P09 - SOW-DRAFT.doc

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STATEMENT OF WORK

FOR LEE COUNTY LANDSCAPE

MAINTENANCE

General The Contractor shall provide all supplies, materials, equipment, labor, supervision, management, disposal, and transportation to perform all lawn, plant bed, retention pond/retention sway areas; grounds landscape maintenance, sidewalks, and parking lots cleanup for the Lee County Healthcare Center (LCHC). The contractor has responsibility for and must demonstrate by an inventory that he/she has all the necessary equipment to perform the work under this contract. All trash will be picked up prior to use of lawnmowers and ground maintenance equipment or picked up afterwards if visible. All debris from grass clippings, tree trimming, palm fronds, weed control, etc. will be removed from the property at time of service at the expense of the contractor. The contractor is responsible for repairing any damage that they or all their sub-contractors may cause at the expense of the contractor.

The contractor has the responsibility for providing and applying fertilizer, soil amendments and insecticide materials. The contractor shall develop a schedule for lawn maintenance, fertilization, insect control, sidewalk, and parking lot cleanup for the approval of the contracting officer and/or his/her appointed designee prior to contract award. Schedules should be developed so as not to be a hazard to employees, customers, or visitors to the property. A supervisory official or equivelant must speak English to ensure effective communication.

The contractor is required to provide a certified arborist to conduct and document quarterly inspections on all living plants and trees throughout the property. Copies of the quarterly inspection of the property will be submitted to the Contracting Officer Representative (COR) within 30 days of completion. The contractor is required to provide a certified horticultural professional with extensive knowledge of pests, disease, and fungus of plants. Pond maintenance is required by someone who has an aquatic license in the state of Florida.

The Contractor must include with the offer package, certification, or license for any and all employees that will be handling or applying pesticides in performance of this Statement of Work to be considered for award. The Contractor shall promptly remove from the work site any supervisor or employee whose work or conduct is not satisfactory to the COR. The Contractor’s supervisor shall be in charge of the work on behalf of the Contractor. The Contractor shall enforce strict discipline and good order among the Contractor’s employees. The Contractor shall exercise the necessary supervision and control to prevent Contractor’s employees from violating any rules and regulations.

Location All work is to be performed at the Lee County Healthcare Center, located at 2489 Diplomatic Parkway East, Cape Coral, FL 33909.

Period of Performance The period of performance shall be November 6, 2025, thru November 5, 2026, with four (4) 12-month option years.

Conduct of Work

All work and services under this contract must be performed in such a way that there will be no interruption to, interference with, the normal operation of Government business on the premises of LCHC.

The Contractor shall provide all supplies, materials, equipment, labor, supervision, management, and transportation to perform all lawn, grounds, sidewalk, and parking lot maintenance for the LCHC. The contractor has responsibility for and must demonstrate by an inventory that he/she has all the necessary equipment to perform the work under this contract.

The contractor has the responsibility of providing and installing fertilizer, soil amendments and insecticide materials. The contractor shall develop a schedule for lawn maintenance, fertilization, insect control, plant bed maintenance, sidewalk, and parking lot cleanup for the approval of the contracting officer and/or his/her appointed designee within 10 days of contract award. Schedules should be developed so as not to be a hazard to employees, customers, or visitors to the property. A supervisory official or equivalent must speak English to ensure effective communication.

Protection of VA and privately-owned assets and equipment is essential as the contractor is responsible for any damage as a result of worker negligence. Pesticides or non-regulated waste are prohibited from being stored on-site. Spill containment practices shall be followed when refueling equipment. Spill containment kits must be provided by the contractor; accessible to their workers or sub-contractors every time work is being performed on the property. All costs associated with properly disposing of spill clean-up on this property will be the responsibility of the contractor or his sub-contractors.

Requirements:

Mowing

Mow improved, Semi-Improved Grounds and Native Grassed Areas. Grass cutting of all lawn areas must be completed as per contract schedule. At no time will riding lawn mowers be driven on to or used on parking lot tree islands. Grass clipping discharges shall be blown away from plant beds, mulched or graveled areas at all times. Grass clippings must be removed or mulched when visible after mowing. All improved and semi-improved grounds and native grass areas must look well-manicured at all times. All turf areas shall be mowed in a manner to maintain a uniform height of no less than 2½ “during the peak growing season and no less than 2” during the winter season. Grass shall not be allowed to grow to a height of more than 5” inches before being mowed. All grass areas shall be mowed as needed to keep a well-groomed appearance at all times, which will be monitored by the COR or his/her designated official. No grass clippings shall be left on sidewalks, parking lot surfaces, or the VA and city streets. All clippings blown into the street and sidewalks shall be vacuumed up or blown back into grass area. Clippings can be left on the lawn as long as no readily visible clumps remain on the grass surface 36 hours after mowing. Otherwise, large clumps of clippings will be collected and removed by the contractor. In the case of fungal disease outbreaks clippings will be collected until the disease is controlled.

