Lawn Care SOW.pdf

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FEDERAL EMERGENCY MANAGMENT AGENCY-STATEMENT OF WORK

PURPOSE: The purpose of this Statement of Work (SOW) is to obtain comprehensive year-round grounds maintenance services at the FEMA Aurora Annex building, located at 635 W. Indian Trail Road, Aurora, Illinois 60506.

GENERAL REQUIREMENTS: The Contractor shall furnish all labor, tools, vehicles, insurance, management/supervision, supplies and equipment necessary to provide ground maintenance services at the FEMA Aurora Annex building grounds located at 635 W. Indian Trail Road, Aurora, Illinois, in accordance with the requirements specified herein. Grounds maintenance is to ensure outdoor areas are safe, secure, functional, and appealing. Prioritizing property safety, security and building access, year-round grounds maintenance operations and services to be performed shall include, but not limited to: grass cutting, edging, weeding, leaf cleaning, soil aeration, lawn scarification, grading/leveling lawn, mulching, fertilization, grounds repair, planting flowers or trees, seeding/over seeding, sodding, watering of grounds, vegetation cutting, trimming of hedges and shrubs, pruning of identified and requested tree/hedges/shrub branches, cutting trees, stump grinding, applying arbor treatments, removal of dead plants/vegetation/under-brush, maintain hard surfaces, outdoor pest control, power washing, furniture maintenance, empty outdoor garbage and cigarette receptacles, collection and disposal of litter/trash, and snow removal/deicing services. Expert lawn services to provide aeration, dethatching, over seeding and feed, to be performed twice a year, in spring and early Fall. On-site dumpsters are not to be used for the disposal of this residue.

The use of herbicides, mold, and pest control to accomplish certain ground maintenance functions may be permitted if approved by the Environmental System Support Manager (SSCM), and or the Contracting Officer Technical Representative (COTR).

WORK OUTSIDE REGULAR HOURS: Except as may be otherwise be specified, work shall be performed during regular administrative hours (7:00 a.m. - 3:30 p.m.) Monday through Friday. If the contractor desires to carry work on Saturday, Sunday, Holidays, or outside regular administrative hours, he/she may submit request to the contracting officer and his/her designee for approval. Snow and ice grounds maintenance services may be performed outside of stated hours, 7 days a week, for pre-treatment, preparation and response of a winter storm, the purpose of avoiding parked vehicles when using snowplows, and for effective/timely snow and ice responses.

MANAGEMENT: The Contractor shall 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, but not limited to, excellent communication, scheduling and quality control. The contractor shall plan and schedule work to assure labor, equipment, and materials are available to complete work requirements.

MAINTENANCE: To include applicable grounds maintenance methodologies from the following:

Corrective Maintenance, Preventative Maintenance, Condition-Based Maintenance and Predictive Maintenance.

GRASS CUTTING: All grass areas located within and around the FEMA Alternate Site building grounds and fences shall be weed free and cut to a uniform height between 2 and 3 inches. Prior to cutting, any trash, paper, or other debris that would detract from the finished appearance of the cut or to present a safety hazard shall be removed. Such debris includes, but is not limited to, paper, cans, bottles, limbs, pinecones rocks and other such objects within the grass areas. Fill in low spots with soil and se necessary. Bare spots or dead grass should be replaced or repaired with a best method approach. Grass clippings shall not be windrowed or allowed to be deposited in piles or clumps. Grass clippings shall be uniformly distributed over the mowed area or bagged. 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. Trimming around trees, shrubs, flower/shrub beds, cultivated areas, poles, walls, 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"/”string trimmer” 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 12 inches from the object being trimmed. Grass, 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. Grass clippings and trimmings shall be removed from sidewalks and other paved area the same day the grass is cut.

LANDSCAPING: The Contractor and staff must be in good physical health, have excellent communication skills, an attention for detail, organizational skills, lawn maintenance skills, pest management skills, planting skills and the ability to operate equipment such as lawn mowers and hedge trimmers. Additionally, landscapers must know how to work with trees, flowers, mulch, rocks, decks, gazebo/playground equipment, benches, and outdoor tables.

TREES/SHRUBS/BUSHES: Prune all trees, yews, shrubs, hedges, and bushes on an as needed basis. Tree heights will vary in size and are not to be considered a deterring factor for services by the Contractor if tree trimming/pruning/cutting is requested or needed. If necessary, wrap or protect shrubs and plants during winter months.

EDGING, TRIMMING AND PRUNING: Edge along sidewalks, curbs, buildings, and areas not accessible by normal cutting. Pull all weeds growing in the flower beds which cannot be treated with weed control solution or removed with a mechanical weed cutter.

String trim along the entire inside and outside perimeter fence, removing grass, weeds, and other debris. Trim approximately 2-3 feet along the east outside perimeter fence removing grass, weeds, and other debris.

Annually, prune trees and shrubs of all dead, dying, diseased, doubled, or broken limbs greater than two (>2”) inches in diameter.

Annually, prune perimeter trees to maintain lines of sight of the perimeter fence by, one (1) raising crowns of deciduous trees to the top of the perimeter fence, approximately 10 feet (10’) from ground level, two (2) thinning crowns of deciduous trees to improve lines-of-sight of the top of the perimeter fence, removing approximately 30% of growth, and three (3) ensuring that tree limbs, both deciduous and evergreen, do not touch the perimeter wall/fence or extend over the top of the perimeter wall/fence. Coordinate the pruning with the security manager.

Remove all debris from the work site; disposing of all logs, limbs, chips, and debris generated by the work described; restoring the site, as close as reasonably practical, to conditions existing prior to work commencing.

