NGSTTC_Grounds_Maintenance_SOW--V2_(2).doc

STATEMENT OF WORK—GROUNDS MAINTENANCE

Requisition Number

NGSTTC GROUNDS MAINTENANCE

141011-25-0005 This solicitation contains a statement of work for the grounds maintenance for the NGSTTC. This means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the requirement unless there are safety, security or communication requirements.

It is the responsibility of the Contractor to ensure that they build into their bid/proposal price the necessary hours that it will take to meet the tasks as specified.

The Contractor will be required to maintain a Quality Control Program (here on known as QCP) to ensure that the requirements of this contract are met. This program shall be created for identifying and correcting deficiencies in the quality of services before tasks becomes unacceptable.

STATEMENT OF WORK

1. CONTACTS

On-Site Point of Contact (PC)

Steve Breidenbach

NOAA/NOS/National Geodetic Survey

15351 Office Drive

Woodford, VA 22580

Phone: (240) 753-3837

Email: steve.breidenbach@noaa.gov

Contracting Officer Technical Representative (COTR)

Sonita Tiwari

NOAA/NOS/National Geodetic Survey

Phone: 240-676-3859

Email: sonita.tiwari@noaa.gov

2. SCOPE OF WORK

A. Place of contract will be as follows: National Geodetic Survey, Testing &Training Center, 15351 Office Drive, Woodford, VA 22580. The project site consists of approximately 20 acres, parts of which are occupied by buildings and roads. See Attachment A Figure 1 for a map identifying the areas to be maintained under this contract.

Grounds Maintenance will be performed April 1 – October 31 (7 Months) each year. Period of Performance is April 1, 2025 – March 31, 2026 (Base) and Four Option Years. Period of Performance if all options are exercised is April 1, 2025 – March 31, 2030.

B. All work accomplished under this contract is required to meet the quality as identified. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for Grounds Maintenance from the date contract is awarded for a period of one calendar year and four additional option years. Work shall be in a manner that will maintain the integrity of the buildings, maintain healthy grass, shrubs, and plants and present a neat and professional appearance.

C. It is the responsibility of the contractor to comply with all applicable local, state and federal laws governing the health and safety of its employees, including all regulations promulgated under the Occupational Safety and Health Act (OSHA). Such compliance shall include, but not be limited to, ensuring that all employees are properly trained for the work to be accomplished and have been supplied with all necessary protective and safety wear and equipment. The Government at its discretion may request written safety plans or guidelines for its records.

D. If services cannot be accomplished due weather-related occurrences such as rain or thunderstorms, the Contractor shall schedule services the next duty day with no degradation to existing scheduled services.

3. SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

A. Government Furnished:

Electrical power will be provided on grounds for the Contractor to operate such equipment, as necessary, in this contract.

B. Contractor Furnished:

(1) The Contractor shall furnish all supplies, materials, and employee training necessary to achieve the quality of the work in this contract, unless otherwise specified herein.

(a) Training shall include all applicable OSHA and other related standards. The Contractor shall submit all Material Safety Data Sheets (MSDS) for any materials used under this contract containing “dangerous” or “warning” labels to the on-site Point of Contact (PC) within 10 days after contract award date.

(b) Furnish employees with appropriate Personal Protection Equipment to meet OSHA standard 1910.132(a) which states: Protective equipment, including personal protective equipment for eyes, face, head, and extremities, protective clothing, respiratory devices, and protective shields and barriers, shall be provided, used, and maintained in a sanitary and reliable condition wherever it is necessary by reason of hazards of processes or environment, chemical hazards, radiological hazards, or mechanical irritants encountered in a manner capable of causing injury or impairment in the function of any part of the body through absorption, inhalation or physical contact.

(2) The Contractor shall furnish all equipment necessary to accomplish the work under this contract. All equipment must meet all applicable OSHA standards. Contractor shall not use any unsafe equipment or any equipment in need of repair. The Government is not responsible for damage to contractor’s equipment.

4. CONTRACTOR PERSONNEL

A. Within five days of the contract start date, the Contractor shall submit, in writing, the name of the Site Manager and an alternate to the PC. The Contractor shall supply email address, telephone, cell phone, and/or pager numbers to the PC for use in contacting the Site Manager. The Site Manager shall conduct overall management coordination and shall be the central point of contact with the Government for all work under this contract. The Site Manager shall be authorized to receive any notices of deficiency in contract. The notices may include, but not be limited to, the following: unsatisfactory work, deficiencies in work and notices of proposed payment deductions due to the above. This may be in the form of written and/or verbal communications. The Site Manager shall be available weekdays, between the hours of 8:00 a.m. and 3:00 p.m., within 30 minutes to meet at the facility to discuss problem areas.

B. All personnel employed by the Contractor shall be experienced in the type of work involved and familiar with the specifications of this contract.