Fertilizer

Turf areas shall be fertilized no less than two (2) times per year using a fertilizer recommended under the Plant and Turf One (1) Year Guarantee. One application shall be made in the spring and one in the fall. All fertilizer to be used shall be inspected by the COR prior to application for quality and quantity. Both plant and turf fertilizer shall be commercial grade, free flowing, uniform in composition, and conforms to applicable state and federal regulations. Any unapproved fertilizer shall be removed, and the recommended type of fertilizer purchased by the contractor. When fertilization is performed, a report consisting of the areas fertilized, and the quantity and type of fertilizer used shall be given to the COR. Reports should be deliverable and should be stated in the Request for Proposals. Failure to turn in reports shall be deemed work not performed and deductions made to the contract amount equaling cost of fertilizer plus labor. Soil samples must be taken and analyzed on a periodic basis to determine amounts and type of fertilizer or amendments to be used.

Herbicides

All herbicides shall be properly labeled and registered with the U.S Department of Agriculture. Keep all herbicides in the original labeled containers. Herbicide selection will be submitted to the COR for approval prior to application.

Weed Control Weeds and crabgrass will require ongoing monitoring to ensure the landscaping maintains an aesthetic appeal. The standard of appearance will be determined by the COR, and it is the contractor’s responsibility to adhere to the level of appearance. The contractor is responsible for pulling or killing any and all weeds and grass growing in paved, concrete, mulched, rock and stone areas. The Contractor must keep all lawns (includes semi-improved and native grass areas) shrubs, ground-cover beds, flower beds, graveled areas, parking lot, and all other adjacent areas free of weeds at all times. Any herbicides must be applied by certified or licensed personnel. This should take place as needed under the “Schedule and Requirements” section. When herbicide is performed, a quarterly report consisting of the area’s herbicide, and the quantity and type of herbicide used shall be given to the COR. Reports should be deliverable and should be stated in the Request for Proposal.

Grass and weeds must be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, sidewalks, road shoulders and other fixed obstacles concurrent with mowing schedule. Damage to trees and shrubs from trimming must be repaired by the contractor. A weed control plan shall be submitted as part of the approval package for review by the contracting officer and his/her designee. The plan shall include but is not limited to methods for removal and standard of appearance.

Insect Control Insects, to include ants, shall be controlled on an ongoing basis. Damage to turf areas as a result of insect treatment will be the responsibility of the contractor to repair. Only licensed applicators may apply insecticide. Ant mounds shall be identified, reported to the COR, and treated monthly, or when requested. Only licensed applicators may apply insecticide. The contractor shall conduct a semi-annual uniform insecticide treatment of the grounds, plant beds and parking lot tree islands in the spring and fall not to exceed seven months between applications, a completion report with quantity and type of insecticide used shall be given to the COR within 30 days of completion. Failure to turn in reports shall be deemed work not performed and deductions made to the contract amount equaling cost of insecticide treatment plus labor.

Edging and Property Border Overgrowth Sidewalks, curbs, edges of buildings, asphalt edges located in the improved and semi-improved grounds, bedding/planter areas and tree rings must be edged to maintain a professional appearance. Edging will include removal of vegetation from cracks in sidewalks, driveways, curbs and all other concrete and asphalt joints to maintain a professional neat appearance. The contractor will maintain a three-foot clearance of overgrowth from the Northern property security fencing with a six-foot clearance of overgrowth from the security fencing boarding the West side of the property. Additionally, the contractor will maintain a minimum six-foot clearance of overgrowth from the West side dock yard wall rock bed and will maintain the existing lawn and rock bed beside the West side dock wall.

Blowing/Sweeping Sidewalks, curbs, patios, and parking lots shall be cleaned of debris and clippings during mowing, weed eating and edging during regularly scheduled days of service.

Retention Pond/Low Runoff Areas Retention ponds banks/low runoff areas shall be mowed on the same frequency schedule as other turf areas and shall be maintained at the same height requirements as the rest of the turf throughout the property especially during the rainy season (May-August). The use of herbicides in retention ponds is not permitted when water is present. The wet Retention Ponds shall have annual programs for eradication of Aquatic Weeds and cycles of control. The Dry Retention Ponds will be mowed, trimmed, and well maintained. All Biomass debris will be removed and disposed of offsite.

