grass cutting is to be accomplished free of scalping, rutting, bruising, and uneven and rough cutting. Cutting equipment shall have sharp cutting edges which produce a neat, clean, and even cut. Use of cutting equipment which is out of adjustment, thereby causing streaks or irregularities, uneven cutting, plowing, or gouging of the soil shall not be permitted. Ground speeds and mower speeds shall be synchronized to assure effective cutting action. After cutting, grass shall have a uniform height. Grass clippings shall not be wind-rowed or allowed to be deposited in piles or clumps. Grass clippings shall be removed. Grass areas close or adjacent to buildings, hydrants, parking lots, manholes, fences, trees, hedges, and shrubs are included in mowing requirements, and may require hand mowing. To prevent damage to vehicles, cutting close to parked cars shall be done outside of peak parking hours, 7:30 AM – 4:30 PM, Monday – Friday. Trimming around

C-5.E-4 trees, shrubs, flower/shrub beds, cultivated areas, poles, walls, valves, and other similar objects shall be accomplished to match the height and appearance of the surrounding mowed grass. Trimming may be accomplished by hand clipping, by use of “weed eater” type equipment, or by herbicide treatment. Trees and shrubs shall not be damaged by trimming operations. Trimming with herbicide treatment shall be confined to an area extending l2 inches from the object being trimmed. Grassed areas, trees, or shrubs which are killed or damaged as a result of Contractor’s work shall be repaired or replaced by the Contractor at no cost to the Government. Trimming operations shall be considered a part of grass cutting and shall be accomplished concurrently (same day) with grass cutting operations. Grass cutting will not be considered complete until all trimming operations are accomplished. Grass clippings and trimmings shall be removed from sidewalks and other paved areas the same day the grass is cut. Blowing of all sidewalks, streets, porches, etc. shall be accomplished immediately following cutting, trimming and edging activities.

(2) Edging. All sidewalks, driveways, street edges, curbs, other paved areas, running track and shrubbery areas located within this maintenance level shall be edged on the same schedule as the mowing services. Edging shall create an l/2 inch wide and l inch deep clear zone immediately adjacent to the paved surface. All edging shall be by mechanical means. The edging operation shall include removal of grass and other vegetation which has encroached onto street and other paved surfaces from adjoining grassed areas. Where driveway or street pavement edge is not discernible due to grass encroachment, a straight and even line approximating the edge of pavement shall be established and maintained. The edging operation shall produce neat, clean lines along the sides of sidewalks and other areas edged, and shall be accomplished free of scalping, rutting, bruising, uneven and rough cutting. All vegetation growing in the following areas shall be removed during the edging operation:

a. Cracks between curbing and street/driveway pavement and growing on/around running track. For continued maintenance of vegetation growing in cracks and expansion joints, herbicide treatment may be utilized to reduce the amount of mechanical work. The use of herbicides shall not be allowed for the purpose of eliminating or reducing normal mechanical edging along straight paved edges (sidewalks, etc.). Debris generated by edging operations, which falls on or is thrown on sidewalks, on curbs, in gutters, streets, or is thrown on nearby sod, causing an unsightly appearance, shall be removed from the site the day of the edging operation and disposed of off the activity.

(3) Fence Line. All perimeter fence lines will be maintained by mowing 20 feet outside the fence line and 10 feet inside the fence line. Areas abutting fences that are maintained to normal levels will be maintained to the most stringent requirement. Fences will be maintained to the level of adjoining areas or level II if not maintained. Areas must also be maintained using chemical weed killers as described in Section C-5.E.5.c below.