HERBICIDES AND PEST/BUG CONTROL: Contractor shall be licensed by the applicable state agency to provide vegetation control. All work shall be provided by a certified responsible individual, and in accordance with Federal, State, Local, and Activity Law and requirements. The Contractor shall utilize only herbicide and pest control registered by the Environmental Protection Agency (EPA). Herbicide use shall be in strict compliance with label directions for the control of the target weeds and mold.

Herbicides selected, application rates, and application techniques shall have the approval of the COTR.

Pest/Bug control may include the application of deterrents, eradication, and removal, to include, but not limited to, raccoons, opossums, birds/bats, rats, mice, bees, spiders, flying insects, cockroaches, ants, fleas, and ticks. During the execution of all work involving the handling and/or use of pest control and herbicides, the Contractor shall have on the job a responsible and competent representative with the authority to speak and act for him/her. The whereabouts on the activity of the supervisor shall be made known to the COTR at all times when work is performed.

MAINTENANCE OF HARD SURFACES/HARDSCAPING: Parking lot, playground/picnic areas, sidewalks, rocks, and other non-vegetative ground surfaces shall have trash and/or debris removed and properly disposed of. Weeds or invasive vegetation on surfaces and crevices should be physically removed and, if necessary, treated with herbicide. Drains, downspouts, incoming or outgoing water access points should be free and clear of debris and bushes.

SNOW REMOVAL: Contractor shall be responsible for pre-monitoring, monitoring, and initiating services for all winter weather events. Winter grounds maintenance includes the removal of snow and deicing from all driveways, sidewalks, crosswalks, parking lot (22 parking spaces), steps, facility entrances, doorways, gates, and handicapped parking areas. The contractor shall ensure that the location of the hydraulic vertical pivot vehicle gate/access card reader area, leading into the annex grounds, including the pedestrian gate area and walkway, are free from snow, ice and applied with deicer chemicals when necessary. The Contractor will also ensure that facility sidewalks, entrances, crosswalks, steps, gates, and doorways are maintained in an operable snow and ice-free safe condition.

Contractor shall commence snow removal 24-hours a day, seven days a week, any time there is an accumulation, or an anticipated accumulation, of snow greater than one inch. Work is preferred and recommended, when possible, to be predictive and performed at times when parked vehicles are not present.

Deicer chemicals shall be applied to property as pretreatment and anytime there is ice accumulation, black ice, and immediately after snow has been removed to prevent freezing. Liquid deicer should be applied prior to severe weather. In the event there is continual snow fall over an extended period of time, the contractor shall periodically remove the snow and apply deicer chemical to ensure sidewalks and crosswalks remain as free of snow/ice as is possible. The contractor shall respond to any additional requirements for snow/ice removal as may be deemed necessary by the COTR during normal duty hours.

Total square footage for snow/ice removal is approximately 6,000 square feet. Snow plowing must clear and remove the snow and ice from the property so that there is not an accumulation or piling of snow.

If necessary, the contractor shall call in additional personnel to ensure the sidewalks/crosswalks are cleaned in a timely manner.

Contract services shall be provided in accordance with the Special Contract Conditions, Work Schedule (if applicable) and Specifications included herein. Snow Removal is required on an as required basis.

Service may also be ordered by telephone by authorized callers (“Authorized Callers” list will be provided). When services are provided there will be detailed itemization of services rendered to the COTR by email.

The Contractor shall furnish the COTR a list of telephone numbers where either he/she or one of his/her authorized representatives may be contacted seven days per week at any time of the day or night.

NOTE: All ice melting chemicals are to be supplied by the contractor and shall be of a type containing Potassium Chloride or comparable chemicals which will not damage seeded areas. The ice melting chemicals used shall be approved by the COTR and or the environmental supervisor.

Total square footage for snow/ice removal is approximately 6,000 square feet. Special emphasis shall be placed on ensuring the sidewalks and crosswalks are cleaned. If necessary, the contractor shall call in additional personnel to ensure the sidewalks/crosswalks are cleaned in a timely manner.

Contract services shall be provided in accordance with the Special Contract Conditions, Work Schedule (if applicable) and Specifications included herein. Snow Removal is required on an as required basis.

Service may also be ordered by telephone by authorized callers (“Authorized Callers” listed attached hereto).

SECURITY REQUIREMENTS/ACCESS: The FEMA Aurora Annex, located at 635 West Indian Trail Road, Aurora, Illinois 60506 is considered a closed facility. A pre-proposal site visit will be scheduled and held in the presence of a FEMA Facility Manager, or designate, for all contractors planning to submit a proposal. Site visits shall be held prior to bid submission and award.

Upon award, all personnel entering FEMA spaces must be screened and have specific permission of the FEMA Security Officer for entry. This permission is granted when a Contractor employee is issued an identification card or placed on an approved access list and escorted by a FEMA representative. The Contracting Officer will provide information necessary to obtain access to the facility after the award is made. Contractor vehicles must be marked on each side with the company name with either permanent or semi-permanent/magnetic signage. The Contractor shall be responsible to ensure that all its employees abide by all facility access rules as dictated by the FEMA Security office. Upon completion of the work or termination of an employee, the Contractor shall be responsible for turning in identification cards to the Contracting Officer or to the Pass and Registration Office of the Security Forces.

FEMA is seeking coverage for the periods of:

Base Year: 1 July 2022 through 30 June 2023 with options for annual renewal extensions of:

1st Option period of performance:

2nd Option period of performance:

3rd Option period of performance:

4th Option period of performance:

1 July 2026 through 30 June 2027

1 July 2027 through 30 June 2028

1 July 2028 through 30 June 2029

1 July 2029 through 30 June 2030 msutton3 Highlight msutton3 Highlight

IMAGES

Interior view

Interior view (left)

Interior view (right)

Southwest corner

Northwest corner

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