Turf Disease/Fungus

Any turf disease that appears must be properly identified, and a permanent corrective action shall be submitted in writing to the COR for approval. The contractor shall maintain trees, plants, lawns, and ground cover free of insects and disease. The treatment of insects and diseases will be provided by the contractor. All turf areas or plants under the contractor’s responsibility which dies as a result of the contractor’s non-performance or negligence, to include application of herbicide or irrigation issues that the contractor is responsible for, will be replaced by the contractor at the discretion of the CO or his/her designee.

Plant Beds and Rock Beds Plant beds located on the property will be maintained by the contractor in a neat and professional manner, determined by the COR. An approved method of weed control shall be incorporated to include manual removal during the peak growing season, which will require more frequent maintenance during this time frame (March-November). At no time will plant beds and rock beds be over-run with weeds or grass. The rock beds boarding the building and dock yard wall will be kept free from weeds and grass clippings at all times.

Mulching Plant and tree beds shall receive 3 inches of mulch cover during the month of November and an additional 1 ½ inches of mulch cover during the month of April. If needed some old existing mulch in the plant beds may be removed to maintain a neat appearance and maintain an even dispersing of mulch in the existing plant beds. The mulch will not exceed over the existing plant bed or planter’s border. Red or brown mulch will be the only approved color mulch used in the plant beds, and this will be approved by the COR in advance.

Pruning

Trees and shrubs will be trimmed as needed. Palm fronds will be removed that are not positioned between 9 and 3, pose a safety hazard, or when determined to be no longer ascetically appealing by the COR. The contractor assumes responsibility for any palm frond related injury that results from neglecting the previously mentioned removal criteria. In the event of a storm or hurricane, the contractor has 3 days to clean up debris. No herbicides will be used for this purpose. The Contractor must maintain a neat and well-maintained appearance of all plants, shrubs, and trees, by proper pruning, clipping, pinching back and shape maintenance. Also, the contractor shall prune trees as necessary and/or at the request of the COR. Shrubs and ground covers should be pruned as necessary to maintain a well-manicured appearance. Shrubs will be pruned as needed to ensure an informal shape, fullness, and bloom. Tree and palm pruning will be done at a minimum of once a year and is limited to branches and/or brown fronds and seed heads below 20 feet in height. No green palm fronds shall be removed. All litter will be removed by the following growth flushes. Branches will be pruned just outside the branch collar. Pruning paint will not be applied. Sucker growth will be removed by hand from the base of trees. No herbicides will be used for this purpose. All dead, diseased or unsightly branches, vines or other growth will be collected and removed by the contractor Irrigation system

The Contractor will conduct and complete a semi-annual Irrigation System Tune-up and a report given to the COR upon completion. Failure to turn in reports shall be deemed work not performed and deductions may be made to the contract amount equaling cost of professional irrigation system tune-up plus labor. The contractor will inspect and test all components and zones in the irrigation system monthly and shall reset zones according to seasonal changes. Minor adjustments and repairs such as head/emitter cleaning, replacement, filter cleaning, small leaks and minor timer adjustments shall be made by the contractor. If any parts needed it is found that damage was due to contractor non-performance or negligence, and then the contractor would be responsible for the cost of those parts during weekly maintenance. The contractor will note and report to COR any symptoms of inadequate or excessive irrigation, drainage problems, etc., repairs to the system beyond the above scope will be negotiated at the time of occurrence. The government is not obligated to use the contractor for repairs to the system above those stated in the contract. The Contractor is responsible for replacing any and all grass, plants, shrubs, trees, to include palms trees that die from lack of irrigation due to negligence by the contractor.

Thatch Removal

The Contractor must perform general litter patrol on all grounds. Responsibilities will include, but will not be limited to, the removal and disposal of all-natural debris (tree limbs, dry brush, rodent habitats, dead animals, etc.) and manmade debris. All grass clippings must be properly removed and disposed of offsite (not in the office dumpster). Sidewalks and paved areas must be cleaned of all lawn clippings after each mowing. Parking Lots/areas, walks, curb-gutter, sidewalks, and concrete flatwork must be kept debris free (includes bark debris, dust and dirt), with the debris properly removed and disposed of offsite. Removal of debris and policing of grounds will be concurrent with mowing schedule. Removal of thatch (a spongy build-up of dead and living grass shoot, stems and roots) should be considered when thatch thickness exceeds one inch. The best time for thatch removal is March through August when the turf-grass is rapidly growing.

Storm Drains

Storm drains will remain clear of mulch and debris to allow for adequate flow of water.

Pond Maintenance

The contractor is responsible for cutting back all vegetation along the perimeter of the five retention ponds on the property, except for the cattails. This will be completed as needed.