(4) Plant and Shrub Pruning. Shrubs, bushes, hedges and cultivated plants shall be pruned at the frequency specified in Contractor’s Schedule. All clippings and debris shall be removed from the site the same day and disposed of off the activity. Pruning shall be accomplished so as to:

a. Remove new growth attaining a length of six (6) inches.

b. Reduce the size and growth rate of each shrub by clipping approximately 20% to 30% of the total surface area approximately 3 to 6 inches inside the normal “pruned surface”. This interior clipping (20% to 30%) shall be uniformly distributed over the entire shrub. This procedure shall be performed as a part of the normal pruning operation (when new growth is removed).

c. Evenly form and balance the shrub, bush, or plant in order to shape it according to its natural growth habits. “Box” or “circular” shaping is not acceptable, except with hedges. Hedges shall be sheared or pruned, as appropriate, to maintain their established shape and appearance.

d. Remove dead, damaged or diseased wood. If the entire shrub should die, remove the entire shrub to 6 inches below ground level. The hole and any other surface damage caused by removal shall be filled with topsoil, fertilized, raked and seeded.

e. Remove vines, tree sprouts or any other extraneous vegetative growth from under or on the

C-5.E-5 shrubbery.

f. Prune or remove growth in front of windows, over entranceways or walks, or where vision is obstructed at street intersections.

(5) Cultivation and Mulching of Shrubs, Hedges, and Flowerbeds. Shrubs, hedges, and flowerbeds shall be cultivated and mulched at the frequencies and times specified in the Grounds Maintenance Schedule. Cultivation includes weeding of shrubs, hedges, and flowerbeds. Cultivation shall be extended a sufficient distance from bases of shrubs to ensure their protection from damage by lawn mowers, and trimmer/edgers, and to provide proper care for the plants, but in no case less than l8 inches. Cultivation shall be extended to a depth of 2 inches, care being taken that the roots of the plants are not damaged. Removal of grass, weeds, rocks, and debris encountered during cultivation shall be considered part of cultivation. All edges shall be worked to a neat and true line. All timber, brick, concrete, aluminum, or plastic bed edging shall be realigned as needed. Mulch in bed areas such as wood bark chips, pine straw, etc., shall be well groomed after removal of weeds, rocks, etc. Additional mulch, of the same type as existing, shall be provided and placed around all shrubs and flowerbeds as required to maintain a minimum depth of three inches. Shrubbery without existing mulch shall be mulched to a minimum depth of three inches with pine straw. Seasonal bedding plants/flowers shall be planted in the flowerbeds once per quarter. Withered plants shall be replaced as needed.

(6) Fertilization. The Contractor shall furnish and uniformly apply 10 pounds per acre of 15 - 30 - 15 (N-P-K) analysis fertilizer to all parcels within this maintenance level. Fertilizer shall be granular and contain the specified amounts of nutrient elements (Nitrogen, Phosphorus and Potassium or liquid equivalents). Fertilizer shall be delivered to the site in the original, unopened containers bearing the manufacturer’s chemical analysis, name, trade name, trademark, and indication of conformance to State and Federal laws. In lieu of containers, fertilizer may be furnished in bulk if accompanied by a certificate indicating the above information with each delivery. Fertilizer shall be applied only when grass blades are free of moisture. Ground cover plants and shrubbery beds shall be fertilized concurrently with lawn application, at the same rates. The Contractor’s monthly work schedule shall reflect planned fertilization dates. Planned fertilization program shall be scheduled for one spring and one fall application.

(7) Trash and Litter Collection and Disposal. The Contractor shall collect and dispose of trash and litter in all grassed areas, plant and shrub beds, wooded areas, sidewalks, streets, and curbs in maintenance level I areas. Trash and litter does not include natural vegetation, such as leaves, pine straw, and limbs. The Contractor shall collect and dispose of all trash/litter on a daily basis center wide.

(8) Raking. Includes the raking and removal of leaves, pine straw and pinecones, limbs, and other debris from the raked area. All debris shall be disposed of off the activity the day of collection. The Contractor shall be responsible for dump fees.

(9) Insect and Disease Control. The Contractor shall inspect grounds at least twice per month to determine locations of disease, insect problems, and bare spots. Inspections of grassy areas around Physical Training Building, the Boat Boarding (dirt fleet) and surrounding facilities and the Interactive Covered Drill Complex (IACD) shall be performed twice per week. Following each inspection, the Contractor shall provide corrective action to all diseased or infested areas, plants, trees, and shrubs, including replacement, if necessary. A monthly report of findings and treatment shall be submitted to the COR/Contracting Officer.