C. The Contractor is required to provide necessary and on-going tenant relations or customer service training for their employees.

D. Contractor personnel shall conduct all operations in such a manner as to minimize any inconvenience in the use of the facilities to the occupants.

E. Contractor personnel shall wear all appropriate Personal Protection Equipment as required by OSHA standards.

5. SCHEDULING WORK AND REPORTING REQUIREMENTS

Within five work days of the contract starting date, and annually thereafter for renewal periods, the Contractor shall submit to the PC schedules and plans to accomplish required services throughout the time in which the contract is active within the year. If changes need to be made to reduce conflicts with Government operations, special events, or other occurrences, the Contractor shall meet with the PC and revise the schedule as necessary. The PC can request changes to the monthly work schedule so spacing of services is distributed to meet the needs of the Government. The Contractor shall not deviate from this schedule without prior approval from the PC.

6. QUALITY CONTROL PROGRAM

A. The Contractor shall establish a complete, written, Quality Control Program (QCP) to ensure that the requirements of the contract are provided as specified. The written QCP shall be submitted to the PC within 5 days of the start date of work.

B. The QCP’s purpose is to provide a plan for meeting all requirements of this contract. The QCP should include, but not be limited to, the following:

1. An inspection of the grounds which covers all services stated in “Statement of Work and Guideline Requirements” of this contract.

2. A system to ensure that the Contractor’s employees, or subcontractor’s employees, are notified of all deficiencies in their area of responsibility. A system and plan to retrain employees to ensure that deficiencies do not reoccur.

3. A plan for monitoring and correcting customer complaints. A record of customer complaints and the corrective action taken must be kept on file at this site and available for review by the Contracting Officer or his/her representative, at any time.

4. A plan for the immediate forwarding of customer complaints that are not the responsibility of the Contractor, to the PC or their designated representative.

C. The QCP must be kept current, reflecting the pertinent contract modifications and requisite changes or conditions. The Contractor shall review the plan with his onsite personnel to ensure complete understanding. A copy of the most current QCP must be kept on file at the worksite where the tasks are being accomplished.

D. If the Contractor is not meeting the standard of the SOW, the Government retains the right to review the QCP and related documents. Upon review of the plan and related documents, the Government will take appropriate action to ensure that all quality and performance measures are met as specified in this contract.

E. Period of Performance is a Base and 4 Option Years. Grounds Maintenance Service will be performed April 1 – October 31 of each year. Base Year will be April 1, 2025 – March 31, 2026 and Option Years will be April 1, 2026 – March 31, 2030. Contract Period of Performance will end March 31, 2030.

7. SECURITY

A. The contractor shall be responsible for the following security aspects of work performed under this contract.

1. Contractor’s Security Point of Contact

The contractor shall submit with quote a Point of Contact for security related matters.

2. Physical Security

The contractor shall safeguard all Government property provided for Contractor use. The Contractor shall maintain physical security management of all operational areas, equipment, data, forms and products.

3. The C&A Requirements of Clause 73 do not apply and a Security Accreditation Package is not required.

GUIDELINE REQUIREMENTS

NOTE: All services provided under this contract are required to meet the standards described herein.

A. The Contractor shall provide all labor, equipment, materials, supplies, and supervision to perform grounds maintenance and landscape services as identified in the Statement of Work.

1. The following guidelines describe what is considered to be the normal industry quality and performance standards for intended services under this type of contract.

2. The Contractor, through innovation, technology or other means, shall perform the required services in order to meet the quality and performance standards.

3. The Contractor will ensure equipment operators do not bump into Geodetic Control Piers or buildings. All mowing will be done in a manner as to ensure clippings are not discharged in the direction or onto buildings or automobiles. Any property damage resulting from discharged materials will be repaired at the Contractor’s expense.

B. The following guidelines are for reference only and final results will be the determining factor for the success or failure of this contract. The Contractor’s effort in the meeting the standards outlined in the SOW, not the frequency or method of performance.

1. Mowing and Weed Trimming Operations: Figures 1, 2 & 3, in Attachment A define the areas to be mowed and trimmed by the Contractor. The mowing season is defined as March 1 through October 31. The Contractor shall be responsible for mowing and weed trimming on a weekly basis during the mowing season the areas indicated in Figures 1 & 2. The Contractor shall be responsible for mowing and weed trimming on a bi-weekly basis during the mowing season the areas indicated in Figure 3. The Contractor shall prevent scalping, uneven mowing, rutting by equipment, damage to trees and shrubs during contractor operations. The Contractor shall replace shrubs and trees damaged during any contractor operations. Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks and other fixed obstacles. Trimming height shall match surrounding area grass height. Grass clippings shall be removed or mulched to provide a uniform appearance after mowing. All improved grounds shall look well manicured at all times. All areas shall be trimmed concurrent with mowing. Any damage to buildings, trees and shrubs from weed trimming, caused by contractor shall be repaired by the Contractor at no additional cost to the Government. If an ornamental shrub or tree should die or become unhealthy, the Contractor will be responsible for replacing within 15 days of noticed damage.