Sidewalks and Entrance Ways All Sidewalks, entrance ways, and parking lots shall be kept clear of debris by the contractor. Sidewalks, curbs, signage, rock walls, exterior furniture, facility marquis signs, bus stops/shelters (5), tree planters, concrete safety bollards will be pressure washed and treated twice yearly or as needed and be stain free. A detailed report on all pressure washing will be sent to the COR upon completion within 10 working days. All exterior trash cans will be emptied as needed or weekly as minimum. Any dead animals in parking lots, on sidewalks, and on the grounds will be removed within 8 hours of notification by the COR. All work is to be accomplished where it does not interfere with day-to-day operations of the facility. All outside tables, bus stops/shelters (5), trash receptacles and furniture shall be cleaned as needed. Tasks shall be conducted on Monday-Saturday, between 8am and 6pm as not to disrupt the day-to-day activity of the facility.

Schedule and Requirements The hours approved for these services are 8am to 6pm and Monday-Saturday.

Mowing will take place per the following schedule or on an as needed basis as directed by the COR.

Once a week during – March, April, May, June, July, August, September, October, November

Every two weeks during – January, February, December

Fertilizer once per month during the following months: March and November.

Chemical Weed Control as needed at least once per month.

Specifics of Services

The Contractor will be responsible for satisfactorily managing and performing exterior landscape maintenance services at the LCHC, Cape Coral, Florida. Exterior grounds consist of lawns, native grass areas, gravel, plant beds, parking lot, walks, driveways, and curb. The Contractor must provide all labor, tools, equipment, supervision, herbicides, fertilizer, transportation and any other material or services necessary to maintain the landscaping and grounds in such a manner to present a neat and well-maintained appearance. All products are to be used in accordance with local, state, and federal laws. and Material Safety Data Sheets (MSDS) and a list of these products will be supplied to the COR. The MSDS must be provided by the contractor to the COR where the information will be kept on file in accordance with the applicable guidelines of the OSHA Hazard Communications Standard. Requirements pertaining to recordkeeping will be strictly followed, with copy(s) provided to COR as necessary and upon request.

Inspections

The contractor is responsible for oversight of all work and must perform and document monthly quality control inspections and provide to the COR to ensure compliance with all provisions within the contract. The criteria and frequency of reporting will be determined upon contract award.

Circumstances to Be Reported:

The Contractor or Contractor’s employees shall report any circumstances of needed repair of the facility or unusual soiling of an area which may affect the performance of the work, present unhealthy or hazardous conditions. In addition, report those which may create any delays or interference with the work caused by the employees of the Government. Such report shall be made immediately upon discovery by the Contractor to the COR.

Emergency and Special Event Services:

Upon notification by the contracting officer, the contractor shall perform emergency or special event grounds maintenance required in areas covered under this contract. Upon notification of an emergency, the contract manager shall respond within one (1) hour to meet with the COR and initiate emergency services. Upon receiving directions by the COR. contractor personnel shall begin emergency work within two hours. The contracting officer will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event.

Quality Control

The contractor shall develop, submit for contracting officer approval, and maintain a quality program to ensure grounds maintenance services are performed in accordance with established standards of Professional Grounds Management Society (PGMS), National Arborist Association, American Society of Landscape Architects, and the local county extension office. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Delivery Summary.

Quality Assurance

The government will periodically evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

Confidentiality and Nondisclosure It is agreed that:

1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the COR at the conclusion of the task order.

2. The CO or COR will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response.

3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO or COR.

Safety and Security

It is agreed that the Vendor shall meet all local, state and federal safety requirements during the entire contract period. All materials must be securely transported with straps or chains in accordance with all local, state, and Federal Department of Health Regulations. Any work stoppages directed by the CO, COR, Facility Safety Officer, or VA Police due to safety or security violations by the contractor or his designated sub-contractor, will be promptly corrected. The corrective action shall be reported to the CO or COR prior to permission being granted to recommence work.

Damage to Government Property:

a. Contractors shall be responsible for the replacement of any structure, to include building glass, turf, curb, road pavement, headstone or marker, valve boxes, control markers, sprinkler heads, which is chipped, marred, damaged and/or ruined at the fault of the contractor. The contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed COR prior to repair/replacement/installation.

b. At the Government's discretion, the contractor shall either repair or replace the property or reimburse the Government the full amount for all property damage(s). The contractor shall be aware that Government property - beyond standard structures and equipment - also includes monuments, trees, beds, and turf (i.e., wounded trees or damaged turf).

Government holidays:

The contractor is not required to provide service on the following National holidays, nor shall the contractor be paid for these holidays.

New Year’s Day

Martin Luther King Day

President’s Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Maintain Improved and Semi-improved Grounds

Maintain Trees, Shrubs, Broadleaf Evergreens, Hedges, and Perennial Flowers

Maintain Irrigation System and Replace Parts

Police Grounds of Trash and Litter

Pest Control

The Contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police.

The contractor may not have access to any VA sensitive information under this contract.

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