(10) Irrigation. Irrigation involves the artificial application of water to promote proper health, growth, color, and appearance of cultivated vegetation. Grassed areas, shrubs, trees, and ground cover plants shall be irrigated in accordance with the following directions.

a. The Contractor shall operate, maintain, and repair the sprinkler irrigation systems located at the following areas:

1) Building 1

2) Building 39

C-5.E-6

3) Building 43

4) Building 46

5) Building 59

6) Building 61

7) Building 64

8) Building 654

b. Care shall be exercised by regulating time and equipment to prevent wasting of water. Watering shall be accomplished in a manner that avoids erosion, run-off, or ponding due to excessive quantities or rate of application. Irrigation operations shall be scheduled so as not to interfere with normal operations.

c. The Contractor shall be held responsible for any damage to plants, lawns, or buildings caused by careless operation of irrigation equipment. Sprinklers shall not be set in such a position as to throw water into doorways, windows, porches, parked cars, parking areas, or to impede vehicular and/or pedestrian traffic. Watering will only be conducted during the growing season. The Contractor shall repair or replace damaged, deteriorated or otherwise malfunctioning components, within one week.

d. Water will be furnished by the Government from the most convenient existing source of water.

e. All valves, covers, and valve box covers shall be kept closed at all times except when in actual use.

f. The Contractor shall abide by any local, state, or other water agency regulations or controls in force at the time of this contract.

g. Irrigation shall be ordered as follows:

(1) Contractor System Application. When irrigation is ordered in an area which is 500 feet or less from a Government provided source of water, the Contractor shall provide hoses, sprinklers, and/or other equipment as required to irrigate the entire area uniformly. One inch of water shall be applied unless a specific application time is specified by the COR/Contracting Officer.

(2) Site Specific Application. When irrigation is ordered at a point of application (such as an individual tree or shrub) which is 500 feet or less from a Government provided source of water, the Contractor shall provide hoses and/or other equipment as required to provide a specified number of gallons at the specified site(s). Up to ten sites may be specified per application if within 500 feet of the same water source.

(b) Maintenance Level II. The Contractor shall provide grounds maintenance services in maintenance Level II areas. Section J, Attachment C-21 provides information on the size, location, and acreage of the land parcels which make up maintenance Level II areas. Maintenance Level II areas shall be maintained every 20 days during the growing season unless otherwise specified.

(1) Grass Cutting. All grassed areas located within this maintenance level shall be mowed once every twenty days. All other requirements for grass cutting and trimming are the same as for maintenance Level I, as specified above.

(2) Edging. All sidewalks, driveways, streets edges, curbs, other paved areas, and shrubbery areas located within this maintenance level shall be edged on the same schedule as the mowing services. All other requirements for edging are the same as for maintenance Level I, as specified above.

(3) Trash and Litter Collection and Disposal. The Contractor shall collect and dispose of trash and litter in all grassed areas, plant and shrub beds, wooded areas, sidewalks, streets, and curbs in maintenance Level II. Trash and litter does not include natural vegetation, such as leaves, pine straw, and limbs. All trash and liter shall be disposed of off the activity the same day as collected.

C-5.E-7

(c) Maintenance Level III. The Contractor shall provide grounds maintenance services in maintenance Level III areas. Section J, Attachment C-21 provides information on the size, location, and acreage of the land parcels which make up maintenance Level III areas. Maintenance Level III areas shall be maintained every 30 days during the growing season unless otherwise specified.

(1) Grass Cutting. All grassed areas located within this maintenance level shall be mowed once every thirty days. All other requirements for grass cutting and trimming are the same as for maintenance Level II, as specified above.

(2) Edging. All sidewalks, driveways, streets edges, curbs, other paved areas, and shrubbery areas located within this maintenance level shall be edged on the same schedule as the mowing services. All other requirements for edging are the same as for maintenance Level II, as specified above.

