Lawncare Checklist rev 10.30.24.docx

Department of Defense, Veterans and Emergency Management – Military Bureau Evaluation of Service Tour - Lawncare Checklist

Date of Tour:

Time:

Location:

Program Administrator/Designee:

Contractor:

Rating: E=Excellent G=Good (Meets Expectations) NI=Needs Improvement N/A = Not Applicable

NOTES:

1. Some tasks may not pertain to some facilities. Place N/A in the notes if not at your facility.

2. Pictures should be taken where they can be and submitted with the form. (If issue is with length/height use a ruler as reference)

Instructions for Evaluations

· There should be an agreed upon schedule for periodic performance evaluation tours, at a minimum of monthly.

· If additional evaluations are deemed necessary, this will be scheduled by the Program Administrator or their designee via written email notification a minimum of three (3) business days prior to requested meeting.

Contractor Performance:

· If the Contractor receives a combination of four or more negative responses to yes or no questions and Needs Improvement or Unacceptable ratings for services rated during the Evaluation of Service Tour, it will be documented as poor performance.

· The Contractor will be given two (2) weeks from the date of the Evaluation Tour to correct all issues discovered during the Evaluations of Service Tour.

· If the issues are not resolved during that timeframe the contract could be terminated due to documented poor performance with a thirty (30) day notice.

· If the Contractor receives three (3) evaluations that receive the poor performance rating for the facility, the contract could be terminated due to documented poor performance.

· Poor performance may be considered in the evaluation of a subsequent bids submitted by the Contractor.

· The Contractor will have fifteen (15) calendar days from the date notified to appeal any termination of contract decision based on the Evaluation of Services Tours.

· The appeal must be addressed to the Director of the Division of Procurement Services.

General

Three-foot swath maintained along the outside of the fences as needed.

(Limestone 2-foot swath) Y or N

Winter/Spring Clean Up

Removal of fallen trees and branches

Repairs to damaged lawn

Removal of all trash and foreign debris

Environmental Requirements Note if your site does not have the specific category then put N/A in the notes – refer to contract if unsure.

General Lawn - Cut no shorter than 3.5 inches max of 5in.

(has good roots and no scalping at this level, and no thicket masses when cutting)

Filter Beds (JFHQ, RTI, Bangor East)- Allowed to grow to 6in and maintain at that height during season. Last cut of the year cut to 4inches for winter dormancy

Underdrain Filter beds (Auburn, Bangor RTI) - just must watch the caps to not hit them - otherwise mowed the same as lawn

Bio Retention Cell (Brunswick) - Cut annually to 6in at the end of the year. One cut only.

Pollination Bed (NMRC) - Cut annually to 6in at the end of the year. One cut only.

Retention Pond - If it is a grassed retention pond (Auburn & Bangor East) maintain a height of 6in through the season.

Retention Pond - Last cut of the year cut to 4in for winter dormancy

WW Filter Beds (RTI) - Weed whacked as needed to keep tall grass down

Gravel Wetlands (Bangor East) - Trim any woody growth, weed whack any brush.

Misc. Items

Work Performed during Department’s normal working hours 7:30 am to 4:00 pm

Work not performed on state or federal holidays.

Facility has received a schedule of when the work will be performed (weather permitting)

Evaluation Tour Attendees (must Sign & Date)

Facility Contact_______________________________________________________

DFE Contact__________________________________________________________

Vendor/Provider Contact_______________________________________________ Return completed sheet (pages 1-4 at least) to Ken Merrifield – DFE kenneth.r.merrifield.nfg@army.mil