2. Fertilize Grounds. Figure 5, in Attachment A defines the areas to be fertilized. The Contractor shall furnish and apply a slow-release fertilizer in (2) separate treatments; once in April and once again in September.

3. Over seed. Figure 5, in Attachment A defines the areas to be over seeded in April and September. The area should be aerated prior to over seeding. In the spring of the year the Contractor shall furnish and spread grass seed in defined areas. Seed shall be a mix that does well in northern Virginia’s climate and is weed free at a minimum rate of 2 lbs per 1,000 sq. ft.

4. Edging. Figure 5, in Attachment A identifies the sidewalks, concrete pad and around landscaping to be edged. Grass shall be edged back 0.5” to 1.5” and not cut deeper than 1.5” to 2”.

5. Weed Control. Figure 5, in Attachment A defines the area requiring weed control. Defined areas shall be maintained to show continual progress in removal of annual and perennial weeds, including all clover and coarse grass species. Planting beds shall be kept free of weeds, grasses, leaves and debris. Weeding shall include removal of vegetation from cracks, and expansion joints in sidewalks, driveways, stone landscaping, and curbs.

6. Lime Application. Figure 5, in Attachment A defines the area requiring lime application. The Contractor shall furnish and apply pelletized lime once in the in the fall at a minimum rate of 40 lbs per 1,000 sq. ft in defined areas.

7. Tree/Shrub Pruning. Figures 5, in Attachment A define the areas to receive tree pruning by the Contractor. Crepe Myrtles shall be trimmed of all suckers annually. Azalea shrubs around the office building need to be uniformed height below the window and 6 inches away from any structures. Remove dead, damaged, or diseased wood from all other trees (within 10 feet from the ground). This is a continuous requirement.

8. Bush Hogging. Figure 4, in Attachment A must be bush hogged twice annually once in June and once in October.

9. Bark Mulching. Figure 5, in Attachment A identifies the areas requiring bark mulching. During the month of May, the Contractor shall provide and place bark mulch around trees and shrubs in defined areas. Quantities supplied must be sufficient to maintain planting bed areas with a minimum mulch depth of four (4) inches, and tree mounds with a minimum depth of six (6) inches. A sample of mulch shall be submitted to the PC prior to application.

10. Cleanup. All grass clippings, weeds, and pruning shall be removed from the project premises as necessary. Walks and driveways shall be kept free of equipment and debris. Exterior walls of building shall be kept free of grass clippings. When on the job site police entire grounds to remove all trash, debris and leaves. This shall include the vehicle parking lots, walkways and lawn areas.

11. Road Maintenance. After each mowing contractor shall ensure roads are clear of debris (leaves, pine needles, limbs, and grass clippings). Herbicide shall be applied as necessary to control vegetation growth on and along the edge of road surfaces and gravel parking areas.

12. Irrigation System Maintenance. In March turn on and inspect and adjust sprinkler heads and system. October winterizes the system.

ITEMIZED SERVICES REQUIREMENT SHEET

I. The following are services INCLUDED under this solicitation. The following are major service items and therefore, some minor or sub item services may not be listed. See Attachment A for services to be conducted in specific areas.

A. Grass Mowing B. Edging C. Trimming D. Fertilizing E. Lime F. Over Seeding G. Mulching H. Pruning

I. Weed Control J. Bed Preparation and Maintenance K. Bush Hogging

L. Irrigation System Maintenance

II. Attachments

A. Figure 1 Gate area

B. Figure 2 Weekly Mowing areas

C. Figure 3 Bi-weekly Mowing areas

D. Figure 4 Bush Hogging

E. Figure 5 Manicured areas – building specific Performance Objectives and Thresholds

General

The contractor service requirements are summarized into performance objectives that relate directly to essential services. The stated performance thresholds are the minimum acceptable levels of service for each stated requirement. All aspects of the contractor performance are subject to Government surveillance, and absence of any contract requirement form the Performance objectives identified below shall not detract from its enforceability nor limit the rights or remedies of the Government under contract clauses.

Performance Objective

Performance Threshold

Perform all services required in accordance with the SOW Not to exceed 1 valid complaint

On a daily or weekly basis of unsatisfactory service per week

Perform all periodic services as required Not to exceed 1 valid complaint of Unsatisfactory service per interval

The preferred method of resolving deficiencies is to allow the correction of the deficiencies. The Contractor shall be provided with the opportunity to correct substandard work within one business day. When substandard work is not corrected within the specified timeframe or the Contractor refuses to re-perform the service, the unsatisfactory service is then logged as a deficiency.

IT Security Requirements This acquisition does not include any IT equipment so no IT security requirements exist.

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