(3) Trash and Litter Collection and Disposal. The Contractor shall collect and dispose of trash and litter in all grassed areas, plant and shrub beds, wooded areas, sidewalks, streets, and curbs in maintenance Level III. Trash and litter does not include natural vegetation, such as leaves, pine straw, and limbs. All trash and liter shall be disposed of off the activity the same day as collected.

(d) Additional Tasks. The Contractor may have to perform additional tasks as directed by the COR/Contracting Officer. Details of the work required will give the exact location and type work to be accomplished.

The Contractor shall be apprised as to the required timeframes for completion. Some of the services the Contractor may have to perform include:

(1) Tree Pruning. Trees shall be pruned in accordance with the following guidelines to selectively remove unwanted growth and encourage trees to grow or respond in a desired manner. All tree pruning shall be accomplished under the supervision of an individual furnished by the Contractor, who is trained, experienced, and otherwise qualified in proper tree pruning techniques. Verification of such training, experience, and qualifications must be acceptable to the COR/Contracting Officer prior to initiation of any tree pruning. Prior to starting work, the Contractor shall propose a pruning plan for each variety of tree to the COR/Contracting Officer for approval. Trees shall be pruned according to their natural growth habit to evenly form and balance the tree, to promote proper health and growth, to respond to damage inflicted by natural or human causes, and to prevent interference with pedestrian and vehicular traffic. All clippings and debris shall be removed and disposed of off the activity the same working day. Pruning shall be accomplished in a manner so as to:

a. Remove dead, damaged, or diseased wood or structurally weak limbs that may cause a safety hazard or unsightly appearance, including the removal of dead palm fronds.

b. Remove branches that extend over buildings and endanger roofs, eaves, and windows, or hang within eight feet vertically of sidewalks, parking lots, and driveways.

c. Provide clearance for buses and similar vehicles along streets.

d. Cut back branches that overhang or grow into power lines and steam lines. Anticipate the effects of wind on branches which might fall on power lines or steam lines. Shape the entire tree rather than notch the top.

e. Remove growth of small trees in front of windows, over entranceways or walks, and those which will obstruct vision at street intersections.

f. Remove sprouts which grow from the trunk. Remove sprouts to the height of the first major lateral limb.

g. Branch stubs shall not be allowed. All branches shall be pruned (removed) back to the next major

C-5.E-8 limb or the tree trunk. Pruning cuts shall be performed in a manner which leaves the branch collar exposed (with no stub beyond the branch collar).

(2) Vegetation Removal. Vegetation removal shall consist of the removal of grass, weeds, trees (less than three inches at ground level), and all other vegetative growth to ground or pavement level within 12 inches on both sides of fence lines. Removal may be by either mechanical or approved chemical methods. Debris generated by vegetation removal operations shall be removed and disposed of off the activity the same working day.

(3) Miscellaneous Tasks. The Contractor may have to perform tasks in areas other than those specified elsewhere in this section, due to acts of nature or as otherwise directed by the COR/Contracting Officer. Some of the services the Contractor may perform include, but are not limited to: Removing debris to trash dumps (the Government will be responsible for dump fees); Excavating with pick and shovel; Moving and spreading dirt and gravel; Providing additional gardening and lawn services; Repairing holes and depressions; Policing and removal of pine straw, pine cones, leaves and other debris from Building roofs contained in this section; Edging and trimming of areas not otherwise specified in this section; Cutting, and trimming of trees and shrubbery throughout the entire complex; Planting and maintenance of shrubs, hedges, and flowers.

a. Stainless Steel Grills. The Contractor shall maintain all stainless steel grills located throughout the FLETC facility. Maintenance shall include, but is not limited to, replacement of all broken handles, hinges, and tightening of all screws and bolts. In addition, each grill shall be cleaned weekly, to include removal of all charcoal, food residue, debris, etc. Red ash canisters must be emptied biweekly or as needed.

END OF SECTION C-5.E

SECTION C-5.E – GROUNDS MAINTENANCE / LANDSCAPING